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Use and Purpose of Display
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 or Session Rooms.
Exhibitors agree not to assign or sublet any space, nor to display or advertise goods other than those manufactured or carried by them in the regular course of business.
Exhibitors agree to staff assigned exhibit space at all times during the designated exhibit hall hours.
All activities of each Exhibitor must be confined to the Exhibitor's allotted exhibit space other than entertainment and social functions. Exhibitor representatives must be in the space rented on the exhibit floor and are not admitted for the purpose of viewing other exhibits, except by invitation of other Exhibitors. No persons, firms, or organizations not having contracted with Exhibit Management for the occupancy of space in the exhibit will be permitted to display or demonstrate its products, processes or services, distribute advertising materials in the halls or corridors, or in any other way occupy or use the facilities
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.
The list of AAPM 2018 Exhibitors will not be published, in whole or in part, other than in AAPM official publications.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.
Exhibit Design & Restrictions, Construction & Arrangement
The regulations listed here 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.
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.
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.
Demonstrations must be located so that crowds collected will be within the Exhibitor's 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.
Contests of any kind must first be approved in writing by Exhibit Management.
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.
Absolutely NO signs or graphics may be placed outside the area of the booth. No signs or graphics may be placed on posts or columns in, or adjacent to, standard booths occupied by exhibitors, or on carpeted areas beyond the confinement of the booth space. No materials may be placed on any surface of the facility including columns. Any damage caused by violation of this rule will be charged to the exhibitor whose material is found in violation.
No air-filled balloons, helium balloons, remote-controlled blimps or drones may be used in the exhibit hall.
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 $3,200 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. ($32 x 300 sq. ft. = $9,600)
Exhibitors with 20 feet 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 11. These plans must be stamped by a certified, licensed structural engineer and attest to the exhibit's structural integrity.
All exhibits must conform to the dimensions outlined below 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.
(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.
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, videotaping 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 Materials & Novelty Items, Give Away Contests
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 packet.
Distribution of small novelty items by an Exhibitor is limited to their rented space in the exhibit hall and meeting areas. AAPM reserves the right to remove all items deemed unacceptable from the show floor.
If an Exhibitor wishes to conduct a raffle or a drawing of a giveaway of a novelty item, the event must be held within the confines of the rented booth space. The Exhibitor must contact Show Management for permission. If the concept is approved, Exhibitors are responsible for all logistics involved with organizing the raffle or drawing, including the distribution of announcements and follow up with winners.
Distribution of Food & Beverages
If an Exhibitor wishes to distribute food and beverage, the event must be held within the confines of the rented booth space. Exhibitors are responsible for all logistics involved with the purchase and distribution of food and beverage. As well, Exhibitors are responsible for the maintenance of their booth and surrounding area. Cleaning Services are available in the Exhibitor Service Kit. All food and beverage supplies must be purchased from the Convention Center Caterer.
Distribution of Food: The distribution of popcorn, peanuts or any type of nuts is not permitted in the Exhibit Hall.
Distribution of Beverages: The distribution of Alcohol of any type is not permitted in the Exhibit Hall.
Per the rules of the Music City Center:
Catering Sales Manager
Music City Center
Entertainment, Special Effects & Product Presentation
The use of music (live or recorded), dancer, mimes or other entertainment similar to this is not permitted in the exhibit hall
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.
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.
Submission of Scale Drawings: Islands
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 11. 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 11 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:
Submission of Scale Drawings: Hanging Signs & Graphics
Absolutely NO banners, hanging signs or graphics may be placed outside the area of the rented space. No signs or graphics may be placed on posts or columns, or adjacent to space occupied by other exhibitors, or on carpeted areas beyond the confinement of your rented space. No materials may be placed on any surface of the facility including columns. Any damage caused by violation of this rule will be charged to the exhibitor whose material is found in violation.
All exhibitors requesting to hang signs or graphics are required to submit detailed floorplans to AAPM Show Management no later than May 11.
Review of Technical Exhibits
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 29. If the infringement has not been corrected by that time, the following penalty will apply: Penalty Rule for Booth Design/Setup Violations:
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.
Booth Equipment and Services
Items included in the rental fee are:
Installation & Display Removal
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 any refund.
Responsibility, Compliance, Liability
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. 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 the Music City 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 Music City 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 there under. 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 of others.
Cancellation or Termination of Exposition
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.