AAPM 2022 Exhibits Information

Exhibitor

Prospectus

Table of Contents Purpose of the Exhibit………………………………………………………….……………………………………………….…1 Who can Exhibit ………………………………………………………………………………………..……………………….…1 Who Attends……………………………………………………………………………….…………………………………….…1 Agreement to the Rules and Regulations ………………………...……………………………………………………….…1 Enforcement of the AAPM Exhibitor Rules and Regulations ……………………………………………………………….1 Meeting Schedule……………………………………………………………………………………………..……………….…2 Exhibit Hours………………………………………………………………………………………………………….………….…2 Meeting Attire………………………………………………………………………………………..………………………….…2 Exhibition Hall Arrangement and Configuration…………………………...…………………………………………….…2 Exhibit Hall Lighting Check………………………………………………………………..………………………………….…2 Rigging Information…………………………………………………………………………………………………………….…2 Exhibit Installation ………………………………………………………………………………..…………………………….…3 A. Final Exhibit Setup…………………………………………………………………………………….……………….…3 B. Opening Day……………………………………………………………………………………….…………………….3 C. Storage of Crates and Boxes ……………………………………………………………………………………….…3 D. No Shows……………………………………………………………………………………….…………………………3 Exhibit Design……………………………………………………………………………………….……………………………..3 A. General Requirements……………………………………………………………………………………….…………4 B. Inline Exhibits……………………………………………………………………………………….…………………….7 C. Corner Exhibits ……………………………………………………………………………………….………………….7 D. Peninsula Exhibits……………………………………………………………………………………….……………….8 E. Island Exhibits ……………………………………………………………………………………….…………………...8 F. Multi-Story Island Exhibits……………………………………………………………………………………….……...9 G. Entrepreneur Start-Up Showcase ………………………………………………………………….……………….10 H. Connecting Islands Across Aisle Space …………………………………………………………….…………….10 I. Care of Exhibit Space….………………………………………………………………………….…………………..10 J. Meeting Suite ………..….………………………………………………………………………….…………………..10 K. Booth Activities………………………………………………...……………………………………………………….11 1. Device/Drug Products……………….………………………………………………………………….………..11 2. Crowd Control ………………………………………………………………………………….…………………11 3. Drawings and Raffles ………………………………………………………………………………….………….11 4. Food and Beverages …………………………………………………………………………...…….………….11 5. Giveaways Material ………………………………………………………………………………….…………..12 6. Market Research ………………………………………………………………………………………………….12 7. Presentations…....…………………………………………………………….……………………….…………..12 8. Disputes Between Vendors………………………………………………………………………………….…..12 9. Sound……………………………………………………………………….……………………………….………12 10. Selling of Products/Services in the Exhibit Hall………………………………………………………...….….12 Exhibitor Registration and Attendance………………………………………………………………….…………………..13 Age Requirements for Attendees……………………………………………………………………………………….…….13 Security …………………………………………………………………………………….……………...……………………13 Photography……………………………………………………………………………………….……………………………..13 Smoking……………………………………………………………………………………….…………………………………..14 Cancellation or Termination of Exposition …………………………………………………………………………………14 List of Exhibitors……………………………………………………………………………………….………………………….14 COVID-19 Health Requirements………………………………………………………………………………………………14 Responsibility, Compliance, Liability……………………………………………………………………….………………..14 Penalties for Violations ……………………………………………………………………………………….………………...15 Amendments/General Supervision ……………….…………………………………………………………………………15

Exhibit Regulations & Design Rules The AAPM 2022 64th Annual Meeting Exhibit Regulations and Design Rules are a binding and integral part of the exhibitor’s contract with the AAPM. We encourage you to read them in their entirety to ensure booth personnel and contractors working on the behalf of the Exhibitor will adhere to the regulations and rules and conduct themselves in a professional manner.

Purpose of the Exhibit The use of the exhibit hall during the AAPM Meeting is to provide a venue for showcasing solutions (devices, software, etc.) presented by the exhibitor, educational opportunities, and professional networking.

Who Can Exhibit Qualified exhibitors are limited to firms, organizations, and agencies whose exhibits promote and further the scientific, professional, technical, and educational advancement of the theory and practice of medical physics and the related arts and sciences.

The AAPM Technical Exhibit Subcommittee (TES) has been granted authority to oversee the use of the exhibit space in the exhibit hall; therefore, TES has the sole right to determine the final eligibility and qualification of any firm, organization, agency that wants to rent exhibit space in the exhibit hall.

Exhibitors may not assign, sublet or apportion to others the whole or any part of the space that they are allocated.

Only the exhibitor as identified on the AAPM Exhibit Space Application and Contract that has been approved

by TES may exhibit at the Event in the Exhibit Hall. Only those products and/or services that are manufactured or distributed by Exhibitor may be displayed in the Exhibit Hall.

No person, firm, or organization without a contract with the AAPM for the occupancy of space in the exhibit hall will be permitted to display or demonstrate products, processes or services, solicit orders or distribute advertising materials in the exposition facility or elsewhere in the host hotel. Noncompliance with this regulation will result in the prompt removal of the offending person and property. New Exhibitors must provide: • •

Evidence of business license or LLC or certificate of incorporation Photos and clear descriptions of the product or service

Who Attends The AAPM Meeting draws approximately 4,000 participants to the world's largest program of scientific, educational, and professional presentations plus technical exhibits and social programs that specifically targets the medical physics community. In 2022 meeting will be held in Washington, DC. Agreement to the Rules and Regulations The AAPP Technical Exhibit Space Application/Contract Form must be signed by an official of the exhibiting company indicating that the exhibitor rules and regulations as well as the AAPM Code of Conduct at Meetings and Social Events (PP 31-C) have been read and agreed to before any space assignment will be made. Exhibitors will receive a copy of the signed contract and a confirmation letter.

Enforcement of the AAPM Exhibitor Rules and Regulations Technical Exhibit rules and regulations serve to: 1. Protect the integrity of the exhibition.

2. Ensure compliance with laws, codes, ordinances, and contracts with the exhibition facility.

3. Ensure all exhibitors are treated fairly.

During the booth construction and through the meeting, representatives of TES will be inspecting the booth space for compliance with the rules and regulations.

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Meeting Schedule The AAPM 2022 64th Annual Meeting and Exhibition commences on July 10, 2022 and adjourns on July 14, 2022.

During that period, neither exhibitors nor their agents may conduct or sponsor any educational, marketing, or media activities directed toward AAPM meeting professional registrants other than as part of the AAPM scientific program or as specifically authorized by AAPM Technical Exhibit Subcommittee (TES). Exhibitors wishing to hold any outside activity in conjunction with its exhibit must submit the function request form. The form will be available on the meeting website.

Exhibit Hours The Technical Exhibits will be open to meeting registrants and must be fully operational and staffed on Sunday, July 10 at 12:30pm through Wednesday, July 13 at 2:00pm. Exhibitors are not permitted to dismantle their exhibits before Wednesday, July 13 at 2:00pm.

Meeting Attire The dress code is business casual for the AAPM Meeting.

Exhibition Hall Arrangement and Configuration TES reserves the right to rearrange the floor plan at any time when such action is deemed to be in the best interest of the total exhibit effort. TES reserves the right to relocate exhibitors should it become necessary for causes beyond the control of the AAPM, or advisable in the best judgment of the AAPM to transfer assignments. Below are the general configurations of the exhibit hall at the Walter E. Washington Convention Center for the 2022 AAPM Meeting.

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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.

If you require any additional information by the configuration of the Exhibit Hall, please contact Rachel York.

Exhibit Hall Lighting Check The lighting in the Exhibit Halls will be turned up to full capacity on Saturday, July 9 at 1:00pm to allow Exhibitors the opportunity to make booth adjustments. Please inform the necessary personnel.

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

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Exhibit Installation The exhibitor may not occupy exhibit space until meeting all conditions as set forth in following these rules and regulations. All power tools and equipment used in the installation of exhibits must be operated in compliance with safety guidelines, as prescribed by OSHA or other recognized authorities, for the protection of the operator and others working in the vicinity.

A. Final Exhibit 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.

B. Opening Day All technical exhibits must be fully operational by Sunday, July 10 at 12:00pm. After this hour, no installation work will be allowed without special permission from TES. No installation will be allowed during the published hours of the AAPM Technical Exhibits. Final touch-up work on your booth will be allowed from July 10 from 12:00pm – 12:30pm.

C. Storage of Crates and Boxes The host city fire prevention regulations prohibit the storage of cartons or other materials (regardless of construction) behind exhibits or anywhere on the exhibit floor. The official drayage contractor will handle and provide storage space for crates, boxes, skids, etc., during the exhibition and return properly marked materials at the completion of the meeting. Materials not in accordance with these regulations will be discarded.

D. No Shows It is explicitly agreed by the Exhibitor that, in the event he or she fails to show up to use the exhibit space

by Sunday, July 10 at 12:00pm, TES will have the right to take possession of said space and lease the same or any part thereof to such parties and upon such terms and conditions as it may deem proper. AAPM will not provide refunds to exhibitors that do not show up.

Exhibit Design The regulations listed herein are presented to create and maintain an open atmosphere on the exhibit floor. In designing exhibits, good judgment and consideration for neighboring exhibitors and attendees should be primary objectives. If floor plans (where required) are not submitted in advance for review and approval or exhibit construction is determined to be in violation of exhibit design regulations, TES has the right to mandate modification or prohibit construction of the booth. Booths subject to onsite review and modification, where necessary, will be at the exhibitor’s expense. Exhibits built in non-compliance of the TES regulations are subject to a fine of up to 25% USD of the total both space cost. Scaled drawings due on or before April 25.

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A. General Requirements All exhibits must conform to and enhance the professional, educational and instructional atmosphere of the meeting. Overstatement in the design is to be avoided. Exhibitors are required to provide floor coverings for all booths. Appropriate display components and furniture must be provided by the exhibitors at their expense.

If location of columns, utilities or other architectural components of the facility are considerations in the construction of an exhibit, it is the responsibility of the exhibitor to physically inspect the facility to verify all dimensions and locations.

Materials used in the exhibit hall must be flame retardant in accordance with the host city fire ordinances and the exhibitors shall possess a certificate of flame retardation for all display materials used in their exhibit.

This certificate must be made available for inspection on demand by the host city.

Electrical equipment and display components must conform to host city electrical code. Please refer to the service kit provided by the AAPM for complete and detailed information.

Signage 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. Inline and Peninsula exhibits are not permitted to hang signs or banners.

