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Exhibitor Information

Last Minute Reminders

Some last minute reminders and information for Exhibitors about the AAPM 59th Annual Meeting & Exhibition in Denver, CO.

Service Kit

Complete list of official service providers, forms, submission instructions, deadline dates provided.

Welcome!

The American Association of Physicists in Medicine invites you to exhibit at the AAPM 59th Annual Meeting & Exhibition in Denver, CO. Join us for the premier education event for the Medical Physics community!

Please frequently review this website for the most up to date information relating to Exhibitor activities and the Annual Meeting.

We hope that you'll plan to attend and look forward to working with you.

Beware of housing and registration poachers! We have been informed that Exhibitors have been contacted by companies misrepresenting themselves as the AAPM Housing Service Provider and Registration Service Provider for the Annual Meeting.

  • Orchid Event Solutions, LLC (formerly The Housing Connection) is the ONLY AAPM-designated housing provider for our Meeting.
  • Convention Data Services (CDS) is the official registration service provider for our meeting.

If you are approached by any company other than Orchid Event Solutions, LLC or Convention Data Services regarding AAPM Annual Meeting registration, please be aware that they have no relationship with AAPM. You put yourself at financial risk if you provide them your credit card information. Look for this logo to instantly identify a legitimate AAPM service provider.

What's New This Year!

  • Update - Exhibit Setup will now begin at 8:00 AM on Thursday, July 27th
  • Rule Update: Exhibitors will be allowed to serve food and beverages to attendees from their booths

If an Exhibitor wishes to distribute food and beverage, the service must be held within the confines of the rented booth space. Exhibitors are responsible for all logistics involved with the purchase and distribution of food and beverage.

Exhibitors will be responsible for the maintenance of their booth and surrounding area. Cleaning Services information will be included in the Exhibitor Service Kit.

All food and beverage supplies must be purchased from the Convention Center Caterer.

Exceptions:

      • Distribution of Food: The distribution of popcorn, peanuts or any type of nuts is not permitted in the Exhibit Hall.
      • Distribution of Beverages: The distribution of Alcohol of any type is not permitted in the Exhibit Hall.
  • ePoster lounges:
    • As a new initiative to increase exhibit hall traffic, we will be incorporating four ePoster lounges next to each Refreshment Break lounge throughout the exhibit hall. During each refreshment break time, an e-poster session will be held in each e-poster lounge.
  • Attendance Participation using Beacon Technology:
    • AAPM will be using beacon technology to monitor session attendance and traffic patterns throughout the meeting space.
    • A beacon chip will be attached to the name badge of all registered SCIENTIFIC attendees and sensor devices will placed in session rooms and the exhibit hall.
  • Selecting Booth Space:
    • The draft floorplan posted in the Prospectus will be maxed out with 10’ x 10’ in-line booth spaces only. No ISLAND formations will be indicated on the floorplan.
    • If you would like to reserve a space larger than a 10' x 10', please list the booth numbers you'd like combined to create your desired booth formation on the Space Application.
    • To assist HQ with understanding your intentions, it is suggested you also print the floorplan, use a marker to outline/indicate your top 3 choices, and submit the floorplan with your space application.
  • Freight/Target Move-In - There will be NO targeted move-in schedule. Freight move-in will begin Thursday; see Show Dates and Hours

Important Information!

  • AAPM continues FREE exhibitor webinars and Online Exhibitor ROI Center to help exhibitors improve results!

    To add value and help exhibitors get maximum results from AAPM 2017, we are pleased to announce we are continuing to provide ALL exhibitors and their personnel with FREE live and re-playable webinars and online exhibiting educational content. Please bookmark the Exhibitor ROI Center, visit the site today and share the link with your staff.


