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Exhibitor Information

Last Minute Reminders

Exhibitor Registration

Please note: To have badges mailed prior to the meeting, your registrations and payment must be complete by June 22.

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 56th Annual Meeting and Exhibition in Austin, TX.

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. New Dedicated Visit the Vendor time slot:
    • There will be no scientific sessions slated on Wednesday, July 23 (9:30 am - 11:00 am)
  2. New Break Hours:
    • To accommodate more time in the Exhibit Hall the break hours have been extended to 45 minutes each. Please note the change in the opening and closing of the exhibit hall.
  3. New Sponsorship Item:
    • This is a great opportunity to advertise your company while attendees charge their phones and other electronics. Charging stations will be located throughout the exhibit hall. If you are interested in sponsoring the charging station you can submit either a short video clip or a static picture.
  4. Additional Lounges:
    • Incorporated in the exhibit hall this year will be more lounge area.
  5. Changes to Design Rules and Regulations for Island Booth Formations:
    • Canopy and Covered areas
      • 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.
    • Hanging Signs
      • All hanging signs and graphics should be set back 5ft from the edge of the booth.
  6. Partners in Solutions:

A program of invited presentations by vendors on topics determined by AAPM, will be held in a special-purpose room on the Exhibit Hall floor.

  • The Partners In Solutions program is a new opportunity for AAPM to partner with our Exhibitors to increase flow through the Exhibit Hall and improve the Annual Meeting experience for all participants. This year, four lecture sessions will be held in a special-purpose 100-seat AV-ready room erected on the Exhibit Hall floor. The presentations will be organized by vendors on specific topics determined by AAPM. These presentations are designed to convey practical “hands on” information to the medical physics community in a manner free of sales or marketing. Sessions will be held directly before coffee or lunch breaks to encourage attendees to visit the exhibitors afterwards.

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  Exhibitor Registration Freight Move-In Exhibit Set Up Exhibit Hours Refreshment Breaks in Exhibit Hall Exhibit Dismantling
July 17
  8:00 am - 12:00 pm Target Move- In I

1:00 pm - 5:00 pm
Target Move-In II
11:00 pm
July 18
8:00 am
6:00 pm
8:00 am
8:00 pm
8:00 am
11:00 pm
July 19
7:00 am
6:30 pm
8:00 am
3:00 pm
8:00 am
8:00 pm

Exhibit Hall Lighting Check:

1:00 pm
4:00 pm
July 20
7:00 am
6:30 pm
  8:00 am
12:00 pm
12:30 pm
5:30 pm
12:30 pm - 1:00 pm

3:00 pm - 3:30 pm
July 21
7:00 am
6:30 pm
    9:00 am
5:30 pm
9:30 am  - 10:15 am

12:15 pm - 1:45 pm

3:45 pm - 4:30 pm
July 22
7:00 am
6:30 pm
    9:00 am
5:30 pm
9:30 am - 10:15 am

12:15 pm - 1:45 pm

3:45 pm - 4:30 pm
July 23
7:00 am
6:30 pm
    9:00 am
2:00 pm
9:30 am - 11:00 am
(New in 2014)
No sessions during this break

12:15 pm - 1:45 pm
2:00 pm
8:00 pm
July 24
          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:

Show Opening Break
Afternoon Break 
12:30 pm – 1:00 pm
3:00 pm – 3:30 pm
Morning Break
Afternoon Break
9:30 am – 10:15 am
12:15 pm – 1:45 pm
3:45 pm – 4:30 pm
July 22
Morning Break
Afternoon Break
9:30 am – 10:15 am
12:15 pm – 1:45 pm
3:45 pm – 4:30 pm
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 Austin. Make plans to stay a little longer!

February 26
  • 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 12 Housing Information Available - Exhibitors will be notified via email
By march 13 Booth payment must be received for first consideration in space assignment
Week of March 25 Booth Assignment Confirmation Notices - Exhibitors will be notified via email
March 31 Buyers Guide Entry Opens
APRIL 16 Activation of Online Service Kit
April 28 Buyers Guide Information Entry closes
May 2 Last date to receive a Refund for Booth Space Cancellation (minus 10%)
May 2
  • 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 27 Online Exhibitor Personnel Registration available
June 3 Meeting Registrant Mailing Label Order Form available
june 4 Exhibitor Housing Form due to Housing Bureau
June 22 Last day for Exhibitors Personnel Registration in order to prepare badges for mailing
Week of JULy 1 Exhibitor Personnel Badges mailed to Exhibitor Contact
July 23 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 2014 the Annual Meeting and Technical Exhibit Hall will be held at the Austin Convention Center.

