Virtual Exhibitor Site Visit Tuesday, January 31
Schedule
Virtual Meeting: 1:00pm - 2:30pm
Agenda
o Introductions
Mariana Gallo, AAPM Director, Meetings and Programs
Ehsan Samei, AAPM President
Robin Stern, AAPM Meeting Coordination Committee Chair
Vrinda Narayana, AAPM Meeting Coordination Committee Vice Chair
Kristy Brock, AAPM Annual Meeting Subcommittee Vice Chair
Deborah Schofield, AAPM Technical Exhibits Subcommittee Chair
Angela Keyser, AAPM Executive Director
Justin Stewart, AAPM Director, Programs
Linda Minor, AAPM Meetings Manager
Bobby Rispoli, Levy Exposition Services
o Meeting Theme: The Art of Science The Science of Care
o Welcome from Visit Houston – DeShawn Fitzpatrick
o Review Important Information, Mariana Gallo
o Exhibitor Prospectus and Sponsorship Brochure were emailed out in December and are available on the Meeting Website.
o New and Improved for 2023
§ Exhibitor Lunch Vouchers
• NEW: additional lunch vouchers can be purchased through the registration system.
§ Visit the Vendors Opportunities on Tuesday
• 9:30am to 10:15am, no sessions
• NEW and Improved: 3:45pm to 6:00pm Meet the Vendor Reception, no sessions during this time.
§ International Sessions
§ Wi-Fi Splash Screen
§ Registration Sponsorship
§ Create Your Own Bundle
o Ongoing Actives:
§ Vendor and Product Showcase
§ Media Wall, Product Showcase
§ Exhibitor Suites
§ Entrepreneur Start Up Booths (new: 10x10 booth instead of Kiosk)
o Exhibitor Information
§ Setup Rule Reminder
§ F&B Rule Reminder
§ In-Booth Presentation Reminder
§ Exhibitor Newsletter
§ Partnering with Competitive Edge Exhibitor Resource
o Registration and Housing, Maritz
o IT’s BACK: Group registration is back this year
§ Registration and Housing Open date: April 19
§ Group Housing Block Request Opens: March 22
§ Housing Closing Date: June 30
o Programs that include Vendor participation, Deborah Schofield
§ Partners in Solutions (PinS)
• Imaging Topics Announced
• Therapy Topics Announced
§ Educational Topic Specific Guided Tours
• Imaging Topics Announced
• Therapy Topics Announced
o General Meeting Information
§ Marriott Marquis (HQ Hotel)
§ Awards and Honors Ceremony and Reception – Marriott Marquis (HQ Hotel)
§ Night Out – Street Fair, George R. Brown Convention Center
o New: Start time moved up to 6:00pm to 9:00pm
o City of Houston and Convention Center Contacts
§ George R. Brown Convention Center – Brenda Wharry
• Convention Center ICW Events – Anita Robles
§ Catering – Levy Restaurants, Renee Surette
§ Internet/Wi-Fi – Smart City, Orianna Mendoza
§ Electric – Smart City, Orianna Mendoza
§ Rigging - Staging Solutions, Rosanna Campos
o Hotels and Users Meeting Overview
o Request Form Required
o Review of Center Floor Plans
o Registration, Street Level
o Session Rooms, 3rd Level
o Media Wall, Street Level
o AAPM Services, 3rd Level
o Exhibit Hall (Floorplan maxed with 10 x 10s), Street Level
o Open Discussion
• The Exhibitor Prospectus was sent on October 31, 2022, and is now available on the website.
• The Exhibitor Newsletter will be sent out via email month beginning in March. Each newsletter will include important information regarding the Annual Meeting. We hope to that you find it a useful planning tool and welcome your feedback.
• Entrepreneur Start Up Booths:
o 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.
o The Entrepreneur Start-Up exhibit booth at the meeting will help emerging business connect with early adopters, industry professionals, and key decision-maker
o Participation as a Start-Up Exhibitor is limited to two years.
