Exhibitor Registration





All booth personnel who will be staffing your exhibit booth during show hours must be registered.

Exhibitor Registration Hours
Thursday, October 21 8:00 a.m. – 5:00 p.m.
Friday, October 22 8:00 a.m. – 5:00 p.m.
Saturday, October 23 7:00 a.m. – 5:00 p.m.
Sunday, October 24 6:00 a.m. – 5:00 p.m.
Monday, October 25 7:00 a.m. – 5:00 p.m.
Tuesday, October 26 7:00 a.m. – 5:00 p.m.

Exhibitor Booth Personnel Registration Policy

  • Exhibitor Booth Personnel are defined as full-time permanent employees of the “contracted” Exhibitor engaged in the actual display operation, demonstration, or promotion of the “contracted” Exhibitor’s product or services within the Exhibitor’s booth. Exhibitor Booth Personnel shall wear official “Exhibitor” identification furnished by ASTRO at all times while they are in the Exhibit Hall and at the Event. All other Exhibitor “temporary employees” and/or designated representatives (“designated representatives” to include but not limited to agents, members, certain Official Contractors, EAC contractor personnel, Officers, and/or Board of Directors) must register as Event attendees or as otherwise determined by ASTRO, unless other arrangements have been made with and approved in advance in writing by the ASTRO.
  • All Exhibits must have properly badged Exhibitor Booth Personnel present in the Exhibit Booth during the official Exhibit Hall hours.
  • ASTRO reserves the right to restrict or limit the number of Exhibitor Booth Personnel credentials issued and to determine if any “fees” are to be charged.
  • Exhibitor badges are not transferable. ASTRO reserves the right to confiscate any badge if it does not match the identification of the person with the badge or is not a valid ASTRO Event badge.
  • Each Exhibitor, whose exhibit space is paid in full, shall receive four (4) complimentary exhibit booth personnel badges for every 10 foot by 10 foot of purchased booth space. Additional booth personnel badges are available for purchase.

Badge Fees

Each exhibitor, whose exhibit space is paid in full, based on booth package will receive a certain amount of complimentary full meeting registrations. Additional registrations are available for purchase at the below rates. No refunds will be issued for purchased exhibitor badges.
  • Until September 30, 2021: $200 per person
  • After September 30, 2021: $250 per person

Changes/Cancellation

Each Exhibitor must designate a person to act as the registration contact for the Exhibitor’s company, hereinafter referred to as “Badge Contact.” The Badge Contact is responsible for registering Exhibitor’s Booth Personnel and the only person authorized to make changes or substitutions to the Exhibitor Badges

There is no fee to cancel or replace names to a registration within the Exhibitor’s complimentary registration allotment. 

For registrations that are over the Exhibitor’s allotment, no refund will be issued for Exhibitor’s over allotment registrations.

Exhibitor registration changes may be made online or by submitting changes in writing to the ASTRO Registration Center via fax at 703-574-8332 or email at astroregistration@spargoinc.com.

Badge Mailing/Pickup Options

Exhibitor badges will not be mailed and will only be available for pickup on-site at Exhibitor Registration. During the registration process the Badge Contact may select to have each registered booth personnel pick up their own badge or the Badge Contact may pick up all badges by appointment if consent requirements have been met*. 

The Badge Contact is the only staff person authorized to pick up another person's badge for the exhibiting company. ALL badge changes or substitutions must be made by the Badge Contact.

*IMPORTANT!  The Badge Contact will only be able to pick up badges for those exhibitor booth personnel who have agreed to ASTRO’s COVID-19 Assumption of Risk, Waiver and Compliance Commitment. Badges will only be issued once each registered booth personnel have provided their individual consent. Once registered, Exhibitor booth personnel will be sent an email with instructions on how to provide their consent or they may do so on-site at Exhibitor Registration. 

Exhibit Hall Passes

Each Exhibitor receives five complimentary Exhibit Hall passes that may be provided to preferred guests or health care professionals who are not full-time employees of the Exhibitor’s company. This pass entitles the holder to complimentary admission to the ASTRO Exhibit Hall during show hours on Sunday, October 24 – Tuesday, October 26, 2021. This pass only allows access to the Exhibit Hall during show hours. Please note that once all Exhibit Hall passes have been redeemed, Exhibitor’s guests shall be charged the following Exhibit Hall Only registration fees:
 
  • Member (All Categories): $250
  • Nonmember (All Categories): $500

Amendment and Addition to Exhibitor Registration Rules

Any matters not specifically covered by the Exhibitor Registration Rules or Exhibitor Rules, hereinafter referred to collectively as the “Rules,” shall be subject solely to the decision of ASTRO. ASTRO may, at any time, amend or add further rules and regulations to these existing Rules, and all amendments and/or additions made shall be binding on all Exhibitors equally along with the foregoing Rules.

American Society for Radiation Oncology
251 18th Street South, 8th Floor
Arlington, VA 22202
Telephone: 703-502-1550
www.astro.org

TERMS OF USE & PRIVACY POLICY

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