Supplemental Overhead Lighting Overhead lighting systems, attached to the facility building structure, may be requested by exhibitors with island exhibits (20' x 20' [6.1m x 6.1m] or greater). Exhibitors wishing to hang lighting systems will be required to submit a Lighting Truss Diagram to TES along with the TES Island Design Form on or before April 25. All requests must be reviewed and approved by TES. Lighting instruments, regardless of type, must be positioned inside the perimeter boundaries of the purchased floor space and cannot affect other exhibitors. Projecting light beams or images outside the perimeter boundary of the booth (including external aisles) is prohibited. Special effects (spinning or rotating) must not interfere with other exhibits or detract from the professional atmosphere of the exhibition.

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Request to Black-Out Overhead lights Exhibitors with island booths measuring 1,000 square feet (92.9 sqm) or greater may request overhead exhibit hall lights to be shut off. Make your request by using the Island Booth Design Form found in the TES 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.

Exhibitors are not permitted to modify or mask house lights without review and approval by a TES representative. TES 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 illustration showing location and number of lights over your booth, contact the official utility provider listed in the TES Exhibitor Service Kit. Booth Equipment and Services Items included in the rental fee are: § general aisle cleaning § general area lighting § air conditioning § 8’ high backdrops (Inline Booths)

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36’ high dividers (Inline Booths) 7” x 44” ID sign (including booth number and company name - Inline Booths) 24hr guard service

Canopy or Covered Areas A canopy is defined as a structure that covers part or all of the square surface area of the booth. § 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 graphics MUST be setback 5’ (1.52m) from edge of booth. § Bottom of canopy or covered area must be at least 8’(2.43m) from the floor of the booth Per the Convention Center rules, permits and possibly a fire watch are required for booths with canopies or covered areas. It is dependent on: • The dimensions of the booth • How much of the booth the canopy covers • Ingress and egress of the booth • The number of people expected to be in the booth at one time NOTE: Fire Marshal Approval of such Island Formations will be required.

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 (May 4th), 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.

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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.

Flammable and Toxic Materials All materials used in display construction or decorating should be made of fire-retardant materials and be certified as flame retardant. Samples should also be available for testing. Materials that cannot be confirmed to meet the requirements should not be used. A flame proofing certificate should be readily available for inspection.

Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency (EPA) and the facility.

Electrical Requirements Every exhibit facility has different electrical requirements; however, following minimum guidelines are suggested: § All 110-volt wiring should be grounded three-wire. § Wiring that touches the floor should be "SO” (minimum 14-gauge/three-wire) flat cord, which is insulated to qualify for "extra hard usage". §

Cord wiring above floor level can be "SJ" which is rated for "hard usage".

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Using zip cord, two-wire cord, latex cord, plastic cord, lamp cord, open clip sockets, and two-wire clamp-on fixtures is not recommended and is often prohibited. Cube taps are not recommended and are often prohibited.

Power strips (multi-plug connectors) should be UL approved, with built-in over-load protectors.

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Bare Floor Booths Not Permitted All exhibit floor spaces must be completely carpeted or covered with an approved material. If an Exhibitor’s floor space is not covered by Saturday July, 9 at 12:00pm, AAPM Show Management will arrange for the Official Service Contractor to install carpet at the Exhibitor’s expense.

Unfinished Sides/Booths Not Permitted Electrical cords, rear sides of audio visual equipment and other aspects of the exhibit not intended for public view must be concealed or displayed so as not to distract from neighboring exhibits. Any portion of exhibit with visible unfinished sides or back exposed must be draped off at the Exhibitor’s expense.

Exhibit Elements Not Permitted Balloons, flashing lights, and strobe lighting of any kind are prohibited. Any changes required to bring an exhibit into compliance will be made at the Exhibitor’s expense.

Placement of Prohibited Signage and Banners Outside of Booth Area Absolutely no signs or graphics may be placed outside the area of the booth. No signs or graphics may be placed on posts or columns in, or adjacent to, standard booths occupied by exhibitors, or on carpeted areas beyond the confinement of the booth space. No materials may be placed on any surface of the facility including columns. Any damage caused by violation of this rule will be charged to the exhibitor whose material is found in violation.

Raised Floors Must be non-hazardous and wheelchair accessible. Edges of raised floors must be ramped or guarded sufficiently to prevent people from tripping or falling at the transition.

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Americans with Disabilities Act Exhibitors are reminded that structures within the AAPM exhibition are subject to public accommodation provisions under the Americans with Disabilities Act of 1991 (ADA). Exhibits that utilize second-level space shall provide appropriate accommodations in accordance with the ADA. Elevated floor structures placed within the setback area of island exhibits must be ramped on all sides of the exhibit.

Elevated floor structures within any island exhibit that are not ramped must be marked or lighted appropriately around their perimeter.

B. 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.

C. 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.

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D. 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/COMP 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.

E. 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.

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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.

F. 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

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dismantled.

Four copies of the exhibit plan must be submitted to the Washington Convention Center Authority not later than forty-five (45) days prior (May 4th), 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.

G. 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: • • • • • •

Kiosk booth space:

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.

H. Connecting Islands Across Aisle Space If an Exhibitor wishes to connect one island formation with a second island formation across an official designated aisle, be it with a sign or archway, the Exhibitor will be responsible for the rental of the entire aisle space that runs the length of each booth. The price of the aisle space is $3,200 per 100 sq. ft. (9.29 sqm) space. All requests must be reviewed and approved by TES. Example: If two 20’ x 30’ booths are rented by one Exhibitor and said Exhibitor wishes to connect the two booths across an official aisle, and that aisle space measures 10’ x 30’ in space, the Exhibitor will be responsible for the rental of the entire 10’ x 30’ aisle space. ($32 x 300 sq. ft. = $9,600) I. Care of Exhibit Space AAPM will provide aisle carpet cleaning service. The exhibitor must, at its own expense, maintain, and keep its exhibit clean and in good visual and working order.

J.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 drinks in this area.

• 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.

• Pricing: o 10 x 20 = $4,950 o 20 x 20 = $7,150 10

K. Booth Activities All activities of each exhibitor, its employees, and/or agents during the AAPM Exhibit which are directed toward AAPM meeting registrants must be confined to the exhibitor’s booth space, other than approved sponsored educational opportunities or exhibitor functions.

1. Device/Drug Products Equipment for demonstrations must not pose a safety hazard. If the equipment has energy beams that are hazardous, such energy beams must be made non-operative before installation. All products exhibited must be presented and marketed in strict compliance with all federal, state, and local laws pertaining to the labeling and marketing of medical devices/drugs products.

Devices/drugs products presented for marketing outside the United States and those awaiting FDA approval (i.e., those qualifying for an Investigational Device Exemption), including but not limited to PMA and 510(k) devices, must be clearly and conspicuously labeled as such so as not to cause confusion or possible misrepresentation. Failure to meet marketing, labeling standards and FDA guidelines will result in the removal of the device/drug product in question from the exhibit hall and/or forfeiture of exhibit space.

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Crowd Control

As a matter of safety and courtesy to others, all presentations, demonstrations, and marketing/promotional activities, including meetings with customers and staff, must be confined to the exhibit space so as not to interfere with traffic flow in the aisles or encroach into neighboring exhibits. Adequate space/seating for presentations and demonstrations must be provided within the exhibitor’s booth. TES reserves the right to have the exhibitor discontinue any activity or dismantle any display/demonstration feature that interferes with the normal traffic flow.

Companies anticipating large crowd gatherings are responsible for keeping the aisles around their space clear.

3. Drawings and Raffles Drawings and raffles may be conducted according to the following guidelines: The selection process for drawings and raffles cannot take place on the exhibit floor during normal hours of operation. Winners do not have to be present to win. The total prize awarded for the annual meeting’s entirety must not exceed $1,500 USD in retail value. TES reserves the right to prohibit booth activity that it deems not in keeping with the professional purpose of the exhibition.

With the exception of drawings and raffles, contests and games of any kind in conjunction with exhibitor activities are prohibited.

4. Food and Beverages Exhibitors are permitted to serve food and beverages following these guidelines: •

Bite-size snacks and beverages may be distributed to meeting attendees in the exhibitor’s booth or meeting space and cannot be displayed as a promotion or to attract attendees. Refer to Booth Catering Menu for approved options in Exhibitor’s Service kit.

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Food and beverages must be coordinated through the official convention center caterer and provided in generic cups or glasses supplied by the official convention center caterer; food preparation and cooking inside the exhibitor’s booth are prohibited.

•

The distribution of popcorn, peanuts, or any type of nuts is not permitted in the Exhibit Hall.

•

Alcoholic beverages are strictly prohibited.

5. Giveaway Materials Handout materials are to be straightforward, professional, and non-combative in nature. Distribution of small novelty items by an Exhibitor is limited to their rented space in the exhibit hall and meeting areas.

AAPM reserves the right to remove all items deemed unacceptable from the show floor.

6. Market Research Exhibitors may conduct market research as a booth activity. Attempting to survey or gather data in other areas of the convention center is strictly prohibited.

7. Presentations Demonstrations, product literature, and handout materials are to be straightforward, professional and non-combative in nature and must avoid the use of sideshow or theatrical gimmicks. Activity and attire of models and demonstrators shall be consistent with the professional atmosphere of the AAPM Meeting.

Presentations should be held within the booth and not run into the aisle. Live presentation and product demonstration areas should be positioned well within the island booth setback requirements. It is the responsibility of the exhibitor to receive prior approval from TES for any product demonstration or presentation that may be questionable in nature.

8. Disputes Between Vendors TES will not attempt to settle disputes between exhibitors over issues such as trademark violations or brand copyright violation claims. Show management understands the sensitivity of these issues; however, TES is not a judge, jury, regulator or police officer, and its enforcement or protection options are limited.

9. Sound Sound must be at a level that does not disturb neighboring exhibits (85 decibels when measured by TES from any adjacent aisle) and presentations must be done in a manner that does not encourage congregation of attendees in aisles. Exhibitors using audio systems should direct the sound into their booth and not towards the aisle or neighboring exhibits.

Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI, and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.

The exhibitor will be required to stop using a system if, in TES’s opinion, the sound level or presentation is objectionable to attendees or adjacent exhibitors.

10. Selling of Products/Services in the Exhibit Hall Products may not be sold for delivery on the exhibit floor with the exception of publishing companies that have been approved by Exhibit Management. All other Exhibitors will be permitted to take orders for the sale of their products or services at the show provided their products or services are substantially related to the science of medical physics.

Exhibitors will not actively solicit visitors for sales or orders, but only furnish visitors with a price list for their products or services and indicate on the list that visitors may purchase Exhibitor's products or services.

