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Exhibitor Information

The American Association of Physicists in Medicine invites you to exhibit at the AAPM 61st Annual Meeting & Exhibition in San Antonio, TX. Join us for the premier education event for the Medical Physics community!

Please frequently review this website for the most up to date information relating to exhibitor activities and the Annual Meeting.

Last Minute Reminders!

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Exhibitor Prospectus
Who Attends
Dates to Remember
Show Dates and Hours

What’s New for 2019?

Peninsula Exhibits (10' x 20' end cap)

  • A Peninsula Booth is an exhibit which occupies both corners at the end of a row of standard inline booths with an aisle on three sides. Due to this verify unique configuration, it is the responsibility of the exhibiting company to ensure that your processing and procurement department or anyone else involved in the design and construction of your exhibit has a copy of these rules and regulations. If any of the design rules are violated during the construction phase, TES has the authority to take action against the exhibiting company. The action taken will be determined on the basis of the particular circumstance of each case, but in cases involving major violations the action is subject to relocation, or immediate closing of an exhibit without refund to the exhibitor. All matters in question not specifically covered by the Exhibit Booth Configurations rules and regulations are subject to the decision of the AAPM Annual Meeting leadership through the staff or Board of Directors.
  • All display fixtures over 4ft (1.22m) in height and placed within 10ft (3.05m) of a neighboring exhibit, must be confined to that area of the booth that is at least 5ft (1.52m) from the aisle line to avoid blocking the sight line from the aisle to the adjoining booth.
  • Complete accurate scaled drawings of all peninsula booths must be submitted to TES for review and approval by April 26. This process is to ensure that the exhibiting company’s booth satisfies the basic criteria for technical exhibits.
  • Hanging signs are NOT permitted for peninsula booths.

Meeting Suites

  • Meeting Suites are only available to contracted vendors.
  • Meeting Suites are available for full-duration-of-the-meeting rental to host meetings with customers, potential customers and staff.
  • AAPM member attendees are permitted in this area. Exhibitors are permitted to serve food and beverages in this area. Exhibitors must follow the food and beverages rules:
    • 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.
  • All Meeting Suite labor, materials and services will remain under the control and supervision of the general contractor. Additional information regarding construction, labor and service costs is available through the general contractor. The official convention center caterer must supply all food/beverage service in the Meeting Suites.
  • The form to complete is posted under Exhibitors Activities!

Entrepreneur Start-Up Showcase

  • The AAPM annual meeting is offering an exhibiting opportunity to new entrepreneur start-up businesses. As medical technology spurs new innovations, an increasing number of start-up companies in the radiation oncology and radiology imaging sector are seeking to present their products or services to potential investors.
  • The AAPM Entrepreneur Start-Up exhibit (kiosk) space at the annual meeting will help emerging business connect with early adopters, industry professionals, and key decision-makers.
  • The form to complete is posted under Exhibit Space!

Buyers Guide Data Entry System

  • AAPM has moved to a new Association Management System. The Buyers Guided System is now incorporated in our AMS. The Buyers Guided information will be available March 11th. At that time detailed instruction will be send to the main Exhibitor Contact. In order to be included in the printed material, Buyers Guide information must be filled out by April 12th.

Exhibit Space

Sponsorship Information

Promotional Information

Exhibitor Activities

Vendor Programs

Exhibitor Newsletter

Competitive Edge Return on Investment Resource Center

Times are changing fast. Exhibiting costs are rising. Attendee behaviors are shifting. Executive management is pressing you for tradeshow cost justification and ROI. And, if you’re like most, you haven’t received a single hour of exhibiting education, and don’t have a lot of time to seek it out.

The Exhibitor Resource Center is your FREE, on-demand, 24/7 exhibiting knowledge resource to give you answers to your most pressing exhibiting challenges, expand your exhibiting know-how, and improve your company's exhibiting performance and ROI.

