2020 ASTRO Annual Refresher Live Interactive Virtual Conference

Attendee Policies

2020 Annual Refresher Course - Cancelled

ASTRO has been actively monitoring the recommendations of the CDC and the World Health Organization regarding the outbreak of COVID-19. Many attendees and faculty have travel restrictions and there is rising concern that travel to large group gatherings is not judicious from a public and personal health perspective.

After carefully evaluating the emerging facts as well as our duty to our members, vendors and other meeting attendees, we have made the difficult decision to cancel the Annual Refresher Course in New Orleans, which was scheduled to begin March 20.

While we know this is disappointing news, we are using this as an opportunity to develop and provide an alternate training vehicle – a virtual conference presented by the same faculty with an interactive component.

Next steps:

  • Register for the Interactive Virtual Conference at a reduced rate, CME available
  • Request full registration refund
  • Check back for details about refunds, cancellations and the virtual conference

Cancellation Statement

ASTRO reserves the right to cancel this 2020 ASTRO Annual Refresher Course because of unforeseen circumstances

View information on the 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 the Society’s respect for personal dignity.

Age Requirement for Attendees

Because of the detailed 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.

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. 2020 ASTRO Annual Refresher Course, including registration and housing and use of any personal information obtained, are governed by ASTRO's Terms of Use and Privacy Policy.

In addition, your badge may contain a scan code that includes your contact information. You may present your badge to be scanned by exhibitors in the 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 (see below). Your contact information will include your name, mailing address, and phone number. Contact the ASTRO Registration Center at refresherreg@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.

Physician Payments Sunshine Act (Sunshine Act)

Signed into law in 2010 as part of the Affordable Care Act, the Physician Payments Sunshine Act (Sunshine Act) requires manufacturers, including certain distributors, of medical devices, drugs, biologicals and medical supplies to track and report ownership interests as well as certain payments made to and transfers of value provided to physicians and teaching hospitals. Effective August 1, 2013, manufacturers were required to begin collecting information about payments, transfers of value and ownership interests and to submit these reports to the Centers for Medicare and Medicaid Services (CMS) on an annual basis. A payment or, transfer of value must be reported when it is valued at $10 or more, or if valued at less than $10, when the sum of all items/payments/transfers of value given to a particular recipient over a year exceeds $100. The majority of the information contained in these reports will be available on a public, searchable website. Physicians will have the right to review their reports and challenge reports that are false, inaccurate or misleading.

Please note that exhibitors or other parties covered by the Sunshine Act may track and report items, meals or other transfers of value that they provide to you during the 2020 ASTRO Annual Refresher Course in accordance with their interpretation f the requirements set forth in the Sunshine Act and regulations.

View more information on the Sunshine Act and access the CMS website.

Recording (Audio, Video and Still Photography)

Any 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 and/or posters presented at the 2020 ASTRO Annual Refresher Course, without the express written consent of the American Society for Radiation Oncology is strictly forbidden.


The Ritz-Carlton, New Orleans is a non-smoking facility.

Special Assistance

ASTRO is committed to making the meeting accessible to all individuals. If you have a disability as identified by the Americans with Disabilities Act, please contact us at 1-800-541-6058 or refresherreg@spargoinc.com.

Security and Attendee Conduct Information

For security reasons, the 2020 ASTRO Annual Refresher Course ;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 conference:

  1. 2020 ASTRO Annual Refresher Course badges are the sole property of ASTRO.
  2. Badges are not transferable.
  3. False certification of individuals as paid 2020 ASTRO Annual Refresher Course attendees, misuse of badges, any method of assisting unauthorized persons to gain access to any 2020 ASTRO Annual Refresher Course 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 Meeting without obligation on the part of ASTRO for refund of any fees.

In addition, individuals who are part of the 2020 ASTRO Annual Refresher Course 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 ASTRO events. 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

ASTRO reserves the right to document and capture events at the 2020 ASTRO Annual Refresher Course. An individual attending the 2020 ASTRO Annual Refresher Course understands that their image or likeness may be captured in the photographs taken during the meeting and grants ASTRO unrestricted permission to use and publish photographs or video images of themself for any purpose authorized by ASTRO, including but not limited to website use, publications, promotional marketing and advertising use, etc.

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.