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Exhibitor Information

Exhibitor Registration

Please note: To have badges mailed prior to the meeting, your registrations and payment must be complete by July 5.

Service Kit

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


The American Association of Physicists in Medicine invites you to exhibit at the AAPM 54th Annual Meeting and Exhibition in Charlotte, North Carolina.

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!

Exhibit Space/Personnel Registration:

The number of Complimentary Exhibitor Personnel Registrations received per 100 square feet rented has been increased:

  • 2 Complimentary Full Registrations
  • 1 Technical Exhibit Hall Only Registration

Online Space Payment Submission:

Design Rules:

  • See Revised Rule regarding digital displays, such as TV monitors, in Island Formation.
  • See Revised Rule regarding demonstrations.
  • All rigging is done by PSAV, the in house provider. All request for rigging are subject to PSAV'S review and approval. Please view the Design Rules and Rigging Information to learn more about guidelines for all rigging. See Exhibit Hall Rigging Diagram

Promotional Opportunities:

  • Attendee Mailing Lists will include email addresses for Registrants who consented to the release of personal email addresses during the registration process.

Expand All Sections | Collapse All Sections

  Exhibitor Registration Freight Move-In Exhibit Set Up Exhibit Hours Refreshment Breaks in Exhibit Hall Exhibit Dismantling
July 26
  8:00 am - 12:00 pm Target Move In I

1:00 pm - 6:00 pm
Target Move in II
11:00 pm
July 27
8:00 am
6:00 pm
8:00 am
8:00 pm
8:00 am
11:00 pm
July 28
7:30 am
6:30 pm
8:00 am
3:00 pm
8:00 am
8:00 pm

Exhibit Hall Lighting Check:

3:00 pm
5:00 pm
July 29
7:30 am
6:30 pm
12:00 pm
1:00 pm
6:00 pm
1:00 pm - 1:30 pm

3:00 pm - 3:30 pm
July 30
7:30 am
6:30 pm
    9:30 am
6:00 pm
10:00  - 10:30 am

12:30 pm - 2:00 pm

3:50 pm - 4:30 pm
July 31
7:30 am
6:30 pm
    9:30 am
6:00 pm
10:00  - 10:30 am

12:30 pm - 2:00 pm

3:50 pm - 4:30 pm
August 1
7:30 am
6:30 pm
    9:30 am
2:00 pm
10:00  - 10:30 am

12:30 pm - 2:00 pm
2:00 pm
8:00 pm
August 2
          8:00 am
5:00 pm

Refreshment and Lunch Break Hours

Due to the schedule change of scientific, educational and professional session times, refreshment break times have also been modified. Refreshments will be served in the lounge areas of the exhibit hall as follows:

Sunday, July 29 Show Opening Break
Afternoon Break 
1:00 pm – 1:30 pm
3:00 pm – 4:00 pm
Monday, July 30 Morning Break
Afternoon Break
10:00 am – 10:30 am
12:30 pm – 2:00 pm
3:50 pm – 4:30 pm
Tuesday, July 31 Morning Break
Afternoon Break
10:00 am – 10:30 am
12:30 pm – 2:00 pm
3:50 pm – 4:30 pm
Wednesday, August 1 Morning Break
10:00 am – 10:30 pm
12:30 pm – 2:00 pm

Sunday Opening: Refreshments will be served for the Sunday 1:00 pm break to coincide with the opening of the Technical Exhibits. Beer and non-alcoholic beverages will be served between 3 pm - 4 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.

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

February 23
  • 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
By March 8 Booth payment must be received for first consideration in space assignment
March 15 Booth Assignment Confirmation Notices - Exhibitors will be notified via email
March 21 Housing Information Available - Exhibitors will be notified via email
March 29 Buyers Guide Entry Opens
APRIL 18 Activation of Online Service Kit
April 26 Buyers Guide Information Entry closes
May 3 Last date to receive a Refund For Booth Space Cancellation (minus 10%)
May 10
  • Submission of Scale Drawing for Island Formations due
  • Submission of request for Hanging Sign for Island Formations
  • Submission of Light Truss System
June 4 Online Exhibitor Personnel Registration available
June 12 Meeting Registrant Mailing Label Order Form available
June 15 Last day for Exhibitors Personnel Registration in order to prepare badges for mailing
June 15 Exhibitor Housing Form due to Housing Bureau
Week of JULy 1 Exhibitor Personnel Badges mailed to Exhibitor Contact
August 1 Exhibitor Breakfast

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 2012 the Annual Meeting and Technical Exhibit Hall will be held at the Charlotte Convention Center.

