Exhibitor Information

Refreshment and Lunch Break Hours

Due to the schedule change of scientific, educational and professional session times, refreshment break times have also been modified. Refreshments will be served in the lounge areas of the exhibit hall as follows:

Sunday Opening: Refreshments will be served for the Sunday 1:00 pm break to coincide with the opening of the Technical Exhibits. Beer and non-alcoholic beverages will be served between 3 pm - 4 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.

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

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 2012 the Annual Meeting and Technical Exhibit Hall will be held at the Charlotte Convention Center.

Vendors with an interest in medical physics or related equipment, products, and services are invited to participate at the Annual AAPM Meeting and Technical Exhibits. 2011 AAPM Exhibitors

The 2012 AAPM Meeting and Technical Exhibitions will be held at the Charlotte Convention Center 501 S. College St., Charlotte, NC 28202. Visit Charlotte Convention and Visitors Bureau for information on Charlotte and points of interest.

AAPM will use Halls A, B, and C1 on the Exhibition Level of the Charlotte 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 B - C1. Standard Poster sessions will be held in Exhibit Hall A.

The Scientific Sessions will be conducted on the Ballroom and Meeting Room Level of the Convention Center.

Please Note:

• Exhibit Hall Ceiling Height
  Halls A, B, and C1 have a ceiling height of 30 feet.
  
  
• Exhibit Hall Columns
  Halls A, B, and C1 have 5'-4" x 5'-4" columns.
  
  
• Exhibit Aisles (100 - 1400)
  In viewing floorplan, aisles run left to right. For in-line booths, front of booth will face aisle.
  
  
• Electrical Information
  Electrical Service is provided exclusively by Charlotte Convention Center. Electrical originates from floor boxes on 30 foot centers. All hookups to building electrical service must be made or approved by the Charlotte Convention Center.
  
  
• Exhibit Hall Entrances
  There will be TWO entrances into the Technical Exhibit Display areas (Halls B and C1). TWO sets of up/down escalators will move attendees from the Ballroom and Meeting Room Level to EACH entrance. The TWO entrances and escalators are indicated on the floor plan so please note when selecting your requested booth spaces.
  

Business Center Information:
2 Blocks from the Center

FedEx Office Print & Ship Center 
FedEx Office 
237 S Tryon St 
Charlotte, NC 28202 
Phone: (704) 338-5911 
Fax: (704) 338-9811 
E-mail: USA0929@FEDEX.COM

Hours:
Monday - Friday 7:00am - 11:00pm
Saturday - Sunday 9:00am - 9:00pm

Housing reservations will be handled by the Housing Connection/ AAPM/ Housing Bureau, available March 21.

The Housing Connection is the ONLY AAPM-designated housing provider for our meeting. If you are approached by any company other than The Housing Connection regarding hotel rooms in Charlotte, 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: The Housing Bureau will hold room blocks with a deposit. Personnel names with final arrival/ departure dates are due in writing no later than June 15. 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 Form' also when available.

Exhibitors are STRONGLY encouraged to use designated AAPM hotels.

Visa Letter:

Need a Visa letter inviting you to the AAPM Annual Meeting? Generate one here.

Air Travel:

Charlotte Douglas International Airport (CLT)
Drive time: 20 minutes to downtown hotels
Taxi: ~$25 fare

Getting Around Charlotte:

Click for more information on the LYNX Light Rail, Sprinter Bus and the free Gold Rush Trolley.

Map of Attractions within walking distance

Family-friendly activities

• Discovery Place
• Lazy 5 Ranch
• U.S. National Whitewater Center

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

The Exhibitors' Breakfast will be held on Wednesday, August 1 from 8:00 am until 9:00 am in Room 209/210 of the 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 Charlotte 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
• Blue Sky Broadcast – Digital capture of vendor events
• Charlotte Convention Center – Electrical, phone
• Convention Communications – Hotel door drop service
• Convention Data Services (CDS) – Registration and lead retrieval service
• WideEmotion – Media wide screen advertising
• Projection, Inc. – Audio visual

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:

Kymberly Brantigan
kbrantigan@charlottedestination.com

The Charlotte Destination Group
(704) 375-1815
www.charlottedestinationgroup.com

Saturday, July 28 • 9:00am - 12:00 Noon
Bus departs from the Westin Hotel at 8:40am
Deadline to Register: July 11, 2012
No on-site registration

Spend three hours sorting food at the Second Harvest Food Bank of Metrolina warehouse in Charlotte. This is an excellent opportunity to catch up with colleagues while you work to help others.

Second Harvest Food Bank of Metrolina provides a regional distribution warehouse and branches that supply food and grocery items to charitable agencies that assist people in need.

Please call 508-743-8511 to add the Service Project to an Exhibitor registration.

• 2013               August 4 - 8              Indianapolis, IN
• 2014               July 20 - 24               Austin, TX
• 2015               July 12 - 16               Anaheim, CA
• 2016               July 31 - Aug 4          Washington, DC