2022 AAPM Virtual Pre-Meeting Exhibitor Site Visit Packet

2022 AAPM

Virtual Pre-Meeting

Exhibitor Site Visit

AAPM 2022 64th Annual Meeting & Exhibition Exhibitor Site Visit Friday, January 14 Schedule Virtual Meeting: 9:00am – 10:30am Agenda o

Introductions J. Daniel Bourland, AAPM, President Robin Stern, Meeting Coordination Committee Chair Vrinda Narayana, Meeting Coordination Committee Vice Chair Ingrid Reiser, AAPM, Annual Meeting Subcommittee Chair Deborah Schofield, AAPM, Chair of Technical Exhibits Subcommittee Chair Angela Keyser, AAPM, Executive Director Mariana Gallo, AAPM, Director, Meetings and Programs Rachel York, AAPM, Exhibits Manager Justin Stewart, AAPM, Programs Manager Jordan Kehrt, AAPM, Meetings and Programs Manager Bobby Rispoli, Levy Exposition Services

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Ongoing Activities: o

Exhibitor Information § Newsletter § Entrepreneur Start Up Kiosks § Vendor Showcases § Exhibitor Suites § Setup Rule Reminder § F&B Rule Reminder § Exhibitor Lunch Vouchers § Visit the Vendors – Tuesday 9:30am – 11:00am – No Scientific Sessions

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Camp AAPM

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Programs that include Vendor participation § Partners in Solutions (PinS) • Imaging: 3D mammography • Therapy: Respiratory Motion Management Systems §

Educational Topic Specific Guided Tours • Imaging: Imaging Workflow Solutions • Therapy: Independent Dose Verification Solutions

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General Meeting Information o Committee Meetings – Marriott Marquis (HQ Hotel) o AAPM Show Management Office – Walter E. Washington Convention Center o Awards and Honors Ceremony/Reception – Marriott Marquis (HQ Hotel) o Night out – Smithsonian American Art Museum

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Convention Center Contacts o Walter E. Washington Convention Center – Asheley Tetteh o Public Safety o Convention Center ICW Events – Taylor Summers o Aramark Catering – Lauren Noweck o Aramark Environmental Services – Tony Thompson & Andre Mitchell o Smart City – Donnita Bulter o Hi-Tech Electric – Alexis Epps o Digital Convention – Boris Pouponneau o Destination DC – Eva James

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Hotels and Users Meeting Overview

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Review of Center Floor Plans o Registration o AAPM activities o Exhibit Hall (Floorplan maxed with 10 x 10s)

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Open Discussion

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The Exhibitor Prospectus will be available January 19th.

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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.

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Entrepreneur Start Up Kiosks: 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 (kiosk) space 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.

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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 – $4,000 30 Minute Timeslot during a break – $6,000 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 150 attendees. o The Vendor Showcases will not be captured. Vendors will have the opportunity to provide AAPM with a narrated presentation to be posted during the on-demand period. **If an exhibitor would like to record their presentation, the exhibitor will be responsible for ALL logistical and costs.

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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.

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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 exhibits booths (300 sq. ft or larger) and the removal of all empties must be completed by 12:00 pm Saturday, July 9. 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 10 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.

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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.

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Exhibitor Lunch Vouchers: Each company will receive 1 boxed lunch voucher for Monday and 1 boxed lunch voucher for Tuesday per contracted 10 x 10. Boxed lunches are served Monday and Tuesday 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.

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Visit the Vendors – Tuesday 9:30am – 11:00am – No Scientific Sessions

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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.

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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 o

Imaging: 3D mammography Therapy: Respiratory Motion Management Systems

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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 o

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Imaging: Imaging Workflow Solutions Therapy: Independent Dose Verification Solutions

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 be 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.

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Virtual Tour of the Walter E. Washington Convention Center

BOOTH DESIGN RULES All exhibits must conform to the dimensions outlined below in order 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.

NEW! 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 A, B, C, D, and E providing they meet the following minimum life safety requirements.

REQUIREMENTS: • Each enclosed or covered area must be protected by an audible smoke detector. This includes storage closets built into the exhibit.

• Each enclosed or covered area must display a charged fire extinguisher with a minimum rating of 2A20BC. • The maximum occupancy of the load-bearing area(s) in a multi-story exhibit is limited to one person per fifteen square feet of floor space, not to exceed a total of twenty five persons. This maximum occupancy must be posted.

