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Exhibitor Information

The Symposium will be conducted in the Calvert Ballroom of the Radisson Lord Plaza Baltimore, located near Baltimore's Inner Harbor at 20 West Baltimore Street. The Calvert Ballroom is located on the Ballroom level of the hotel.

In conjunction with the symposium, vendors are encouraged to staff a literature table. A limited number of literature tables will be placed in the Calvert Ballroom. Personnel will be required to staff the table during the Friday evening Reception and each morning and afternoon refreshment breaks. Program Overview here.

View the Floor Plan

Exhibitor Literature Tables

Table #1 - TomoTherapy, Inc. 
Kristi McCarthy
1240 Deming Way
Madison, WI 53717
Table #6 - VOA Associates, Inc.
Marvin Woodland
722 12th Street, NW
Suite 100
Washington, DC 20005
Table #2 - Lexitek, Inc.
Steve Ebstein
14 Mica Lane
Suite 6
Wellesley, MA 02481
Table #7 - Still River Systems Inc.
Melanie Miller
300 Foster Street
Littleton, MA 01460
Table #3 - PTW New York
Emily Dolan
205 Park Avenue
Hicksville, NY 11801
Table #8 - WFR-Aquaplast/Qfix Systems
Lisa Rhoades
440 Church Rd
Elkton, MD 21921
Table #4 - Varian Medical Systems
Di De La Rosa
1314 Featherwood Ln.
Murphy, TX 75094
Table #9 Elekta
Ian Shaw
Linac House
Fleming Way
Crawley, West Sussex RH10 9RR
United Kingdom
Table #5 - ProTom International, Inc.
Cheryl Smith
800 Parker Square
Suite 200
Flower Mound, TX 75028
Table #10 - IBA Particle Therapy, Inc.
Kimberly James
225 Water Street
Suite 2200
Jacksonville, FL 32202

 

Dates to Remember .... Mark Your Calendars

March 19
Table Space Contract form due
March 31 Table assignment confirmation notices sent
April 15 Last date to receive a refund for table space cancellation (minus 10%)
April 21
Exhibitors contacted regarding personnel registration

Exhibit Dates and Hours At A Glance

Day/Date Registration Table Set Up Table Staffing Schedule Meal Functions Table Dismantling
Thursday May 7 4:00 pm - 8:00 pm -- -- -- --
Friday May 8 7:00 am - 5:00 pm 6:45 am

AM Break:
10:30 am - 11:00 am

PM Break:
3:20 pm - 3:40 pm

Welcome Reception:
5:00 pm - 6:30 pm

Continental Breakfast:
7:00 am - 7:45 am

Lunch:
12:50 pm - 1:40 pm

--
Saturday, May 9 7:00 am - 3:00 pm 6:45 am

AM Break:
9:50 am - 10:10 am

PM Break:
2:30 pm - 2:45 pm

Continental Breakfast:
7:00 am - 8:00 am

Lunch:
12:00 pm - 1:00 pm

4:00 pm - 5:00 pm

Table Space Selection and Process

The Calvert Ballroom floor plan currently shows single 6-foot tables.

If you would like to reserve more than one table please list the number of tables you'd like to comprise your space.

Complete the Table Space Contract and return to AAPM by March 19. Space is limited! Space assignments will be made on a first-come, first-served basis.

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.

Table Space Contract Submission and Payment

To complete the Table Space Contract:

The Table Space Contract must be accompanied by FULL PAYMENT in the form of either a credit card payment or a check in US funds drawn on a US resident bank.

Please Note:

Refund for Cancellations/Space Reduction

Cancellations

Should the Exhibitor be unable to occupy and use the exhibit space contracted for, they will promptly notify Exhibit Management. All sums paid by the Exhibitor, less a service charge of 10% of the contract price, will be refunded.

No refund for cancellation will be made after April 15, 2009.

Exhibit Management has the right to reassign a different Exhibitor to the previously assigned table.

Rules and Regulations

Permitted at Table Top Exhibits

Prohibited at Table Top Exhibits

Shipping and Material Handling

If pre-shipping materials to the meeting, please send to:

If shipping materials out following the close of the meeting: