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.

Connecting Islands Across Aisle Space


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.

Example: 


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)

Two-Story Booths

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.

• Exhibit Hall Ceiling Height
  Halls B, C and D have a ceiling height of 32'-6" feet. Island booths are allowed to reach 24' feet in height.
  
  
• Exhibit Hall Columns
  Halls B, C and D have Columns.
  
  
• Exhibit Aisles (100 - 1700)
  In viewing floorplan, aisles run north to south. For in-line booths, front of booth will face aisle.
  
  
• Exhibit Hall Entrances
  The single entrance unit into the exhibit display area will be located between Halls B – C. Attendees will be able to enter the Poster Area from Hall C or through the Hall D entrance located along the exhibit hall concourse. The entrances and are indicated on the floor plan so please note when selecting your requested booth spaces.

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 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.

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:

• • All food and beverages must be ordered through Music City Center Catering.
  • Exhibitors WILL NOT be allowed to bring food or beverages into the building or purchase them from outside caterers.

Jenny Brewer
Catering Sales Manager
Music City Center

Phone: 615-401-1362
Email: Jenny.Brewer@NashvilleMCC.com

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.

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:

• Both aerial and side views of booth designs must be provided.
• Mandatory 1 foot setback must be labeled on each drawing.
• Island exhibits may not exceed 24 feet in height from the floor to the top of any exhibit structure. This includes, but is not limited to, hanging signs. Any exhibit structure or display exceeding sixteen (16) feet in height must be approved by a licensed structural engineer prior to installation. A copy of the engineer's certificate or stamped floor plans must be submitted for approval.
• Must identify equipment pieces and booth structure.
• Must indicate booth structure construction material (i.e. cloth, hard wall, glass, metal mesh, etc.)
• 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.
• Once approved, if booth design changes, must resubmit for approval prior to set up.

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.

• Hanging signs and graphics will be permitted in the Exhibit Hall for booths 20' x 20' or larger.
• All hanging signs and graphics should be set back 5ft from the edge of the booth.
• All hanging signs and graphics must hang within the perimeters of the booth.
• AAPM Show Management must approve all hanging signs and graphics in advance.
• If approved, we recommend all hanging signs and graphics be shipped in advance to the warehouse, but it is not required. An order form with prices will be included in the Online Service Kit. Email or fax documents to: rachel@aapm.org / (571) 298-1301

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:

• Minor Violation: Verbal and written warning.
• Major Violation: Exhibitor will be responsible for payment equivalent to 25% of total booth fee and a loss of 10 placement points.
• Second Time offenders: Exhibitor will be responsible for payment equivalent to 50% of total booth fee and a loss of 20 placement points.

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.

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 name)
• 24 hour guard service
• general aisle cleaning
• general area lighting
• air conditioning

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.

• Installation of all exhibits booths (300 sq ft or larger) and the removal of all empties must be completed by Noon Saturday, July 28. Any exhibits that remain uninstalled or empties remaining on the floor by Noon will be considered in violation and subject to a mandatory installation, and removal by our official decorator Brede Exposition Services. All fees and cost associated with installation, and removal will be invoiced and charged to the responsible party.
• All in-line 10 x 10 and 10 x 20 exhibit booths have until 2 pm on Saturday to setup.
• If you cannot make the installation deadline, Brede is available to assist with setup. Please call 407-851-0261.
• The exhibits open on Sunday, July 29 at 12:30 pm. Exhibitors are authorized to complete final touch up (NOT SETUP) work on their booths from 8:00 am - noon on Sunday.
• Exhibitors are not authorized to pack or remove articles from the exhibit hall prior to the official dismantle time, Wednesday, August 1st at 2PM, without written approval from Exhibit Management.

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.

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.