• There must be at least two means of egress from each load bearing area(s) in excess of 200 square feet in a multi-story exhibit, or from each covered assembly area in excess of 200 square feet.

• A fire prevention attendant shall be provided by the exhibitor and shall be on duty at all times that the exhibit hall is closed, from the time that the enclosure is completed until the time that the enclosure is dismantled.

• Four copies of the exhibit plan must be submitted to the Washington Convention Center Authority not later than forty-five (45) days prior to the installation. The plans must be certified and sealed by a licensed structural engineer or licensed architect. These plans will be reviewed by the WCCA and the D.C. Fire Prevention Division for approval and permit processing.

• Exhibits may not be installed without approval and permit processing. The D.C. Fire Prevention Division has the authority to stop work and prohibit occupancy of booths that are not in compliance.

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 exhibits booths (300 sq. ft or larger) and the removal of all empties must be completed by 12:00 pm Saturday, July 9. 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 604-277-1726.

• The exhibits open on Sunday, July 10 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 Installations 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 13 at 2PM, without written approval from Exhibit Management.

DATES

FREIGHT MOVE IN

SET UP

Thursday, July 7

8:00 am – 8:00 pm

12:00 pm – 11:00 pm

Friday, July 8

8:00 am – 8:00 pm

8:00 am – 11:00 pm

Saturday, July 9

8:00 am – 8:00 pm

Sunday, July 10

(Touch Up Work) 8:00 am – 12:00 pm Exhibits Open at 12:30 pm

NOTE: • Exhibit Hall Ceiling Height Halls D – E have a ceiling height of 30' – 50' feet. Island booths are allowed to reach 24’ (7.31m) in height.

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Exhibit Hall Columns Halls D – E have columns.

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Exhibit Aisles (1000-7000) In viewing floor plan, aisles run north to south. For in-line booths, front of booth will face aisle.

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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 or approved by the Walter E. Washington Convention Center Electrician’s.

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Exhibit Hall Entrances There will be ONE main entrance into the Technical Exhibit Display areas (HALL D). The entrance is 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 your 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 take action against the exhibiting company. The action taken will be determined on the basis of the particular 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 April 25. 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.

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All Island Exhibits must maintain a 1' (0.305m) setback of all exhibit structures 4' in height or taller from the floor.

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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 April 25. 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.

NEW! 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 A, B, C, D, and E providing they meet the following minimum life safety requirements.

REQUIREMENTS: • Each enclosed or covered area must be protected by an audible smoke detector. This includes storage closets built into the exhibit.

• Each enclosed or covered area must display a charged fire extinguisher with a minimum rating of 2A20BC. • The maximum occupancy of the load-bearing area(s) in a multi-story exhibit is limited to one person per fifteen square feet of floor space, not to exceed a total of twenty five persons. This maximum occupancy must be posted.

• There must be at least two means of egress from each load bearing area(s) in excess of 200 square feet in a multi-story exhibit, or from each covered assembly area in excess of 200 square feet.

• A fire prevention attendant shall be provided by the exhibitor and shall be on duty at all times that the exhibit hall is closed, from the time that the enclosure is completed until the time that the enclosure is dismantled.

• Four copies of the exhibit plan must be submitted to the Washington Convention Center Authority not later than forty-five (45) days prior to the installation. The plans must be certified and sealed by a licensed structural engineer or licensed architect. These plans will be reviewed by the WCCA and the D.C. Fire Prevention Division for approval and permit processing.

• Exhibits may not be installed without approval and permit processing. The D.C. Fire Prevention Division has the authority to stop work and prohibit occupancy of booths that are not in compliance.

Entrepreneur Start-Up Showcase; see image below: The exhibit space will be a kiosk in the Exhibit Hall and will operate during all show hours. Participation as a StartUp Exhibitor is limited to two years.

Following equipment and services are included in the rental fee includes: • • • • • •

general area lighting general area lighting 24hr guard service Table 2 Stools ID sign (including company name)

Electrical can be purchased through the Exhibitor Service Kit. For eligibility requirements and more information, contact Rachel York.

Kiosk booth space:

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 April 25. 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 April 25 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 April 25.

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 exceeds 400 square feet.

• Exhibitors wishing to hang lighting systems will be required to submit a Lighting Truss Diagram to AAPM along with the Booth Design form by April 25. 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) must 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 exhibitors 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.

