Annual Meeting Attendee Policies
ASTRO is committed to making the Annual Meeting accessible to all individuals. If you have a disability as identified in the Americans with Disabilities Act (“ADA”), and need assistance, please contact us, either at the ASTRO Headquarters (703-502-1550) or by emailing the meetings team.
ASTRO reserves the right to cancel this Annual Meeting and any ticketed or special events because of unforeseen circumstances. Refunds will be provided at ASTRO’s sole discretion. Cancellation by attendees is addressed in the Registration Policies.
EQUAL OPPORTUNITY STATEMENT
ASTRO events and activities are available without regard to race, sex, religion, national origin, disability, age, sexual orientation or other legally protected status as provided by law and in accordance with ASTRO’s respect for personal dignity.
AGE REQUIREMENT FOR ATTENDEES
Because of the nature of the programs and forums, no one under the age of 18 will be admitted to any official ASTRO function. This includes, but is not limited to, all sessions and the Exhibit Hall (“Exhibit Hall”).
- Registrations are for the specific individual registered and are not transferable.
- False certification of individuals as paid Annual Meeting attendees, misuse of login information or any method of assisting unauthorized persons to gain access to any Annual Meeting event is prohibited.
- Inappropriate or unauthorized conduct, or access to or use of content or information related to the Annual Meeting, including but not limited to its sessions, Exhibit Hall, networking activities, faculty, exhibitors or attendees, are prohibited.
ATTENDEE CONDUCT AND STANDARDS OF BEHAVIOR
ASTRO is committed to providing a professional, collegial, safe and respectful environment for all aspects of the Annual Meeting. Attendees agree that they will conduct themselves professionally and comply with all applicable laws, regulations and rules, as well as these Attendee Policies. Attendees may not engage in any demonstrations or other behavior that ASTRO deems potentially disruptive to the conduct of the meeting or that infringe on the rights or safety of others.
All attendees must always adhere to ASTRO’s Code of Conduct which states: “ASTRO’s culture and Code of Conduct is based on trust, mutual respect and high standards of professional conduct and ethics. We rely on the good judgment of our members, attendees and staff to comply with the law and act with integrity in all situations. We have zero tolerance for sexual or any other type of harassment or unprofessional conduct in the workplace or at any ASTRO event.
All participants in ASTRO events at – both in-person and virtual – are expected to show respect for and honor the dignity of all individuals regardless of race, ethnicity, national origin, age, religion, ability, gender identity and expression, sexual orientation, or personal characteristics. ASTRO encourages members or attendees to identify and report to the proper authorities any colleague who engages in inappropriate, unprofessional or unsafe activities.”
Violations are determined by ASTRO in its sole discretion and any participants violating these rules may be subject to: expulsion from the Annual Meeting without obligation on the part of ASTRO to refund any fees, ineligibility for attendance at future ASTRO Meetings, possible referral to appropriate authorities, and other consequences at the discretion of ASTRO. Any person who is dismissed from the meeting may request that ASTRO review the matter, provided, however, that the individual understands that such dismissal will be effective immediately and will continue until and unless ASTRO issues an updated decision that would allow participation, subject to any conditions prescribed.
If you have any concerns about conduct at the Annual Meeting, please seek ASTRO support at the Ask ASTRO Information and Member Services Booth at McCormick Place West or email the meetings team, put “Conduct” in the subject line.
ACCESS TO YOUR PERSONAL INFORMATION
BADGE SCAN CODE
In addition, your badge will contain a scan code that includes your contact information. The contact information on your badge will include your registration confirmation number, name, professional suffix, title, company/organization, mailing address, phone number and email address (unless you opted to exclude your email address during the registration process), registration type, occupation and primary employer. Contact the ASTRO Registration Center at firstname.lastname@example.org or stop by registration on-site if you would like to confirm the contact information that is encoded on your badge. You may present your badge to be scanned by exhibitors in the Exhibit Hall while visiting an exhibitor’s booth or attending other events such as Industry-Expert Theaters (IET) or Industry Satellite Symposia (ISS), which will provide your contact information to them and allow them to follow up with additional information on their products/services. This may also provide sufficient information for them to report information about any transfers of value they provide to you, such as meals, under the Open Payments Program, if applicable (see below).
