# Exhibit Space Information

## Exhibit Space Rental Fees

### Booth Space Pricing Formulae

#### Inline Booth Spaces

• \$25 per square foot (10 x 10 = \$2,500; 10 x 20 = \$5,000; 10 x 30 = \$7,500; etc.)

• Add \$200 for each ‘corner’ included in the inline booth space

#### Island Booth Formations

• \$25 per square foot + \$200 per corner

#### Two-Story Booth Formations - Cost for 2nd Level

• \$15 per 1 square foot for second level to be added to total cost of first level space
example:
First Level: 20 x 40 = \$20,800
Second Level: 10 x 20 = \$3,000
Total booth price: \$23,800

Booth
Style
Booth
Size
Square
Footage
No. of Complimentary Exhibitor
Personnel Registrations
(2 per 100 square feet)
Price
Inline Basic 10' x 10' 100 2 complimentary registrations \$2,500
Inline Corner 10' x 10' 100 2 complimentary registrations \$2,700
To determine fee of inline booth space greater than 10 x 10, use formula above
Islands 20' x 20' 400 8 complimentary registrations \$10,800
20' x 30' 600 12 complimentary registrations \$15,800
20' x 40' 800 16 complimentary registrations \$20,800
30' x 30' 900 18 complimentary registrations \$23,300
20' x 50' 1000 20 complimentary registrations \$25,800
30' x 40' 1200 24 complimentary registrations \$30,800
30' x 50' 1500 30 complimentary registrations \$38,800
40' x 40' 1600 32 complimentary registrations \$40,800
40' x 50' 2000 40 complimentary registrations \$50,800
40' x 60' 2400 48 complimentary registrations \$60,800
50' x 50' 2500 50 complimentary registrations \$63,300
40' x 70' 2800 56 complimentary registrations \$70,800
To determine fee of island booth space sizes not listed, use formula above

Two-Story Booths
Cost for 2nd Level

20' x 20' island or larger 100 \$15 per 100 square feet
(to be added to total cost of
first level space)
\$1,500
Publishers Row
Basic 10' x 10' 100 2 complimentary registrations \$1,000
Corner 10' x 10' 100 2 complimentary registrations \$1,200

## Exhibit Space Selection - Using the Current Floor plan

The floor plan posted is a DRAFT plan and currently shows 10' x 10' booths and island formations of various sizes and locations. The sizes and locations of booths will change on the plan once space assignments are made.

Inline booths - If you would like to reserve a space larger than a 10' x 10', on the space application please list the numbers of the booths you'd like combined in order to create your in-line booth (10' x 20', 10' x 30', 10' x 40', etc).

Please note, the AAPM does not allow peninsula formations.

Island formations - You may either identify current island formations on the floorplan as your desired top 3 choices OR if you can:

• Combine any 10 x 10 spaces to form an island
• Or select a current island booth and location and ask that it be downsized or increased to fit your needs.
• NOTE: It is suggested that if you wish to request a formation other than what appears on the draft plan, you print the floorplan, use a marker to outline/indicate your top 3 choices, and submit the floorplan with the space application.

## Target Move-In Schedule

With the cooperation of Service Contractor, Exhibit Management will be using a Target Move - In Schedule for the meeting. Schedule to be posted in April.

## Exhibit Space Assignment Process

All applications received on or before February 18th, 2010 will be awarded 60 points. These applications will be separated and identified as AAPM Corporate Affiliate Members and Nonmembers. On February 19th all applications will be assigned a random number with applications received by AAPM Corporate Affiliate Members being assigned random numbers first followed by applications received by Nonmembers. Exhibit space assignments will then be made based on the random number assigned.

Applications received after February 18th will be assigned space based on a point system. The point system is based on three tiers of information: historical data, date application is received, and event sponsorship. Corporate Affiliate Contracts received after February 18th will be assigned space along with nonmember organizations based on historical data, date application is received, and event sponsorship.

The historical tier of the point system awards four points for each consecutive year a company has exhibited, going back nine years. A maximum of 36 points can be accumulated this way. Three points are given for each year exhibited non-consecutively.

The date-point tier begins February 19th. Two points will be subtracted from this sixty-point maximum for each application received each business day thereafter. No points are given for applications received after 30 days. Bonus points earned by sponsoring AAPM Annual Meeting events will be added to the aforementioned system.

Total points, Corporate Affiliate level and Exhibitor preference regarding proximity to other exhibiting companies will be used to break ties. Every effort will be made to respect the Exhibitors' space choices, whenever possible, but the decision of Exhibit Management will be final.

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.

## Exhibit Space Application Submission and Payment

To complete the Exhibit Space Application: (This is a fillable form)

• Review the AAPM floor plan and determine your top three (3) booth selection requests. The entrances are indicated on the floor plan so please note when selecting your requested booth spaces.
• List any exhibitors you wish to be near and any competitors you do not want to be near.
• Indicate your priority regarding the assignment of your booth space (i.e. floor location, competitor proximity, associate proximity, corner space).
• Indicate the product focus and product line that best applies to your organization. This information will be displayed in the online Buyers Guide.

The Application for Exhibit Space 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.

• Credit cards accepted include Visa, Master card and American Express (If you prefer to call to charge your credit card, contact Kathleen Dwyer at 301-209-3371)
• Checks should be payable to the AAPM.
• Forward Applications and Payments to:

Attn: Kathleen Dwyer
AAPM
One Physics Ellipse
College Park, MD 20740-3846
(Fax) 301-209-0862
kathleen@aapm.org
• If you would prefer to wire the payment, the wiring instructions are as follows. Please note that an additional \$30.00 fee is required to cover the bank charges for an international wire:

Wachovia
1753 Pinnacle Dr
McLean, VA 22102
Swift# PNBPUS33
ABA# 055003201
Acct# 2000028809867

Space assignments are subject to availability of space, preferences, special needs, and compatibility of Exhibitors. Booth assignment will not be made until the FULL PAYMENT is received regardless of when the Application for Exhibit Space is received.

## 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 30, 2010.

### Space Reductions:

Should the Exhibitor need to reduce the size of space originally contracted for, they will promptly notify Exhibit Management. If space originally contracted for is reduced, a 10% service charge of the original contract price will be due AAPM.

Exhibit Management has the right to reassign a different booth space to Exhibitor.

No refund for space reduction will be made after April 30, 2010.

## Floor plan - Viewing Instructions

In an effort to provide better viewing of the floor plan for space selection, we are using Expocad FX software. From the floorplan, you may access viewing instructions by clicking on the Expocad FX Help icon (see image below).