• Vendor Showcases:
o Any company interested in participating in the Vendor Showcase, must be exhibiting at the meeting.
o Presentations will take in the Exhibit Hall. There will be two rooms built to host Vendor Showcases.
o These sessions will run in parallel with AAPM sessions and during scheduled breaks.
o Vendor are prohibited from attending another Vendor's Showcase.
o Vendors may request 30-minute presentation timeslots, with a maximum request of TWO 30 minutes per day:
30 Minute Timeslot during a session – $3,000
30 Minute Timeslot during a break – $6,000
60 Minute Timeslot during a lunch break - $8,000*
*Exhibitors have the option to serve food during the lunch break time slots. Food and beverage expenses are the responsibility of the exhibitor.
Included with this fee:
o Your presentation will be listed in the Meeting Program in the “Exhibition” track.
o AAPM will promote the Vendor Showcase schedule in Social Media blasts.
o Standard AV will be provided in the room.
o Rooms will be set for 100 attendees.
o The Vendor Showcases will not be captured.
**If an exhibitor would like to record their presentation, the exhibitor will be responsible for ALL logist ics and costs.
• Exhibitor Meeting Suites:
o Meeting Suites are only available to contracted vendors.
o Meeting Suites are available for full-duration-of-the-meeting rental to host meetings with customers, potential customers and staff.
o 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.
o 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.
• Rule Reminder: All in-line 10 x 10 and 10 x 20 exhibit booths have until 2 pm on Saturday to setup.
Installation of all exhibit booths (300 sq. ft or larger) and the removal of all empties must be completed by 12:00 pm Saturday, July 22. Any exhibits that remain uninstalled or empties remaining on the floor by Noon will be considered in violation and subject to a mandatory installation, and removal by our official decorator Levy Exposition Services. All fees and cost associated with installation, and removal will be invoiced and charged to the responsible party.
The exhibits open on Sunday, July 23 at 12:30 pm. Exhibitors are authorized to complete final touch up (NOT SETUP) work on their booths from 8:00 am - noon on Sunday.
• Rule Reminder: Exhibitors will be allowed to serve food and beverages to attendees from their booths.
If an Exhibitor wishes to distribute food and beverage, the service must be held within the confines of the rented booth space. Exhibitors are responsible for all logistics involved with the purchase and distribution of food and beverage. All food and beverage supplies must be purchased from the Convention Center Caterer.
Exhibitors will be responsible for the maintenance of their booth and surrounding area. Cleaning Services information will be included in the Exhibitor Service Kit.
Exceptions:
o Distribution of Food: The distribution of popcorn, peanuts or any type of nuts is not permitted in the Exhibit Hall.
o Distribution of Beverages: The distribution of Alcohol of any type is not permitted in the Exhibit Hall.
• Exhibitor Lunch Vouchers:
Each company will receive 1 boxed lunch voucher for Monday and 1 boxed lunch voucher for Wednesday per contracted 10 x 10. Boxed lunches are served Monday and Wednesday in designated locations in the exhibit hall. Exchange the voucher for a boxed lunch and dine with the medical physicists! A great way to network. Additional lunch vouchers can be purchased during the registration process.
• Meet the Vendor Reception – Tuesday, 3:45pm to 6:00pm, no sessions.
• Camp AAPM will be offered again
o Please make sure your team members are aware that AAPM will once again offer a childcare option for all meeting attendees, including exhibitors!
o Camp AAPM welcomes children ages 6 months – 12 years. The program will be managed by Accent on Children’s Arrangements, Inc., a national childcare company also used by RSNA. Children participate in age-appropriate activities including arts and crafts projects, active games and much more in a safe, nurturing environment.
o ACCENT's professional, trained supervisors are CPR and Pediatric First Aid certified. They are teachers, professional children's program providers, or mothers who simply love working with children and have completed ACCENT's specialized training program.