12

Exhibitor Registration and Attendance Exhibition hall attendance is limited to qualified exhibitors, professional registrants, and spouses/family members.

Exhibitor badges are produced using only the company name submitted on the Exhibit Space Application/Contract. The official AAPM badge is non-transferrable and must be worn at all times while in the exhibit hall. Badges should not be defaced by inserting company business cards or applying novelty items; defaced badges will be confiscated and the wearer escorted off the exhibit floor. Each exhibiting company is allotted two (2) full complimentary badges and one (1) Technical Hall Exhibitor badge for each 100 sq. ft. (9.29 sqm) of exhibit space purchased. In addition, each exhibiting company will receive one food voucher for Monday and one food voucher for Tuesday for each 100 sq. ft. (9.29 sqm). A fee will be assessed for each badge produced over this complimentary allotment. No refunds will be issued for badges purchased but not used.

An exhibitor badge allows access to the technical exhibit halls. Attendees wearing visitor badges are permitted in educational sessions if space permits after all badged AAPM member registrants have entered. CME/CE credit is not tracked or awarded to those with exhibit hall only badges. Exhibitor personnel that wish to obtain CME/CE credit must register as a full conference professional exhibitor and pay the applicable registration fee.

Exhibitor personnel may not enter another exhibitor’s booth space or meeting space without obtaining the exhibitor’s permission; all exhibitors should be considerate of other participating companies. Exhibitor personnel are strictly prohibited from entering an unstaffed booth or meeting space of another exhibitor at any time.

Exhibiting companies are responsible for monitoring their own space. Exhibitors are strictly prohibited from soliciting/conducting business outside their booth or meeting space.

It is a violation to admit a person eligible for professional registration as exhibitor personnel. False certification of individuals as exhibitor representatives, misuse of exhibitor badges, or any other method of assisting unauthorized persons to gain access to the exhibit floor will be cause for loss of priority points, a change of exhibiting status and/or payment of the registration fee for each violation.

Age Requirements for Attendees: To uphold the professional and educational standards of the AAPM meeting, children under 12 years of age are not permitted in the exhibit halls or sessions. Children ages 12-17 are permitted in the exhibit halls and session rooms when accompanied by an adult.

Security Each exhibitor is responsible for safeguarding its goods, materials, equipment and exhibit at all times. Perimeter guard service will be provided by AAPM for the exhibition period, but neither the guard service nor AAPM will be responsible for loss of or damage to any property. All equipment, cartons and booth materials may not be removed from the exhibit halls without completing a Property Pass. Passes may be obtained onsite from the security guard, Official General Service Contractor.

Photography Photography and video recording by Joe Orlando, Inc. will be used throughout the Convention Center, including in the exhibit hall. By registering, you acknowledge the possibility of being photographed or filmed and give AAPM consent to potentially use your image for marketing or promotional purposes.

News Media During exhibit hours, members of the media with TES press badges may photograph, videotape, or otherwise record the exhibit floor for news reporting purposes only. News media must have advanced consent of exhibitors before photographing or recording in their booths. All registered members of the press “sign an agreement to abide by these rules.”

Exhibitor Picture taking, other than by the AAPM official photographer, is prohibited, with the exception of an Exhibitor photographing his or her own display area. Each Exhibitor has control over their rented space and may prevent those considered competitors from gaining access to, photographing, videotaping, or otherwise recording its exhibit or presentations. Exhibitors are encouraged to report any violations of this

13

rule to Exhibit Management. No Exhibitor will deny any reasonable request from Exhibit Management to photograph the exhibit from outside the perimeter of the booth.

Smoking The Walter E. Washington Convention Center is a smoke-free facility. A smoke-free policy is enforced and in effect during installation, meeting operation and dismantling hours. Designated smoking areas will be located out of doors in accordance with British Columbia state law.

Cancellation or Termination of Exposition In the event that the premises where the exposition is to be held will, in the sole determination of AAPM, become unfit or unavailable for occupancy, or will be substantially interfered with by reason of picketing, strike, embargo, injunction, act of war, act of God, fire, or state of emergency declared by any government agency or by reason of any municipal, state, or federal law or regulation or by reason of any other occurrence beyond the control of Exhibit Management, Exhibit Management may cancel or terminate the exposition. In the event of such cancellation, the Exhibitor waives any and all claims the Exhibitor might have against AAPM for damages or expenses and agrees to accept incomplete settlement and discharge of claims against AAPM the Exhibitor's pro rate share of the total amount paid by all Exhibitors less all costs and expenses incurred by AAPM in connection with the exposition including a reserve for future claims and expenses in connection therewith.

List of Exhibitors The list of 2022 AAPM Exhibitors will not be published, in whole or in part, other than in AAPM official publications.

Said list will not be released for use by others for promotional purposes, with the exceptions of AAPM Chapters on an annual basis and service providers assisting in the production of the meeting. Exhibitors will be contacted prior to the annual distribution of the list to AAPM Chapters; inclusion on the list is optional.

COVID-19 Health Requirements Please be aware, COVID-19 Protocols will be in place for the 2022 Annual Meeting. All participants attending the meeting must be vaccinated, and be expected to follow the health and safety guidelines.

Responsibility, Compliance, Liability If the Exhibitor fails to comply in any respect with the terms of this agreement, Exhibit Management will have the right, without notice to the Exhibitor, to offer said space to another Exhibitor or to use said space in any other manner. This will not be construed as affecting the responsibility of the Exhibitor to pay the full amount specified by the contract.

The Exhibitor assumes all responsibility for compliance with all ordinances, regulations, and codes of authorized Federal, State, and City governing bodies concerning fire, safety, and health, together with the rules and Regulations of the operators/owners of the property wherein the exhibit is held. Federal, State, and City laws must be observed. Wiring must comply with Fire Department and UL rules.

The AAPM and Walter E. Washington Convention Center, its agents or employees will not be responsible for any loss, theft or damage to the property of the Exhibitor, their employees, or representatives. Further, Exhibit Management will not be liable for damage or injury to persons or property during the term of this agreement from any cause whatsoever by reason of the use of occupancy of the exhibit space by the Exhibitor or their assigns, and the Exhibitor will indemnify and hold harmless Exhibit Management and the Walter E. Washington Convention Center from all liability which might ensue from any cause whatsoever. If the Exhibitor's material fails to arrive, the Exhibitor is nevertheless responsible for all amounts due there under.

Exhibitors are advised to carry special insurance to cover exhibit material against damage and loss, and public liability insurance against injury to the persons and property of others.

Exhibitors installation and dismantling (I&D) and or third party contractors utilizing multiple outside subcontractors must submit a Non-Official Contractor form for each individual outside subcontractor that will be operational in your booth. A certificate of insurance must be submitted by each individual outside subcontractor before access is permitted to the show floor. Both the Non-Official Contractor form and the Certificate of Insurance must be

14

submitted and on file by all named insured parties by the due date. Failure to complete and comply will result in a forfeiture and limit reduction of their services to a supervisory capacity. More information is available in the Exhibitor Service Kit. Penalties for Violations Members of the Technical Exhibits Subcommittee (TES) will assist with supervision of the exhibition, including routinely monitoring of the exhibit hall during installation and throughout the meeting for possible violations. In addition, TES has sole discretion in determining what constitutes the misuse of the exhibit hall, loud sounds, entertainment violations, etc.

Identification of a rule violation results will in written communication to exhibitor representatives explaining the nature of the violation.

The written notice will explains the timing/process for correcting the violation: (a) immediately, if violation poses a safety hazard, (b) by Saturday, July 9, the evening before official opening, when the violation occurs during installation, or (c) before opening of the next exhibition day, if the violation occurs during an official day of exhibition.

Written notice will identify a specific time for re-inspection of specified violation. If the violation has not been corrected by that time, a second notice will be issued and the exhibitor is subject to a fine equivalent to 10% of total booth fee. If the violation is not immediately rectified, the exhibitor may be fined an additional fee equivalent to 25% of the total booth fee.

TES reserves the right to expel an Exhibitor from the Exhibit Hall and/or event without refund of any fees for any case involving a willful or grossly negligent violation, or a violation causing or threatening a significant safety hazard or disruption of the exhibition.

Amendments/General Supervision All exhibit matters and questions not covered by these Exhibit Regulations and Design Rules are subject to the decision of TES and Show Management.

These 2022 Exhibit Regulations and Design Rules may be amended at any time by TES and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these Exhibit Regulations and Design Rules, written notice will be given by TES to exhibitors as may be affected.

15

AAPM 2022 JULY 10–14 | WASHINGTON, DC

64th Annual Meeting & Exhibition

Please Join Us for the 2022 AAPM Annual Meeting July 10 – 14, 2022 | Washington, DC

T

he AAPM Annual Meeting draws about 4,000 participants to the world’s largest program of scientific, educational and professional presentations plus technical exhibits and social programs that targets the medical physics community specifically. More information regarding the 2022 Annual Meeting will be provided in January.

FUTURE ANNUAL MEETINGS 2022

July 10 – July 14

Washington, DC

2023

July 23 – July 27

Houston, TX

2024

July 21 – 25

Los Angeles, CA

2025

July 20 – 24

Washington, DC

ANNUAL MEETING REGISTRATION NUMBERS 2021 VIRTUAL

2020 VIRTUAL

2019 SAN ANTONIO

2018 NASHVILLE

2017 DENVER

1,989

2,186

1,696

1,927

1,812

Emeritus Member

39

74

41

43

36

Junior/Resident/ Student Member

643

590

668

707

716

Non-Member

199

101

157

188

193

Junior/Resident/ Student Non-Member

157

208

132

132

131

Stat Regulator

38

171

51

20

0

TOTAL SCIENCE

3,065

3,330

2,745

3,017

2,888

259

287

1,065

1,063

1,152

3,324

3,617

3,810

4,080

4,040

DESCRIPTION SCIENCE ATTENDEES Member

TOTAL EXHIBITORS

GRAND TOTAL

American Association of Physicists in Medicine | www.aapm.org

AAPM 2022 JULY 10–14 | WASHINGTON, DC

www.aapm.org

64th Annual Meeting & Exhibition

SUMMARY OF REGISTRANTS BY DOMESTIC REGION-STATES Canada

4.76%

East North Central (IL, IN, MI, OH, WI)

13.14%

East South Central (AL, KY, MS, TN)

3.49%

Middle Atlantic (NJ, NY, PA)

13.01%

Mountain (AZ, CO, ID, MT, UT, WY)

3.23%

New England (CT, MA, NH, RI)

5.35%

Pacific (CA, OR, WA)

9.52%

South Atlantic (FL, GA, MD, NC, SC, VA, WV)

13.99%

West North Central (IA, MN, MO, ND, SD)

4.73%

West South Central (AR, LA, OK, TX)

11.19%

COMPARISON OF REGISTRANTS BY DOMESTIC REGION-STATES VS. INTERNATIONAL UNITED STATES

84.31%

INTERNATIONAL

11.12%

NO RESPONSE

4.57%

2021 MEETING EXHIBITOR LIST Accuray American Board of Medical Physics American College of Radiology American Institute of Physics Brainlab C-RAD Canon Medical CIVCO Radiotherapy Conference of Radiation Control Program Directors, Inc. CDR Systems Delta4 by ScandiDos Elekta Focused Ultrasound Foundation IBA Doimetry IBA Proton Therapy Image Owl, Inc. International Commission on Radiological Protection (ICRP)

International Organization for Medical Physics (IOMP) IOP Publishing iRT Systems ISMRM John Wiley & Sons, Inc. Klarity Landauer & RaySafe LAP of America Laser Applications L.L.C. Medical Physics Publishing Medscint Mevion Medical Systems, Inc. MIM Software, Inc. Mirion Technologies ModusQA NELCO Pearl Insurance Philips Precision Xray, Inc.