AAPM Meeting Attendance
Description 2013
*Joint Meeting with the Canadian Organization of Medical Physics
Member Discount 1217 1281 1502
Member Weekly Late 221 231 162
Member Comp 40 49 42
COMP Member Weekly Early -- -- 69
COMP Member Weekly Late -- -- 2
Non-Member Regular Early 72 62 87
Non-Member Regular Weekly Late 49 38 34
Non-Member Regular Comp 15 8 39
Emeritus Weekly 36 24 21
Emeritus Weekly Comp 1 3 1
Member Daily 84 78 103
Non-Member Daily 23 -- --
Daily Comp 0 9 67
Junior Member Weekly 130 138 117
Junior Member Daily 5 6 3
Resident Member Weekly 74 51 44
Resident Non-Member Weekly 25 13 25
Student Weekly 260 297 274
Student Daily 119 193 154
Student Daily Comp 0 0 6
Non-Member Student Daily 87 -- --
Resident Member Daily 8 -- --
Non-Member Resident Daily 1 -- --
Speakers 97 91 --
AAMD Member Early 4 2 8
AAMD Member Late 0 0 1
TOTAL SCIENCE 2568 2574 2761
Exhibitor Weekly 26 39 58
Exhibitor Hall Only 109 121 313
Exhibitor Hall Only Comp 291 277 --
Exhibitor Comp 771 770 793
TOTAL EXHIBITORS 1196 1207 1164
Companion 110 190 207
Companion Comp 26 20 24
Young Adult (12 -20) 29 36 56
Child 11 & under 17 16 15
TOTAL GUESTS 182 262 302
GRAND TOTAL 3946 4043 4227


Percentage of 2013 Attendees by Regions
Middle Atlantic States (NJ, NY, PA) 13.59%
West South Central (AR, LA, OK, TX) 9.29%
Military 0.21%
New England (CT, MA, ME, NH, RI, VT) 7.13%
East South Central (AL, KY, MS, TN) 4.09%
Mountain (AZ, CO, ID, MT, NM, NV, UT) 3.27%
Pacific (CA, HI, OR, WA) 13.23%
West North Central (IA, KS, MN, MO, ND, NE, SD) 5.97%
East North Central (IL, IN, MI, OH, WI) 22.24%
South Atlantic (DC, DE, FL, GA, MD, NC, PR, SC, VA, WV) 20.98%
U.S. 85.09%
International 14.91%


2013 Professional Attendee Information

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. 2013 AAPM Exhibitors

The 2014 AAPM Meeting and Technical Exhibitions will be held at the Austin Convention Center 500 E. Cesar Chavez Street, Austin, TX. Visit Austin Convention and Visitors Bureau for information on Austin and points of interest.

AAPM will use Halls 2, 3, 4, and 5 on the Level 1 of the Austin 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 3 - 5. Standard Poster sessions will be held in Exhibit Hall 2.

The Scientific Sessions will be conducted on Levels 3 and 4 of the Convention Center.

Please Note:

  • Exhibit Hall Ceiling Height
    Halls 2, 3, 4 and 5 have a ceiling height of 31' feet.

  • Exhibit Hall Columns
    Halls 2, 3, 4 and 5 do not have Columns.

  • Exhibit Aisles (100 - 1000)
    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 Austin Convention Center. Electrical originates from floor boxes on 30 foot centers. All hookups to building electrical service must be made or approved by the Austin Convention Center.

  • Exhibit Hall Entrances
    There will be TWO primary entrances into the Technical Exhibit Display areas (Hall 4) and TWO secondary entrances (Halls 3 & 5). The entrances and are indicated on the floor plan so please note when selecting your requested booth spaces.

Business Center Information:
Austin Convention Center
Street level outside Exhibit Hall 3 (Trinity Street - West side of facility)

Friday July 18 - Wednesday July 23 - 9:00am - 5:00pm
Thursday July 24 - 9:00am - 3:00pm
Phone: (512) 404-4000

FedEx Office Print & Ship Center: 
327 Congress Avenue
Suite 100
Austin TX 78701
Tel: (512) 472-4448
Fax: (512) 472-4480
E-mail: usa0228@fedex.com
Website: http://local.fedex.com/tx/austin/office-0228/

Monday - Friday 7:00am - 11:00pm
Saturday 8:00am - 9:00pm
Sunday 9:00am - 9:00pm

Housing reservations will be handled by Orchid Event Solutions, LLC, available March 12.

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 Austin, 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 June 4. 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.

Visa Letter:

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

Air Travel:

Austin-Bergstrom International Airport (AUS)
Drive time: 8 miles or 15 minutes to downtown hotels
Taxi: ~$27 including tip
SuperShuttle: $16.50 for a shared ride to downtown. Reserve in advance online
Bus: $1 bus fare takes you between the airport and downtown every 30 minutes on the hour and half hour. Plan your trip

Experience Austin like a local. True Austin allows you to contact local experts.

Live Music Venue Guide

Austin Interactive Map

The Austin Chronicle - Best of Austin: Food

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

The Exhibitors' Breakfast will be held on Wednesday, July 23 from 8:00 am until 9:00 am in Meeting Room 3 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 Austin 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
  • Austin 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:

Heather Leigh | VP of Production
O 512.899.8991 | F 512.899.8922 | M 512.541.8752
KennedyDMCAustin.com | KennedyDMCAustin.com/blog | hleigh@kennedycreative.com

  • 2015               July 12 - 16                Anaheim, CA
  • 2016               July 31 - Aug 4          Washington, DC
  • 2017               July 30 - Aug 3          Denver, CO