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Exhibitor Information

Last Minute Reminders

Exhibitor Registration

Please note: Badges will not be mailed this year. Check out the new process!

Service Kit

Now available! Complete list of official service providers, forms, submission instructions, deadline dates provided.

Welcome!

The American Association of Physicists in Medicine invites you to exhibit at the AAPM 57th Annual Meeting and Exhibition in Anaheim, CA. 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.

What's New This Year!

  1. Hall Closing Hours - The Exhibit Hall will close earlier on Sunday, Monday and Tuesday:
  2. Sunday 12:30 pm - 5:00 pm
    Monday - Tuesday 9:00 am - 5:00 pm
    Wednesday 9:00 am - 2:00pm

  3. Poster Viewing Hours
  4. Sunday 12:00 pm - 6:00 pm
    Monday - Tuesday 9:00 am - 6:00 pm
    Wednesday 9:00 am - 12:15 pm
    Thursday - NO POSTER DISPLAYS - The Poster Area will close this year on Wednesday at 12:15pm.

  5. We are pleased to announce the AAPM Exhibitor Newsletter! A new issue will be sent once a 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.

  6. AAPM hosted an Exhibitor Webinar reviewing the Traffic Monitoring report for the 2014 Annual Meeting. The webinar has been captured and is available to view here.

  7. The Exhibitor Personnel Registration system will open May 20. Exhibitors are allotted Complimentary Personnel and Technical Exhibit Hall Only Registrations based on booth size. Exhibitors may purchase additional Full Registrations or Technical Exhibits Hall Only Registrations as necessary.

    NEW THIS YEAR!

    Individual personal email addresses required. When entering personnel registrations, you will be required to provide first name, last name, and personal email address for EACH registrant.

    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”.
    1. Please review the following information for each option:
      Individual pick up:
      • Prior to the meeting, an email will be sent to each individual registered which will include a QR code specific to his or her registration.
      • Individuals will use the QR code on-site to pick up their badge.
    2. Group pick up (Companies registering 25 or more personnel):
      • If you opt for a group pick up, your personnel will not receive the pre-meeting email.
      • The Exhibitor Contact will be the only person who can pick up the companies personnel badges.
      • Appointments for picking up badges will be held on Thursday, July 9th between 4pm and 6pm. To make an appointment contact Rachel Smiroldo: rachel@aapm.org

No REFUNDS for Exhibirot Personnel Registration cancellations after June 17.

IMPORTANT: In order to make personnel registration changes after a badge has been printed, the original badge MUST BE EXCHANGED for the new badge to be generated or FULL PAYMENT will be required.

Important Information!

  1. As a reminder, please be aware of the Installation and Display Removal rules:
  2. Installation of all exhibits booths (regardless of size) and the removal of all empties must be completed by Noon Saturday, July 11. 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 will be invoiced and charged accordingly at the prevailing rates to the responsible party.

    The exhibits open on Sunday, July 12 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 without written approval from Exhibit Management.

  3. Exhibit Halls B and C have a ceiling height of 25' feet. The rule for the height of Island Booths will remain the same:

    Island exhibits may not exceed 24 feet in height from the floor to the top of any exhibit structure. This includes, but is not limited to, hanging signs. The top of the graphic of a hanging sign may not exceed 24 feet.

Expand All Sections | Collapse All Sections

  Exhibitor Registration Freight Move-In Exhibit Set Up Exhibit Hours Refreshment Breaks in Exhibit Hall Exhibit Dismantling
Thursday
July 9
  8:00 am - 12:00 pm Target Move- In I


1:00 pm - 5:00 pm
Target Move-In II
Noon
-
11:00 pm
     
Friday
July 10
8:00 am
-
6:00 pm
8:00 am
-
8:00 pm
8:00 am
-
11:00 pm
     
Saturday
July 11
7:00 am
-
6:30 pm
8:00 am
-
12:00 pm
8:00 am
-
8:00 pm

Exhibit Hall Lighting Check:


1:00 pm
-
4:00 pm
     
Sunday
July 12
7:00 am
-
6:30 pm
  8:00 am
-
12:00 pm
12:30 pm
-
5:00 pm
Breaks:
12:30 pm - 1:00 pm

