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EXHIBITS GENERAL INFORMATION
 
Salt Palace Convention Center

The 43rd American Association of Physicists in Medicine (AAPM) Annual Meeting and Technical Exhibitions will be held at the Salt Palace Convention Center, 100 South West Temple, Salt Lake City, Utah, USA.  For a preview of the convention center and other points of interest in Salt Lake City visit the Salt Palace's website at http://www.saltpalace.com.  The exhibits will be utilizing Halls A, B, and C on the Lower Level of the Salt Palace. Poster sessions will be held in Hall C. The Scientific Sessions will be conducted in meeting rooms on the Upper and Lower Levels. The exhibit hall will have a combination of 10 feet x 10 feet and island booths.

Please Note:

  • The Salt Palace Halls A, B, and C contain a limited number of 4 foot x 4 foot columns.  All columns will be draped. Please pay attention to the columns identified on the floor plan with the symbol black square when selecting desired space.  Booths shown on the floor plan are located so that columns will not interfere with booth design structures. 
  • The ceiling height of Halls A, B, and C is 30 feet.
  • There will be TWO entrances into the exhibit hall.  The entrances are indicated on the floorplan so please note when selecting your requested booth spaces.
Quickly Jump to:
Hotel Information
Dress Code
Exhibitor Breakfast
On-Line Personnel Registration
Exhibitor Personnel Registration Categories and Fees
Social Functions - Purchase of Additional Social Function Tickets
Complimentary Guest Badges
Badge Control
Work Passes
Lead Retrieval System
Advertising
Internet Set Up/AAPMnet
Dates to Remember....Mark Your Calendars
Booth Prices
Space Assignment Process

Hotel Information

Housing reservations are being handled by the Salt Lake City Convention and Visitor's Bureau/AAPM Housing Bureau.

The AAPM Headquarters hotel for the 2001 meeting is the Salt Lake City Marriott Downtown.

Meeting Dress Code

Business casual is encouraged for attendees, guests and exhibitors.  Coats, ties, dresses, and heels are discouraged.

Exhibitors' Breakfast

The Exhibitors' Breakfast will be held on Wednesday, July 25 from 8:00 am until 9:00 am at the Salt Palace. One 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. A complimentary registration roster of AAPM Annual Meeting attendees listing names and mailing addresses will be distributed.

On-line Personnel Registration

Exhibitor Personnel Registration will be done via the Internet for the AAPM Annual Meeting.   Information regarding the online Exhibitor Personnel Registration process will be included in the Exhibitor Service Kit, to be mailed April 13.

Exhibitors may purchase additional Full Registrations or Technical Exhibits Only Registrations for booth personnel either pre-show online or on-site as needed.

Completion of exhibitor personnel registration and full payment for any additional exhibitor registrations must be completed via the Internet by a date to be determined and published in the Service Kit.  Any changes after that date must be done on site.
 

Exhibitor Personnel Registration Categories and Fees

 
Categories
Fees
Registrations Includes
Complimentary Personnel Registrations
No 
Charge
For each 10 feet x 10 feet booth purchased, your company will receive TWO complimentary personnel registrations. Each Complimentary Personnel Registration includes admission to the Technical Exhibits, Scientific Sessions & Symposia, Icebreaker Reception, AAPM Awards Ceremony and Reception and AAPM Night Out. 
Additional Full Registrations 
$300.00 each
Includes admission to the Technical Exhibits, Scientific Sessions & Symposia, Icebreaker Reception, AAPM Awards Ceremony and Reception,  and AAPM Night Out.
Technical Exhibits Only Registration
$145.00 each
Includes admission to the Technical Exhibits ONLY; no admission to Scientific Sessions.

Social Functions - Purchase of Additional Social Function Tickets

Exhibitors may purchase an unlimited number of social function tickets either pre-show via the Internet or on-site.  Information regarding the online process will be included in the Exhibitor Service Kit, to be mailed April 13.
 