• The Partners in Solutions program will take place in the Exhibit Hall. This program continues to offer a unique way for physicists to interact with and learn from our vendors, with vendors providing 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 people who know their systems in depth.
o Imaging: topics to be announced
o Therapy: topics to be announced
• Educational Topic-Specific Guided Tours – Small groups, approximately 10 -15 attendees per group, will be guided through the Exhibit Hall by an AAPM-Member. The groups will visit participating exhibitors, spending approximately 10-15 minutes at each exhibitor’s booth
o Imaging: topics to be announced
o Therapy: topics to be announced
• Selecting Booth Space: The draft floorplan posted in the Prospectus will be maxed out with 10’ x 10’ in-line booth spaces only.
Island formations will NOT be indicated on the floorplan. If you would like to reserve a space larger than a 10' x 10', please list the booth numbers you'd like combined to create your desired booth formation on the Space Application.
To assist HQ with understanding your intentions, it is suggested you also print the floorplan, use a marker to outline/indicate your top 3 choices, and submit the floorplan with your space application.
BOOTH DESIGN RULES
All exhibits must conform to the dimensions outlined below to assure ease of movement of participants and clear lines of visibility in the exhibit hall. For more information on booth dimension guidelines please contact Rachel York.
Rule Reminder:
All in-line 10 x 10 and 10 x 20 exhibit booths have until 2 pm on Saturday to setup.
• Installation of all exhibit booths (300 sq. ft or larger) and the removal of all empties must be completed by 12:00 pm Saturday, July 22. Any exhibits that remain uninstalled or empties remaining on the floor by Noon will be considered in violation and subject to a mandatory installation, and removal by our official decorator Levy Exposition Services. All fees and cost associated with installation, and removal will be invoiced and charged to the responsible party.
• If you cannot make the installation deadline, Levy is available to assist with setup. Please call 604277-1726.
• The exhibits open on Sunday, July 23 at 12:30 pm. Exhibitors are authorized to complete final touch up (NOTSETUP) work on their booths from 8:00 am - noon on Sunday.
• The Installation Hours are posted below. If any Exhibitor wishes to work on booth setup past 11:00 pm, approval must be given by Exhibit Management.
• Exhibitors are not authorized to pack or remove articles from the exhibit hall prior to the official dismantle time, Wednesday, July 25 at 2PM, without written approval from Exhibit Management.
Exhibits Open at 12:30 pm
NOTE:
•
Exhibit Hall Ceiling Height
Halls D – E have a ceiling height of 35’ feet. Island booths are allowed to reach 24’ (7.31m) in height.
• Exhibit Hall Columns
Halls D – E have columns.
• Exhibit Aisles (200 – 1900) In viewing floor plan, aisles run west to east. For in-line booths, front of booth will face aisle.
•
Electrical Information
Electrical originates from floor boxes on 30-foot center. The floor boxes contain 120/208-volt, single phase and 3 phase. All hookups to building electrical service must be made through or approved by the George R. Brown Convention Center/Smart City. Exhibitor is responsible for reviewing George R. Brown and Smart City Guidelines.
•
Exhibit Hall Entrances
There will be TWO main entrances into the Technical Exhibit Display areas (HALL D and E). The entrances are indicated on the floor plan so please note when selecting your requested booth spaces.
Standard Inline Exhibits (10' x 10' or multiples thereof); see images below: The minimum exhibit space is 10' x 10' (3m x 3m). The back 5' (1.52m) of the basic exhibit may be occupied up to a height of 8' (2.44m). The front 5’ (1.52m) of the rented space may be occupied from the floor up to a height of 4' (1.22m). Equipment may exceed the 4' (1.22m) height limit but may not be higher than 8' (2.44m) and must be placed so as not to block the view or impede the sight lines of adjacent exhibits. Live or video demonstrations must be confined to the back 5' (1.52m) of the rented space. The exhibit space must maintain a 1' (0.305m) setback of all exhibit structures 8' (2.44m) in height.
Corner Exhibits (10' x 10'); see images below: Defined as an inline booth which is open at one end with intersecting aisles on two sides. All other guidelines for inline booths apply.
