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Exhibitor Registration

  • All booth personnel who will be staffing your exhibit during move in, show hours and/or move out must be registered and identified with a visible valid show badge to gain admittance to ASTRO’s Exhibit Hall. To ensure that your booth personnel are properly registered, please be sure to review the Exhibitor Booth Personnel Registration Policies and Procedures below.

    Exhibitor Registration Hours
    Thursday, September 22, 2016 8:00 a.m. - 5:00 p.m.
    Friday, September 23, 2016 8:00 a.m. - 5:00 p.m.
    Saturday, September 24, 2016 8:00 a.m. - 5:00 p.m.
    Sunday, September 25, 2016 7:00 a.m. - 5:00 p.m.
    Monday, September 26, 2016 8:00 a.m. - 5:00 p.m.
    Tuesday, September 27, 2016 8:00 a.m. - 5:00 p.m.

    Exhibitor Booth Personnel Badge Policy

    • Exhibitor’s booth personnel who will be staffing the Exhibitor’s booth during move in, show hours and/or move out must be registered and identified with a visible valid show badge, hereinafter referred to as “Exhibitor Badge,” to gain admittance to ASTRO’s Exhibit Hall. Exhibitor booth personnel is herein defined as any full-time permanent employee of the Exhibitor engaged in the actual display operation, demonstration or promotion of the Exhibitor’s products or services within the Exhibitor’s booth, hereinafter defined as “Booth Personnel.” Booth Personnel shall wear the official Exhibitor Badge furnished by ASTRO at all times while Booth Personnel are in the Exhibit Hall.
    • If Exhibitor would like to register a physician or health care professional who is not a full-time employee of the Exhibitor’s company, Exhibitor must use one of the Exhibitor’s five complimentary Exhibit Hall passes or register the individual as a full conference or one day conference attendee.
    • All 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 at the full conference or one day conference registration rates or as otherwise determined by ASTRO, unless other arrangements have been made with and approved in advance in writing by ASTRO
    • ASTRO reserves the right to restrict or limit the number of Exhibitor Badges issued and to determine if any “fees” are to be charged.
    • Exhibitor Badges are not transferable. ASTRO reserves the right to confiscate any Exhibitor Badge if it does not match the identification of the person with the badge or if it is not a valid ASTRO event badge.
    • Exhibitor Badges will not be mailed or available for pickup on-site until all financial obligations have been met.
    • An Exhibitor Badge entitles the holder to admittance into the Exhibit Hall only. An individual with an Exhibitor Badge may attend educational sessions on a space-available basis but does not receive continuing medical education credit for sessions attended or the registration materials. Exhibitors who would like to receive continuing medical education credits and the registration materials must register at the full conference or one day conference registration rates.

    Badge Fees
    Each Exhibitor, whose exhibit space is paid in full, receives four complimentary Exhibitor Badges for every 10 foot by 10 foot of purchased booth space. Additional Exhibitor Badges are available for purchase at the below rates. No refunds will be issued for purchased Exhibitor Badges.

    Until Thursday, August 25, 2016: $175 per badge.
    After Thursday, August 25, 2016: $225 per badge.

    Badge Changes/Cancellation

    Exhibitor must designate a person to act as the badge 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. Exhibitor Badge 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 be mailed or held for pickup based on the mail/pickup option selected during the registration process, provided that the registration request is received on or before August 25, 2016. After August 25, 2016, Exhibitor Badges will be available for pickup by the designated Badge Contact or individual on-site in San Antonio at Exhibitor Registration.

    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.

    Exhibit Hall Passes
    Each Exhibitor receives five complimentary Exhibit Hall passes that can 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, September 25 - Tuesday, September 27, 2016. This pass only allows access to the Exhibit Hall during show hours.

    The Exhibit Hall pass registration process has been automated. Exhibitors will be able to send prospective guests a special invitation by email with a promotional code that entitles the guest to complimentary Exhibit Hall only registration.
    Please note that once all Exhibit Hall passes have been redeemed, Exhibitor's guests shall be charged the following Exhibit Hall Only registration fees:

    Members (All Categories): $235
    Nonmembers (All Categories): $485

    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.