The following Booth Design Rules and Regulations have been developed to assist in effectively administering the exposition and to promote continuity in exhibit design and setup for displays at the AAPM Annual Meeting and Technical Exhibits. All Exhibitors are considered equal regardless of size and are given equal opportunity, within reason, to present their product in the most effective manner to the audience. Exhibit Management has adopted the following booth dimension rules and regulations from the International Association for Exposition Management in an effort to make this possible while still allowing the greatest flexibility in the overall exhibit.
Members of the AAPM Technical Exhibits Subcommittee will be on hand to advise Exhibitors of any rule violations during the initial stages of booth setup. During the setup process, an informal review of the exhibits will take place. Written notice will be given to any company in violation of the AAPM Booth Design Rules and Regulations during the set up period so that Exhibitors will be given ample opportunity to correct any violations. All infringements must be corrected prior to the show opening at 1:00 pm on Sunday, July 24. If the infringement has not been corrected by that time, the following penalty will apply:
Penalty Rule for Booth Design/Setup Violations:
Minor Violation: Verbal and written warning.
Major Violation: Exhibitor will be responsible for payment equivalent to 10% of total booth fee.
Exhibits will be so arranged as not to obstruct the general view, nor hide the exhibits of others. Plans for specially-built displays not in accordance with regulations are to be submitted to Exhibit Management before construction is ordered.
Regular and specially-built back walls, including signs, may not exceed an overall height of 8 feet. The maximum booth height of 8 feet may extend 1/2 the depth of the booth from the back wall. Height limitation of the display in the balance of the area is 4 feet, except for products or equipment which in itself exceeds 4 feet.
No display material exposing an unfinished surface to neighboring booths will be permitted.
Exhibitors are responsible for carpeting their assigned booth space.
If an Exhibitor wishes to connect one island formation with a second island formation across an official designated aisle, be it with a sign or archway, the Exhibitor will be responsible for the rental of the entire aisle space that runs the length of each booth. The price of the aisle space is $2,200 per 10 feet x 10 feet space.
Exhibitors will be mailed booth assignment notifications on April 15. Exhibitors reserving island space are then required to submit for approval complete scale drawings, both concept and construction, indicating all dimensions including applicable set back, to AAPM HQ by May 3. Exhibitors will be assigned the size of island space as requested on their Exhibitor Application and Contract. Therefore, prior to the submission of the Application, it is the responsibility of the Exhibitor to make sure the space requested will accommodate a booth design that conforms to the AAPM Booth Design Rules and Regulations pertaining to island booths.
If the scale drawing submitted on May 3 does not comply with the AAPM Booth Design Rules and Regulations, the Exhibitor must either redesign the booth to come into compliance or request a larger space. There is no guarantee that larger space will be available at that time.
All exhibits must conform to the dimensions outlined below in order to assure ease of movement of participants and clear lines of visibility in the exhibit hall. For more information on booth dimension guidelines please contact Lisa Rose Sullivan at AAPM HQ, firstname.lastname@example.org.
An order form with prices will be included in the Service Kit, to be mailed April 15.
Americans with Disabilities Act (ADA)
All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA) and are encouraged to be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800-514-0301) and from web site www.usdoj.gov/crt/ada/infoline.htm.
All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers or installation/dismantling equipment such as fork lifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Refer to local building codes that regulate temporary structures.
Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed properly to support the product or marketing materials to be displayed upon them.
Flammable and Toxic Materials
All materials used in display construction or decorating should be made of fire retardant materials and be certified as flame retardant. Samples should also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A flameproofing certificate should be available for inspection.
Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency and the facility.
Every exhibit facility has different electrical requirements; however, minimum guidelines are suggested:
• All 110-volt wiring should be grounded three-wire.
• Wiring that touches the floor should be “SO” cord (minimum 14-gauge/three-wire) flat cord, which is insulated to qualify for “extra hard usage”.
• Cord wiring above floor level can be “SJ” which is rated for “hard usage”.
• Using zip cords, two-wire cords, latex cords, plastic cord, lamp cord, open clip sockets, and two-wire clamp-on fixtures is not recommended and is often prohibited. Cube taps are not recommended and are often prohibited.
• Power strips (multi-plug connectors) should be UL approved, with built-in over-load protectors.
Exhibitors should adhere to the following suggested minimum guidelines when determining booth lighting:
• No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space. Exhibitors intending to use hanging light systems should submit drawings to exhibition management for approval.
• Lighting should be directed to the inner confines of the booth space. Lighting should not project onto other exhibits or show aisles.
• Lighting which is potentially harmful, such as lasers or ultraviolet lighting, should comply with facility rules and be approved in writing by exhibition management.
• Lighting that spins, rotates, pulsates and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event.
Fire regulations in most exhibit facilities prohibit storing product, literature, empty packing containers or packing materials behind back drapes or under draped tables. In most cases, however, exhibitors may store a limited supply of literature or product appropriately within the booth area, so long as these items do not impede access to utility services, create a safety problem or look unsightly.
As a matter of safety and courtesy to others, exhibitors should conduct sales presentations and product demonstrations in a manner which assures all exhibitor personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange displays, product presentation and demonstration areas to ensure compliance.
Special caution should be taken when demonstrating machinery or equipment that has moving parts, or any product that is otherwise potentially dangerous. Exhibitors should establish a minimum setback of three feet (3') and/or install hazard barriers as necessary to prevent accidental injury to spectators. Sound demonstrations should not exceed 85 decibels. Additionally, demonstrations should only be conducted by qualified personnel.
In general, exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Rule of thumb: Sound and noise should not exceed 85 decibels.
Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.
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Exhibits, please contact Lisa Rose Sullivan
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