Exhibitor Resource Center Login

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  • Where will the 2016 ASTRO Annual Meeting take place?

    The 2016 ASTRO Annual Meeting will take place in Boston at the Boston Convention and Exhibition Center.

    The Boston Convention and Exhibition Center address is:
    415 Summer Street
    Boston, MA 02210

    When will the Exhibit Hall be open?

    Sunday, September 25   10:00 a.m. - 5:00 p.m.
    Monday, September 26   10:00 a.m. - 5:00 p.m.
    Tuesday, September 27   10:00 a.m. - 5:00 p.m.

    Where will the Exhibit Hall be located?

    The Exhibit Hall will be located in Halls A/B/C at the Boston Convention and Exhibition Center.

    What time may I, as an Exhibitor with an Exhibitor badge, enter the Exhibit Hall in the morning on show days?

    An exhibitor may enter the Exhibit Hall two hours prior to the show opening. We do ask that you remain in your own booth and not wander around the Exhibit Hall or enter other company’s unoccupied booths prior to the opening of the show.

    When can I set up my booth?

    Exhibitor booth setup at the Annual Meeting is based on a targeted move in schedule. The Targeted Floor Plan is located in the Exhibitor Service Manual. This will portray your company's specific move in time. Exhibitors may request an earlier move in time by submitting the "Request for Variance to Assigned Target Time" form R-23 to the general service contractor, GES. All requests are subject to the approval of GES.

    When can I begin to dismantle my booth?

    Dismantle will begin at 5:00 p.m. on Tuesday, September 27.

    Who is the General Service Contractor?

    Global Experience Specialists (GES).

    Who can access the Exhibitor Resource Center?

    The individual listed as the exhibitor contact on the Application and Contract for Exhibit Space is considered to be the primary exhibiting contact for the Annual Meeting. The exhibitor primary contact will receive login credentials to access the Exhibitor Resource Center.

    The exhibitor primary contact is responsible for any form submissions via the Exhibitor Resource Center, i.e. booth and rigging renderings, on-site contact designation and EAC forms. If the exhibitor primary contact wishes to provide a third party with access to the Exhibitor Resource Center, they may do so with the understanding that the exhibiting company is responsible for all form submissions made on the exhibitor's behalf by the third party company.

    Your form submission(s) will be reviewed within 48 business hours of receipt. The approval or denial will be posted on your submission page for your review.

    Is carpet/floor covering required?

    Yes, all booths must have a floor covering. There are no exceptions to this rule. Carpet may be ordered through the general service contractor, GES, or you may bring your own approved floor covering.

    Are Exhibitors required to register the individuals who will staff the booth?

    Yes, all personnel working the booth must have an exhibitor badge. You may register your exhibitor personnel online via the ASTRO Exhibitor Resource Center. 

    How many Exhibitor badges do I get with my booth space?

    Each exhibiting company receives four complimentary booth personnel badges for every 100 square feet of purchased exhibit space. Additional badges may be purchased for a fee via the exhibitor registration website. You can access the exhibitor registration website through the Exhibitor Resource Center once registration launches in late July.

    Will an Exhibitor badge allow me to attend sessions?

    Exhibitors with a valid exhibitor badge may attend ASTRO sessions on a space available basis. However, exhibitors may not attend any ticketed event sessions. Further, exhibitors do not receive medical education credits for sessions attended or the registration materials. Exhibitors who would like to receive continuing medical education credits and the registration materials must register as an attendee.

    What giveaways/raffles are permitted?

    For the complete giveaway policy and examples of permissible giveaways, please refer to Section 26 in the 2016 Annual Meeting Exhibitor Rules, Regulations and Policies.

    Can I run my radiation equipment for demos in the Exhibit Hall?

    No, radiation equipment may not be run in the Exhibit Hall.

    What is the height restriction of my booth?

    Linear or Inline Booths
    For linear or inline booths, a maximum height of 8 feet is allowed in the rear half of the booth and a maximum of 4 feet in the front half of the booth. No objects or materials that obstruct visibility will be permitted in the front half of the booth.

    What is my password to log in to the ASTRO Exhibitor Resource Center?

    To access the Exhibitor Resource Center, you will need your ASTRO login credentials. If you do not know your login credentials, click on the Forgot Password link on the Exhibitor Resource Center login page or contact us at 703-679-3913, email Jennifer Sfreddo or Shirley Harris.

    Who must submit a booth rendering?

    A detailed rendering is required for booths that are 400 square feet and larger. Renderings are due July 22, 2016, and must be submitted through the form submission process via the Exhibitor Resource Center.

    Who must submit an online rigging submission?

    Any company who is ordering rigging services must submit a detailed rendering of the item(s) being rigged in their booth by July 22, 2016. All rigging must be approved by ASTRO. Renderings must be submitted through the online submission process via the Exhibitor Resource Center. Rigging includes signs, lighting and truss.