 
Social Function
Date
Time
Location
Fees
Icebreaker Reception
 Sunday, July 22
5:30 pm - 7:30 PM
Salt Palace
 $28.00
AAPM Awards Ceremony and Reception
Monday, July 23
6:00 PM - 8:30 PM
 Salt Palace
 $15.00
AAPM Night Out
Tuesday, July 24
6:00 PM - 10:00 PM
Galivan Center
 $55.00

Icebreaker Reception:
The Icebreaker Reception is for all attendees -- scientific, companions, and exhibitors.  Plan to join your colleagues during the Icebreaker Reception to be held from 5:30 PM - 7:30 PM in the Grand Ballroom of the Salt Palace with access to outdoor plaza sitting.  Light hors d'oeuvres will be served.

Please note:  Each Icebreaker ticket will include one drink ticket.  Once your ticket is used, a cash bar will be available.  Nonalcoholic drinks will not require a ticket.
AAPM Night Out at Galivan Center:
The Galivan Center is located in the heart of downtown Salt Lake City, approximately 2.5 blocks from the Salt Palace and AAPM meeting hotels.  Locally known as Utah's Outdoor Living Room, it is "furnished" with an array of unique objects and art.  These include the Story Wall which is a bronze relief sculpture, the Water Wall, a fountain arch with two splashing curtains of water and a unique sun dial of Utah sandstone.  The live entertainment will include several bands, Native American dancers, roaming musicians and a magician.  Microbreweries will be on hand to supply locally brewed ales.  Food and libations will be served from stations at various spots throughout the center.
Please Note:  Each adult Night Out ticket will include 1 beer ticket.  Once your ticket is used, a cash bar will be available.  Nonalcoholic drinks will not require a ticket.
AAPM Awards Ceremony and Reception:
The American Association of Physicists in Medicine will honor AAPM award winners during a ceremony followed by a wine and cheese reception on Monday, July 23 from 6:00 PM - 8:30 PM in the Grand Ballroom of the Salt Palace.
 

Complimentary Guest Badges

Each exhibiting company will receive six guest badge coupons in the Exhibitor Service Kit to be mailed April 13.  Exhibitors may distribute these coupons to preferred clients and associates they wish to have visit them in their booth during show hours.  Upon arrival, the invited guest will need to go to the Exhibitor Registration counter in order to exchange the guest badge coupon for a guest badge.  The guest badge is required for entrance into the exhibit hall.  Information regarding the request for additional guest badge coupons will be included in the Exhibitor Service Kit.

Please Note:  Guest Badges are not to be used by Exhibitor personnel.  Gross violation of this rule may be subject to the payment of a registration fee of up to $300 per violation.
 

Badge Control

The official AAPM badge must be worn whenever an Exhibitor representative is in the exhibit hall.  Exhibitor badges are not to be issued to individuals who wish to gain admittance for the purpose of contacting other Exhibitors.  False certification of any individual as an Exhibitor's representative, misuse of Exhibitor's badges, or any other method or device used to assist unauthorized personnel to gain admittance to the exhibit floor will be considered a substantial violation of the rules.  Violators will be fined $300.00 per incident and the individual(s) in question will be escorted from the meeting.
 

Work Passes

Special work passes will be issued for gaining entrance to the exhibit hall during installation and dismantling. The passes will be available at Exhibitor Registration and the loading dock located at the exhibit hall.  Admission is by work pass and exhibit badge only.  Work passes are valid only during installation and dismantling; an exhibit badge is required during exhibit hours.
 

Lead Retrieval System

Information regarding the Lead Retrieval System will be included in the Exhibitor Service Kit to be mailed April 13.  Exhibitors are encouraged to rent the lead retrieval equipment and supplies in order to obtain mailing information of interested attendees.
 

Advertising

All Exhibitors are invited to advertise in Medical Physics, the scientific journal of the American Association of Physicists in Medicine.  Medical Physics will be distributed to all AAPM attendees during registration.  Information on rates, mechanical specifications and copy deadlines may be obtained from:
 
Rich Kobel, AIP Advertising and Exhibits Manager 
Suite 1NO12 Huntington Quadrangle 
Melville, NY 11747-4502 
phone: (516) 576-2440 
fax: (516) 576-2481 
e-mail: rkobel@aip.org

Internet Set Up/AAPMnet

AAPMnet provides 10Mb/s and 100Mb/s networking connections between technical Exhibitors, public workstations, and the Internet.  AAPM meeting attendees can access electronic mail, review the meeting program, and use the AAPM meeting homepage to access additional meeting information, including the AAPM 2001 Buyers Guide. Exhibitors will be able to demonstrate both local applications and remote activities through the T-1 Internet feed.

