Exhibitor Information

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.
  
  

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