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  • Official Service Providers:
  • Levy Exposition Services, Inc.
  • Show Service Contractor
  • Association Freight
  • Air Freight, International
  • Liberty CFS NV, Inc.
  • Ground Freight
  • George R. Brown Convention Center
  • Cleaning
  • Levy Restaurants
  • Catering
  • Smart City
  • Electrical
  • Internet
  • Staging Solutions
  • Rigging
  • Maritz Global Events
  • Lead Retrieval Services
  • Hotel Reservations
  • Exhibitor Personnel Registration
  • Joe Orlando, Inc.
  • Photography
  • Spencer Florabunda, LLC
  • Floral
  • Projection, Inc.
  • Audio visual/Computer Rental
  • neoPromo Media Group
  • Media wide screen advertising working with Digital Convention™

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Health and Wellness

AAPM meetings offer rich and diverse opportunities for the communication of science, research, education, and practice of medical physics, with robust discussions, networking, and professional and career development. It is the responsibility of all participants to foster a supportive meeting environment to enable effective interactions. The following resources are provided for all participants to facilitate their meeting participation. Read more »

Audio Visual and Computer Rental Services: Order Forms

  RETURN FORM TO DEADLINE DATE
Projection Audio Visual and Computer Rental Services Projection, Inc. Advance Rate
through 6/23/2023

Levy Exposition Services - General Contractor: Online Ordering Information

To order items from Levy Exposition Services: You will receive an email from Levy Exposition Services with the exhibitor kit and online ordering links. If they have any questions, please contact: operations@levyexpo.com

IMPORTANT NOTE: If you have any questions or need assistance to access the system, or before or after placing your order via the Levy Exposition Services, please contact Levy Exposition Services Customer Service Dept. at 253-437-0031 or email operations@levyexpo.com.

In order to receive the discount rates listed on order forms in the Levy Exposition Service Kit, your PAID order is to be received by June 30, 2023.

DEADLINE DATE
Advance Warehouse 6/14/2023 – 7/13/2023
Advanced Discount Order Deadline 6/30/2023
Carpet 6/30/2023
Display 6/30/2023
Furniture 6/30/2023
Request for Set-up by Non-Official Contractor 6/30/2023
Rental Exhibit 6/30/2023
Signage 6/30/2023
Show Site Shipping 7/20/2023

Convention Center Services: Order Forms

GEORGE R. BROWN CONVENTION CENTER RETURN FORM TO DEADLINE DATE
Catering/Food and Beverage
Order Form
Reminder! Exhibitors will be allowed to serve food and beverages to attendees from their booth.

Exhibitors must follow 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

• 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

For additional information please contact:
Name: Renee Surette
Phone: 713-853-8175
Email: rsurette@levyrestaurants.com

George R. Brown Convention Center Advance Rate 6/21/2023 to avoid the late order fee of 25%++
Smart City Exhibitor Ordering Guide
Smart City Electrical Order Form
Smart City Internet Order Form
Smart City Telephone Order Form
Smart City  
Security TBD  
Cleaning GRB Houston  

Exhibitor Hosted Functions: Information and Request Form

EXHIBITOR HOSTED FUNCTIONS RETURN FORM TO DEADLINE DATE
Exhibitor Function Request Form AAPM HQ ---

Exhibitor Hotel Reservations and Exhibitor Personnel Registration

HOUSING AND EXHIBITOR REGISTRATION RETURN FORM TO DEADLINE DATE
Housing Information:

The process for reserving Exhibitor Room Blocks depends on the number of sleeping rooms required.

The contact for each exhibiting company will be provided a link and password to the Maritz Global Events Portal. Once logging in to the portal, the contact will be prompted to select how many hotel rooms the company needs to book.

For 10+ Sleeping Rooms: Reservations will be made through the Request a Block portal. This will be available on March 28, 2023. When selecting 10 or more rooms, you will be promoted to the Request a Block online form. Individual names for Exhibitor Room blocks are due May 25, 2023.

For 1-9 Sleeping Rooms: Online Housing and Registration will be available on April 19, 2023. Maritz Global Events will be holding rooms at each hotel for individual exhibitor hotel reservations.

All requests——regardless of sleeping rooms required—must be received no later than June 8, 2023.

Maritz Global Events 6/8/2023 – Individual names for Exhibitor Room blocks are due.
6/8/2023 – Housing reservation deadline.
Maritz Global Events is the ONLY AAPM-designated housing provider for our meeting.

If you are approached by any company other than Maritz Global Events regarding hotel rooms in Houston, please be aware that they have no relationship with AAPM. You put yourself at financial risk if you provide them your credit card information. To report housing fraud, please contact Rachel.
    • Through June 8, send requests for changes and cancellations in writing to Maritz Global Events. After June 15, contact hotels directly to make changes and cancellations.
    • Reservations cancelled after June 8 will be subject to a $25.00 processing fee.
    • Exhibitors are STRONGLY encouraged to use designated AAPM hotels.
Exhibitor Personnel Badge Registration:
Online Personnel Badge Registration will be available on April 19, 2023.

 

Lead Retrieval Service: Order Form

LEAD RETRIEVAL RETURN FORM TO DEADLINE DATE
Lead Retrieval Service Order Form
Maritz Global Events Early Rate 5/23/2023

Advance Rate 5/24/2023 to 6/27/2023

Standard Rate 6/27/2023

Floral/Photography: Order Forms

  RETURN FORM TO DEADLINE DATE
Floral Spencer Florabunda, LLC ---
Photography Joe Orlando, Inc. ---

Island Formations - Submission of Scale Drawings: Information and Form

island formation drawing submission RETURN FORM TO DEADLINE DATE

All Exhibitors who reserve an Island Booth Space, must submit their booth renderings for approval. The information you submit will be sent directly to AAPM Headquarters. The Technical Exhibits Subcommittee will review your submission and send you a notification that your booth is approved or more information is required.

Please use the following link to submit your Island Booth information for approval: Online Island Booth Submission Form

Booth Design

AAPM HQ 5/9/2023

Marketing and Promotional Tools: Information and Reservation Forms

MARKETING & PROMOTION RETURN FORM TO DEADLINE DATE
Sponsorship Brochure and Reservation Form AAPM HQ 5/1/2023
*To be included in the meeting Pocket Program
Additional Promotional Information

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