DICOM, including the approved radiation therapy extensions, will be featured during the meeting.  A central test node and archive will be available to show conformance with the DICOM standard. In addition, Exhibitors will be encouraged to demonstrate compatibility with other Exhibitors during the show to assist physicists in making purchase decisions for new equipment.  Companies are encouraged to demonstrate Internet resources accessible to attendees.   Further information, contact:
 
Sean Benedict, AAPMnet Coordinator 
sean@aapm.org
phone:  (301) 209-3388 
fax:  (301) 209-0862 

AAPMnet and DICOM reservation forms will be included in the service kit to be mailed April 13.


Dates to Remember....Mark Your Calendars
January 26 Exhibitor Prospectus posted on AAPM website
February 22 Exhibit Space Application and Contract with payment due to AAPM for first consideration in space assignment
April 13  Booth Assignment Confirmation Letters and Exhibitor Service Kit mailing date
April 13 2001 Buyers Guide information form submission deadline; exhibitors will be contacted at a later date with detailed instructions regarding Buyers Guide information.
April 30 Submission of complete scale drawings of island booth construction to AAPM HQ for approval
May 25 Exhibit Space Cancellation/Refund deadline
June (TBA) Exhibitor Personnel Registration payment and Personnel list deadline

 
Booth Prices

 
BOOTH STYLE
BOOTH SIZE
NO. OF COMP REGISTRATION
PRICE
Basic
10' x 10'
2 complimentary registrations
$2,000
       
Corner
10' x 10'
2 complimentary registrations
$2,100
       
Islands
20' x 20'
8 complimentary registrations
$8,800
 
20' X 30'
12 complimentary registrations 
$13,200
 
20' X 40'
16 complimentary registrations
$17,600
 
30' X 30'
18 complimentary registrations
$19,800
 
20' X 50'
20 complimentary registrations 
$22,000
 
30' X 40'
24 complimentary registrations
$26,400
 
30' X 50'
30 complimentary registrations 
$33,000
 
40' X 50'
40 complimentary registrations 
$44,000
 
40' X 60'
48 complimentary registrations
$52,800
 
40' X 70'
56 complimentary registrations
$61,600

Space Assignment Process:

All applications received on or before February 22 will be awarded 60 points.  These applications will be separated and identified as AAPM Corporate Affiliate Members and Nonmembers.  On February 22, all applications will be assigned a random number with applications received by AAPM Corporate Affiliate Members being assigned random numbers first followed by applications received by Nonmembers.

Exhibit space assignments will then be made based on the random number assigned.

Applications received after February 22 will be assigned space based on a point system.  The point system is based on three tiers of information:  historical data, date application is received, and event sponsorship.

Corporate Affiliate Contracts received after February 22 will be assigned space along with nonmember organizations based on historical data, date application is received, and event sponsorship.

The historical tier of the point system awards four points for each consecutive year a company has exhibited, going back nine years.  A maximum of 36 points can be accumulated this way.  Three points are given for each year exhibited non-consecutively.

The date-point tier begins February 23.  Two points will be subtracted from this sixty-point maximum for each application received each business day thereafter.  No points are given for applications received after 30 days.

Bonus points earned by sponsoring AAPM Annual Meeting events will be added to the aforementioned system.

Total points, Corporate Affiliate level and Exhibitor preference regarding proximity to other exhibiting companies will be used to break ties.  Every effort will be made to respect the Exhibitors' space choices, whenever possible, but the decision of Exhibit Management will be final.

Exhibit Management Policy: Exhibit Management reserves the right to rearrange the floor plan at any time when such action is deemed to be in the best interest of the total exhibit effort.  Exhibit Management reserves the right to relocate exhibitors should it become necessary for causes beyond the control of AAPM, or advisable in the best judgment of AAPM to transfer assignments.
 
 
 
 
For further information about AAPM 2001 Exhibits please contact 
Lisa Rose Sullivan 
at
lrose@aapm.org