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Important Dates

  • Mark your calendar for the following dates and deadlines that you don't want to miss!

    APRIL
    Mid-April Exhibitor Resource Center Opens
    April 21, 2016 Webinar #1 – Navigating the Exhibitor Resource Center
    April 28 Exhibitor Housing Opens
    MAY
    May 12 Webinar #2 – Strategies and Tips to Maximize your Exhibit Investment
    May 19 Attendee Registration and Housing Opens
    JUNE
    June 16 Webinar #3 – Preparing for your Exhibit Experience in Boston
    June 24 Final Booth Payment Due
    JULY
    July 13 Deadline to edit your Exhibitor Listing for inclusion in the printed Exhibitor Directory
    Mid-July Exhibitor Registration Opens
    July 22 Booth Renderings Due (booths 400 square feet and larger)*
    Rigging Renderings Due (booths 400 square feet and larger)*
    Notification of Intent to Use EAC/Non-official Contractor Form Due*
    Certificate of Insurance for EACs Due*
    On-site Contact Form Due - Mandatory*
    Giveaways Form Due - Mandatory*
    After-Hours Access Form and Addendum Due
    July 28 Webinar #4 – Exhibitor Registration
    July 29 Exhibitor Rooming List Due at 5:00 p.m. Eastern Time
    AUGUST
    August 15 Priority Points Sent to Exhibitors for Review for ASTRO 2017 Booth Space Selection
    August 19 Deadline to Notify ASTRO of Priority Point Discrepancies for ASTRO 2017 Booth Space Selection
    August 25 Lead Capture Discount Deadline
    Webinar #5 – Final Preparations for ASTRO 2016
    August 26 Preshow Attendee List Order Forms Due
    August 31 Booth Furnishings Discount Deadline
    Carpet Rental Discount Deadline
    Labor for Booth Installation/Dismantle Discount Deadline
    Request for Variance to Assigned Target Time Due
    SEPTEMBER
    September 1 Last Day to Make Changes to Exhibitor Rooming List via the ASTRO Housing Center
    September 3 Booth Catering Discount Deadline
    Cleaning Service Discount Deadline
    Electrical Service Discount Deadline
    Internet Service Discount Deadline
    Plumbing Service Discount Deadline
    Rigging and Overhead Lighting Service Discount Deadline
    Telephone Service Discount Deadline
    September 5 Exhibitor Must Contact the Hotels Directly for any Room Block Changes
    September 15 Audio Visual and Computer Equipment Discount Deadline
    September 16 Last Day Freight May Arrive to GES Advance Warehouse
    September 24 ALL Booths must be set by 8:00 p.m.
    September 27 Move-out begins at 5:00 p.m.
    September 29 All freight must be packed and ready to ship by 12:00 p.m.
    OCTOBER
    October 21 Postshow Attendee List Order Form Due

    *These are mandatory forms required for all exhibitors. Exhibitor must submit the required form via the online submission process. Go to Required Forms for more information.