RECORDING, REPRODUCTION AND REUSE PROHIBITED
Copyright of all aspects of the Annual Meeting is owned by ASTRO. ASTRO reserves the rights to all recordings or reproductions of presentations at this meeting. Photographing, filming, taping, recording or any form of capture or reproduction in any medium of any aspect of the 2021 ASTRO Annual Meeting, including, but not limited to programs, presentations, posters, material, sessions, networking activities, discussions, attendees, exhibitors, the Exhibit Hall, and/or exhibits at the ASTRO Annual Meeting or on the Digital XP platform are strictly forbidden without written authorization from ASTRO. ASTRO does allow limited non-flash photography and audio or video recording using hand-held devices solely for personal and non-commercial use and only to the extent that such activity is not disruptive as determined by ASTRO.
ASTRO OFFICIAL PHOTOGRAPHY/VIDEOGRAPHY AND ATTENDEE AUTHORIZATION FOR USE OF NAME, IMAGE, VOICE, WORDS AND OTHER FORMS OF PARTICIPATION
ASTRO has secured official photographers/videographers to document and capture meeting sessions, discussions and other events at the 2021 ASTRO Annual Meeting and may photograph or record parts of the Annual Meeting, including, but not limited to, the Exhibit Hall and educational sessions. An individual attending the 2021 ASTRO Annual Meeting understands that his or her image, likeness, name, voice and/or words may be captured in photographs or recordings taken during the meeting and grants ASTRO unrestricted permission to use, publish, display, reproduce, copy and distribute such image, likeness, name, voice and/or words, worldwide, for any purpose authorized by ASTRO, including but not limited to website use, training, publications, presentations, promotional marketing and advertising use, etc., in all forms of media now known or later developed. ASTRO has the right, but not the obligation, to identify you in connection with such media by name and/or affiliation.
ASTRO is facilitating measures that seek to ensure optimal health and sanitary conditions in all environments where in-person interactions take place during the 2021 ASTRO Annual Meeting. ASTRO is working with the city of Chicago and will follow all recommended Centers of Disease Control and Prevention (CDC) safety protocols and will comply with all federal, state and city regulations. ASTRO will continue to closely monitor all guidelines and regulations and will update the Annual Meeting Health and Safety Protocols and Measures as appropriate. The most up-to-date versions can be found online at www.astro.org/safety and www.astro.org/boothsafety.
At this time the following protocols will be in place for all ASTRO 2021 Annual Meeting events held in-person in Chicago:
- All attendees will be required to attest to being fully vaccinated against COVID-19 (or if valid medical or religious exemption, a negative PCR COVID-19 tests within 72 hours of arrival to the convention center is required).
- All attendees should stay home if they have tested positive for COVID-19, are waiting for their COVID-19 test results, have COVID-19 symptoms, or have been in close contact with a person who has tested positive for or who has symptoms of COVID-19.
- Masks are required in order to ride the shuttle buses and while present anywhere in the convention center and Exhibit Hall, except while eating or presenting. Attendees are expected to bring their own masks. A limited number of masks will be available on-site.
- All attendees are reminded to practice appropriate social distancing while attending the Event.
- Exhibitors may institute additional appropriate and legal health and safety measures within their own booth, Industry-Expert Theater, Industry Satellite Symposium and/or other exhibitor events.
- All attendees are required to agree to and abide by the below COVID-19 Assumption of Risk, Waiver, Compliance and Personal Accountability Commitments.
