ASTRO's 59th Annual Meeting

Attendee Policies

Cancellation Statement

ASTRO reserves the right to cancel this Annual Meeting and any ticketed or special events included because of unforeseen circumstances.

View the Annual Meeting Registration Cancellation Policy.

Equal Opportunity Statement

ASTRO events and activities are available without regard to race, color, sex, national origin, disability, age or veteran 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. To attend the Poster Viewing Session and Reception, attendees must be 21 years of age or older.

Access to Your Contact Information

Your registration information is being used by ASTRO in various ways to facilitate meeting operations. It also may be used to create a mailing list that ASTRO provides to exhibitors and others in accordance with ASTRO policies.

In addition, your badge will contain an aztec code that includes your contact information. You may present your badge to be scanned by exhibitors in the Innovation and Solution Showcase (Exhibit Hall) to provide your contact information to them, so that they may provide you information on their products/services.

You should also be aware that this may provide sufficient information for them to report information about you under the Open Payments Program, if applicable. Your contact information will include your name, mailing address, phone number and email address, unless you opted to exclude your email address during the registration process. Contact the ASTRO Registration Center at astroregistration@spargoinc.com if you would like to confirm the contact information that will be encoded on your badge.

Please be aware that it is your decision whether or not to present your badge for scanning and that once you have shared your information with an exhibitor, its use will be governed by their policies. ASTRO has no responsibility for or control over their use and advises that you familiarize yourself with their policies prior to sharing your information.

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 2017 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 sponsor directly.

As background, since August 1, 2013, the Open Payments Program has required manufacturers, including certain distributors, of medical devices, drugs, biologicals and medical supplies to track and report certain payments made to and transfers of value provided to physicians and teaching hospitals, as well as physician ownership in the manufacturer or group purchasing organization (GPOs). For physician owners of GPOs, physician payments are also tracked and reported. Reports are made to the Centers for Medicare and Medicaid Services (CMS) on an annual basis as part of the Open Payments Program (developed as a result of the Physician Payments Sunshine Act). A payment or transfer of value must be reported when it is valued at $10.32 or more, or if valued at less than $10.32, when the sum of all items/payments/transfers of value given to a particular recipient over a year exceeds $103.22. The majority of the information contained in these reports will be available on a public, searchable website. Physicians will have the right to review reports about them and challenge reports that are false, inaccurate or misleading during CMS’s designated 45-day review period that begins in April of each year.

For more information on the Open Payments Program/Physician Payments Sunshine Act, visit ASTRO's Sunshine Act FAQs or the CMS website.

Recording (Audio, Video and Still Photography)

Copyright of the ASTRO Annual Meeting program is owned by ASTRO. ASTRO reserves the rights to all recordings or reproductions of presentations at this meeting. Professional or commercial photography, filming, taping, recording or reproduction in any medium, including via the use of tripod-based equipment and mobile devices, of any of the programs, presentations, posters, material, attendees, exhibitors, Innovation and Solution Showcase (Exhibit Hall) and/or exhibits at the ASTRO Annual Meeting are strictly forbidden without written authorization from ASTRO. Non-flash photography and audio or video recording using hand-held devices are permitted only for strictly personal and noncommercial use and if not disruptive, as determined by ASTRO.

First Aid

ASTRO provides a First Aid Station on-site for the convenience of our attendees, but 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 San Diego Convention Center building emergency line at 619-525-5490.

Luggage/Coat Check Service

As a service to attendees, ASTRO provides a luggage/coat check area at the San Diego Convention Center for attendees to store coats, luggage, personal items, etc. for a small fee. This service is being provided by a third party, San Diego Convention Center Guest Services, 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.

Smoking

The San Diego Convention Center is a non-smoking facility.

Special Assistance

ASTRO is committed to making the 2017 ASTRO Annual Meeting accessible to all individuals. If you have a disability as identified in the Americans with Disabilities Act, please contact us.

Security and Attendee Conduct Information

For security reasons, the 2017 ASTRO Annual Meeting badge will be required for admittance to all events. Badges should be worn and visible at all times. Lost badges should be reported to the registration staff immediately. The following badge policies will be in effect throughout the meeting:

  1. 2017 ASTRO Annual Meeting badges are the sole property of ASTRO.
  2. Badges are not transferable.
  3. False certification of individuals as paid Annual Meeting attendees, misuse of badges, any method of assisting unauthorized persons to gain access to any Annual Meeting event, or any inappropriate or unauthorized conduct will be just cause for repossessing badge of any individuals involved and expelling all parties involved from the Annual Meeting without obligation on the part of ASTRO for refund of any fees.

In addition, individuals who are part of the 2017 ASTRO Annual Meeting may not engage in any demonstrations or other behavior that ASTRO deems potentially disruptive to the conduct of the meeting. Violation of this rule is grounds for immediate dismissal from the meeting and/or ineligibility for attendance at future Annual Meetings. 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 a contrary decision.

ASTRO Official Photography/Videography

ASTRO has secured an official photographer/videographer to document and capture events at the 2017 ASTRO Annual Meeting and may photograph or record parts of the Annual Meeting, including, but not limited to, the Innovation and Solution Showcase (Exhibit Hall) and educational sessions.

An individual attending the 2017 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.

No Soliciting in the Exhibit Hall

The Innovation and Solution Showcase (Exhibit Hall) gives 2017 ASTRO Annual Meeting attendees the opportunity to meet with representatives from the health care industry about their products and services in a professional atmosphere that is consistent with the educational mission of ASTRO.

Meeting attendees are prohibited from soliciting business from other attendees or exhibitors in the Innovation and Solution Showcase (Exhibit Hall), unless the solicitation occurs within the specific exhibit space of the attendee or exhibitor.

Amendment to Attendee Policies

Any matters not specifically covered by these Attendee Policies shall be subject solely to the decision of ASTRO. 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.

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