The AAPM (hereafter known as "Exhibit Management") reserves the
right to determine the eligibility of any company or product for
inclusion in the exposition.
The Exhibit is an integral part of the AAPM's Annual Meeting
program. Its purpose is to further the scientific, technical,
and educational advancement of the theory and practice of medical
physics and the related arts and sciences. As much as possible,
the exhibits will supplement scientific and technical sessions.
To assure that the exhibit will further the above purpose, admission
to the exhibit is limited to qualified persons with interest in
medical physics or related equipment, products, and services.
Companions ages 12 through 17 will be allowed in the Exhibit Hall
but must be accompanied by a registered attendee at all times.
Children 11 and under will not be allowed in the Exhibit Hall.
Products may not be sold for delivery on the exhibit floor with
the exception of publishing companies who have been approved by
Exhibit Management. All other Exhibitors will be permitted to
take orders for the sale of their products or services at the
show provided their products or services are substantially related
to the science of medical physics.
Exhibitors will not actively solicit visitors for sales or orders,
but only furnish visitors with a price list for their products
or services and indicate on the list that visitors may purchase
Exhibitor's products or services.
| 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 the AAPM, or advisable in the best
judgment of the AAPM to transfer assignments.
Exhibit Management reserves the right to restrict exhibits which
are objectionable because of noise, glaring or flashing lights,
method of operation, or any other reason, and also to prohibit
or evict any exhibit which in the opinion of Exhibit Management
detracts from the general character of the exhibit. This reservation
includes persons, things, conduct, printed matter or anything
Exhibit Management judges to be objectionable. In the event of
such restriction or eviction, Exhibit Management is not liable
for any refund of any amount paid thereunder.
Demonstrations must be located so that crowds collected will
be within the Exhibitor's space, and not blocking aisles or neighboring
exhibits. Contests of any kind must first be approved in writing
by Exhibit Management.
It is prohibited to hang signs or banners from rafters above
exhibits or to attach to any convention center structure.
Picture taking, other than by the AAPM official photographer,
is prohibited, with the exception of an Exhibitor photographing
his or her own display area. Each Exhibitor has control over the
space it has rented and may prevent those considered its competitors
from gaining access to, photographing, video taping or otherwise
mechanically recording its exhibit or presentations. Exhibitors
are encouraged to report any violations of this rule to Exhibit
Management. No Exhibitor will deny any reasonable request from
Exhibit Management to photograph the exhibit from outside the
perimeter of the booth.
| Distribution of Printed
Distribution of printed materials by an Exhibitor is limited
to their rented space in the exhibit hall and meeting areas. This
restriction also applies to the placement of signs in any hotel
used by the AAPM to house registrants of the meeting. No Exhibitor
printed or promotional items are allowed in the Attendee registration
| Promotional or Give Away
If an Exhibitor wishes to conduct a promotional or give away
contest within the confines of their rented booth space, the Exhibitor
must contact Show Management for permission. If the concept of
the contest is approved, Exhibitors are responsible for all logistics
involved with organizing the contest, including the distribution
of contest announcements and follow up with contest winners.
Distribution of food and/or beverages is not permitted unless
it is a product that the company promotes. Cooking or food preparation
is not permitted. Products such as individually wrapped candy
or mints for consumption are acceptable.
The use of music (live or recorded), dancer, mimes or other entertainment
similar to this is not permitted in the exhibit hall.
| Special Effects & Product
All Exhibitors utilizing sound amplification are required to
amplify at a decibel level that will not interfere with the activities
of neighboring booths. In the event of a dispute as to whether
amplification is too loud, Exhibit Management reserves the right
to make the final determination of acceptability. Failure by an
Exhibitor to comply with a request to reduce or eliminate sound
amplification will result in the refusal to allow sound amplification
in the booth for the duration of the meeting.