    Be sure to mark your calendar and register today for the following educational live web events:

    Improving Tradeshow Lead Management for Better ROI
    Tuesday, May 30, 2017
    2:00 pm-2:45 pm Eastern
    Registration here

    Inside the Exhibiting Numbers: Budgeting, Managing Costs, Measuring & Reporting Exhibiting Performance
    Thursday, June 29, 2017
    2:00 pm-2:45 pm Eastern
    Registration here

    Complimentary live and re-playable webinars, a series of quick-read FAQs/exhibiting “how to” articles, and an Ask the Tradeshow Expert email Q&A are all accessible via AAPM’s Exhibitor Success & Resource Center

  • The Exhibitor Newsletter once again will be sent out via email every month. Each newsletter will include important information regarding the Annual Meeting. We hope to that you find it a useful planning tool and welcome your feedback.
  • Reminder! Personnel Badges will not be pre-mailed. Each individual must pick up his or her badge on-site at registration. However, companies registering 25 or more personnel will have two options for picking up personnel badges. When you enter the registration system, you will be asked to select either “Individual Pick Up” or “Group Pick Up”. If you are registering 25 or fewer personnel and would like to schedule a group pick up, please contact Rachel Smiroldo.
  • Partners for the Future:
    • To open the dialogue between our corporate partners and those individuals training to become medical physicists, we are continuing the Partners for the Future program.
    • Participating Vendors will be invited to attend the Student Meeting on Sunday morning and will receive a sign in their booth indicating they are participating in the program.
    • Students will either schedule an appointment with you or show up at your booth to see a demonstration of your product. We are working with the Student Committee on changes to improve the program for 2017!
  • The Partners in Solutions program will take place in the Exhibit Hall. This program continues to offer a unique way for physicists to interact with and learn from our vendors, with vendors providing physics-level applications training classes in a special-purpose lecture room located on the exhibit floor. These are not sales pitches, but practical information for the clinical physicist from the people who know their systems in depth.
  • Educational Topic-Specific Guided Tours
    • Small groups, approximately 10 attendees per group, will be guided through the Exhibit Hall by an AAPM-Member. The groups will visit participating exhibitors, spending 10-15 minutes at each exhibitor’s booth.
    • The Guided Tours will be organized around clinical topics chosen by the AAPM Technical Exhibits Subcommittee.
    • Attendees who participate in the Guided Tours will be given the opportunity to earn self-assessment (SAM) continuing education credit for participating.
  • Reminder! All in-line 10 x 10 and 10 x 20 exhibit booths have until 2 pm on Saturday to setup.
    Please be aware of the Installation and Display Removal rules:
    • Installation of all exhibits booths (300 sq ft or larger) and the removal of all empties must be completed by 12:00 pm Saturday, July 29. Any exhibits that remain uninstalled or empties remaining on the floor by Noon will be considered in violation and subject to a mandatory installation, and removal by our official decorator Brede Exposition Services. All fees and cost associated with installation, and removal will be invoiced and charged to the responsible party.
    • If you cannot make the installation deadline, Brede is available to assist with setup. Please call 407-851-0261.
    • The exhibits open on Sunday, July 30 at 12:30 pm. Exhibitors are authorized to complete final touch up (NOT SETUP) work on their booths from 8:00 am - noon on Sunday.
    • Exhibitors are not authorized to pack or remove articles from the exhibit hall prior to the official dismantle time, Wednesday, August 2nd at 2PM, without written approval from Exhibit Management.
  • Visit the Vendors - Tuesday, August 1, 9:30 am - 11:00 am. No sessions during this timeslot.

Expand All Sections | Collapse All Sections

  Exhibitor Registration Freight Move-In Exhibitor SetUp/Access to Hall Exhibit Hours Refreshment Breaks in Exhibit Hall Exhibit Dismantling
Thursday
July 27
  8:00 am
-
5:00 pm
*Revised Time*
8:00 am
-
11:00 pm
     
Friday
July 28
8:00 am
-
6:00 pm
8:00 am
-
8:00 pm
8:00 am
-
11:00 pm
     
Saturday
July 29
7:00 am
-
6:30 pm
8:00 am
-
12:00 pm
8:00 am
-
8:00 pm

Exhibit Hall Lighting Check:


1:00 pm
-
4:00 pm

Installation of all booths and removal of all empties must be completed by Noon
     
Sunday
July 30
7:00 am
-
6:30 pm
  7:30 am
-
12:00 pm
(Touch Up Only)
12:30 pm
-
5:00 pm
Breaks:
12:30 pm - 1:00 pm

