Exhibitor FAQs

Please review your weekly exhibitor updates for the most up-to-date news and resources for planning your Annual Meeting experience.

What should I do if I have questions or need help during the live event?

Please visit the Exhibitor Help Desk in the Exhibit Hall.  ASTRO staff will be available during the following dates and times:

  • Thursday, October 22, 2020 - Saturday, October 24, 2020
    8:00 a.m. - 5:00 p.m. Eastern time
  • Sunday, October 25, 2020 - Thursday, October 29, 2020
    9:00 a.m. - 5:00 p.m. Eastern time

How do I find my booth?

Once you have entered the first page of the Exhibit Hall, please click on the directory icon, directly below the search bar.  This will enter you in the scrolling hall.  Once you are in the scrolling hall, click on the directory icon again to see the full alphabetical list of exhibit booths.

Where are my social media icons?

All social media icons are included on the info/representatives card. Once you expand the card, the social media icons will be at the top of the representative list.

Where is my company description?

Your company description will appear on the booth just before and just after yours as a pop-up window for the "Next Booth" and "Previous Booth" navigation.

Can we add our picture?

We do not have the functionality to include pictures as part of attendees' profiles.

Why am I not hearing a chime when someone enters my booth?

Make sure you have your rep dashboard open once you enter your booth.  You will only hear chimes and be able to send chats with the rep dashboard open.

What are the Exhibit Hall dates and hours?

Thursday, October 22 – Virtual Platform Soft Launch
Friday, October 23 – Thursday, October 29
10:00 a.m. – 5:00 p.m. daily
See more information on the full schedule.

Will the entire suite of features remain available throughout the 30 days?

Yes.

Can attendees continue to visit the exhibits until November 30?

Yes.

Does the virtual platform only support text chat or are audio and video chat possible? Can the chat window include a link to a zoom meeting?

Inside of your booth via the virtual meeting platform, text is the only available chat option. However, you are able to link from one of your content screen(s) via a collaboration tool, such as Zoom or GoToMeeting for video chats or demonstrations. See more information on the different chat features.

How many people can participate in a group chat at one time?

Group chats can accommodate up to ten people at one time.

How do we know when someone comes to our booth?

You will hear a chime when someone enters your booth. A separate chime will indicate when an attendee has initiated a chat.

Is there an option to identify booth staff?

Yes. Booth staff personnel will each have their own contact card. All booth staff will be able to chat in real time or send an email to visitors to your booth.

Do the booth representatives need to just be logged on or do they need to be in the booth?

Booth representatives will need to be logged on to the virtual platform in order for their chat function to be available. If you are on the virtual platform, but not within your booth, your chat function will be active, but you will not be identified as a booth representative. To be identified as a booth representative, you must be within your booth.

How many content pieces are allowed per content screen?

Each content screen can have up to five content pieces per screen.

Are you able to link from the platform to our own website or company platform for live demonstrations, etc.?

Yes. You can send attendees a link via the chat feature or leverage one of your booth screens to link to your website/platform.

Is there minimum information being gathered for each visitor collecting collateral from my booth – such as name, title, organization, phone and email?

Due to GDPR and privacy restrictions, only an attendee’s name, title and organization will appear on their contact card. More detailed contact information will be included on the postshow lead report that each exhibitor receives, if the attendee provided consent to share their contact information during registration. View more details on our data analytics.

Will exhibitors receive booth analytics for the OnDemand period of the event?

Yes.  The provided analytics will also include information from the OnDemand period of the event.

We have different approvals required for non-US attendees. Will geotagging be available?

No, there is not a mechanism in place for geotagging on this platform.

How will ASTRO drive traffic to the Exhibit Hall?

Preshow marketing strategies, leveraging the mobile meeting app, social media, push notifications and broadcast messages. See more details on the various marketing opportunities.

Are other exhibitors able to see my booth?

Yes. There is currently no viable mechanism to block registrants of any category from visiting each exhibitor booth page.

Can we invite other exhibitors to our booth?

Yes. You are welcome to use our VIP Guest Invite service, available starting in August, to let others know that you are exhibiting and invite them to visit your booth. You may also leverage our all access networking lounge, available to all attendees and exhibitors, to have one-to-one or group conversations and invite them to your booth.

Can I access educational and scientific sessions with my exhibitor badge?

Yes.

Can we be pinged on the meeting app for live conversations at any hour?

Yes, your registration will allow you access at any hour and you may have conversations at any time. If you notice traffic that comes in overnight, you will have open access to the meeting app to respond at any time.

American Society for Radiation Oncology
251 18th Street South, 8th Floor
Arlington, VA 22202
Telephone: 703-502-1550
www.astro.org

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