Below you will find a list of Frequently Asked Questions regarding exhibiting at the ASTRO Annual Meeting. If you still have additional questions, please contact Shirley Harris, Senior Manager, Exhibit Operations at SPARGO, Inc.
The 2021 ASTRO Annual Meeting will take place in the West Building at McCormick Place in Chicago. The McCormick Place West Convention Center address is:
2301 S. Prairie Avenue
Chicago, IL 60616
The Exhibit Hall will be located in Halls F1 and F2 in the West Building of McCormick Place.
Sunday, October 24 10:00 a.m. - 5:00 p.m.
Monday, October 25 10:00 a.m. - 5:00 p.m.
Tuesday, October 26 10:00 a.m. - 5:00 p.m.
Attendee and exhibitor registration will be located outside of Halls F1 and F2.
Global Experience Specialists (GES)
On Sunday, October 24, exhibitors may enter the hall three hours prior to the show opening (7:00 a.m.). On the remaining two days, exhibitors may enter the Exhibit Hall two hours prior to the show opening (8:00 a.m.). We do ask that you remain in your own booth and not wander around the Exhibit Hall or enter other company’s unoccupied booths prior to the opening of the show.
Exhibitor booth setup at the Annual Meeting is based on a targeted move-in schedule. The Targeted Floor Plan will be available in the 2021 Exhibitor Resource Center. This floor plan will indicate your company's specific move-in time.
Exhibitors may request an earlier move-in time by submitting the "Request for Variance to Assigned Target Time" form to the general service contractor, GES. All requests are subject to the approval of GES.
Yes, but approval must first be requested. To request approval, see the required forms section of the Exhibitor Resource Center for the “After-Hours Exhibit Hall Access” form.
Dismantle will begin at 5:00 p.m. on Tuesday, October 26.
No, early break down is not permitted.
Yes, all booths must have a floor covering. There are no exceptions to this rule. Carpet may be ordered through the general service contractor, GES, or you may bring your own approved floor covering.
No, radiation equipment may not be run in the Exhibit Hall.
No. Set-back requirements only pertain to demo and/or presentation areas.
A maximum height of 8 feet is allowed in the rear half of the booth and a maximum of 4 feet in the front half of the booth. No objects or materials that obstruct visibility will be permitted in the front half of the booth.
A detailed rendering is required for booths that are 400 square feet and larger. Renderings are due September 13, 2021, and must be submitted through the required forms submission process via the Exhibitor Resource Center.
Any exhibitor who is ordering rigging services must submit a detailed rendering of the item(s) being rigged in their booth by September 13, 2021. All rigging must be approved by ASTRO. Renderings must be submitted through the online submission process via the Exhibitor Resource Center. Rigging includes signs, lighting and truss.
No, all food provided within the booth—whether for attendees or exhibit booth staff—must be ordered from the convention center catering vendor.
Yes, exhibitors may take candid photos of their own booth. Candid photos should only be taken during official show hours.
Each exhibiting company receives four complimentary booth personnel badges for every 100 square feet of purchased exhibit space. Additional badges may be purchased for a fee via the exhibitor registration website.
An Exhibitor Booth Personnel badge entitles the holder to admittance into the Exhibit Hall only.
Due to new social distancing guidelines and reduced seating capacities in session rooms, exhibitors will not have access to attend live sessions. If an exhibitor would like to attend the live sessions, they will need to register as a Full Conference attendee.
For those exhibitors who do not wish to register as a Full Conference attendee, there will be viewing areas throughout the convention center where exhibitors may watch selected sessions that will be occurring at the live meeting. In addition, exhibitors will be provided with complimentary access to the hybrid meeting that will be available online. There will be no CME offered with this hybrid meeting access.
The individual listed as the exhibitor contact on the Application and Contract for Exhibit Space is considered to be the primary exhibiting contact for ASTRO’s Annual Meeting. The exhibitor primary contact will receive login credentials to access the Exhibitor Resource Center.
The exhibitor primary contact is responsible for any form submissions via the online submission process, i.e. booth and rigging renderings, on-site contact designation and EAC forms. If the exhibitor primary contact wishes to provide a third party with access to submit these forms, they may do so with the understanding that the exhibiting company is responsible for all form submissions made on the exhibitor's behalf by the third-party company.
Your form submission(s) will be reviewed within 48 business hours of receipt. The approval or denial will be posted on your submission page for your review.
Please note that the Exhibitor Resource Center will be available beginning in April 2021.
To access the Exhibitor Resource Center, you will need your ASTRO login credentials. If you do not know your login credentials, click on the “Forgot Password” link on the Exhibitor Resource Center login page, or contact us at 703-679-3913 or email Jennifer Sfreddo or Shirley Harris. Please note that the Exhibitor Resource Center will be available in April 2021.
To reset your password, please enter your email address via the “Forgot Password” link and click submit. You will receive an email with a link. Clicking on this link will allow you to change your password online and proceed with logging into the website.
Note: The link sent will only work one time and expires after 24 hours.
If you have forgotten which email address you provided for your ASTRO login credentials, please contact ASTRO Support for assistance.