Peninsula Exhibits (10' x 20' or larger “end cap”); see images below: Defined as 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 you’re processing and procurement department, or anyone else involved in the design and construction of your exhibit, has a copy of the following rules and regulations. If any of the design rules are violated during the construction phase, TES has the authority to act against the exhibiting company. The action taken will be determined based on the circumstance of each case. However, 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 these rules and regulations are subject to the decision of the AAPM meeting leadership through the staff or Board of Directors:
All display fixtures over 4’ (1.22m) in height and placed within 10’ (3.05m) of a neighboring exhibit, must be confined to that area of the booth that is at least 5’ (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. This process is to ensure that the exhibiting company’s booth satisfies the basic criteria for technical exhibits.
Island Exhibits (20' x 20' or larger “island”); see images below: When assigning exhibit space, TES considers island design elements and their effects on surrounding exhibits. Regulations governing such exhibits include:
Island booths must be constructed to allow access on all four sides. Solid walls cannot span more than 25% of the booth and must have a 25% see-through effect from front to back and side to side, so that the surrounding area can be viewed around and through the booth and neighboring booths are not inappropriately obstructed.
Example:
30’ x 30’ booth (each side represents 30’). The wall of that booth could then represent the other 75% of the total width of the booth on each side. The width of the wall could be no more than 22.5’ which equates to 75% of the total width leaving the other 25% free and clear of any structures.
For an exhibit with limited access, the exhibit booth space assignment will be at the discretion of TES.
Complete accurate scaled drawings, both concept and for construction, indicating applicable setback, exhibit height, hanging signs, live demonstration areas, food and beverage services, and supplemental/black out lighting requests must be submitted to TES for basic approval with the Island Booth Approval Form by May 9. If floor plans are not submitted and approved, and construction is determined to be in violation of regulations, TES has the right to prohibit construction of the booth. Island booths are subject to onsite review and required modification where necessary at the exhibitor’s expense.
Exhibits and/or display components may not exceed 24’ (7.31m) in height from the floor to the top of any exhibit structure. This includes but is not limited to hanging signs. The top of the graphic of a hanging sign may not exceed 24’ (7.31m). All hanging signs and lighting trusses must be approved by a licensed structural engineer prior to installation if the height exceeds 16’ (4.88m) from the floor to the top of the display.
A copy of the engineer’s certificate or stamped floor plans must be available for onsite inspection.
• All Island Exhibits must maintain a 1' (0.305m) setback of all exhibit structures 4' in height or taller from the floor.
• Theater presentations and/or product demonstrations must be set back from the aisle to allow for chairs and standing room within the booth to accommodate attendees.
Multi-Story Island Exhibits (20' x 20' or larger “island”) This booth must comply with the same rules as an Island exhibit as listed in section E. There is additional fee for a second level ($15.00 per square foot). A copy of the booth plans and specifications for the booth must be submitted for approval by May 9. These plans must be stamped by a certified, licensed structural engineer and attest to the exhibit's structural integrity, and subject to fire marshal approval.
Per the Convention Center rules, Exhibit booths that are multi-story or contain covered assembly areas, such as conference areas or theaters are permitted in Halls D, and E providing they meet the following minimum life safety requirements.
REQUIREMENTS:
• Meet or exceed the requirements of NFPA 101 Life Safety Code 2000 ed.
• Drawings must bear a current registered design professional’s stamp (Architect, Structural Engineer, Fire Protection Engineer, etc.). Expired licenses are unacceptable. The professional stamp shall include the state of certification, name of the design professional; his/her license number, signature, registered Engineering firm name and firm number.
• Measurements must be in inches/feet (not metric).
• Multi-deck structures exceeding 300 sq. ft of net floor area must have two (2) remote exit stairs; occupant load factor is 15 net sq. ft per person per table 7.3.1.2 of NFPA 101 Life Safety Code, 2000 edition.
• Stairway widths shall be:
o A minimum of 36 inches where the occupant load of the upper level is less than 50.
o A minimum of 44 inches where the occupant load of the upper level is 50 or more.
o Occupant loads shall be stated on the plan.
