2019 ASTRO Annual Meeting

Required Forms

This section of the online Exhibitor Service Manual outlines the ASTRO show management forms that you may be required to complete. These forms must be submitted online by the noted deadlines. Required Forms include the following:

After-Hours Exhibit Hall Access
Due August 2, 2019

Exhibitors requiring additional setup time outside of the established move-in hours may request permission for after-hours access to the Exhibit Hall. In addition to submitting your request form for after-hours access to the Exhibit Hall, you will also be required to sign and upload the “Addendum Regarding After-Hours Access” to the 2019 Annual Meeting Exhibitor Rules, Regulations and Policies.

View additional information on after-hours Exhibit Hall access.

Booth Floor Plan
Due August 2, 2019

All exhibitors with booths that are 400 square feet or larger are required to submit a scaled floor plan and elevation diagram of their booth design online for ASTRO approval. All floor plans must include the scale utilized.

If you plan to hang any signs, truss or lighting, you must also complete the rigging form. Refer to the rigging section below for more information. If you do not require any booth rigging, please check the box labeled “No Rigging Required” on your booth floor plan form.

Exhibitor Listing
Due June 24, 2019

Every exhibitor will receive a basic listing in the printed Exhibitor Directory, ASTROnews Annual Meeting Special Edition when submitted by deadline, the pre-show conference planner and MyASTRO – the Annual Meeting app – to include:

  • Company Name
  • Booth Number
  • Contact Name
  • Email Address
  • Website
  • Address
  • Phone
  • Three (3) Product/Service Categories
  • 350-Character Company Description*

*Please note that your company description is not included in the printed Exhibitor Directory, but will be included in the pre-show conference planner and MyASTRO – the Annual Meeting app.

Learn more about upgrading your exhibitor listing in the Product Showcase.

Giveaways (Mandatory Form)
Due August 2, 2019

All booth giveaways and raffled items must be approved by ASTRO. To request approval, please complete the giveaways request form. Food and beverage items are considered to be a giveaway and you must submit the giveaways request for approval.

If you do not plan to have any giveaways, drawings or raffles, please check the "No" box on your giveaways form.

View additional information on giveaways, raffles and promotional activity guidelines.

Notification of Intent to Use an EAC/Non-official Contractor
Due August 9, 2019

An EAC (Exhibitor Appointed Contractor)/Non-official Contractor is a company other than the official contractors listed in the Order Forms section of the online Exhibitor Service Manual, who will be providing a service (installation and dismantling labor, floral, photography, audio visual, computer rental or other related services) and requiring access to your booth during move-in and move-out. An exhibitor who chooses to use an EAC/Non-official Contractor are required to submit the following forms directly to GES:

View additional information on EAC requirements.

On-site Contact (Mandatory Form for all Exhibitors)
Due August 2, 2019

Exhibitors are required to designate an on-site contact for their company. This form is mandatory for all exhibitors.

Photography, Videotaping and Recording (Capturing)
Due September 6, 2019

Exhibitors may conduct limited photography and videography of their booth and products within their contracted exhibit space. To obtain such consent, exhibitor must submit their capturing request and upload the Request/Waiver/Indemnification for Promotional Activity within Exhibitor’s Booth.

View additional information on photography, videotaping and recording policies and guidelines.

Product Launch Notification
Due June 24, 2019

Exhibitors planning to conduct a product launch, unveiling or any other industry announcement may provide information to ASTRO in order to receive additional promotion within the printed Exhibitor Directory, Conference Planner, MyASTROApp – the official event app – and in an issue of the ASTRO Daily News that is distributed on-site to attendees. Date and time of announcement must be included.

Product Showcase
Due June 24, 2019

Participants in the Product Showcase will have their product and company information included in the printed Exhibitor Directory, a pre-show email promoting the Product Showcase, the digital Product Showcase directory in the pre-show conference planner and MyASTRO – the Annual Meeting app – and an issue of the ASTRO Daily News distributed on-site at the meeting.

Still need to purchase your slot in the Product Showcase? Complete the application today.