Exhibitors are required to wear their badge and conduct themselves in a professional manner at all times during the AAPM Spring Clinical Meeting.

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.

With the new opportunities available to the vendors, it may not be possible to have your booth staffed at all times during the designated exhibit hall hours. Please prioritize staffing during the breaks / meals, and use your professional judgement during the meeting presentation sessions. Exhibitors are responsible for the security of all display materials. If an exhibitor is displaying any items of value (equipment, computer lap tops, etc.) it is advised that such items be removed from the display table anytime the table is not staffed.

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.

All food and beverage must be ordered through the Gaylord Palms Resort & Convention Center. Exhibitors WILL NOT be allowed to bring food or beverages into the building or purchase them from outside caterers.

If you are interested in purchasing food for your personnel, contact Rachel Smiroldo.

NOTE: Products such as individually wrapped candy or mints for consumption are acceptable.

The official AAPM badge must be worn whenever an Exhibitor representative is in the exhibit hall. Exhibitor badges are not to be issued to individuals who wish to gain admittance for the purpose of contacting other Exhibitors. False certification of any individual as an Exhibitor's representative, misuse of Exhibitor's badges, or any other method or device used to assist unauthorized personnel to gain admittance to the exhibit floor will be considered a substantial violation of the rules. Violators will be fined $300.00 per incident and the individual(s) in question will be escorted from the meeting.

Exhibitors agree not to schedule or conduct any outside activity including, but not limited to, receptions, seminars, symposia, and hospitality suites that are in conflict with the official program of the AAPM Spring Clinical Meeting, whether such activities are held at or away from the official hotel. However, Exhibitors are allowed to hold staff meetings at any time, as long as only exhibitor personnel are involved. Permission must still be requested.

Any Exhibitor wishing to hold any outside activity in conjunction with its exhibit must contact Rachel Smiroldo for written approval. You will receive an approval notification from AAPM HQ via e-mail. The notification will include contact information of the Gaylord Palms Resort & Convention Center. Upon approval, you will make function-arrangements directly with the hotel.

The following are designated times when Exhibitors may conduct any of the above-mentioned activities:

• Friday, March 29, Any time
• Saturday, March 30, After 7:30 p.m.
• Sunday, March 31, After 5:30 p.m.
• Monday, April 1, After 5:30 p.m.
• Tuesday, April 2, After 12:30 p.m.

Should you need assistance in planning an event to be held in a location other than the Gaylord Palms Resort & Convention Center, please contact Rachel Smiroldo.