PTW North America Corporation Qfix Quantek Systems Radcal Corporation Radformation Radiological Imaging Technology, Inc. RaySearch Laboratories AB RelfeXion Medical RTI Group Siemens Healthineers Standard Imaging, Inc. Stryker Sun Nuclear Corporation The Phantom Laboratory TheraPanacea Varian Medical Systems ViewRay Vision RT Wolters Kluwer

DATEs tO Remember

DATES TO REMEMBER February 16 Exhibit Space Application due to AAPM to be included in the first round of space assignments March 2

Exhibitor Housing Room Block Request Form available

March 3

Booth payment must be received for first consideration in space assignment

March 10

Booth Assignment Confirmation Notices – notices sent via email

March 10

Buyers Guide Information - Data Entry Portal Opens

April 4

Online Exhibitor Personnel Registration Available. Housing open for Individual Exhibitor Room Requests

April 11

Buyers Guide Information - Data Entry Portal Closes

April 13

Online Service Kit Available

April 14

Sponsorship Application and AD Due (To be included in the Pocket Program)

April 25

Submission of Scale Drawing for Island Formations due Submission of request for Hanging Signs, Light Truss System, Graphics and Canopies for Island Formations due

April 25

Last date to receive a Refund for Booth Space Cancellation (minus 10%)

TBD

Exhibitor Housing Forms due to Housing Bureau

June 15

Registration Fee will be refunded in full if written notice of cancellation is received by June 15, 2022.

July 13

Exhibitor Breakfast

Show Dates

and Hours

SHOW DATES & HOURS

EXHIBITOR REGISTRATION

FREIGHT MOVE-IN

EXHIBITOR SETUP/ ACCESS TO THE HALL

8:00 am 5:00 pm

8:00am 11:00 pm

8:00 am 6:00 pm

8:00 am 8:00 pm

8:00 am 11:00 pm

7:00 am 6:30 pm

8:00 am 12:00 pm

8:00 am 8:00 pm

THURSDAY JULY 7

FRIDAY JULY 8 SATURDAY JULY 9

EXHIBIT HOURS

EXHIBIT DISMANTLING

Exhibit Hall Lighting Check: 1:00 pm 4:00 pm

Installation of all booths & removal of all empties must be completed by Noon

SUNDAY JULY 10

7:00 am 6:30 pm

7:30 am 12:00 pm

12:30 pm 5:00 pm

MONDAY JULY 11

7:00 am 6:30 pm

7:30 am 7:00pm

9:00 am 5:00 pm

TUESDAY JULY 12

7:00 am 6:30 pm

7:30 am 7:00pm

9:00 am 5:00 pm

WEDNESDAY JULY 13

7:00 am 6:30 pm

7:30 am 8:00pm

9:00 am 2:00 pm

THURSDAY JULY 14

8:00 am 5:00 pm

2:00 pm 8:00 pm 8:00 am 5:00 pm

Refreshment and Lunch Break Hours

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. Vouchers may be exchanged for a lunch on Monday and Tuesday in a designated location in the exhibit hall.

SUNDAY JULY 10

Show Opening Break Afternoon Break

12:30 pm - 1:00 pm 3:00 pm - 3:30 pm

MONDAY July 11

Morning Break Lunch Afternoon Break

9:30 am - 10:15 am 12:15 pm - 1:45 pm 3:45 pm - 4:30 pm

TUESDAY July 12

Morning Break VISIT THE VENDORS! Lunch Afternoon Break

9:30 am - 11:00 am 12:15 pm - 1:45 pm 3:45 pm - 4:30 pm

WEDNESDAY July 13

Morning Break Lunch

9:30 am - 10:15 am 12:15 pm - 1:45 pm

Sunday Opening: Refreshments will be served for the Sunday 12:30 PM break to coincide with the opening of the Technical Exhibits. Beer and non-alcoholic beverages will be served between 3:00 PM - 3:30 PM for the afternoon break.

After Sunday, no scientific sessions will occur during the designated break times. All attendees will be encouraged to enter the exhibit hall and interact with vendors. To uphold the professional and educational standards of the AAPM meeting, children under 12 years of age are not permitted in the exhibit halls or sessions. Children ages 12-17 are permitted in the exhibit halls and session rooms when accompanied by an adult.

Exhibit Space Information

EXHIBIT SPACE INFORMATION Booth Space Pricing Formulae First Time Exhibitors – reach out to rachel@aapm.org for discount information.

Inline Booth Space • $32 per square foot (10 x 10 = $3,200; 10 x 20 = $6,400; 10 x 30 = $9,600; etc.)

• Add $200 for each ‘corner’ included in the inline booth space Peninsula Booth Spaces • $8,500 for 10 x 20 space Island Booth Formations • $32 per square foot + $200 per corner Two-Story Booth Formations - Cost for 2nd Level • $15 per 1 square foot for second level to be added to total cost of first level space example: First Level: 20 x 40 = $26,400 Second Level: 10 x 20 = $3,000 Total booth price: $29,400 NO. OF COMPLIMENTARY EXHIBITOR PERSONNEL REGISTRATIONS (Per 100 square feet) 2 complimentary full + 1 Technical exhibits Hall Only

PRICE

BOOTH STYLE

BOOTH SIZE

SQUARE FOOTAGE

Inline Basic

10' x 10'

100

2 complimentary registrations + 1 hall only

$3,200

Inline Corner

10' x 10'

100

2 complimentary registrations + 1 hall only

$3,400

To determine fee of inline booth space greater than 10 x 10, use formula above Island Booths

Peninsula Booth

20' x 20'

400

8 complimentary registrations + 4 hall only

$13,600

20' x 30'

600

12 complimentary registrations + 6 hall only

$20,000

20' x 40'

800

16 complimentary registrations + 8 hall only

$26,400

30' x 30'

900

18 complimentary registrations + 9 hall only

$29,600

20' x 50'

1000

20 complimentary registrations + 10 hall only

$32,800

30' x 40'

1200

24 complimentary registrations + 12 hall only

$39,200

30' x 50'

1500

30 complimentary registrations + 15 hall only

$48,800

40' x 40'

1600

32 complimentary registrations + 16 hall only

$52,000

40' x 50'

2000

40 complimentary registrations + 20 hall only

$64,800

50' x 50'

2500

50 complimentary registrations + 25 hall only

$80,800

10' x 20'

200

4 complimentary registrations + 2 hall only

$8,500

To determine fee of island booth space greater than 20 x 20, use formula above

ISLAND TWO STORY BOOTHS COST FOR 2ND LEVEL Islands

20' x 20' island or larger

$15 per square foot (to be added to total cost of first level space)

PUBLISHERS ROW Basic

10' x 10'

100

2 complimentary registrations + 1 hall only

$1,500

Corner

10' x 10'

100

2 complimentary registrations + 1 hall only

$1,700

*Products may not be sold for delivery on the exhibit floor with the exception of publishing companies who have been approved by Exhibit Management.

ENTREPRENEUR START-UP SHOWCASE

•

• •

1st Year

2 hall only registrations

$1,400

2nd Year

2 hall only registrations

$1,900

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.

Contact rachel@aapm.org for more information.

Space Application To complete the Exhibit Space Application: • Review the AAPM floorplan and determine your top three (3) booth selection requests. The entrances are indicated on the floor plan so please note when selecting your requested booth spaces.

• List any exhibitors you wish to be near and any competitors you do not want to be near.

• Indicate your priority regarding the assignment of your booth space (i.e. floor location, competitor proximity, associate proximity, corner space).

• Indicate the product focus and product line that best applies to your organization.

To be considered for first round placement, the application must be turned in by February 16th.

Selecting Booth Space • The draft floorplan posted in the Prospectus will be maxed out with 10’ x 10’ in-line booth spaces only. No ISLAND formations will 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

Exhibit Management Policy Exhibit Management reserves the right to rearrange the floor plan at any time when such action is deemed to be in the best interest of the total exhibit effort. Exhibit Management reserves the right to relocate exhibitors should it become necessary for causes beyond the control of AAPM, or advisable in the best judgment of AAPM to transfer assignments.

Assignment Process For first consideration in space assignment: Applications Due – February 16, 2022 Full Payment Due – March 3, 2022 All applications received on or before February 16, 2022 will be awarded 60 points.

On February 16th applications will be separated and identified as AAPM Corporate Affiliate Members and Nonmembers. On February 16th all applications will be assigned a random number with applications received by AAPM Corporate Affiliate Members being assigned random numbers first followed by applications received by Nonmembers. Exhibit space assignments will then be made based on the random number assigned. Space assignment will begin on February 16th.

Applications received after February 16th will be assigned space based on a point system. The point system is based on three tiers of information: historical data, date application is received, and event sponsorship.

Corporate Affiliate Contracts received after February 19th will be assigned space along with nonmember organizations based on historical data, date application is received, and event sponsorship.

The historical tier of the point system awards four points for each consecutive year a company has exhibited, going back nine years. A maximum of 36 points can be accumulated this way. Three points are given for each year exhibited non-consecutively.

The date-point tier begins February 17th. Two points will be subtracted from this sixty-point maximum for each application received each business day thereafter. No points are given for applications received after 30 days. Bonus points can also be earned by sponsoring AAPM Annual Meeting events.

