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Exhibitor Housing

  • Pirates and Poachers

    First-round Exhibitor Housing

    Exhibitors who exhibited at the 2015 Annual Meeting had the opportunity to participate in first-round exhibitor housing for the 2016 Annual Meeting while on-site at this past year’s meeting. 2015 exhibitors who did not request their ASTRO 2016 room block by Friday, November 20, 2015, forfeited their opportunity to participate in first-round exhibitor housing and may create a room block in early April, when exhibitor housing officially opens. Further, companies that did not exhibit at ASTRO 2015 may also create a hotel block at this time.

    Please note that room blocks are assigned in priority point order with preference being first given to 2015 ASTRO Corporate Ambassadors. The submission of an exhibitor room block request does not guarantee your first choice of hotels. An exhibitor’s room block will be subject to room inventory available at the time the exhibitor’s room block is assigned. Exhibitors who participate in first round exhibitor housing will receive confirmation of their assigned room block via email on or about January 29, 2016. You must be a confirmed ASTRO 2016 exhibitor to secure an exhibitor room block.

    Exhibitor Housing Opens April 28

    Exhibitors who participated in first-round exhibitor housing will be able to begin managing their room block online. Exhibitors who have not secured a room block may do so at this time. Room inventory is available on first-come, first-served basis and subject to availability.

    Hotel Map and Rates

    View the list of ASTRO official hotels and room rates.

    Exhibitor Room Block Policies and Procedures

    All exhibitors who request and/or create an exhibitor room block for 2016 ASTRO must agree to and comply with the terms set forth in the 2016 ASTRO Annual Meeting Exhibitor Room Block Policies and Procedures.

    Earn Housing Priority Points

    Exhibitors who secure a room block through the ASTRO Housing Center have the opportunity to earn up to 65 housing priority points to be applied towards their 2017 Annual Meeting booth space selection. 50 priority points are earned if an exhibitor submits an exhibitor room block request via the ASTRO Housing Center. An additional 15 priority points are earned if a company submitted an exhibitor room block request on-site at ASTRO 2015 by Tuesday, October 18, 2015.

    To be eligible for housing priority points, the following conditions must be met:

    • A minimum of one room per every 400 square feet of exhibit space must be secured via the exhibitor housing room block.
    • Rooms must be secured via the exhibitor housing website. Exhibitors who secure rooms via the attendee housing website or any other method other than the exhibitor housing website are not eligible to receive housing priority points.
    • Exhibitor must adhere to the 2016 Annual Meeting Exhibitor Rules, Regulations and Policies.

    Exhibitors who cancel their room block in its entirety before or during the 2016 Annual Meeting are not eligible to earn housing priority points.

    Important Dates


    January 29, 2016  
    Housing confirmations sent to companies who participated in first-round exhibitor housing.
     April 28, 2016
    Exhibitor housing officially opens. Exhibitors with a room block may begin managing their room block online. Companies without an exhibitor room block may create one online.
    July 29, 2016  
    Reservation information, including but not limited to names, arrival/departure dates and a credit card to guarantee the reservation, must be entered in the online exhibitor management website by 5:00 p.m. Eastern time. Any rooms not reserved and guaranteed by a credit card by this date will be released.
    Last day to make changes to your room block, i.e., increase/decrease number of rooms in the block, change hotels or cancel your room block in its entirety. Written notification of requested change must be received by 5:00 p.m. Eastern time.
    September 1, 2016  
    Last day to make changes to existing reservations in room block via the ASTRO Housing Center. Changes must be made by 5:00 p.m. Eastern time.
    September 5, 2016  
    Beginning Monday, September 5, 2016, you must contact your assigned hotel(s) to make any changes to reservations in your room block.

    Questions?

    If you have questions or need assistance please contact the ASTRO Housing Center.
    1-800-541-6058