Annual Meeting Convention Center Contacts §

Walter E. Washington Convention Center § Asheley Tetteh § atetteh@eventsdc.com § 202-497-9033

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ICW Events § Taylor Summer § tsummers@eventsdc.com

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Aramark Catering § Lauren Noweck § Noweck-lauren@aramark.com § 202-249-3561

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Aramark Environmental Services § Tony Thompson § thompson-tony2@aramark.com § Andre Mitchell § mitchell-andre@aramark.com

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Smart City § Donnita Bulter § dbutler@smartcity.com § 202-249-3814

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Hi-Tech Electric § Alexis Epps § alexise@hi-techelectric.com § 202-249-3328

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Digital Convention § Boris Pouponneau § bpouponneau@digitalconventions.com § 877-359-3400

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Destination DC § Eva James § eva@washington.org § 202-789-7044

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 Walter E. Washington Convention Center during the 2022 Annual Meeting & Exhibition in Washington, DC. You can help assure a smoother, less contentious wireless environment on the show floor by complying with the following set of voluntary practices.

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In the exhibit hall, we encourage you to turn Wi-Fi off on personal devices that are NOT used for demonstrations.

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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.

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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.

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For booth demos, we recommend using 5 GHz rather than 2.4.

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Consider suppressing broadcast of SSIDs to ease the clutter.

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If you're using a stronger signal for scheduled demonstrations, please direct the signal at your stage and turn it down between presentations.

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Please share your wireless plans with the booths immediately adjacent to your booth - a little channel coordination goes a long way.

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When possible, assign specific devices to specific access points so they are not always polling for other networks.

Welcome to Hi-Tech Electric!

We are pleased to be your electrical, plumbing and rigging services provider for your upcoming event.

Hi-Tech Electric is going green!

In support of saving the environment as much as possible, we now offer a new convenient, paperless, and secure online ordering for all of our services. This new system allows exhibitors to access their account 24/7, update account and payment information, upload floor plans, and download invoices. The online ordering system is PCI (Payment Card Industry) compliant ensuring a secure environment for all credit card transactions and data storage. Upon order completion, an automatic email is sent to confirm the order.

Please visit our website www.hi-techelectric.com to begin the order process.

If you still prefer to print out the service contract, please send it to dcexhibitorservices@hi-techelectric.com or fax them to 202-249-3601.

Thank you for your cooperation and we are looking forward to working with you!

801 Mount Vernon Place, NW Washington, DC 20001 202-249-3600 202-249-3601 FAX

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AAPM 2022

64th Annual Meeting Distances are approximate. All rates are per room and are subject to a 1.25% Tourism Public Improvement District (PID) Fee. Room rates and PID fees are subject to 16.75% Hotel Tax Per Night. (Subject to change).

1 Marriott Marquis Washington, DC — Headquarters Hotel H Adjacent to the Convention Center H $275 Single or Double 2 Renaissance Washington, DC Downtown Hotel H .1 mile from the Convention Center H $270 Single or Double 3 Washington Marriott at Metro Center H .5 mile from the Convention Center H $265 Single or Double 4 C ambria Hotel Washington, DC Convention Center H .5 mile from the Convention Center H $189 Single or Double 5 Conrad Washington, DC H .2 mile from the Convention Center H $299 Single or Double 6 C ourtyard by Marriott Washington Downtown/Convention Center H .2 mile from the Convention Center H $265 Single or Double 7 R esidence Inn by Marriott Washington Downtown/Convention Center H .2 mile from the Convention Center H $270 Single or Double 8 Eaton DC H .3 mile from the Convention Center H $265 Single or Double 9 Embassy Suites by Hilton Washington DC Convention Center H .2 mile from the Convention Center H $269 Single or Double 10 The Henley Park Hotel H .2 mile from the Convention Center H $250 Single or Double 11 Kimpton Hotel Monaco Washington DC H .5 mile from the Convention Center H $239 Single or Double 12 Morrison-Clark Historic Inn & Restaurant H .2 mile from the Convention Center H $260 Single or Double 13 Motto by Hilton, Washington, DC H .3 mile from the Convention Center H $239 Single or Double

6

12

7 1

Walter E. Washington Convention Center

10

8

9

2 5

13 3

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2022 AAPM Annual - Users Meeting Information Feel free to contact the AAPM contracted hotels to start the process of finding space for your meetings and events!