Follow this proven effective 5-step Exhibitor Success Program:

step 1

STEP 3. Learn and Fill Knowledge Gaps by Watching Webinars at Recommended Time Frames:

  • NEW LIVE!! Tradeshow Social Media Best Practices: Using Social Media to Build Your Brand and Drive Traffic
    Thursday, May 9, 2019 2:00 pm - 2:45 pm Eastern
    View PresentationDownload Workbook
    When used properly, social media can be an extremely effective media for building your brand and driving qualified booth traffic. Research finds that most exhibitors are not taking full advantage of this free marketing opportunity. Register for this FREE educational webinar sponsored by AAPM to learn the best tradeshow practices for using Twitter, Facebook, LinkedIn, YouTube, and Instagram more effectively.
  • Inside the Exhibiting Numbers: Budgeting, Managing Costs, Measuring & Reporting Exhibiting Performance, Value and ROI
    Target View by: 20 weeks before the show
    Discover the what, why and hows of controlling costs and measuring exhibiting performance, value and Return on Investment, to cost-justify, achieve and report exhibiting ROI.
    View PresentationDownload Workbook
  • Experiential Marketing: How to Better Meet Scientific/Medical Attendees’ Needs Through In-Booth Demonstrations and Presentations
    Target View by: 16 weeks before the show
    Learn the primary reasons medical/scientific healthcare professionals attend meetings and how they want to interact with exhibits. America’s leading tradeshow expert, Jefferson Davis, will provide step-by-step directions and examples of how to create effective in-booth learning experiences that more effectively meet attendees learning and shopping needs.
    View PresentationDownload Workbook
  • Building Brand Awareness & Driving Qualified Booth Traffic: How to Attract Enough of the Right Attendees to Your AAPM Exhibit
    Target View by: 12 weeks before the show
    View this replay to learn the why’s and how’s of effectively pre-promoting your company and exhibit. Jefferson Davis, tradeshow expert, will provide direction in how to develop a pre and at-show marketing plan integrating multiple marketing media.
    View PresentationDownload Workbook
  • Secrets of the Aisles: Critical Skills Every Booth Staffer Must Know to Improve In-Booth Visitor Interactions & Leads
    Target View by: 10 weeks before the show
    86% of booth staffers have never received a single hour of skills training in how to manage visitor interactions in the challenging tradeshow environment. This forces them to make behavioral and communication errors that reduce booth traffic, limit the quality and quantity of leads, and negatively impact ROI. View this information rich session with America's leading exhibit staff trainer to gain perspectives and practical interactions skills that will turn your booth staff into a competitive advantage.
    View PresentationDownload Workbook
  • Improving Tradeshow Lead Management for Better ROI
    Target View by: 8 weeks before the show
    Learn the important connection between lead management and exhibiting ROI. Tradeshow expert, Jefferson Davis will also present best practices for improving lead quality and sales conversion.
    View PresentationDownload Workbook
step 1

STEP 4. Gain Additional Ideas & Insights by Reading Success Tips & White Papers:

Plan for Success: Promote Your Participation: Create an Effective Exhibit: Prepare Your Staff: Lead Management: Measure Your Performance & ROI:
step 1

STEP 5. Use the “Ask the Tradeshow Experts” email Q&A

AAPM has made special arrangements with Jefferson Davis, America’s leading tradeshow productivity expert. You can submit questions on any exhibiting topic. Mr. Davis or one of his team of tradeshow experts will respond within 24-48 hours.

Submit your question now: jefferson@tradeshowturnaround.com

Hotel Information
Service Kit
Exhibitor Personnel Registration Information – Available May 22nd

Contact information:

AAPM HQ

  • Rachel Smiroldo, Exhibits and Meetings Assistant
  • (571) 298-1230
  • rachel@aapm.org

Brede Exposition Services (Show Decorator)

Orchid Event Solutions, LLC (Official Housing Provider)

Convention Data Services (Official Registration Company)

Now Available

Additional Links