Additional Services

Inbound Shipments:

• To be delivered no earlier than 72 Hours prior to arrival, Wednesday, March 14^th.

  The Westin Galleria Hotel
  13340 Dallas Parkway
  Dallas, Texas 75240
  Attn: Name of person to which shipment is being delivered
  
  2012 AAPM Spring Clinical Meeting
  Table # /Dallas Ballrooms Section 1 & 2
  Exhibiting Company Name
  Box __ of __

• All shipment will be delivered to the assigned table space. As long as shipments can fit in the elevators and are not too large to be brought up to the corresponding booths, exhibitors will not have to go pick them up.
• Please have tracking numbers and any other shipping information readily available.

Outbound Shipments:

• FedEx shipments are picked up on a daily basis at the hotel Monday - Friday. 
• The Hotel only provides FedEx and UPS labels.
• If using a shipper other than FedEx or UPS: Exhibitor must schedule the shipment pickup with the provider:
• Pick up must be scheduled not later than 72 hours after close of exhibit hall.  All shipments must be picked up prior to Thursday, March 22.
• Exhibitor must supply and complete appropriate shipping forms. 
• Exhibitors can print shipping labels in the Business Center.
• Exhibitors are instructed to leave the outbound shipment at their space for pickup and the shipment must be taped, labeled and ready to go before you depart.  The hotel is not held liable for any shipments.
• Hotel will move shipment to loading dock and store.  Exhibitors will pay for their outbound shipment in advanced.

Handling Fees:

• Exhibitors will be responsible for paying a handling fee for shipment to the hotel.
• Complete the form and submit VIA fax only to Krishna Oakman:
  • Hotel Exhibitor Shipping Form
• Label all boxes being shipped to the hotel:

  The Westin Galleria Hotel
  13340 Dallas Parkway
  Dallas, Texas 75240
  Attn: Name of person to which shipment is being delivered
  
  2012 AAPM Spring Clinical Meeting
  Table # /Dallas Ballrooms Section 1 & 2
  Exhibiting Company Name
  Box __ of __

• The hotel has provided a suggested shipping label:
  • Hotel Shipping Label

Official Air & Ground Freight Carrier:

Association Freight Services is the Official Air & Ground Carrier for the 2012 Spring Clinical Meeting.

Please click here for more information

Contact John Floyd:
301.565.5900 (PH)
john@associationfreight.com
www.associationfreight.com

• The entrance to the Dallas Ballroom will be locked each evening.  Please note, hotel staff will have access into the room after hours.
• AAPM is NOT providing a security guard.
• Exhibitors are responsible for the security of all display materials. If an exhibitor is displaying any items of value (equipment, computer lap tops, etc.) it is advised that such items be removed from the display table anytime the table is not staffed.
• Storage of shipping containers is the responsibility of the exhibitor.  Containers may be stored under tables or take equipment to your hotel room at the close of the show for the day. 
• The Westin Galleria staff and AAPM Staff will NOT be responsible for any missing equipment or materials.

• Audio Visual, Electrical and Internet services are provided by PSAV.
  • PSAV Exhibitor Form
• Complete and submit the form at least 72 Hours prior to your arrival for the meeting to secure any services that you will need for your exhibit area.
• Note there are no advanced rates.
• Submit completed forms directly to PSAV: (Fax) 972.239.0349 or (email) Michael Rodriguez: mrrodriguez@psav.com