3:00 pm - 3:30 pm
 
Monday
July 13
7:00 am
-
6:30 pm
    9:00 am
-
5:00 pm
Break:
9:30 am  - 10:15 am

Lunch:
12:15 pm - 1:45 pm

Break:
3:45 pm - 4:30 pm
 
Tuesday
July 14
7:00 am
-
6:30 pm
    9:00 am
-
5:00 pm
Break:
9:30 am - 10:15 am

Lunch:
12:15 pm - 1:45 pm

Break:
3:45 pm - 4:30 pm
 
Wednesday
July 15
7:00 am
-
6:30 pm
    9:00 am
-
2:00 pm
Break:
VISIT THE VENDORS!
9:30 am - 11:00 am
No sessions during this break

Lunch:
12:15 pm - 1:45 pm
2:00 pm
-
8:00 pm
Thursday
July 16
          8:00 am
-
5:00 pm

Refreshment and Lunch Break Hours

Refreshments will be served in the lounge areas of the exhibit hall as follows:

SUNDAY
JULY 12
Show Opening Break
Afternoon Break 
12:30 pm – 1:00 pm
3:00 pm – 3:30 pm
MONDAY
JULY 13
Morning Break
Lunch
Afternoon Break
9:30 am – 10:15 am
12:15 pm – 1:45 pm
3:45 pm – 4:30 pm
TUESDAY
July 14
Morning Break
Lunch
Afternoon Break
9:30 am – 10:15 am
12:15 pm – 1:45 pm
3:45 pm – 4:30 pm
WEDNESDAY
JULY 15
Morning Break VISIT THE VENDORS!
Lunch
9:30 am – 11:00 am
12:15 pm – 1:45 pm

Sunday Opening: Refreshments will be served for the Sunday 12:30 pm break to coincide with the opening of the Technical Exhibits. Beer and non-alcoholic beverages will be served between 3 pm - 3:30 pm for the afternoon break.

AAPM will be promoting the exhibit hours to meeting attendees, encouraging them to visit the exhibit hall on Sunday.

After Sunday, no scientific sessions will occur during the designated break times. All attendees will be encouraged to enter the exhibit hall and interact with vendors. "Young Adult" registrants (ages 12 - 17) will be allowed in the exhibit hall with adult supervision. "Child" registrants (age 11 and under) will not be admitted in to the exhibit hall or session rooms.

A half day of sessions will be scheduled for Thursday in Anaheim. Make plans to stay a little longer!

February 18
  • Exhibit Space Application due to AAPM for first consideration in space assignment. 
  • Exhibitors will be sent invoice for booth space payment as Exhibitor Space Applications are received
March 4 Housing Information Available - Exhibitors will be notified via email
By March 5 Booth payment must be received for first consideration in space assignment
Week of March 18 Booth Assignment Confirmation Notices - Exhibitors will be notified via email
March 23 Buyers Guide Information - Data Entry Portal Opens
April 15 Online Service Kit Available
April 20 Buyers Guide Information - Data Entry Portal Closes
April 24 Last date to receive a Refund for Booth Space Cancellation (minus 10%)
April 24
  • Submission of Scale Drawing for Island Formations due
  • Submission of request for Hanging Signs, Graphics and Canopies for Island Formations
  • Submission of Light Truss System
MAY 5 Sponsorship Application Due - in order to be included in the Pocket Program
May 20 Online Exhibitor Personnel Registration Available
May 26 Meeting Registrant Mailing Label Order Form Available
May 27 Exhibitor Housing Form Due - to Housing Bureau
July 15 Exhibitor Breakfast

New this year an Exhibitor Newsletter will be available with important information! A new issue will be sent once a month via email. We hope that you find it a useful planning tool and welcome your feedback.

 

The AAPM Annual Meeting draws about 4,000 participants to the world’s largest program of scientific, educational and professional presentations plus technical exhibits and social programs that targets the medical physics community specifically. In 2015 the Annual Meeting and Technical Exhibit Hall will be held at the Anaheim Convention Center.