| Booth Equipment and Services
Items included in the rental fee are:
- 8 feet high backdrops
- 36 inch high dividers
- a 7 inch x 44 inch ID sign (including booth number and company
- 24 hour guard service
- general aisle cleaning
- general area lighting
- air conditioning
| Installation & Display
It is explicitly agreed by the Exhibitor that in the event he
or she fails to install his or her products in his or her exhibit
space at the time specified, Exhibit Management will have the
right to take possession of said space and lease the same or any
part thereof to such parties and upon such terms and conditions
as it may deem proper. Exhibit Management is not responsible for
Installation of all booths must be completed by 8:00 pm Saturday,
August 9. Any exhibit that has not been installed by 8:00 pm will
be forced up and the company will be charged the installation
fee or the crates will be removed from the hall. The exhibits
open on Sunday, August 10 at 1:00 pm. Exhibitors will be allowed
to complete final touchup work on their booths from 8:00 am -
noon on Sunday. No Exhibitor will have the right prior to closing
of the exposition to pack or remove articles on exhibit without
approval in writing from Exhibit Management.
The Installations Hours are posted below. If any Exhibitor wishes
to work on booth setup past 11:00 pm, approval must be given by
||Freight Move In
|THUR - August 7
||8:00 am - 8:00 pm
||12:00 pm - 11:00 pm
|FRI - August 8
||8:00 am - 8:00 pm
||8:00 am - 11:00 pm
|SAT - August 9
||8:00 am - 3:00 pm
||8:00 am - 8:00 pm
|SUN - August 10
||(Touch up work )
8:00 am - 12:00 pm
Exhibits Open 1:00 pm
The list of AAPM 2003 Exhibitors will not be published, in whole
or in part, other than in AAPM official publications. Said list
will not be released for use by others for promotional purposes.
If the Exhibitor fails to comply in any respect with the terms
of this agreement, Exhibit Management will have the right, without
notice to the Exhibitor, to offer said space to another Exhibitor,
or to use said space in any other manner, but this will not be
construed as affecting the responsibility of the Exhibitor to
pay the full amount specified by the contract.
The Exhibitor assumes all responsibility for compliance with
all ordinances, regulations and codes of authorized Federal, State,
and City governing bodies concerning fire, safety, and health,
together with the rules and regulations of the operators/ owners
of the property wherein the exhibit is held. Federal, State, and
City laws must be observed. Wiring must comply with Fire Department
and UL rules.
The AAPM and San Diego Convention Center, its agents or employees
will not be responsible for any loss, theft or damage to the property
of the Exhibitor, their employees or representatives. Further,
Exhibit Management will not be liable for damage or injury to
persons or property during the term of this agreement from any
cause whatsoever by reason of the use of occupancy of the exhibit
space by the Exhibitor or their assigns, and the Exhibitor will
indemnify and hold harmless Exhibit Management and the San Diego
Convention Center from all liability which might ensue from any
cause whatsoever. If the Exhibitor's material fails to arrive,
the Exhibitor is nevertheless responsible for all amounts due
thereunder. Exhibitors are advised to carry special insurance
to cover exhibit material against damage and loss, and public
liability insurance against injury to the persons and property
| Cancellation or Termination
In the event that the premises where the exposition is to be
held will, in the sole determination of Exhibit Management, become
unfit or unavailable for occupancy, or will be substantially interfered
with, by reason of picketing, strike, embargo, injunction, act
of war, act of God, fire, or state of emergency declared by any
government agency or by reason of any municipal, state, or federal
law or regulation or by reason of any other occurrence beyond
the control of Exhibit Management, Exhibit Management may cancel
or terminate the exposition. In the event of such cancellation,
the Exhibitor waives any and all claims the Exhibitor might have
against Exhibit Management for damages or expenses and agrees
to accept incomplete settlement and discharge of claims against
Exhibit Management the Exhibitor's pro rata share of the total
amount paid by all Exhibitors less all costs and expenses incurred
by Exhibit Management in connection with the exposition including
a reserve for future claims and expenses in connection therewith.
Exhibit Management reserves the right to interpret, amend, and
enforce these regulations as it deems proper to assure the success
of the exposition.