Speaker & Moderator Information — Hero

Already an Exhibitor?

Welcome Exhibitors

AAPM’s Spring Clinical Meeting connects you with practicing clinical medical physicists and decision-makers. Use the information below to prepare your team, plan your schedule, and maximize your on-site presence.

Exhibitor Resources

Regulations & Design Rules

Know the rules for building your booth space!

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Resources Center

View important resources for exhibiting companies.

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Badge Registration

Click here to learn more about registering and collecting your badge(s).

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Hotel Information

Important hotel information for your stay in Orlando.

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Hosting an Event during the Meeting?

All exhibitor-hosted events require explicit approval from AAPM. Click here to submit your form.

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Exhibitor Hall Schedule

Friday

2:00 PM – 6:00 PM Move In

Saturday

7:00 AM – 9:00 AM Move In (booths must be set by 8:00 AM)
9:30 AM – 4:30 PM Exhibit Hall Open
10:00 AM – 10:45 AM Visit the Vendors
12:30 PM – 2:00 PM Lunch in the Exhibit Hall
4:00 PM – 4:30 PM Visit the Vendors

Sunday

9:00 AM – 4:30 PM Exhibit Hall Hours
9:30 AM – 10:45 AM Visit the Vendors
12:30 PM – 2:00 PM Lunch in the Exhibit Hall
4:30 PM Exhibit Hall Closes
4:30 PM – 7:30 PM Move Out

Break and lunch times are subject to change.

Note: Exhibitors may begin tear-down at 4:30 PM on Sunday, March 22 and must finish by 7:30 PM. Early breakdown will incur penalties.

Dates to Remember

Dates to Remember

Booth Applications Due (first round of assignments)

October 29, 2025

Booth Assignment Confirmation Sent via Email

Registration & Housing Open

Full Payment Due

Deadline to Receive Refund for Table Space Cancellation

Deadline to Reserve Sponsorship Item (to be included on on-site signage)

Deadline to Cancel Exhibitor Badge

Deadline for Buyers Guide Information

Deadline to Reserve or Cancel Housing

PowerPoint Promotional Slide Due

Warning Card (Scoped)

Unauthorized Registrant List Offers

Please be aware that AAPM does not rent out the official registrant list for the Spring Clinical Meeting. We have been made aware of third party companies claiming to offer an official list of meeting registrants. Please be sure disregard any of these offers as they are not legitimate. We do not share meeting participant information with any third parties for rental purposes.

Frequently Asked Questions — AAPM

Frequently Asked Questions

Booth Set-Up & Logistics
Registration
Travel & Accommodations
Contact — AAPM Staff

Questions?

We’re here to help. Reach out to our team contact below.