• Handrails shall not be less than 34 inches and not more than 38 inches above the surface of the tread.
• Handrails are required on both sides. A sign must be placed at the bottom of the stairs stating, “Please Use Caution and Hold the Handrail”.
• Spiral stairways shall be permitted in accordance with section 7.2.2.2.3.3 of NFPA 101, 2000 ed., such that:
o Occupant load does not serve more than 3.
o Clear width of stairs is not less than 26 inches.
o Handrails shall be provided on both sides.
• Guards shall:
o Not be less than 42 inches high.
Entrepreneur Start-Up Showcase:
The exhibit space will be a 10x10 booth in the Exhibit Hall and will operate during all show hours. Participation as a Start-Up Exhibitor is limited to two years.
Following equipment and services are included in the rental fee includes:
• general aisle cleaning
• general area lighting
• air conditioning
• 8’ high backdrop
• 36” high dividers
• 24hr guard service
• Skirted table
• 2 Stools
• 7” x 44” ID sign (including company name)
Electrical and upgraded Wi-Fi can be purchased through the Exhibitor Service Kit.
For eligibility requirements and more information, contact Rachel York.
Exhibitor Group Listings
Individual Listings of Divisions, Branches, or Subsidiaries (ISLAND FORMATIONS ONLY)
Exhibitors occupying island formations may identify up to four (4) individual divisions, branches, or subsidiaries of the parent exhibitor company in the AAPM Annual Meeting issue of Medical Physics Journal and the AAPM Pocket Program.
Each entity listing to include: • Divisions, Branches, or Subsidiaries Name • Booth Number • Contact Information • Product Description • Product line • Product focus
Cost PER additional division, branch, or subsidy name: $2,000
This fee is necessary to accommodate the cost of supporting each individual entity.
Submission of Scale Drawing for Island Booths
Exhibitors reserving island space are required to submit for approval complete scale drawings, both concept and construction, indicating all dimensions including applicable set back, to AAPM HQ by May 9. Exhibitors will be assigned the size of island space as requested on their Exhibitor Application and Contract. Therefore, prior to the submission of the Application, it is the responsibility of the Exhibitor to make sure the space requested will accommodate a booth design that conforms to the AAPM Booth Design Rules and Regulations pertaining to island booths.
If the scale drawing submitted on May 9 does not comply with the AAPM Booth Design Rules and Regulations, the Exhibitor must either redesign the booth to come into compliance or request a larger space. There is no
guarantee that larger space will be available at that time.
Scale Drawing Requirements:
• Both aerial and side views of booth designs must be provided.
• Mandatory 1-foot setback must be labeled on each drawing.
• Island exhibits may not exceed 24 feet in height from the floor to the top of any exhibit structure. This includes, but is not limited to, hanging signs. A licensed structural engineer prior to installation must approve any exhibit structure or display exceeding sixteen (16) feet in height. A copy of the engineer's certificate or stamped floor plans must be submitted for approval.
• Must identify equipment pieces and booth structure.
• Must indicate booth structure construction material (i.e., cloth, hard wall, glass, metal mesh, etc.)
• Canopy or covered areas must be identified and construction material must be disclosed.
• Canopy or covered areas that are structurally supported from the floor or hanging from ceiling may extend to edge of booth.
• Canopy or covered areas with signage or graphics MUST be setback 5 feet from edge of booth.
• Bottom of canopy or covered area must be at least 8 feet from the floor of the booth.
Once approved, if booth design changes, must resubmit for approval prior to set up.
Rigging Information
All rigging is performed by Levy Exposition Services (The Show Decorator) and GPL. Guidelines are provided in the on-line service kit. All exhibitor requests for rigging are subject to Levy's review and approval.
Levy Exposition Services:
Suite 271, 14900 – Interurban Avenue S Seattle, WA, 98168 Tel 407 592 9773 Fax 253 437 0032
Submission of Scale Drawing for Hanging Signs and Graphics
All island exhibits (20'x20' [6.1m x 6.1m] or larger) and mobile units are permitted to have hanging signs and banners.
