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Personnel Registration Information

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Online Personnel Registration

Exhibitors are allotted Complimentary Personnel Registrations based on the number of Tables. Exhibitors may purchase additional Registrations as necessary. The registration link will be available March 7th to register complimentary personnel as well as additional personnel.

Exhibitor Registration will be available March 7, 2019.

No Refunds for Exhibitor Registration cancellations after March 14, 2019

Personnel Registration Categories & Fees

No Refunds for Exhibitor Registration cancellations after March 14, 2019

REGISTRATION CATEGORIES FEES REGISTRATION INCLUDES
Premium Island Exhibit Complimentary Personnel No Charge

For Premium Island Exhibits purchased, your company will receive TWO complimentary personnel registrations.

Each Complimentary Personnel Registration includes:

  • Admission to the Technical Exhibits
  • Admission to Scientific Sessions & Symposia
  • Welcome Reception - attendance encouraged
  • All food service
  • Continuing Education Credits (each person must complete online survey and meet CAMPEP eligibility requirements).
  • Access to SAM credits - Additional $20 Fee.
Inline Table Exhibit
Complimentary Personnel No Charge

For Each Inline Table Exhibit purchased, your company will receive ONE complimentary personnel registration.

Each Complimentary Personnel Registration includes:

  • Admission to the Technical Exhibits
  • Admission to Scientific Sessions & Symposia
  • Welcome Reception - attendance encouraged
  • All food service
  • Continuing Education Credits (each person must complete online survey and meet CAMPEP eligibility requirements).
  • Access to SAM credits - Additional $20 Fee.
Additional Full $605 each

Includes:

  • Admission to the Technical Exhibits
  • Admission to Scientific Sessions & Symposia
  • Welcome Reception - attendance encouraged
  • All food service
  • Continuing Education Credits (each person must complete online survey and meet CAMPEP eligibility requirements).
  • Access to SAM credits - Additional $20 Fee.
Technical Hall Only $305 each

Includes:

  • Admission to the Technical Exhibit Hall ONLY
  • No admission to Scientific Sessions & Symposia
  • All food service
  • Social function tickets can be purchased separately.

Welcome Reception - Additional Ticket Information

Exhibitors may purchase an unlimited number of social function tickets either pre-show via the Internet or on-site.

  • Saturday, March 30 • 6:00 PM - 7:30 PM
  • Exhibit Hall
  • Gaylord Palms Resort & Convention Center
  • Tickets: $60 each

The Welcome Reception is a great opportunity to meet and talk with the meeting attendees. This year the reception will take place in Exhibit Hall. Exhibitors are encouraged to attend and mingle with attendees.

Please check your registration category to confirm if a ticket is included with your registration. Complimentary and Additional Full registrations include the Welcome Reception ticket. Technical Exhibit Hall Only registrations can purchase the ticket.

Exhibitor Personnel Activities

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Exhibitor Representative

Each Exhibitor must name one person to be their representative in connection with installation, operation, and removal of the exhibit. Such representative will be authorized to enter into necessary service contracts for which the Exhibitor will be responsible.

Code of Conduct

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

Use of Exhibit Space

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.

Hours of Exhibitor Access to Displays

Exhibitors wearing Exhibitor badges may enter the exhibit hall during the designated hall hours each day of the exposition. Should an Exhibitor require additional time for the maintenance of computer hardware and/or software said Exhibitor must receive permission from Exhibit Management.

Exhibitor Personnel - Food & Beverage

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.

Badge Control

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.

Exhibitor Activities

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.