Total points, Corporate Affiliate level and Exhibitor preference regarding proximity to other exhibiting companies will be used to break ties. Every effort will be made to respect the Exhibitors' space choices, whenever possible, but the decision of Exhibit Management will be final.

Payment If booth payment is not received prior to the AAPM Meeting, the installation of carpet and/or other materials purchased will not be installed until payment is made.

• •

Upon receipt of space applications, Exhibitors will be sent an invoice via email for the amount of booth space requested. Payments can be made in full or in installments, providing full payment is received by March 3, 2022.

Space assignments are subject to availability of space, preferences, special needs, and compatibility of Exhibitors. Booth assignment will not be made until the FULL PAYMENT is received regardless of when the Application for Exhibit Space is received.

Refund for Cancellations Please send your cancellation request to rachel@aapm.org. All sums paid by the Exhibitor, less a service charge of 10% of the contract price, will be refunded. No refund for a cancellation will be made after April 25, 2022.

Space Reductions Please send your request for space reduction to rachel@aapm.org. If space originally contracted for is reduced, a 10% service charge of the original contract price will be due to AAPM. Exhibit Management has the right to reassign a different booth space to Exhibitor. No refund for space reduction will be made after April 25, 2022.

AAPM EXHIBIT SPACE APPLICATION AND CONTRACT For first consideration in space assignment booth application should be submitted by February 16 Email: rachel@aapm.org | Fax: 571-298-1301

BOOTH SPACE PRICING For examples of each booth type as well as the full list of booth fees, refer to the Exhibitor Website.

Inline Booth Spaces • $32 per square foot (10 x 10 = $3,200; 10 x 20 = $6,400; 10 x 30 = $9,600; etc.)

• Add $200 for each ‘corner’ included in the inline booth space

Peninsula Booth Spaces • $8,500 for 10 x 20 space

Island Booth Formations • $32 per square foot + $200 per corner

Two-Story Booth Formations — Cost for 2nd Level • $15 per 1 square foot for second level to be added to total cost of first level space example:

First Level: 20 x 40 = $26,400 Second Level: 10 x 20 = $3,000 Total booth price: $29,400

First Time Exhibitors • Contact Rachel for first time exhibitor rates.

Space Application To complete the Exhibit Space Application: • Review the AAPM floorplan and determine your top three (3) booth selection requests.

The entrances are indicated on the floor plan so please note when selecting your requested booth spaces.

• List any exhibitors you wish to be near and any competitors you do not want to be near.

• Indicate your priority regarding the assignment of your booth space (i.e. floor location, competitor proximity,

associate proximity, corner space).

• Indicate the product focus and product line that best applies to your organization.

Selecting Booth Space • The draft floorplan posted in the Prospectus will be maxed out with 10’ x 10’ in-line booth spaces only.

No ISLAND formations will 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.

AAPM Exhibit Space Application and Contract, Cont.

EXHIBITOR / ORGANIZATION INFORMATION Company:__________________________________________________________________________________________________ Date:______________________________________ (To be displayed in all printed materials) If newly formed company, please list previous company name:__________________________________________________________________________________________ Exhibitor Contact Name (please print):______________________________________ Exhibitor Contact E-Mail (required):__________________________________________ Mailing Address:__________________________________________________________________________________________ o Check if address change from previous year_ City:______________________________________State:____________ Zip/Postal Code:______________________________ Country:______________________________________ Tel:____________________________________________________________________ Fax:____________________________________________________________________________ Buyers Guide Name (please print):___________________________________________________Buyers Guide E-mail (required):______________________________________ Billing Contact Name (please print):________________________________________________ Billing Contact E-mail (required):______________________________________ Marketing Manager Name (please print):______________________________________ Marketing Manager E-mail (required):______________________________________

BOOTH TYPE (PLEASE CHECK THE APPROPRIATE BOXES) | Refer to the Exhibitor Prospectus for examples of each booth type

SPACE SELECTIONS

Product Focus: o First Time Exhibitor

o Inline Booth

o Penninsula Booth

o Inline Booth With Corner

o Island Booth

Booth Numbers (s)

Booth Size

Second Level Size (For Island Booths Only)

# Corners Requested (For Inline Booths Only)

Total Amount

1st ______________________

__________X__________

__________X__________

_____________________

$____________________

2nd _____________________

__________X__________

__________X__________

_____________________

$____________________

3rd ______________________

__________X__________

__________X__________

_____________________

$____________________

ASSOCIATE / COMPETITOR PROXIMITY List any Exhibitors you wish to be near:

List any Exhibitors you do not wish to be near:

1.__________________________________________________________________________ 1.__________________________________________________________________________ 2.__________________________________________________________________________ 2.__________________________________________________________________________ 3.__________________________________________________________________________ 3.__________________________________________________________________________

SPACE ASSIGNMENT PRIORITY Rank (1-4) beginning with most important criteria: ______Floor Location ______Associate Proximity ______Competitor Proximity ______Corner Space

PRODUCT CATEGORY (IMPORTANT – PLEASE CHECK THE APPROPRIATE BOXES) Product Focus: o Biotechnology o Information Technology o Laser Optics o Medical Equipment

o o o o

Medical Imaging Professional Service Provider (Recruiters) Publishing Radiation Oncology

o o

Radiosurgery Other___________________________

Product Line / Services: o Analytics o Aides for Disabled o Biotechnology Manufactures o Brachytherapy o Detectors/Dosimetry o Electromedical Equipment o General Medical Physics o Government Agencies o Healthcare Providers o Imaging Film o Implants and Artificial Organs o Implantable Medical Products

o o o o o o o o o o o o

Info Systems Management Instructional Laboratory Equipment Laser & Optics Manufacturers Medical Physics Consulting Groups Nuclear Medicine Organ Motion Management Patient Handling/Positioning Professional Society Quality Assurance Radiation Therapy Robotics and Computer Automation Shielding/Construction

o o o o o o o o o o

Simulators Technology Management Telecommunications Test and Measurement Equipment Treatment Planning Treatment Units Ultrasound Universities X-ray/Radiographic Other___________________________

EXHIBITOR AGREEMENT I have read, understand and agree to adhere to the rules and regulations as stated as part of the 2022 AAPM Exhibitor Prospectus and AAPM Code of Conduct at Meetings and Social Events (PP 31-C). As well, I agree to adhere and abide the rules of the official service providers and the Convention Center. The undersign is empowered to enter into contracts on behalf of the exhibiting company.

Completed by/Signature:___________________________________________________ Title:____________________________________ Date:_____________________________ NOTE: Upon receipt of Exhibit Space Application and Contract, Exhibitor will be invoiced for total amount of booth size requested. In order to be considered for first round space assignment, full payment MUST BE submitted by MARCH 3, 2022 (per instructions provided on the invoice).

STAFF ONLY SECTION Staff Notes:_____________________________________________________________________________________________________________________________________________________

2022 AAPM Annual Meeting Walter E. Washington Convention Center Halls D & E Meeting Dates: July 10 - July 14 Exhibit Dates: July 10 - July 13 ** Please be aware, COVID-19 Protocols will be in place for the 2022 AAPM Annual Meeting. All participants attending will be expected to follow the health and safety guidelines.

More information will be shared soon!

ROOM 205 ROOM

TRUCK

201

RAMP

DOCK OFFICE

RAMP

FE

202A

FE FOOD

COMPACTOR & RECYCLING

SERVICE CORRIDOR

CORRIDOR

FE FE

ROOM

204C

COURT

TRUCK RAMP

EXIT

RAMP

DOOR

EXIT

DOCKS

EXIT

202B

CONCOURSE

FE

EXIT ROLL-UP

ROOM

ROOM 204B

LOADING DRIVE-IN

CONCOURSE

E E

FE FE ROOM

DRIVE-IN

EXIT

ROOM 204A ROLL-UP

ROLL-UP

DOOR

ROLL-UP

DOOR

DOOR

7075

7073

7071

7069

7067

7051

START UP YEAR 1

7098

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REFRESHMENT BREAK LOUNGE

7049

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START UP YEAR 2

7045

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7033

7031

7027

7025

7023

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7019

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7003

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7044

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6045

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5019

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5009

5007

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5003

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REFRESHMENT BREAK LOUNGE

LOUNGE

Lunch Bundle

7029

Pick Up Mon & Tues

6'x30"

SEATING

ROOM 203B

LOUNGE

L STREET BRIDGE

MT.VERNON PLACE, BELOW

7077

6'x30"

7079

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7081

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7083

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CONCOURSE

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Innovation Room 1

RAMP

7087

7097

6'x30"

6'x30"

CAFE 7099

DOOR

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ROLL-UP

6'

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6'

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6'

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6'

6'

6'

6'

N STREET, BELOW

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SEATING FOR 150

E Poster Forum #

E POSTER FORUM #

OPEN TO BELOW

6'

6'

4096

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4008

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4098

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3060

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2048

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1049

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1037

1035

Pick Up Mon & Tues

1044

1042

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1038

1036

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1028

Lunch Bundle

1015

1013

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10'

E-Poster Assistance

1082

1080

1078

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1070

1058

1046

1026

1024

1022

1020

1010

1018

1000

EXHIBIT HALL D

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E

HALL 'E' EXIT ONLY

EXHIBIT HALL E

EXIT

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EXIT

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ROOM 209C

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CONCOURSE

207B

ROOM 207A

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UP TO DOCKS ROOM EXIT

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9TH STREET, BELOW

206

CONCOURSE

6'

2014

E POSTER FORUM #

REFRESHMENT BREAK LOUNGE

SERVICE CORRIDOR

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SEATING FOR 150

209A

10'

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CONCOURSE

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2087

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2091

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STAGE

2093

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208A

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ROOM

208B

LOUNGE

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WCC

ROOM

E Poster Forum #

Innovation Room 2

E E

ENTREPRENEUR START-UP SHOWCASE SPACE APPLICATION Application should be submitted by February 16 Email: rachel@aapm.org | Fax: 571-298-1301

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 Showcase space at the Annual Meeting will help emerging business connect with early adopters, industry professionals, and key decision-makers. The Showcase will be located in the Exhibit Hall and will operation during all show hours.

Participation as a Start-Up Exhibitor is limited to two years.

