Booth Design Rules & Regulations
- Installation and Display Removal rules:
- Installation of all exhibits booths (300 sq ft or larger) and the removal of all empties must be completed by Noon Saturday, July 29. 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 with installation, and removal will be invoiced and charged to the responsible party.
- All in-line 10 x 10 and 10 x 20 exhibit booths have until 2 pm on Saturday to setup.
- If you cannot make the installation deadline, Brede is available to assist with setup. Please call 407-851-0261.
- The exhibits open on Sunday, July 30 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 prior to the official dismantle time, Wednesday, August 2nd at 2PM, without written approval from Exhibit Management.
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 12:30 pm on Sunday, July 30. 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 25% of total booth fee and a loss of 10 placement points.
- Second Time offenders: Exhibitor will be responsible for payment equivalent to 50% of total booth fee and a loss of 20 placement points.
Any Exhibitor showing a potential violation during setup will be adequately warned by Exhibit Management if at all possible to allow correction before final inspection.
Final judgment of violations will occur during final inspection and will be at the sole discretion of Exhibit Management
The lighting in the Exhibit Halls will be turned up to full capacity on Saturday, July 29 (1:00 pm - 4:00 pm) to allow Exhibitors the opportunity to make booth adjustments. Please inform the necessary personnel.
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.
Exhibits will be so arranged as not to obstruct the general view, nor hide the exhibits of others. Plans for specialty-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.
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 $3,000 per 10 feet x 10 feet space.
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. ($3,000 x 300 sq. ft. = $9,000)
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 Rachel Smiroldo.
- Exhibit Hall Ceiling Height
Halls A, B and C have a ceiling height of 30' feet. Island booths are allowed to reach 24' feet in height.
- Exhibit Hall Columns
Halls A, B and C have Columns.
- Exhibit Aisles (1000 - 7000)
In viewing floorplan, aisles run north to south. For in-line booths, front of booth will face aisle.
- Electrical Information
Floor Ports: 30' centers.
Electrical: 2 each, 20 amp 120 volt, duplex outlet, 1 each 100 amp, 208 volt, 3 phase service.
All hookups to building electrical service must be made or approved by the Colorado Convention Center Electrician’s.
- Exhibit Hall Entrances
There will be ONE entrance into the Technical Exhibit Display areas (HALL A) and ONE entrance to the Poster Area (HALL B). The entrances and are indicated on the floor plan so please note when selecting your requested booth spaces.
(ONE OR MORE STANDARD UNITS IN A STRAIGHT LINE)
|PERIMETER - WALL BOOTH
(STANDARD BOOTH LOCATED ON THE OUTER PERIMETER WALL OF THE EXHIBIT FLOOR)
(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)
(EXHIBIT WITH ONE OR MORE DISPLAY LEVELS IN FOUR OR MORE STANDARD UNITS WITH AISLES ON ALL FOUR SIDES)
Per the Convention Center rules, permits and possibly a fire watch, are required for booths with canopies or covered areas. It is dependent on:
NOTE: Fire Marshal Approval of such Island Formations will be required.
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 May 12. These plans must be stamped by a certified, licensed structural engineer and attest to the exhibit's structural integrity.
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.
All rigging is performed by Brede Exposition Services (The Show Decorator). Guidelines are provided by Brede and will be posted in the online service kit. All exhibitor requests for rigging are subject to Brede's review and approval.
Overhead lighting systems, attached to the facility steel structure, are permitted ONLY if the exhibit exceeds 400 square feet. Exhibitors wishing to hang lighting systems will be required to submit a Lighting Truss Diagram to AAPM along with the Booth Design form by May 12. All requests must be reviewed and approved by AAPM. Exhibit elements are not to be attached to the lighting truss.
Exhibits built in non-compliance of the AAPM regulations are subject to a fine up to 25% of total booth space cost and loss of 10 booth placement points.
Lighting instruments, regardless of the type, must be positioned inside the perimeter boundaries of the purchased floor space. Projecting light beams or images outside the perimeter boundary of the booth (including external aisles) is prohibited. Special effects (spinning, rotating, and pulsating) must not interfere with other exhibits or detract from the professional atmosphere of the exhibition.
Overhead hall lights may be requested to be shut off to those exhibitors with island formations measuring 900 square feet or greater. Make your request by using the Booth Design Form found in the AAPM Exhibitor Service Kit. Lights may only be turned off when directly overhead and in the confines of your booth. No light will be turned off if located outside the confines of your booth or too close to an aisle. AAPM has the final decision on which building lights will remain operational. The exhibitor will be responsible for all costs associated with this request. To request a lighting grid showing the placement and the number of lights located over your booth, an exhibiting company or appointed EAC can contact the official utility provider as listed in the AAPM Exhibitor Service Kit.
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 May 12. 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 12 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:
- Both aerial and side views of booth designs must be provided.
- Mandatory 1 foot setback must be labeled on each drawing.
- 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. 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.
- Must identify equipment pieces and booth structure.
- Must indicate booth structure construction material (i.e. cloth, hard wall, glass, metal mesh, etc.)
- Canopy or covered areas must be identified and construction material must be disclosed.
- Canopy or covered areas that are structurally supported from the floor or hanging from ceiling may extend to edge of booth.
- Canopy or covered areas with signage or graphics MUST be setback 5 feet from edge of booth.
- Bottom of canopy or covered area must be at least 8 feet from the floor of the booth.
- Once approved, if booth design changes, must resubmit for approval prior to set up.
Email or fax documents to: email@example.com / (571) 298-1301
All exhibitors requesting to hang signs or graphics are required to submit detailed floorplans to AAPM Show Management no later than May 12.
- Hanging signs and graphics will be permitted in the Exhibit Hall for booths 20' x 20' or larger.
- All hanging signs and graphics should be set back 5ft from the edge of the booth.
- All hanging signs and graphics must hang within the perimeters of the booth.
- AAPM Show Management must approve all hanging signs and graphics in advance.
- If approved, we recommend all hanging signs and graphics be shipped in advance to the warehouse, but it is not required.
An order form with prices will be included in the Online Service Kit.
Email or fax documents to: firstname.lastname@example.org / (571) 298-1301
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 at +1(800-514-0301) or visit its Web site at: 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 flame proofing 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.
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. No activities should be planned or products displayed in a manner that would require an audience to gather in the aisles. Show Management reserves the right to determine if a demonstration interferes with adjacent exhibit spaces and when it must be discontinued.
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.