COVID-19 Assumption of Risk, Waiver and Compliance Commitment
I am aware of the inherent risk of exposure to the COVID-19 virus involved in attending the in person 2021 ASTRO Annual Meeting and that COVID-19 is a highly contagious disease that can lead to severe illness and death. To the extent that I attend the in-person event, I agree to honor the Personal Accountability Commitment stated below and to follow all instructions contained in the Attendee Policies
, the Health and Safety Protocols and Measures
, and for exhibitors the Exhibitor Booth Health and Safety Guidelines
, as well as any posted instructions and signage while attending the ASTRO meeting and events. I voluntarily assume all risks related to exposure to COVID-19 when attending ASTRO meetings and events and WAIVE LIABILITY AGAINST ASTRO, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, CONTRACTORS AND VOLUNTEERS FOR ANY LOSS, DAMAGES, OR SUFFERING RELATED TO EXPOSURE TO COVID-19.
Personal Accountability Commitment
I agree to abide by and engage in appropriate health and safety conduct as specified by ASTRO while attending the Event. This includes, but is not limited to not attending the 2021 ASTRO Annual Meeting if I am ill or have recently been exposed to COVID-19, providing required attestations regarding COVID-19 vaccination or testing, complying with mask mandates, engaging in physical distancing, exercising hand hygiene and respiratory etiquette, and otherwise adhering to the Attendee Policies
, Health and Safety Protocols and Measures
, Exhibitor Booth Health and Safety Guidelines
(for exhibitors), posted signs and verbal requests.
There is a First Aid Station on-site for the convenience of our attendees, but ASTRO makes no representation and assumes no liability for any care provided there. Attendees use this resource at their own discretion and may always seek medical assistance as needed by their own provider or by contacting the McCormick Place West Building emergency line at 312-791-6060.
The Exhibit Hall gives 2021 ASTRO Annual Meeting attendees the opportunity to meet with participating representatives from the health care industry about their products and services in a professional atmosphere that is consistent with the educational mission of ASTRO. All meeting attendees are prohibited from soliciting business from other attendees or exhibitors in the Exhibit Hall, except in that attendee’s or exhibitor's own Exhibit Booth or other approved exhibitor function.
OPEN PAYMENTS PROGRAM/PHYSICIAN PAYMENTS SUNSHINE ACT
Please note that exhibitors or other parties required to report under the Open Payments Program may track and report items, meals or other transfers of value that they provide to you during the 2021 ASTRO Annual Meeting in accordance with their interpretation of the requirements set forth in the Physician Payments Sunshine Act and regulations. If you have any question about whether an item or event is reportable, please ask the exhibitor/sponsor directly. For more information on the Open Payments Program/Physician Payments Sunshine Act, visit ASTRO's Sunshine Act FAQs or the CMS website. Some states have similar reporting requirements that may be implicated.
SHUTTLE BUS SERVICE
Shuttle buses will operate between official ASTRO hotels and McCormick Place West. The service will be provided continuously throughout the day starting on Saturday, October 23, 2021, and ending on Wednesday, October 27, 2021. Shuttle buses are offered by an independent third-party company for the convenience of our attendees, but ASTRO makes no representation and assumes no liability for any aspect of the bus service. Attendees use this resource at their own risk and must comply with all rules and requirements regarding shuttle bus use. More information about shuttle bus availability, schedule, rules and requirements can be found on our website.
LUGGAGE/COAT CHECK SERVICE
As a service to attendees, ASTRO provides a luggage/coat check area at McCormick Place West for attendees to store coats, luggage, personal items, etc. for a small fee. This service is being provided by a third party, Savor, who is not affiliated with ASTRO. Attendee understands and agrees, which agreement is evidenced by electing to use this service, that ASTRO is not responsible for the articles checked or the contents of articles checked at the luggage/coat check area. Further, attendee releases ASTRO and its employees, officers and Board of Directors from any liability for items that are lost or stolen.
The McCormick Place is a non-smoking facility. Smoking is prohibited in all meeting facilities, including public areas, the Exhibit Hall and food service areas.
AMENDMENT TO ATTENDEE POLICIES
Any matters not specifically covered by these Attendee Policies shall be subject to ASTRO’s sole discretion. ASTRO may, at any time, amend or add further policies, and all amendments and/or additions made shall be binding on all attendees equally along with the foregoing Attendee Policies.