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Booth Design Rules and Regulations

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.

Review of Technical Exhibits

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 18. 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.

Exhibit Hall Lighting Check

The lighting in the Exhibit Halls will be turned up to full capacity on Saturday, July 17 (3:00 pm-5:00 pm) to allow Exhibitors the opportunity to make booth adjustments. Please inform the necessary personnel.

Exhibit Design

The regulations listed herein are presented to create and maintain an open atmosphere on the exhibit floor. To this end, 100 percent occupancy of allowed exhibit space is discouraged. In designing exhibits, good judgment and consideration for neighboring exhibitors and attendees should be primary objectives.

Booth Construction and Arrangement

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.

Non-Island booth 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.

Connection of Islands Across Official Aisle 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 $2,500 per 10 feet x 10 feet space.

Example:
If two 20 feet x 30 feet booths are rented by one Exhibitor and said Exhibitor wishes to connect the two booths across an official aisle, and that aisle space measures 10 feet x 30 feet in space, the Exhibitor will be responsible for the rental of the entire 10 feet x 30 feet aisle space. ($2,500 x 300 sq.ft. = $7,500)

Booth Dimensions -  Setbacks for Island Formations

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 Kathleen Dwyer.

NOTE:

Standard Booth
One or more standard units in a straight line.
Height Exhibit fixtures, components and identification signs will be permitted to a maximum height of 8 feet.
Depth All display fixtures over 4 feet in height and placed within 10 linear feet of an adjoining exhibit, must be confined to that area of the Exhibitor's space which is within 5 feet of the back line, with the exception of equipment which may exceed the 4 feet height limit, but may not be higher that 8 feet, and must be placed so as not to block the view of the adjacent exhibit. Projections of booth structure from the back of a booth in excess of 3 feet in height and extending to the front of the booth are not allowed.
Easement Demonstrations of equipment or products must be conducted so that customers and demonstrator are both on the booth property.
Set up All standard booths are assigned booth spaces so that the front of the booth will face main vertical aisles running from the front of the exhibit hall (entrance) to the back of the hall.

Perimeter - Wall Booth
Standard booth located on the outer perimeter wall of the exhibit floor.
Height Exhibit fixtures, components and identification signs will be permitted to a maximum height of 12 feet in perimeter wall booths.
Depth As in Standard Booth above.
Easement As in Standard Booth above.
Set up All perimeter booths are assigned booth spaces so that the front of the booth will face the main vertical aisle running from the front of the exhibit hall (entrance) to the back of the hall. NO perimeter booths are to be set up facing a horizontal aisle UNLESS specifically assigned such a space by Show Management.

Corner Booth
A corner booth is defined as a booth having two sides that meet to form a right angle and that each of those two sides are exposed to a designated aisle.
Set up
All corner booths are assigned booth spaces so that the front of the booth will face the main vertical aisle running from the front of the exhibit hall (entrance) to the back of the hall. NO corner booths are to be set up facing a horizontal aisle.

Island Booth
Exhibit with one or more display levels in four or more standard units with aisles on all four sides.
Height

Exhibit Hall Ceiling Height:
Hall A has a low clearance ceiling height of 29 feet and a high clearance height of 51 feet.

Island exhibits may not exceed 19 feet in height from the floor to the top of any exhibit structure. This includes, but is not limited to, hanging signs or lighting / theatrical truss. Any exhibit structure or display exceeding sixteen (16) feet in height must be approved by a licensed structural engineer prior to installation. A copy of the engineer's certificate or stamped floor plans must be submitted for approval.

Depth

The first rise of any basic structure over 4 feet tall may not be closer than 1 FOOT to any external boundary or the exhibit space contracted for.

Setback
Rules

Rules However, the 1 FOOT area may be occupied up to 8 feet in height by the following if it does not interfere with other Exhibitors:

  1. Equipment that is not used for demonstrations, unless the demonstration is clearly directed inside the booth. This is intended to keep customers participating from standing in the aisle. Displays or signage, as long as the display does not constitute a demonstration.
  2. Displays, such as TV monitors, that constitute a demonstration, must be placed behind the 1 FOOT easement and be of a size to attract customers onto the easement for viewing. This is intended to keep customers from standing in the aisle.
  3. Clear or a maximum of 20% tinted Plexiglas structures with limited copy to permit see-through visibility, such as for conference areas, etc.
  4. Minimal structural and support members at least 8 inches apart of open type construction which in the opinion of the AAPM, do not interfere with other Exhibitors.
Canopy or Covered Areas

Per the Pennsylvania Convention Center rules, permits and possibly a fire watch are required for booths with canopies or covered areas. It is dependent on:

  • the dimensions of the booth
  • how much of the booth the canopy covers
  • ingress and egress of the booth
  • the number of people expected to be in the booth at one time

NOTE: Fire Marshal approval of such island formations will be required

Two-Story Booths:

Exhibitors with 20 foot by 20 feet or larger may be allowed a second level for an additional fee of $15.00 per square foot. A copy of the booth plans and specifications for the booth must be submitted for approval by April 21. These plans must be stamped by a certified, licensed structural engineer and attest to the exhibit's structural integrity.

If you're considering a Two-Story booth, please contact kathleen@aapm.org for details on the Pennsylvania Convention Center Guidelines for Multi-level and Covered Exhibits.
Exhibitor Group Listing – Individual Listings of Divisions, Branches, or Subsidiaries:
(Island Formations only)

Exhibitors occupying island formations may identify up to four (4) individual divisions, branches, or subsidiaries of the parent exhibitor company in the AAPM Annual Meeting issue of Medical Physics Journal and the AAPM Pocket Program.

Each entity listing to include:

  • Divisions, Branches, or Subsidiaries Name
  • Booth Number
  • Contact Information
  • Product Description
  • Product line
  • Product focus

Cost PER additional division, branch, or subsidy name: $2,000
This fee is necessary to accommodate the cost of supporting each individual entity.


Submission of Scale Drawing for Island Formations - April 21

Exhibitors reserving island space are required to submit for approval complete scale drawings, both concept and construction, indicating all dimensions including applicable set back, to AAPM HQ by April 21. 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 April 21 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.

Scale Drawing Requirements:

Email or fax documents to: kathleen@aapm.org / (301) 209-0862


Submission of Scale Drawing for Hanging Signs - April 21

An order form with prices will be included in the On-line Service Kit.

Email or fax documents to: kathleen@aapm.org / (301) 209-0862

Issues Common To All Booth Types

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.

Structural Integrity

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.

Electrical

Every exhibit facility has different electrical requirements; however, minimum guidelines are suggested:

Lighting

Exhibitors should adhere to the following suggested minimum guidelines when determining booth lighting:

Storage

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.

Demonstrations

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.

Sound/Music

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.