CRITERIA REQUIREMENTS Product Focus: o Biotechnology o Information Technology o Laser Optics o Medical Equipment

o Medical Imaging o Radiosurgery o Professional Service Provider (Recruiters) o Other___________________________ o Publishing o Radiation Oncology

Product Line / Services: o Analytics o Aides for Disabled o Biotechnology Manufactures o Brachytherapy o Detectors/Dosimetry o Electromedical Equipment o General Medical Physics o Government Agencies o Healthcare Providers o Imaging Film o Implants and Artificial Organs o Implantable Medical Products

o o o o o o o o o o o o

Info Systems Management Instructional Laboratory Equipment Laser & Optics Manufacturers Medical Physics Consulting Groups Nuclear Medicine Organ Motion Management Patient Handling/Positioning Professional Society Quality Assurance Radiation Therapy Robotics and Computer Automation Shielding/Construction

o o o o o o o o o o

Simulators Technology Management Telecommunications Test and Measurement Equipment Treatment Planning Treatment Units Ultrasound Universities X-ray/Radiographic Other___________________________

ELIGIBILITY REQUIREMENTS • • • • • • • • • •

Company must be incorporated for less than 5 years and have a tax ID Company must have less than 40 employees Company revenue must not exceed $10M Company must not exceed $20M in funding Product/service must be related to medical imaging and approved by the AAPM Technical Exhibits Committee. Any technology must be demonstrable as a prototype or software mock up. No paper concepts will be considered Product/service cannot be implemented in more than 10 institutions Resellers of existing products are not eligible Companies that previously exhibited with a booth at the AAPM annual meeting are not eligible Participation in the Start-up Showcase is limited to two years. 2022 Start-up Showcase participants may be eligible to apply for a second year at the Year 2 rate Companies purchased or funded by a current or previous RSNA exhibitor are not eligible

Continued, next page

AAPM 2020 ENTREPRENEUR START-UP SHOWCASE SPACE APPLICATION, Cont.

PRICING • •

First Year - $1,400 Second Year - $1,900

INCLUDES • • • • • •

Table with charging outlet Stool ID sign (including company name) 2 complimentary exhibitor badges Complimentary exhibitor listing Electrical will not be provided. Electrical can be purchased through the Exhibitor Service Kit.

EXHIBITOR INFORMATION Company:___________________________________________________________________________ Date:_______________________________ Exhibitor Contact Name:_____________________________________ E-Mail (required):____________________________________________ Mailing Address:__________________________________________________________________________________________________________ City:____________________________ State:______ Zip/Postal Code:______________________ Country:_______________________________ Tel:_____________________________________________________ Fax:_____________________________________________________________

EXHIBITOR AGREEMENT I have read, understand and agree to adhere to the rules and regulations as stated as part of the 2022 AAPM Exhibitor Prospectus and AAPM Code of Conduct at Meetings and Social Events (PP 31-C). As well, I agree to adhere and abide the rules of the official service providers and the Convention Center. The undersign is empowered to enter into contracts on behalf of the exhibiting company.

Completed by/Signature:____________________________________ Title:_____________________________ Date:_______________________ NOTE: Upon receipt of Entrepreneur Start-Up Showcase application, Exhibitor will be invoiced.

Promotional Information

PROMOTIONAL INFORMATION The following promotional items are only available for vendors registered to exhibit at the 2022 AAPM 64th Annual Meeting and Exhibition.

Use of AAPM Logo Please contact Rachel York (rachel@aapm.org) before using the 2022 AAPM Annual Meeting logo in any promotion.

Social Media Reach AAPM Members and attendees on social media! Tag AAPM in your tweets about the meeting and use the meeting hashtag.

AAPM Twitter Handle: @aapmHQ Annual Meeting hashtag: #AAPM2022 Buyers Guide Please note, we are using a new system this year. The Exhibitor Contract for each company will receive an email with instructions on how to complete the Buyers Guide System.

AAPM members and meeting attendees will have the opportunity to view the 2022 Buyers Guide in three different sources this year: § On the AAPM Meeting Website, to be posted by May. § In the June issue of Medical Physics, the official journal of AAPM § In the 2022 AAPM Meeting Pocket Program, distributed to attendees onsite In order to be included in the printed materials, the information must be completed by April 11!

Journal and Banner Ads Journal Ads Medical Physics is the scientific journal of the American Association of Physicists in Medicine.

Medical Physics will be distributed to all AAPM attendees during registration.

Banner Ads Deliver your message before, during and after the AAPM Annual Meeting with highly targeted, cost effective banner advertisements. Meeting registrants as well as medical physicists not planning to attend the meeting visit the conference site for updated meeting information, paper submission, registration, program scheduling, and abstracts information. Your banner ad on the AAPM Meeting pages delivers qualified prospects to your exhibit booth and your website.

Information on rates, mechanical specifications and copy deadlines may be obtained from: Beverly Lawrence Advertising Sales & Content + Products & Services John Wiley & Sons, Inc. 350 Main Street Malden, MA 02148 BLawrence@Wiley.com O: 781-388-8554 C: 781-502-5588 Advertising Policy: AAPM publications, including Medical Physics, Journal of Applied Clinical Medical Physics, AAPM Newsletter, AAPM online services, and any other media, accept advertisements for products and services of interest to medical physicists. AAPM reserves the right to reject, for any or all media, an advertisement it feels is inappropriate for that medium.

Exhibitor Press Releases AAPM will continue a Virtual Press Room for the 2022 Meeting. The Virtual Press Room will include both Scientific and Exhibitor related press releases.

All contributing companies will be listed on the Virtual Press Room site. A link will be created from the Press Room site linking the company name back to the URL address of the press release.

AAPM Exhibitor Virtual Press Room Guidelines: 1. Only companies officially exhibiting at the 2022 AAPM Meeting may submit materials for the Exhibitor Virtual Pressroom.

2. There is no endorsement implied by AAPM. 3. Releases will be listed in alpha order by company name.

4. Press releases submitted for the Exhibitor Virtual Press Room by June 15 will provided to all registered press.

Pre-Meeting Attendee Mailing List As a participating vendor, you have the opportunity to purchase the list of 2022 AM scientific registrants for a direct mail campaign.

The Meeting Attendee List can only be purchased from AAPM. Proceed with caution if ANY organization other than AAPM contacts you to purchase this list. Please be aware that such companies have no relationship with AAPM; you put yourself at financial risk if you provide them your credit card information. § The registrant list will be sent via email within 5 days of receipt of your order (for an additional fee of $50, list will be sent via email within 2 days of receipt of order). § Cost: $0.30 per label x number of registered attendees at time order is received = $ Total Cost AAPM Corporate Affiliates receive two Complimentary Mailing Lists each year. The meeting attendee list may be used as one of these complimentary mailing lists, or Corporate Affiliates may purchase the meeting attendee list at a reduced cost: § $0.20 per label x number of registered attendees at time order is received = $ Total Cost To order, click here: Attendee Registrant Mailing List Frequently Asked Questions Post-Meeting Attendee Mailing List § Vendors participating in the 2022 AAPM 64th Annual Meeting and Exhibition, will receive the complimentary Post-Meeting Attendee Mailing List. Vendors may use the list only one time for marketing purposes.

Promotional Email Program (PEP) The PEP offers an unprecedented opportunity for Corporate Affiliates, exhibitors and interested, preapproved vendors to reach AAPM members via their emails.

• • • •

AAPM Corporate Affiliates pay a service fee of $1,000 plus $0.75 per Member email address.

Companies that are not AAPM Corporate Affiliates pay a service fee of $1,500 plus $1.25 per Member email address.

Because privacy is something AAPM strives to maintain, this exclusive opportunity is structured to ensure that Member contact information is not shared. Instead, all communication to the Member is channeled through AAPM HQ. It’s YOUR message, but AAPM’s platform.

These emails will go to AAPM Membership not the meeting attendee list.

For more information and to participate in the PEP Program, go to the AAPM Website.

Attendee Mailing List

Frequently Asked Questions (Does not apply to the Promotional Email Program - PEP)

Q. What data is included in the various mailing lists?

A. Information provided for each scientific attendee includes: § § § § § § §

Registration Category First Name Last Name Degree Company Street Address Street Address 2

§ § § § § §

City State Postal Code Country Email address* Employment function

*Email addresses will be provided for Registrants who have consented to the release.

Q. How do you ship your lists?

A. via Email Q. In what formats do you offer the AAPM mailing list?

A. The AAPM mailing list is in electronic format only, Microsoft Excel.

Q. How soon will I get my list?

A. Under ordinary circumstances most orders are filled within 5 business days. If an order is received on Monday, we try to send it out by Friday.

Q. What if I need it sooner?

A. We do offer rush jobs. There is a $50 fee associated with such a request. A 'rush job' is one that is requested to be received by a specific date that is less than five days after the date the order is received. Please inform us by telephone or email that you will be requesting a rush job so that we can be on the lookout for your order and handle it as soon as possible. Note: We often process jobs within a day or two of receipt, but it is not guaranteed.

Q. How many times can I use the list?

A. Lists are sold on a per-use basis. If you purchase one list, then you may use it once.

Q. Why do I have to include a sample of the mailing?

A. In order to ensure that our list is being used legitimately, we have a validation system in place.

Whenever we come across a mailing that appears to have used our list, we check to see if we have sold a label to the sending company and that we have a sample on file. If we can't confirm that we sold labels for that mailing, we start asking questions.

Q. What's to stop me from copying the names from the list that you gave me?

A. You are required to sign a single use agreement stating that you will not do that.

Q. What if I have a question that isn't on this list?

A. Email us at dba@aapm.org

Exhibitor ACtivities

Rules

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 Annual Meeting, whether such activities are held at or away from the Exhibit Hall. However, Exhibitors are allowed to hold staff meetings at any time, as long as only exhibitor personnel are involved. Permission must still be requested by emailing rachel@aapm.org Any Exhibitor wishing to hold any outside activity in conjunction with its exhibit must submit the function request form to rachel@aapm.org for written approval. The authorization will include contact information for each of the designated 2022 AAPM hotels and the Walter E. Washington Convention Center. Upon approval, you will make function-arrangements directly with the hotel of your choice or the convention center.

Designated times when Exhibitors may conduct any of the above-mentioned activities:

Day

Date

Saturday

July 9

Time Any time

PRIME TIME No AAPM functions on this date

July 10

Before 9:30 am After 6:00 pm

PRIME TIME AAPM will not be hosting a function Sunday evening. Exhibitors have the opportunity to host private functions for meeting attendees following the end of the Meeting Program on Sunday.

Please note, the Program ends at 6:00 PM and AAPM Committee Meetings conclude at 7:00 PM.

July 11

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

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 10:00 pm

Thursday (No Exhibits)

July 14

Before 7:30 am After 10:00 pm

Sunday

Monday

Tuesday

PRIME TIME *Take your clients to dinner!

Meet at the Night Out for light snacks before dinner or come after for desserts!

