Exhibitor FAQs

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.

Health and Safety Questions

Will attendees and exhibitors be required to be vaccinated to attend ASTRO 2021?

As the health and safety of ASTRO’s attendees and the patients they serve is our highest priority, we believe that the most effective way to seek to ensure a safe event is by requiring all participants to be vaccinated against COVID-19. In cases where an attendee or exhibitor has a valid medical or religious exemption, a negative PCR COVID-19 test within 72 hours of arrival to the convention center will be required.

All attendees and exhibitors will be required to attest that they have either been fully vaccinated or that they have obtained a negative PCR COVID-19 test 72 hours prior to arrival to the convention center in the case of a valid medical or religious exemption. All registrants will provide this attestation by completing a form on-site at registration. Documentation will not be required.

For more information regarding our health and safety protocols and the latest updates, we encourage you to visit astro.org/safety and for exhibitors astro.org/boothsafety.

Is there a medical or religious exemption to the COVID-19 vaccination attendance requirement?

Yes. In cases where an attendee or exhibitor has a valid medical or religious exemption, a negative PCR COVID-19 test will be required within 72 hours of arrival to the convention center.

Can I attend the meeting if I am unvaccinated and do not have a valid medical or religious exemption?

No. Individuals who do not have a valid medical or religious exemption must be fully vaccinated to attend the meeting.

What is the daily health questionnaire?

Each day, using MyASTROApp – the official meeting app – all attendees will be asked to complete a short survey as a wellness check. If someone indicates they are not feeling well, they will be provided information on local COVID-19 testing sites and will be told not attend the meeting until they have received a negative PCR COVID-19 test. Individuals who do not have access to MyASTROApp will be provided a separate link to complete the daily health questionnaire.

Location Questions

Where will the 2021 ASTRO Annual Meeting take place?

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

Where will the Exhibit Hall be located?

The Exhibit Hall will be located in Halls F1 and F2 in the West Building of McCormick Place.

When will the Exhibit Hall be open?

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.

Where will registration be located?

Attendee and exhibitor registration will be located outside of Halls F1 and F2.

Booth Setup Questions

Who is the General Service Contractor?

Global Experience Specialists (GES)

What time may I, as an exhibitor with an exhibitor badge, enter the Exhibit Hall in the morning on show days?

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.

When can I set up my booth?

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.

Can I request an early move-in?

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.

Can I work in my booth past the posted move-in hours?

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.

When can I begin to dismantle my booth?

Dismantle will begin at 5:00 p.m. on Tuesday, October 26.

Can I break down my booth early?

No, early break down is not permitted.

Is carpet/floor covering required?

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.

Can I run my radiation equipment for demos in the Exhibit Hall?

No, radiation equipment may not be run in the Exhibit Hall.

Is there a set-back requirement for structures in my booth if they are not used for demos and/or presentations?

No. Set-back requirements only pertain to demo and/or presentation areas.

What is the height restriction for an inline or linear booth?

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.

Who must submit a booth rendering?

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.

Who must submit an online rigging submission?

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.

Can I bring in outside food just for my staff without going through the convention center’s catering vendor?

No, all food provided within the booth—whether for attendees or exhibit booth staff—must be ordered from the convention center catering vendor.

Can I as an exhibitor take pictures with my cell phone of my own booth?

Yes, exhibitors may take candid photos of their own booth. Candid photos should only be taken during official show hours.

Registration Questions

Are exhibitors permitted to attend in-person sessions during the Annual Meeting?

Registered exhibitor booth personnel may attend live, in-person sessions on a space-available basis. Due to reduced seating capacities in session rooms, we do request that exhibitors use the standing areas around the perimeter of session rooms, especially in instances where seating capacity is limited. Please note that exhibitor registration does not include continuing medical education (CME) credits for live sessions attended or the registration materials. If an exhibitor would like to receive CME, they will need to register as an Exhibitor Full Conference attendee.

Do exhibitors receive access to Digital XP?

Yes. Exhibitor registration will also include complimentary access to Digital XP. Learn more about the Digital XP program on our website at astro.org/DigitalXP. Please note that exhibitor registration does not include continuing medical education (CME) credits for Digital XP sessions attended. If an exhibitor would like to receive CME, they will need to register as an Exhibitor Full Conference attendee.

How many exhibitor badges do I get with my booth space?

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.

Exhibitor Resource Center Questions

Who can access the Exhibitor Resource Center?

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.

What is my password to log in to the Exhibitor Resource Center?

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.

How can I reset my Exhibitor Resource Center password?

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.


American Society for Radiation Oncology
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www.astro.org

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