Below is the contact list and the designated times/dates exhibitors can host events. Please note, before contracting, our Hotel Representatives will contact AAPM HQ if there are any requests by exhibitors to host events outside of the official schedule. Approval for events must be provided by AAPM. The approval form will be available in the Exhibitor Prospectus posted in January.

2022 Hotel Contacts Hotels

Contact

Phone

Email

Marriott Marquis (HQ Hotel) Walter E. Washington Convention Center Cambria

Marisa Smith

202-824-9221

Marisa.J.Smith@marriott.com

Renard Roots

202-552-5429

renard.roots@concordhotels.com

Conrad

Alina Obgolts

202-844-5931

Alina.Obgolts@conradhotels.com

Courtyard Marriott & Residence Inn

Dominic Sanchez Annette Campbell

202-469-6355

dominic.sanchez@crestlinehotels.com annette@thedelegaterestaurant.com

202-900-8413

christian@eatonworkshop.com

571-529-2219

tracy.kaltman-ahmed@hilton.com

202-449-7012

bill.hanley@kimptonhotels.com

Taylor Summer

Eaton

tsummers@eventsdc.com

Kimpton Hotel Monaco

Christian Thibodeaux Tracy KaltmanAhmed Bill Hanley

Marriott Metro Center

Tia Ward

Tia.ward@marriott.com

Renaissance

Hannah Kim

Hannah.h.kim@marriott.com

The Henley Park Hotel & Morrison Clark

Erin Sterling

Embassy Suites by Hilton

202-289-8580

esterling@morrisonhenleyhotels.com

Other Venus In DC Destination DC

Eva James

eva@washington.org

Designated Times to Host Events Day

Date

Time

Saturday

July 9

Any time

PRIME TIME No AAPM functions on this date

Sunday

July 10

Before 9:30 am After 6:00 pm

PRIME TIME Open evening for Exhibitor Entertaining Note: AAPM Committees conclude at 7:00 pm

Monday

July 11

Before 7:30 am During lunch 12:15 pm – 1:45 pm After 8:00 pm

Tuesday

July 12

Before 7:30 am During lunch 12:15 pm – 1:45 pm Night Out Hours 6:30 pm – 10:00pm*

Wednesday

July 13

Before 7:30 am During lunch 12:15 pm – 1:45 pm After 7:30 pm

Thursday (No Exhibits)

July 14

Before 7:30 am After 2:50 pm

PRIME TIME *Take your clients to dinner! Meet at the event for light snacks before dinner or come after for desserts!

Walter E. Washington Convention Center | Street Level 143C 143B 143A

142 141 101

SALON C

102A 140B 140A

102B

SALON SALON A B

SALON F

REGISTRATION East Salon

MEETING ROOMS

101, 102, 140, 141, 142, 143, 156

MARRIOTT MARQUIS 156

AAPM Headquarters Hotel

CAMP AAPM (CHIILDCARE) Salon F

NURSING MOTHER’S STATION (MAMAVA POD) Near 103B

205

204C 204B

201 EAST OVERLOOK

202

GRAND LOBBY BRIDGE

203B 203A

L STREET BRIDGE 209A 209B 209C

SPEAKER READY ROOM

TO EXHIBIT HALL

COMPANIONS' WELCOME CENTER

REVIEW COURSES

SHOW MANAGEMENT OFFICE

GUIDED TOURS

SESSION ROOMS

HISTORY INTERVIEWS/ FB LIVE

203

204A

TO EXHIBIT HALL

Walter E. Washington Convention Center | Level 2

207

205

East Overlook

201, 202, 206, 207

L STREET BRIDGE 206

210

TO HALL E CONCOURSE

E & R Fund Donors’ Lounge Member/Career Services Chapter Posters

Halls DE

204, 209 209

210

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303 302 301

Walter E. Washington Convention Center | Level 3 BALLROOM C BALLROOM B

MODERATOR BRIEFING 301

SESSION ROOMS

Ballrooms A, B (Live Streaming), C

RESIDENCY FAIR BALLROOM A

306 305 304

Foyer

Career Services Interviews, 302 RSEA/Meeting Room, 303 Prayer/Reflection Room, 304 Wellness Room, 305 Nursing Mother's Room, 306