3:00 pm - 3:30 pm
 
Monday
July 31
7:00 am
-
6:30 pm
  7:30 am
-
7:00 pm
9:00 am
-
5:00 pm
Break:
9:30 am  - 10:15 am

Lunch:
12:15 pm - 1:45 pm

Break:
3:45 pm - 4:30 pm
 
Tuesday
august 1
7:00 am
-
6:30 pm
  7:30 am
-
7:00 pm
9:00 am
-
5:00 pm
Break:
VISIT THE VENDORS!
9:30 am - 11:00 am
No sessions during this break


Lunch:
12:15 pm - 1:45 pm

Break:
3:45 pm - 4:30 pm
 
Wednesday
August 2
7:00 am
-
6:30 pm
  7:30 am
-
8:00 pm
9:00 am
-
2:00 pm
Break:
9:30 am - 10:15 am

Lunch:
12:15 pm - 1:45 pm
2:00 pm
-
8:00 pm
Thursday
august 3
    7:30 am
-
5:00 pm
    8:00 am
-
5:00 pm



Refreshment and Lunch Break Hours

Refreshments will be served in the lounge areas of the exhibit hall as follows:

SUNDAY
JULY 30
Show Opening Break
Afternoon Break 
12:30 pm – 1:00 pm
3:00 pm – 3:30 pm
MONDAY
July 31
Morning Break
Lunch
Afternoon Break
9:30 am – 10:15 am
12:15 pm – 1:45 pm
3:45 pm – 4:30 pm
TUESDAY
august 1
Morning Break VISIT THE VENDORS!
Lunch
Afternoon Break
9:30 am – 11:00 am
12:15 pm – 1:45 pm
3:45 pm – 4:30 pm
WEDNESDAY
august 2
Morning Break
Lunch
9:30 am – 10:15 am
12:15 pm – 1:45 pm

Sunday Opening: Refreshments will be served for the Sunday 12:30 pm break to coincide with the opening of the Technical Exhibits. Beer and non-alcoholic beverages will be served between 3 pm - 3:30 pm for the afternoon break.

AAPM will be promoting the exhibit hours to meeting attendees, encouraging them to visit the exhibit hall on Sunday.

After Sunday, no scientific sessions will occur during the designated break times. All attendees will be encouraged to enter the exhibit hall and interact with vendors. "Young Adult" registrants (ages 12 - 17) will be allowed in the exhibit hall with adult supervision. "Child" registrants (age 11 and under) will not be admitted in to the exhibit hall or session rooms.

A half day of sessions will be scheduled for Thursday in Denver, CO. Make plans to stay a little longer!

March 1
  • Exhibit Space Application due to AAPM for first consideration in space assignment. 
  • Exhibitors will be sent invoice for booth space payment as Exhibitor Space Applications are received
March 22 Housing Information Available - Exhibitors will be notified via email
By March 23 Booth payment must be received for first consideration in space assignment
Week of March 27 Booth Assignment Confirmation Notices - Exhibitors will be notified via email
March 29 Buyers Guide Information - Data Entry Portal Opens
april 27 Buyers Guide Information - Data Entry Portal Closes
may 3 Online Service Kit Available
may 5 Sponsorship Application Due - in order to be included in the Pocket Program
may 12
  • Submission of Scale Drawing for Island Formations due
  • Submission of request for Hanging Signs, Graphics and Canopies for Island Formations
  • Submission of Light Truss System
MAY 12 Last date to receive a Refund for Booth Space Cancellation (minus 10%)
May 30 Exhibitor Planning Webinar
june 7 Online Exhibitor Personnel Registration Available
june 14 Meeting Registrant Mailing Label Order Form Available
june 14 Exhibitor Housing Form Due - to Housing Bureau
june 29 Exhibitor Planning Webinar
august 2 Exhibitor Breakfast

An Exhibitor Newsletter will be available with important information! A new issue will be sent once a month via email. We hope that you find it a useful planning tool and welcome your feedback.

 

 

The AAPM Annual Meeting draws about 4,000 participants to the world’s largest program of scientific, educational and professional presentations plus technical exhibits and social programs that targets the medical physics community specifically. In 2017 the Annual Meeting and Technical Exhibit Hall will be held at the Colorado Convention Center.