• These booth elements must be fixed and located within the confines of the booth. Hanging signs or banners between contiguous exhibits will not be considered.
• Maximum height permitted for hanging signs and banners is 24' (7.31m) at top.
• Signs MUST be setback 5' (1.52m) from the edge of the booth.
• The lighting truss must remain within the contracted space.
• All rigging is performed by Levy Exposition Services (The Show Decorator) and GPL. Guidelines are provided in the on-line service kit. All exhibitor requests for rigging are subject to Levy's review and approval.
• All hanging signs above 16’ require a drawing reviewed, signed, and stamped by a licensed structural engineer to certify structural integrity and safety.
Exhibitor identification in all TES publications and on all signs and booth graphics must be the company name submitted and approved by TES on the Application/Contract. Where product/brand names are used in the primary identification, product/brand names may not appear in type larger than that of the company name. Wholly owned subsidiaries of the exhibiting company may, however, be identified so long as the principal identification is the parent company name and logo.
Exhibitors wishing to hang signs and banners are required to indicate the request on the TES Island Booth Design Form and submit with complete accurately scaled drawings on or before May 9.
All requests must be reviewed and approved by TES.
Submission of Scale Drawing for Lighting Truss
Overhead lighting systems, attached to the facility steel structure, are permitted ONLY if the exhibit Booths 20X20 or larger.
• Exhibitors wishing to hang lighting systems will be required to submit a Lighting Truss Diagram to AAPM along with the Booth Design form by May 9. All requests must be reviewed and approved by AAPM. Exhibit elements are not to be attached to the lighting truss.
• Exhibits built in non-compliance of the AAPM regulations are subject to a fine up to 25% of total booth space cost and loss of 10 booth placement points.
• Lighting instruments, regardless of the type, must be positioned inside the perimeter boundaries of the purchased floor space. Projecting light beams or images outside the perimeter boundary of the booth (including external aisles) is prohibited. Special effects (spinning, rotating, and pulsating) mus t not interfere with other exhibits or detract from the professional atmosphere of the exhibition.
Request to Blackout Overhead Lights
• Overhead hall lights may be requested to be shut off to those exhibitor island exhibits (20' x 20' [6.1m x 6.1m] or greater). Make your request by using the Booth Design Form found in the AAPM Exhibitor Service Kit.
• Lights may only be turned off when directly overhead and in the confines of your booth. No light will be turned off if located outside the confines of your booth or too close to an aisle.
• AAPM has the final decision on which building lights will remain operational.
• The exhibitor will be responsible for all costs associated with this request.
• To request a lighting grid showing the placement and the number of lights located over your booth, an exhibiting company or appointed EAC can contact the official utility provider as listed in the AAPM Exhibitor Service Kit.
Wi-Fi Information
The American Association of Physicists in Medicine (AAPM) has contracted with Internet provider, Smart City, to provide free Wi-Fi for attendees and exhibitors at the George R. Brown Convention Center during the 2023 Annual Meeting & Exhibition
You can help assure a smoother, less contentious wireless environment on the show floor by complying with the following set of voluntary practices.
• In the exhibit hall, we encourage you to turn Wi-Fi off on personal devices that are NOT used for demonstrations.
• If you're using a Wi-Fi-capable router for "wired" networking only, please turn the wireless radio off - it will usually be on by default.
• If you do plan to use Wi-Fi in your booth for demonstrations, use access points that have signal strength controls - and keep signal levels at the lowest practical settings.
• For booth demos, we recommend using 5 GHz rather than 2.4.
• Consider suppressing broadcast of SSIDs to ease the clutter.
• If you're using a stronger signal for scheduled demonstrations, please direct the signal at your stage and turn it down between presentations.
• Please share your wireless plans with the booths immediately adjacent to your booth - a little channel coordination goes a long way.
• When possible, assign specific devices to specific access points so they are not always polling for other networks.
