Orchid Event Solutions, LLC 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 Nashville, please be aware that they have no relationship with AAPM. You put yourself at financial risk if you provide them your credit card information.  Hotel reservations are taken on a first-come, first-served, space available basis. Look for the logo to instantly identify a legitimate AAPM service provider.

Convention Data Services (CDS) is the official registration service provider for our meeting.

To add value and help exhibitors get maximum results from AAPM 2018, we are pleased to announce we are continuing to provide ALL exhibitors and their personnel with FREE live and re-playable webinars and online exhibiting educational content.

Be sure to mark your calendar and register today for the following educational live web events:

Secrets of the Aisles: Critical Skills Every Booth Staffer Must Know and Practice to Improve the Quality of In-Booth Vistor Interactions & Leads
Tuesday, June 5, 2018 -- 2:00 pm-2:45 pm EST
Register Now »

The Exhibitor Newsletter once again will be sent out via email every month. Each newsletter will include important information regarding the Annual Meeting. We hope that you find it a useful planning tool and welcome your feedback.

Partners for the Future

• To open the dialogue between our corporate partners and those individuals training to become medical physicists, we are continuing the Partners for the Future program.
• Will receive a sign in their booth indicating they are participating in the program.
• Students will either schedule an appointment with you or show up at your booth to see a demonstration of your product. We are working with the Student Committee on changes to improve the program for 2018!

Partners in Solutions

• Vendors provide physics-level applications training classes in a special-purpose lecture room located on the exhibit floor. These are not sales pitches, but practical information for the clinical physicist from the vendor who knows the system in depth.

Educational Topic-Specific Guided Tours

• Small groups, approximately 10 attendees per group, will be guided through the Exhibit Hall by an AAPM Member. The groups will visit participating exhibitors, spending 10-15 minutes at each exhibitor's booth.
• The Guided Tours will be organized around clinical topics chosen by the AAPM Technical Exhibits Subcommittee.
• Attendees who participate in the Guided Tours will be given the opportunity to earn self-assessment (SAM) continuing education credit for participating.

Refreshment and Lunch Break Hours

NEW this year. Each vendor will receive two lunch vouchers per contracted 10 x 10. Vouchers may be exchanged for a lunch on Monday and Tuesday in a designated location in the exhibit hall.

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 3:00 PM - 3:30 PM for the afternoon break.

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 into the exhibit hall or session rooms.

An Exhibitor Newsletter will be sent once a month via email. We hope that you find it a useful planning tool and welcome your feedback.

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 2018 meeting will be held at the Music City Center in downtown Nashville.

Vendors with an interest in medical physics or related equipment, products, and services are invited to participate at the Annual AAPM Meeting & Technical Exhibits. 2017 AAPM Exhibitors

The 2018 AAPM Meeting and Technical Exhibitions will be held at the Music City Center, 201 5th Ave S, Nashville, TN 37203. Visit Nashville Convention & Visitors Corp for information on Nashville.

AAPM will use Halls B - D on the Level 3 of the Music City 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 - C. Standard Poster sessions will be held in Exhibit Hall D.

The Scientific Sessions will be conducted on Levels 1M, 2 and 4 of the Convention Center.

Please Note:

• 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 enterance 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.
  
  
• The UPS Store Business Center is
  conveniently located on Level 2
  near the Sixth Avenue entrance and
  Nashville Songwriters Hall of Fame.
  
  
• • Email: store6425@theupsstore.com
    Website: https://www.nashvillemusiccitycenter.com/visitors/services/business-center
  
  
• • Business Center Hours:
    Saturday, July 29 - Thursday,
    August 2 - 8:00am - 6:00pm

Housing reservations will be handled by Orchid Event Solutions, LLC, available March 21.

Orchid Event Solutions, LLC 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 Nashville, please be aware that they have no relationship with AAPM. You put yourself at financial risk if you provide them your credit card information.  Hotel reservations are taken on a first-come, first-served, space available basis. Look for the logo to instantly identify a legitimate AAPM service provider.

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 14. This is a strict deadline, and room blocks will be released if names are not provided by this date.

To Block 10 or more sleeping rooms: Please use the Online System to make your reservation. Require 9 or fewer sleeping rooms? You may prefer to make individual housing reservations by going to Online Housing.

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

The Exhibitors' Breakfast will be held on Wednesday, August 1st from 8:00 am until 9:00 am in Room 102 of the Music City 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 Anaheim 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
info@bredeallied.com
Customer Service Dept: (407) 851-0261
Fax: (407) 859-3904
www.bredeallied.com

Additional Official Service Providers:

• Association Freight - Air freight shipping
• Convention Data Services (CDS) - Registration and lead retrieval service
• Projection, Inc. - Audio visual
• Music City Center - Electrical,Phone
• WideEmotion - Media wide screen advertising
• YRC - Ground Freight

Security:

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:

Victoria Grider, CMP | Associate Director of Convention Services
150 Fourth Avenue North, Suite G-250 | Nashville, TN 37219
p: 615-259-4736 | f: 615-259-4717 | victoria@visitmusiccity.com

• 2019July 14 - July 18San Antonio, TX
• 2020July 12 - July 16Vancouver, BC
• 2021July 25 - July 29Columbus, OH
• 2022July 10 - July 14Washington, DC
• 2023July 23 - July 27Houston, TX