Exhibitor Event Announcements To post your event announcement (users meeting, social event) on the meeting site, please contact rachel@aapm.org

Vendor Showcase Take advantage of this incredible opportunity to host demonstrations about your latest products! The Vendor Showcase is being offered as an initiative to increase interaction between vendors and attendees.

These presentations will take in the Exhibit Hall. There will be two rooms built to host Vendor Showcases.

These sessions will run in parallel with AAPM sessions and during scheduled breaks.

Any company interested in participating in the Vendor Showcase, must be exhibiting at the meeting.

Vendors are able to determine their presentation topic(s); however, all information must be submitted to AAPM for approval. Presentations can include sales information. Speakers will be expected to follow the general guidelines for all AAPM Speakers.

Vendor are prohibited from attending another Vendor's Showcase.

The list of attendees who participate in a Vendor Showcase will not be provided. However, Vendors are encouraged to use a Lead Retrieval system to capture attendee information. Information to rent a Lead Retrieval System will be available in the Exhibitor Service Kit. 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: • Your presentation will be listed in the Meeting Program in the “Exhibition” track.

• AAPM will promote the Vendor Showcase schedule in Social Media blasts.

• Standard AV will be provide in the rooms.

• Rooms will be set for 150 attendees.

• 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 logistics and cost. Contact rachel@aapm.org for more information.

To sign up for the Vendors Showcases, complete the 2022 AAPM Annual Meeting Vendor Showcase application posted on the website. The Technical Exhibits Subcommittee will review all applications.

Applications, abstracts, and speaker information is due March 14th in order to be included in the first round of Vendor Showcase assignments. AAPM Corporate Affiliates will be assigned timeslots first, followed by Non-AAPM Corporate Affiliates. Vendors will be notified via email of their assignment.

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 in this area.

• 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.

• Exhibitors are responsible for furnishing for the meeting suite.

Pricing: • 10’ x 20’ Suite - $4,950 • 20’ x 20’ Suite - $7,150

Meeting Suite Fee includes: • 10ft high walls with lockable door • Carpet • Wi-Fi

To request a Meeting Suite, complete the request form posted on Exhibitor Website

Code of Conduct Exhibitor personnel are required to conduct themselves in a professional manner at all times during the 2022 AAPM Annual Meeting.

Badge Control The official AAPM badge must be worn at all times 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.

AAPM EXHIBITOR FUNCTION REQUEST FORM 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 2022 AAPM Annual Meeting, whether such activities are held at or away from the Exhibit Hall. However, Exhibitors are allowed to hold staff meetings at any time, as long as only exhibitor personnel are involved. Permission must still be requested using the Exhibitor function form.

Please submit this form to Rachel York for written approval. You will receive an approval notification via e-mail or fax. The notification will include contact information for each of the designated 2022 AAPM hotels and the Walter E. Washington Convention Center.

Upon approval, you will make the function arrangements directly with the hotel of your choice or Convention Center. You are required to provide AAPM with location of function.

Should you need assistance in planning an event to be held in a location other than one of the official hotels or Convention Center, contact information for the recommended destination management company will also be included.

Exhibiting Company:__________________________________________________________________________________________________________ Contact:______________________________________________________________________________________________________________________ Mailing Address:_______________________________________________________________________________________________________________ City:________________________________ State:____________ Zip/Postal Code:______________ Country:__________________________________ E-mail:___________________________________________________ Tel:____________________________ Fax:__________________________________ Type of Function(s): o Breakfast

o Luncheon

o Dinner

o Meeting

o Reception

o Symposium

o Other__________________________________________________________________

(Exhibitors may hold staff meetings at any time, as long as only exhibitor personnel are involved. Permission must still be requested.)

Anticipated Attendance:______________________________________________________________________________________________________ The following are the designated dates and times in which an exhibiting organization may conduct any of the above mentioned activities. Please select the dates and times you plan to host a function(s):

Saturday July 9

Sunday July 10

Monday July 11

Tuesday July 12

Wednesday July 13

Thursday July 14

o All Day

o Before 9:30 AM

o Before 7:30 AM

o Before 7:30 AM

o Before 7:30 AM

o Before 7:30 AM

REMINDER

o After 6:00 PM

o 12:15 PM – 1:45 PM

o 12:15 PM – 1:45 PM

o After 2:50 PM

There are no AAPM functions on this date

o 12:15 PM – 1:45 PM

Open evening for Exhibitor Entertaining

o After 8:00 PM Following AAPM Awards Ceremony

o After 10:00 PM Following AAPM Night Out

o After 7:30 PM Following the Annual Business Meeting

PRIME TIME No AAPM functions on this date

REMINDER

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

PRIME TIME Take your clients to dinner! Meet at the Night Out for light hors d’oevres beforehand or come for desserts

1631 Prince Street, Alexandria, VA 22314 • Phone: 571-298-1230 • Fax: 571-298-1301 • www.aapm.org

VENDOR SHOWCASE APPLICATION Completed applications are due by March 14. Email: rachel@aapm.org Please use the Fill & Sign feature to complete all fields. For instructions/details see: https://helpx.adobe.com/reader/using/fill-and-sign.html

Section 1: Exhibitor/Organization Information Company:____________________________________________________________________________________________________________________ Presenter Name:______________________________________________________________________________________________________________ E-mail:___________________________________________________________________Cell Phone:__________________________________________ Presentation Title:______________________________________________________________________________________________________________

Section 2: Vendor Showcase Information • Any company interested in participating in the Vendor Showcase, must be exhibiting at the meeting.

• These presentations will take place in the Exhibit Hall. There will be two rooms built to host Vendor Showcases. These sessions will run in parallel with AAPM sessions and during scheduled breaks.

• Vendors are able to determine their presentation topic(s); however, all information must be submitted to AAPM for approval.

Presentations can include sales information. Speakers will be expected to follow the general guidelines for all AAPM Speakers.

• Vendor are prohibited from attending another Vendor’s Showcase.

• The list of attendees who participate in a Vendor Showcase will not be provided. However, Vendors are encouraged to use a Lead Retrieval system to capture attendee information. Information to rent a Lead Retrieval System will be available in the Exhibitor Service Kit. 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: • Your presentation will be listed in the Meeting Program in the “Exhibition” track.

• AAPM will promote the Vendor Showcase schedule in Social Media blasts.

• Standard AV will be provided in the room.

• Rooms will be set for 150 attendees.

• 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 logistics and cost.

Contact rachel@aapm.org for more information.

Return form to Rachel Smiroldo at rachel@aapm.org or fax 571-298-1301

2021 AAPM MEETING VENDOR SHOWCASE APPLICATION, PAGE 2

Section 3: Timeslots Below are available timeslots for Vendor Showcase presentations.

• Please indicate your top choices.

• Corporate Affiliates will be assigned timeslots first, followed by Non-Corporate Affiliates.

• Applications are due March 14 to be considered for the showcase.

• Vendors will be notified on March 21 of their timeslot assignments.

• Payment is due by April 4. If payment is not received by April 4, timeslot will be released.

• Cancellations after April 11 subject to a 25% cancellation fee.

On the schedule below, please rank your timeslot selections with 1 being your first choice, 2 being your second choice, 3 being your 3rd choice, etc. all the way through.

Sunday, July 10 Vendor Showcase Sessions Please provide the following information: 1) Are you planning to host more than 1 session on Sunday? ___Yes or ___No 2) How many 30-minute sessions are you requesting for Sunday? __________ 3) On the schedule below, please rank your timeslot selections for Sunday with 1 being your first choice, 2 being your second choice, 3 being your 3rd choice, etc. all the way through.

SUNDAY, JULY 10 Rank Timeslots

Timeslots

Fee

Vendor Showcase Slot 1 | Innovation Room 2

1:00 pm – 1:30 pm

$4,000

Vendor Showcase Slot 2 | Innovation Room 2

1:45 pm – 2:15 pm

$4,000

Vendor Showcase Slot 3 | Innovation Room 2

2:30 pm – 3:00 pm

$4,000

Vendor Showcase Slot 4 | Innovation Room 2

3:15 pm – 3:45 pm

$6,000

Vendor Showcase Slot 5 | Innovation Room 2

4:00 pm – 4:30 pm

$4,000

Monday, July 11 Vendor Showcase Sessions Please provide the following information: 1) Are you planning to host more than 1 session on Monday? ___Yes or ___No 2) How many 30-minute sessions are you requesting for Monday? __________ 3) On the schedule below, please rank your timeslot selections for Monday with 1 being your first choice, 2 being your second choice, 3 being your 3rd choice, etc. all the way through.

MONDAY, JULY 11 Rank Timeslots

Timeslots

Fee

Vendor Showcase Slot 6 | Innovation Room 1

9:30 am – 10:00 am

$6,000

Vendor Showcase Slot 7 | Innovation Room 2

9:30 am – 10:00 am

$6,000

Vendor Showcase Slot 8 | Innovation Room 1

12:15 pm – 12:45 pm

$6,000

Vendor Showcase Slot 9 | Innovation Room 2

12:15 pm – 12:45 pm

$6,000

Vendor Showcase Slot 10 | Innovation Room 1

4:00 pm – 4:30 pm

$6,000

Vendor Showcase Slot 11 | Innovation Room 2

4:00 pm – 4:30 pm

$6,000

2021 AAPM MEETING VENDOR SHOWCASE APPLICATION, PAGE 3 Tuesday, July 12 Vendor Showcase Sessions Please provide the following information: 1) Are you planning to host more than 1 session on Tuesday? ___Yes or ___No 2) How many 30-minute sessions are you requesting for Tuesday? __________ 3) On the schedule below, please rank your timeslot selections for Tuesday with 1 being your first choice, 2 being your second choice, 3 being your 3rd choice, etc. all the way through.