AAPM Meeting Attendance
Description 2011
Member Discount 1502 1401 1172
Member Weekly Late 162 155 201
Member Comp 42 32 40
COMP Member Weekly Early 69 -- --
COMP Member Weekly Late 2 -- --
Non-Member Discount 87 68 55
Non-Member Weekly Late 34 25 34
Non-Member Comp 39 69 88
Emeritus Weekly 21 26 25
Emeritus Weekly Comp 1 0 0
Daily 103 149 154
Daily Comp 67 21 0
Junior Member Weekly 117 152 111
Junior Member Daily 3 -- --
Resident Member Weekly 44 21 0
Resident Non-Member Weekly 25 14 37
Student Weekly 274 274 224
Student Daily 154 189 179
Student Daily Comp 6 0 0
AAMD Member Early 8 6 0
AAMD Member Late 1 1 0
TOTAL SCIENCE 2761 2603 2320
Exhibitor Weekly 58 52 35
Exhibitor Hall Only 313 257 252
Exhibitor Comp 793 829 813
TOTAL EXHIBITORS 1164 1138 1100
Companion 207 150 195
Companion Comp 24 14 15
Young Adult (12 -20) 56 50 84
Child 11 & under 15 18 30
TOTAL GUESTS 302 232 324
GRAND TOTAL 4227 3973 3744


Percentage of 2011 Attendees by Regions
East North Central (IL, IN, MI, OH, WI, AL, KY, MS, TN) 20.15%
Military Central 0.09%
Middle Atlantic States (NJ, NY, PA) 14.40%
Mountain (AZ, CO, ID, MT, NV, UT, WY) 3.82%
New England (CT, MA, NH, RI, VT) 8.15%
Pacific (AK, CA, HI, OR, WA) 16%
South Atlantic (DE, D.C, FL, GA, MD, NC, Puerto Rico, SC, VA, WV) 21.61%
West North Central (IA, KS, MN, MO, NE, ND, SD, AR, LA, OK, TX) 16.39%
U.S. 79.87%
International 20.13%


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. 2011 AAPM Exhibitors

The 2012 AAPM Meeting and Technical Exhibitions will be held at the Charlotte Convention Center 501 S. College St., Charlotte, NC 28202. Visit Charlotte Convention and Visitors Bureau for information on Charlotte and points of interest.

AAPM will use Halls A, B, and C1 on the Exhibition Level of the Charlotte 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 - C1. Standard Poster sessions will be held in Exhibit Hall A.

The Scientific Sessions will be conducted on the Ballroom and Meeting Room Level of the Convention Center.

Please Note:

  • Exhibit Hall Ceiling Height
    Halls A, B, and C1 have a ceiling height of 30 feet.

  • Exhibit Hall Columns
    Halls A, B, and C1 have 5'-4" x 5'-4" columns.

  • Exhibit Aisles (100 - 1400)
    In viewing floorplan, aisles run left to right. For in-line booths, front of booth will face aisle.

  • Electrical Information
    Electrical Service is provided exclusively by Charlotte Convention Center. Electrical originates from floor boxes on 30 foot centers. All hookups to building electrical service must be made or approved by the Charlotte Convention Center.

  • Exhibit Hall Entrances
    There will be TWO entrances into the Technical Exhibit Display areas (Halls B and C1). TWO sets of up/down escalators will move attendees from the Ballroom and Meeting Room Level to EACH entrance. The TWO entrances and escalators are indicated on the floor plan so please note when selecting your requested booth spaces.

Business Center Information:
2 Blocks from the Center

FedEx Office Print & Ship Center 
FedEx Office 
237 S Tryon St 
Charlotte, NC 28202 
Phone: (704) 338-5911 
Fax: (704) 338-9811 
E-mail: USA0929@FEDEX.COM

Monday - Friday 7:00am - 11:00pm
Saturday - Sunday 9:00am - 9:00pm

Housing reservations will be handled by the Housing Connection/ AAPM/ Housing Bureau, available March 21.

The Housing Connection is the ONLY AAPM-designated housing provider for our meeting. If you are approached by any company other than The Housing Connection regarding hotel rooms in Charlotte, 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: The Housing Bureau will hold room blocks with a deposit. Personnel names with final arrival/ departure dates are due in writing no later than June 15. 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.

Visa Letter:

Need a Visa letter inviting you to the AAPM Annual Meeting? Generate one here.

Air Travel:

Charlotte Douglas International Airport (CLT)
Drive time: 20 minutes to downtown hotels
Taxi: ~$25 fare

Getting Around Charlotte:

Click for more information on the LYNX Light Rail, Sprinter Bus and the free Gold Rush Trolley.

Map of Attractions within walking distance

Family-friendly activities

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

The Exhibitors' Breakfast will be held on Wednesday, August 1 from 8:00 am until 9:00 am in Room 209/210 of the Convention Center. 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 Charlotte 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
Customer Service Dept: (407) 851-0261
Fax: (407) 859-3904

Additional Official Service Providers:

  • Association Freight – Air freight shipping
  • Blue Sky Broadcast – Digital capture of vendor events
  • Charlotte 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


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:

Kymberly Brantigan

The Charlotte Destination Group
(704) 375-1815

Second Harvest logoSaturday, July 28 • 9:00am - 12:00 Noon
Bus departs from the Westin Hotel at 8:40am
Deadline to Register: July 11, 2012

No on-site registration

Spend three hours sorting food at the Second Harvest Food Bank of Metrolina warehouse in Charlotte. This is an excellent opportunity to catch up with colleagues while you work to help others.

Second Harvest Food Bank of Metrolina provides a regional distribution warehouse and branches that supply food and grocery items to charitable agencies that assist people in need.

Please call 508-743-8511 to add the Service Project to an Exhibitor registration.

  • 2013               August 4 - 8              Indianapolis, IN
  • 2014               July 20 - 24               Austin, TX
  • 2015               July 12 - 16               Anaheim, CA
  • 2016               July 31 - Aug 4          Washington, DC