AAPM Meeting Attendance
Description 2014
Austin
2013
Indianapolis
2012
Charlotte
SCIENCE ATTENDEES
Member Regular Early 1401 1217 1281
Member Regular Late 181 221 231
Member Comp 34 40 49
Non-Member Regular Early 68 72 62
Non-Member Regular Late 64 49 38
Non-Member Regular Comp 15 15 8
Emeritus Weekly 26 36 24
Emeritus Weekly Comp 4 1 3
Member Daily 58 84 78
Non-Member Daily 37 23 --
Daily Comp 0 0 9
Junior Member Weekly 141 130 138
Junior Member Daily 8 5 6
Resident Member Weekly 83 74 51
Resident Non-Member Weekly 20 25 13
Student Weekly 257 260 297
Student Daily 104 119 193
Student Daily Comp 0 0 0
Non-Member Student Daily 117 87 --
Resident Member Daily 7 8 --
Non-Member Resident Daily 4 1 --
Speakers 98 97 91
AAMD Member Early 4 4 2
AAMD Member Late 5 0 0
TOTAL SCIENCE 2736 2568 2574
EXHIBITORS
Exhibitor Weekly 23 26 39
Exhibitor Hall Only 119 109 121
Exhibitor Hall Only Comp 262 291 277
Exhibitor Comp 760 771 770
TOTAL EXHIBITORS 1164 1196 1207
GUESTS
Companion 174 110 190
Companion Comp 17 26 20
Young Adult (12 -20) 41 29 36
Child 11 & under 9 17 16
TOTAL GUESTS 241 182 262
GRAND TOTAL 4141 3946 4043

 

Percentage of 2014 Attendees by Regions
Mid Atlantic (NJ, NY, PA) 12.54%
West South Central (AR, LA, OK, TX) 14.61%
New England (CT, MA, ME, NH, RI, VT) 6.89%
East South Central (AL, KY, MS, TN) 4.16%
Mountain (AZ, CO, ID, MT, NM, NV, UT) 3.31%
Pacific (CA, HI, OR, WA) 15.98%
West North Central (IA, KS, MN, MO, ND, NE, SD) 5.75%
East North Central (IL, IN, MI, OH, WI) 14.83%
South Atlantic (DC, DE, FL, GA, MD, NC, PR, SC, VA, WV) 14.32%
U.S. 85.63%
International 14.32%

 

2014 Professional Attendee Information

Employment Function

Employer Nature

Vendors with an interest in medical physics or related equipment, products, and services are invited to participate at the Annual AAPM Meeting and Technical Exhibits. 2014 AAPM Exhibitors

The 2015 AAPM Meeting and Technical Exhibitions will be held at the Anaheim Convention Center 800 West Katella Avenue, Anaheim CA 92802 . Visit Anaheim Convention and Visitors Bureau for information on Anaheim and points of interest.

AAPM will use Halls B - C on the First Level of the Anaheim Convention Center. The exhibit hall will have a combination of 10 feet x 10 feet and larger island booths. Technical Exhibits will be displayed in Exhibit Halls B - C. Standard Poster sessions will be held in Exhibit Hall C.

The Scientific Sessions will be conducted on Levels 2 and 3 of the Convention Center.

Please Note:

  • Exhibit Hall Ceiling Height
    Halls B and C have a ceiling height of 25' feet. Island booths are allowed to reach 24' feet in height.

  • Exhibit Hall Columns
    Halls B and C have Columns.

  • Exhibit Aisles (100 - 1000)
    In viewing floorplan, aisles run north to south. For in-line booths, front of booth will face aisle.

  • Electrical Information
    There are 12 load centers, located on the catwalks, 8 have 2-100 amp, 1-200 amp 277/480 volt services and 2-100 amp, 1-200 amp 120/208 services, 4 have 2-200 amp 277/480 volt and 3-100 amp, 4-200 amp 120/208 volt services with cam-locks. Each column has a 50-amp qual-ark receptacle.

    All hookups to building electrical service must be made or approved by the Anaheim Convention Center Electrician’s.

  • Exhibit Hall Entrances
    There will be TWO entrances into the Technical Exhibit Display areas HALL B and C. The entrances and are indicated on the floor plan so please note when selecting your requested booth spaces.

