Exhibitor FAQ

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

What are the meeting dates?

October 25 – 28, 2020. Access to the meeting content and Exhibit Hall will be available for thirty days.

What are the Exhibit Hall dates and hours?

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?


Can attendees continue to visit the exhibits until November 30?


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.

Is it possible to purchase additional booth badges above the amount provided in my booth package?  If so, what is the cost?

Yes, exhibitors may purchase additional booth badges above their allotment.  The cost for additional badges is $320 until September 24 and $370 after September 24.

What is the deadline for supplying materials to build the booth?

All booth materials must be submitted to the Booth Data Center submission site by September 11.

How many content pieces are allowed per content screen?

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

Is it possible to change content pieces and Call to Action signs after the September 11 deadline?

This benefit is available to level four booths and above.

How long does it take for refreshed content to appear in the content screen of my booth?

During the open hours of the exhibit hall for the live event, updated content pieces will be published on an on-going basis. You should expect no more than an hour’s delay for the new content pieces to appear.

Will the structure of the booths be static or 3D?

The booths will not be 3D, but will instead be static images.

Is there a limit for the length of videos for the content screens?

To keep attendees engaged during the event, best practice is to have videos no longer than 20 minutes in length. 

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.

When will we be able to set up our virtual booth on the platform?

Exhibitors will be able to begin uploading booth content and materials in August.  See further information regarding the Booth Requirements.

Will you have a live demo link for each level as an example of the virtual booth experience?

We have provided very detailed specifications for each booth level and the ASTRO and SPARGO team will be available to address questions and advise on how to make the most of your booth’s features. There will be a live webinar on Friday, July 31, at 1:00 p.m. Eastern time to review all booth materials and the process for uploading these materials to complete your booth. The recording of the webinar will be available for companies who are unable to attend the live version.

If we already have an existing booth design for a virtual space are we able to use it?

If you have an existing booth design that you would like to use, you will need to purchase the Custom booth package. However, if you have a virtual booth design that is hosted on your own platform or as a plug-in on your website, you do have the option to link to that external platform/plug-in from one of your content screens.

Is there a preferred/specific vendor we need to work with to create our booth or does it depend on what level is chosen?

Your booth design is dependent upon what level is selected. Booth levels 1-6 are templated booths and must use this design. However, booth level 6 does allow for color and floor customization. For the Custom Level booth package, you are welcome to work with your preferred designer at your own expense to create your virtual booth design or utilize the GES design resources that we are providing as part of your exhibiting benefits.

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 we manage product demonstrations?

Options include leveraging monitors in your booth for video demonstrations, hosting on your platform, or developing a plugin or website for a virtual reality experience.

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?


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.

How many exhibitors will there be at the virtual meeting?

ASTRO’s hope is to retain all current exhibitors, but there is no limit. The virtual meeting platform capacity is 30,000 participants.

Previously the live meeting offered an option to host either an Industry-Expert Theater or an Industry Satellite Symposium. Does this offering still stand for the virtual conference, and if so, what is the difference between each?

Yes. The ASTRO team will work with you in advance to determine the best method of broadcasting your event and to help you organize your content. Explore Industry-Expert Theater offerings or Industry Satellite Symposia. A schedule of events featuring Industry-Expert Theater and Industry Satellite Symposia will be provided on the meeting app and the ASTRO Conference Planner.
Please contact the Corporate Relations Department for more information if you are interested in hosting one of these types of events.

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


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