Exhibitor Information

Refreshment and Lunch Break Hours

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

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 Washington, DC. Make plans to stay a little longer!

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 2016 the Annual Meeting and Technical Exhibit Hall will be held at the Walter E. Washington Convention Center.

Vendors with an interest in medical physics or related equipment, products, and services are invited to participate at the Annual AAPM Meeting & Technical Exhibits. 2015 AAPM Exhibitors

The 2016 AAPM Meeting and Technical Exhibitions will be held at the Walter E. Washington Convention Center 801 Mt. Vernon Pl NW, Washington, DC 20001. Visit Walter E. Washington Convention and Visitors Bureau for information on Washington DC and points of interest.

AAPM will use Halls D - E on the Level 2 of the Walter E. Washington 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 D - E. Standard Poster sessions will be held in Exhibit Hall E.

The Scientific Sessions will be conducted on Levels 1, 2, and 3 of the Convention Center.

Please Note:

• Exhibit Hall Ceiling Height
  Halls D and E have a ceiling height of 30' - 50' feet. Island booths are allowed to reach 24' feet in height.
  
  
• Exhibit Hall Columns
  Halls D and E 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
  Electrical originates from floor boxes on 30 foot center. The floor boxes contain 120/208 volt, single phase and 3 phase. All hookups to building electrical service must be made or approved by the Walter E. Washington Convention Center Electrician’s.
  
  
• Exhibit Hall Entrances
  There will be ONE main entrance into the Technical Exhibit Display areas (HALL D) and ONE secondary entrance to the Poster Area (HALL E). The entrances and are indicated on the floor plan so please note when selecting your requested booth spaces.
  

FedEx Office Print & Ship Center: 
901 Massachusetts Avenue NW
Washington, DC 20001

Phone: 1.202.783.8412
Email: usa5656@fedex.com
www.fedex.com/us/office/Hotels-Conventions/marriott-marquis-DC.html

Business Center Hours:
Monday - Friday: 7 am – 6 pm
Saturday: 8 am – 1 pm
Sunday: 10 am – 3 pm

Housing reservations will be handled by Orchid Event Solutions, LLC, available March 23.

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 Washington D.C., 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 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.

To Block 10 or more sleeping rooms: Please use the Exhibitor Room Block Form when available. Require 10 or fewer sleeping rooms? You may prefer to make individual housing reservations using the link above.

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

The Exhibitors' Breakfast will be held on Wednesday, August 3rd from 8:00 am until 9:00 am in Ballroom 140AB of the Walter E. 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
• Walter E. Washington 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:

Allison Doherty | Convention Services Manager
Destination DC
O 301-602-2893
allison.doherty@destinationdc.com

• 2017               July 30 - Aug 3          Denver, CO
• 2018               July 29 - Aug 2          Nashville, TN
• 2019               July 14 - July 18         San Antonio, TX
• 2020               July 12 - July 16         Vancouver, BC