AAPM Meeting Attendance
Description 2016
Washington DC
2015
Anaheim
2014
Austin
SCIENCE ATTENDEES
Member Regular Early 1537 1238 1401
Member Regular Late 186 285 181
Member Comp 33 41 34
Non-Member Regular Early 135 87 68
Non-Member Regular Late 59 68 64
Non-Member Regular Comp 39 52 15
Emeritus Weekly 40 27 26
Emeritus Weekly Comp 3 2 4
Member Daily 104 73 58
Non-Member Daily 38 41 37
Daily Comp 0 0 0
Junior Member Weekly 130 125 141
Junior Member Daily 15 3 8
Resident Member Weekly 105 100 83
Resident Non-Member Weekly 35 27 20
Student Weekly 325 296 257
Student Daily 125 86 104
Non-Member Student Daily 102 69 117
Resident Member Daily 18 9 7
Non-Member Resident Daily 5 3 4
Speakers 124 (weekly & daily) 114 (weekly & daily) 98
AAMD Member Early 7 6 4
AAMD Member Late 0 1 5
State Regulator 3 0 -
TOTAL SCIENCE 3168 2753 2736
EXHIBITORS
Exhibitor Weekly 27 29 23
Exhibitor Hall Only 66 123 119
Exhibitor Hall Only Comp 276 253 262
Exhibitor Comp 746 723 760
TOTAL EXHIBITORS 1115 1128 1164
GUESTS
Companion 195 135 174
Companion Comp 67 21 17
Young Adult (12 -20) 79 47 41
Child 11 & under 19 17 9
TOTAL GUESTS 360 220 241
GRAND TOTAL 4643 4101 4141

 

Percentage of 2015 Attendees by Regions
Mid Atlantic (NJ, NY, PA) 15.14%
West South Central (AR, LA, OK, TX) 9.63%
New England (CT, MA, ME, NH, RI, VT) 7%
East South Central (AL, KY, MS, TN) 2.78%
Mountain (AZ, CO, ID, MT, NM, NV, UT) 2.89%
Pacific (CA, HI, OR, WA) 12.87%
West North Central (IA, KS, MN, MO, ND, NE, SD) 4.54%
East North Central (IL, IN, MI, OH, WI) 14.28%
South Atlantic (DC, DE, FL, GA, MD, NC, PR, SC, VA, WV) 26.45%
Canada 3.85%
Mexico 0.05%
U.S. 82.19%
International 17.81%

 

2016 Professional Attendee Information

Employment Function

Employer Nature

Vendors with an interest in medical physics or related equipment, products, and services are invited to participate at the Annual AAPM Meeting & Technical Exhibits. 2016 AAPM Exhibitors

The 2017 AAPM Meeting and Technical Exhibitions will be held at the Colorado Convention Center 700 14th Street, Denver, Colorado. Visit Colorado Convention and Visitors Bureau for information on Denver and Points of Interest.

AAPM will use Halls A - C on the Level 2 of the Colorado Convention Center. The exhibit hall will have a combination of 10 feet x 10 feet and larger island booths. Technical Exhibits will be displayed in Exhibit Halls A - B. Standard Poster sessions will be held in Exhibit Hall C.

The Scientific Sessions will be conducted on the Street Level of the Convention Center.

Please Note:

  • Exhibit Hall Ceiling Height
    Halls A, B and C have a ceiling height of 30' feet. Island booths are allowed to reach 24' feet in height.

  • Exhibit Hall Columns
    Halls A, B and C have Columns.

  • Exhibit Aisles (1000 - 7000)
    In viewing floorplan, aisles run north to south. For in-line booths, front of booth will face aisle.

  • Electrical Information
    Floor Ports: 30' centers.

    Electrical: 2 each, 20 amp 120 volt, duplex outlet, 1 each 100 amp, 208 volt, 3 phase service.
    All hookups to building electrical service must be made or approved by the Colorado Convention Center Electrician’s.

