The following Rules and Regulations have been developed to assist in effectively administering the exposition and to promote continuity in exhibit design and setup for displays at the AAPM Spring Clinical Meeting and Technical Exhibits. All Exhibitors are considered equal regardless of size and are given equal opportunity, within reason, to present their product in the most effective manner to the audience.
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Exhibit Design
The regulations listed herein are presented to create and maintain an open atmosphere on the exhibit floor. In designing exhibits, good judgment and consideration for neighboring exhibitors and attendees should be primary objectives
Display Arrangements
Premium Island Exhibits:
Included in the Rental Fee:
Inline Table Exhibits
Included in the Rental Fee:
Issues Common to All Booth Types
Americans with Disabilities Act (ADA)
All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA) and are encouraged to be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800-514-0301) and from website.
Structural Integrity
All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors.
Exhibitors should ensure that any display fixtures are designed and installed properly to support the product or marketing materials to be displayed upon them.
Flammable and Toxic Materials
All materials used in display construction or decorating should be made of fire retardant materials and be certified as flame retardant. Samples should also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A flame proofing certificate should be available for inspection.
Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency and the facility.
Electrical
Electric is not included in the space fee. Should your table-top exhibit require other AV items for your booth, please fill out JW Marriott Resort and Spa AV form and follow its instructions.
Storage
Fire regulations in most exhibit facilities prohibit storing product, literature, empty packing containers or packing materials under draped tables. In most cases, however, exhibitors may store a limited supply of literature or product appropriately within the Table area, so long as these items do not impede access to utility services, create a safety problem or look unsightly.
Demonstrations
As a matter of safety and courtesy to others, exhibitors should conduct sales presentations and product demonstrations in a manner which assures all exhibitor personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange display product presentation and demonstration areas to ensure compliance.
Special caution should be taken when demonstrating machinery or equipment that has moving parts, or any product that is otherwise potentially dangerous. Sound demonstrations should not exceed 85 decibels. Additionally, demonstrations should only be conducted by qualified personnel.
Sound/Music
In general, exhibitors may use sound equipment in their displays 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 display 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 displays, 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.