TUESDAY, JULY 12 Rank Timeslots

Timeslots

Fee

Vendor Showcase Slot 12 | Innovation Room 1

12:30 pm – 1:00 pm

$6,000

Vendor Showcase Slot 13 | Innovation Room 2

12:30 pm – 1:00 pm

$6,000

Vendor Showcase Slot 14 | Innovation Room 1

1:15 pm – 1:45 pm

$6,000

Vendor Showcase Slot 15 | Innovation Room 2

1:15 pm – 1:45 pm

$6,000

Vendor Showcase Slot 16 | Innovation Room 1

2:00 pm – 2:30 pm

$4,000

Vendor Showcase Slot 17 | Innovation Room 2

2:00 pm – 2:30 pm

$4,000

Vendor Showcase Slot 18 | Innovation Room 1

2:45 pm – 3:15 pm

$4,000

Vendor Showcase Slot 19 | Innovation Room 2

2:45 pm – 3:15 pm

$4,000

Vendor Showcase Slot 20 | Innovation Room 1

3:30 pm – 4:00 pm

$6,000

Vendor Showcase Slot 21 | Innovation Room 2

3:30 pm – 4:00 pm

$6,000

Vendor Showcase Slot 22 | Innovation Room 1

4:15 pm – 4:45 pm

$6,000

Vendor Showcase Slot 23 | Innovation Room 2

4:15 pm – 4:45 pm

$6,000

Wednesday, July 13 Vendor Showcase Sessions Please provide the following information: 1) Are you planning to host more than 1 session on Wednesday? ___Yes or ___No 2) How many 30-minute sessions are you requesting for Wednesday? __________ 3) On the schedule below, please rank your timeslot selections for Wednesday with 1 being your first choice, 2 being your second choice, 3 being your 3rd choice, etc. all the way through.

WEDNESDAY, JULY 13 Rank Timeslots

Timeslots

Fee

Vendor Showcase Slot 24 | Innovation Room 1

12:15 pm – 12:45 pm

$6,000

Vendor Showcase Slot 25 | Innovation Room 2

12:15 pm – 12:45 pm

$6,000

Vendor Showcase Slot 26 | Innovation Room 1

1:00 pm – 1:30 pm

$6,000

Vendor Showcase Slot 27 | Innovation Room 2

1:00 pm – 1:30 pm

$6,000

Section 4: Acknowledgement I have read, understand and agree to adhere to the rules and regulations as stated as part of the 2022 AAPM Exhibitor Prospectus and AAPM Code of Conduct at Meetings and Social Events (PP 31-C). As well, I agree to adhere and abide by the rules of the official service provider. The undersigned is empowered to enter into contracts on behalf of the exhibiting company.

Signature:__________________________________________________________ Title:______________________________________________________ Printed Name:___________________________________________________________________________________ Date: _______________________

MEETING SUITE APPLICATION Application should be submitted by April 1st to be included in the printed materials.

Email: rachel@aapm.org | Fax: 571-298-1301 • 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 in this area.

• 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.

• Exhibitors are responsible for furnishing for the meeting suite.

Pricing: • 10 x 20 = $4,950 • 20 x 20 = $7,150

Meeting Suite includes: • 10 ft high walls with lockable door • Carpet • Wi-Fi

EXHIBITOR INFORMATION Company:__________________________________________________________________________________ Date_____________________________ Exhibitor Contact Name:____________________________________________ E-mail (required)___________________________________________ Mailing Address:_______________________________________________________________________________________________________________ City:________________________________ State:____________ Zip/Postal Code:______________ Country:__________________________________ Tel:_____________________________________________________ Fax:__________________________________________________________________

MEETING SUITE SIZE o 200 sq. ft. Suite (10 x 20) $4,950 o 400 sq. ft. Suite (20 x 20) $7,150

EXHIBITOR AGREEMENT I have read, understand and agree to adhere to the rules and regulations as stated as part of the 2022 AAPM Exhibitor Prospectus and AAPM Code of Conduct at Meetings and Social Events (PP 31-C). As well, I agree to adhere and abide the rules of the official service providers and the Convention Center. The undersign is empowered to enter into contracts on behalf of the exhibiting company.

Completed by/Signature:__________________________________ Title:________________________________________Date:__________________ NOTE: Upon receipt of Meeting Suite Application, Exhibitor will be invoiced.

1631 Prince Street, Alexandria, VA 22314 • Phone: 571-298-1230 • Fax: 571-298-1301 • www.aapm.org

Vendor Programs

VENDOR PROGRAMS Partners in Solutions (PinS) PinS 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.

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The Technical Exhibits Subcommittee will invite Vendors to participate.

Topics for this year: o Imaging: 3D mammography o Therapy: Respiratory Motion Management Systems Session Times: o Monday, July 11 § 1:45 pm – 3:45 pm o Tuesday, July 12 § 11:00 am – 12:15 pm o Wednesday, July 13 § 10:15 am – 12:15 pm

Educational Topic-Specific Guided Tours The Guided Tours are designed to increase opportunities for exhibitors to present educational information about their products to the meeting attendees in in their booth. The Guided Tours will be organized around clinical topics chosen by the AAPM Technical Exhibits Subcommittee.

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• •

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The tours will take place in the Exhibit Hall on Tuesday and Wednesday.

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 10-15 minutes at each exhibitor's booth.

Attendees who participate in the Guided Tours will be given the opportunity to earn self-assessment (SAM) continuing education credit for participating.

Topics for this year o Imaging: Imaging Workflow Solutions o Therapy: Independent Dose Verification Solutions Session Times: o Tuesday, July 12 § 1:45 pm – 3:45 pm o Wednesday, July 13 § 10:15 am – 12:15 pm

Exhibitor Personnel

Registration

Information

EXHIBITOR PERSONNEL REGISTRATION INFORMATION The Exhibitor Online Personnel Registration system will open on April 4.

Please note the following: •

Exhibiting companies are allotted Complimentary Personnel and Technical Exhibit Hall Only Registrations based on booth size.

•

Per contracted 10x10 booth purchased, companies will receive 1 boxed lunch voucher for Monday and 1 boxed lunch voucher for Tuesday. Boxed lunches are served Monday and Tuesday in designated locations in the exhibit hall. The lunch vouchers will be added to the onsite contact person's record for that person to distribute to exhibitor personnel registered with your booth.

•

Exhibiting companies may purchase additional Full Registrations or Technical Exhibits Hall Only Registrations as necessary.

•

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.

•

In the event that AAPM Show Management needs to contact someone from your company while on-site, the registration system will require that an ON-SITE contact person and cell phone number be provided. This name and number will not be shared with anyone outside of AAPM Show Management.

•

When entering personnel registrations, you will be required to provide first name, last name, and personal email address for EACH registrant.

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The official AAPM badge must be worn at all times 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 personnel are required to conduct themselves in a professional manner at all times during the 2022 AAPM Meeting.

•

AAPM Registration staff will be located on Street Level of the Walter E. Washington Convention Center. o Friday, July 8 / 8:00 am - 6:00 pm o Saturday, July 9 - Wednesday, July 13 / 7:00 am - 6:30 pm o Thursday, July 14 / 7:00 am - 3:00 pm

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Hours of Exhibitor Access to Displays Exhibitors wearing Exhibitor badges may enter the exhibit hall from 7:30 am - 7:00 pm 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.

BADGE DISTRIBUTION: Personnel Badges will NOT be pre-mailed. More information will be provide on the process to pick up your badge.

Terms and Conditions: • NO REFUNDS will be given for Exhibitor Personnel Registration cancellations after June 15th.

• Transfer of Registration: to make personnel registration changes after a badge has been printed, the original badge MUST BE EXCHANGED for the new badge to be generated or FULL PAYMENT will be required.

Continuing Education Credits: The AAPM will apply to the Commission on Accreditation of Medical Physics Education Programs, Inc. (CAMPEP), for approval of the AAPM 64th Annual Meeting & Exhibition and Review Courses for (MPCEC) hours. To obtain MPCEC credit, attendees must complete an online evaluation survey. Please note your badge I.D. is required to complete the CEC evaluation survey.

Many AAPM members now require Maintenance of Certification (MOC) as defined by the American Board of Radiology. SAMs are not required but can be used to meet the (ABR) American Board of Radiology self-assessment continuing education (SA-CE) requirements.

Exhibitors (excluding Technical Exhibits – Hall Only) are eligible to receive the credits including SAMs. The option to add SAMs to an exhibitor registration will be available during the registration process. Additional fees will apply.

Additional information about Continuing Education Credits

EXHBITOR REGISTRATION CATEGORIES AND FEES REGISTRATION CATEGORIES

FEES

REGISTRATION INCLUDES

Complimentary Personnel Registrations

No Charge

For each 10' x 10' booth purchased, companies will receive: • 1 boxed lunch voucher for Monday and 1 boxed lunch voucher for Tuesday.

• TWO complimentary personnel registrations, to include: o Admission to the Technical Exhibits o Admission to Scientific Sessions & Symposia o AAPM Awards Ceremony and Reception Ticket o AAPM Night Out Ticket o Continued access to on-demand content. o Ability to earn Continuing Education Credits, click here for information and qualifications. o Access to earning SAM credits, Additional $50 Fee will be charged.

• ONE hall only registration, to include: o Admission to the Technical Exhibit Hall ONLY o NO admission to Sessions & Symposia

Additional Full Registrations

$725 each

Includes: • Admission to the Technical Exhibits • Admission to Scientific Sessions & Symposia • AAPM Awards Ceremony and Reception Ticket • AAPM Night Out Ticket • Continued access to on-demand content.

• Ability to earn Continuing Education Credits, click here for information and qualifications.

• Access to earning SAM credits, Additional $50 Fee will be charged.

Technical Exhibit Hall Only Registration

$365 each

Includes: • Admission to the Technical Exhibit Hall ONLY • NO admission to Sessions & Symposia

Entrepreneur Start-UP Exhibitors

No Charge

TWO hall only registrations, to include: • Admission to the Technical Exhibit Hall ONLY • NO admission to Sessions & Symposia

Exhibitors may purchase an unlimited number of social function tickets either pre-show or onsite.

SOCIAL FUNCTION

DATE

AAPM Awards Ceremony and Reception

Monday, July 11

Night Out

Tuesday, July 12

TIME

6:30 pm - 8:30 pm

6:30 pm - 10:00 pm

LOCATION

FEES

Marriott Marquis

$14.00

Smithsonian American Art Museum

$110.00

•

Guest Passes Each exhibiting company is allotted 10 Guest passes (1 guest pass per day, per person).

Guest passes allow access to the EHIXIBIT HALL ONLY. Guest passes WILL NOT be pre-mailed. They must be picked up on-site.

Please Note: Guest Badges are not to be used by Exhibitor personnel. Gross violation of this rule may be subject to the payment of a registration fee of up to $300 per violation.

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Work Passes Work passes will be issued for gaining entrance to the exhibit hall during installation and dismantling. Ten work passes will be available to each exhibitor contact. Should you need more than 10 prior to arriving show site, please contact rachel@aapm.org. Work passes will also be available at show site at Exhibitor Registration and the loading dock located at the back of the exhibit hall. During installation and dismantling admission to the Exhibit Hall is by work-pass and exhibit badge only. Work passes are valid ONLY during installation and dismantling; an exhibit badge is required during exhibit hours.