  • Exhibit Hall Entrances
    There will be ONE entrance into the Technical Exhibit Display areas (HALL A) and ONE entrance to the Poster Area (HALL B). The entrances and are indicated on the floor plan so please note when selecting your requested booth spaces.

The UPS Store
700 14TH ST
DENVER, CO 80202

Phone: 720.904.2300
Email: store6611@theupsstore.com
Website

Business Center Hours:
Monday - Friday: 8 am – 6 pm
Saturday: 9 am – 5 pm
Sunday: Closed

Housing reservations will be handled by Orchid Event Solutions, LLC, available March 22.

Orchid Event Solutions, LLC, formerly The Housing Connection, is the ONLY AAPM-designated housing provider for our Meeting.  If you are approached by any company other than Orchid Event Solutions, LLC regarding hotel rooms in Denver, CO, please be aware that they have no relationship with AAPM. You put yourself at financial risk if you provide them your credit card information. To report housing fraud, please contact Rachel.

For Exhibitors with Room Block Reservations: Orchid Event Solutions will hold room blocks with a deposit. Personnel names with final arrival/ departure dates are due in writing no later than June 14. This is a strict deadline, and room blocks will be re-leased if names are not supplied by this date.

For Individual Exhibitor Reservations with No Room Blocks: You may prefer to make individual housing reservations by linking to 'Online Housing' when available or you can use the 'Exhibitor Housing Link' also when available.

Exhibitors are STRONGLY encouraged to use designated AAPM hotels.

To Block 10 or more sleeping rooms: Please use the Online System to make your reservation. Require 10 or fewer sleeping rooms? You may prefer to make individual housing reservations using the general housing link.

The dress code is business casual for the AAPM Annual Meeting.

The Exhibitors' Breakfast will be held on Wednesday, August 2nd from 8:00 am until 9:00 am in Room 107 - 109 of the Colorado Convention Center. A representative from each registered exhibiting organization is invited to attend. This is an opportunity for Exhibitors to provide feedback and suggestions, discuss the move out procedures, and future society meetings.

Exhibit Management has selected Brede Exposition Services (Hereafter known as "Service Contractor") to serve as official contractor to provide various services to Exhibitors.

In partnership with Brede Exposition Services, AAPM will be implementing an Online Service Kit in order to assist with streamlining the ordering process.

Complete information, instructions, and schedule of prices regarding drayage, labor for installation and dismantling, electrical work, furniture, cleaning, etc., will be included in the Online Exhibitors Service Kit.

Exhibitors will be provided with a password to be used for accessing the Online Service Kit. Exhibitors will have the option of completing orders interactively online, or downloading PDFs of forms for fax to the appropriate Service Provider.

An Exhibitor Service Center will be maintained on the exhibit floor to facilitate service requests from Exhibitors.

It is agreed that the Exhibitor will abide by and comply with rules and regulations concerning local unions having agreement with the Anaheim Convention Center and with authorized contractors employed by Service Contractor.

Should there be specific questions Brede can be reached at:

Brede Exposition Services
2502 Lake Orange Drive
Orlando, FL 32837
info@bredeallied.com
Customer Service Dept: (407) 851-0261
Fax: (407) 859-3904
www.bredeallied.com

Additional Official Service Providers:

  • Association Freight – Air freight shipping
  • Convention Communications – Hotel door drop service
  • Convention Data Services (CDS) – Registration and lead retrieval service
  • Projection, Inc. – Audio visual
  • Colorado Convention Center – Electrical, Phone
  • WideEmotion – Media wide screen advertising
  • YRC - Ground Freight

Security:

AAPM will provide security in the Exhibit Hall during set up, each evening following the close of the exhibit hall, and during tear down. Should you wish to hire private security for your booth, ordering information will be provided in Online Service Kit.

Should you need assistance in planning an event to be held in a location other than one of the official hotels, we encourage you to contact the following destination management company:

Jeanna Finch| Director of Business Development
Convention Designs, LLC
O 303-650-8858
jfinch@conventiondesigns.com

  • 2018               July 29 - Aug 2          Nashville, TN
  • 2019               July 14 - July 18         San Antonio, TX
  • 2020               July 12 - July 16         Vancouver, BC
  • 2021               July 25 - July 29         Columbus, OH