FedEx Office Print & Ship Center: 
700 West Convention Way
Anaheim, CA 92802-3483
Tel: 1.714.703.2250
Email: usa0789@fedex.com
Website

Hours:
Monday - Friday: 7am - 10pm
Saturday - Sunday: 9am - 5pm

C2 Imaging / Anaheim Convention Center
Lobby between Halls B & C
Contact: Robin Lyons
Cell(949) 244-5791
rlyons@c2-imaging.com

Hours:
Friday, July 10: 9 am - 5 pm
Sat - Wed, July 11-15: 7 am - 6:30 pm
Thursday, July 16: 7 am – 3 pm

Housing reservations will be handled by Orchid Event Solutions, LLC, available March 4.

Orchid Event Solutions, LLC, formerly The Housing Connection, is the ONLY AAPM-designated housing provider for our Meeting.  If you are approached by any company other than Orchid Event Solutions, LLC regarding hotel rooms in Anaheim, please be aware that they have no relationship with AAPM. You put yourself at financial risk if you provide them your credit card information.  To report housing fraud, please contact Rachel.

For Exhibitors with Room Block Reservations: Orchid Event Solutions will hold room blocks with a deposit. Personnel names with final arrival/ departure dates are due in writing no later than May 27. This is a strict deadline, and room blocks will be re-leased if names are not supplied by this date.

For Individual Exhibitor Reservations with No Room Blocks: You may prefer to make individual housing reservations by linking to 'Online Housing' when available or you can use the 'Exhibitor Housing Form' also when available.

Exhibitors are STRONGLY encouraged to use designated AAPM hotels.

To Block 5 or more sleeping rooms: Please use the Exhibitor Room Block FormRequire 5 or fewer sleeping rooms? You may prefer to make individual housing reservations using the link above.

The dress code is business casual for the AAPM Annual Meeting.

The Exhibitors' Breakfast will be held on Wednesday, July 15 from 8:00 am until 9:00 am in Grand Ballroom CD of the Anaheim Marriott. A 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.

Exhibit Management has selected Brede Exposition Services (Hereafter known as "Service Contractor") to serve as official contractor to provide various services to Exhibitors.

In partnership with Brede Exposition Services, AAPM will be implementing an Online Service Kit in order to assist with streamlining the ordering process.

Complete information, instructions, and schedule of prices regarding drayage, labor for installation and dismantling, electrical work, furniture, cleaning, etc., will be included in the Online Exhibitors Service Kit.

Exhibitors will be provided with a password to be used for accessing the Online Service Kit. Exhibitors will have the option of completing orders interactively online, or downloading PDFs of forms for fax to the appropriate Service Provider.

An Exhibitor Service Center will be maintained on the exhibit floor to facilitate service requests from Exhibitors.

It is agreed that the Exhibitor will abide by and comply with rules and regulations concerning local unions having agreement with the Anaheim Convention Center and with authorized contractors employed by Service Contractor.

Should there be specific questions Brede can be reached at:

Brede Exposition Services
2502 Lake Orange Drive
Orlando, FL 32837
info@bredeallied.com
Customer Service Dept: (407) 851-0261
Fax: (407) 859-3904
www.bredeallied.com

Additional Official Service Providers:

  • Association Freight – Air freight shipping
  • Anaheim Convention Center – Electrical, phone
  • Convention Communications – Hotel door drop service
  • Convention Data Services (CDS) – Registration and lead retrieval service
  • WideEmotion – Media wide screen advertising
  • Projection, Inc. – Audio visual

Security:

AAPM will provide security in the Exhibit Hall during set up, each evening following the close of the exhibit hall, and during tear down. Should you wish to hire private security for your booth, ordering information will be provided in Online Service Kit.

Should you need assistance in planning an event to be held in a location other than one of the official hotels, we encourage you to contact the following destination management company:

Tina Albanese | Senior Account Manager
360 Destination Group
California | Florida | Chicago
O 949.544.7110 | F 949.348.1955
Tina.Albanese@360dg.com | www.360dg.com

  • 2016               July 31 - Aug 4          Washington, DC
  • 2017               July 30 - Aug 3          Denver, CO
  • 2018               July 29 - Aug 2          Nashville, TN
  • 2019               July 14 - July 18         San Antonio, TX