ASTRO has several tools to help exhibitors promote their participation in the ASTRO 2020 Annual Meeting. We hope you will take advantage of these opportunities to encourage attendees to visit your virtual exhibit booth.

Promotion of the Exhibit Hall

ASTRO has several efforts planned to promote the Exhibit Hall to all attendees within the virtual platform.

Broadcast Messages and Push Notification
ASTRO will utilize the broadcast messaging and push notifications within the virtual platform and the meeting app to highlight the Exhibit Hall to all attendees. Messages will be planned throughout the day to remind attendees of the opportunities to visit exhibitors within their booths, chat one-one with company representatives and view product launches and demonstrations.

Scavenger Hunt
Find the ASTRO logo! Attendees can participate in a scavenger hunt throughout the Exhibit Hall and collect points while exploring the meeting. This is a great way for attendees to participate in some friendly competition with the top ranked participants appearing on the scavenger hunt leaderboard.

Virtual Platform Navigation
The main navigation of the virtual platform prominently features direct access to the Exhibit Hall. The main navigation will be displayed on every page of the virtual platform.

ASTRO Emails
New for this year – Exhibitors have the opportunity to advertise in special emails designed to promote exhibitors to registered attendees. This opportunity is limited to four emails (four companies per email), and companies are capped at one ad. Download the application.

Attendee Webinars
ASTRO will be producing a training webinar for all attendees to orient them to this new virtual environment. Part of the webinar will include how to navigate the Exhibit Hall and engage with exhibitors.

ASTRO Briefcase
As part of the main navigation on the virtual platform, each attendee will have access to a briefcase.  ASTRO will provide “preloaded” materials on the event in all attendee briefcases which will include the digital exhibitor directory. Opportunities are available to sponsor a briefcase insert.

Happy Hour
Monday, October 26
5:15 p.m. - 6:15 p.m.

All attendees will be invited to attend a virtual happy hour. Attendees will have the opportunity to view exhibitor booths while also engaging in interactive games.

Exhibitor Customer Invitation Platform

Powered by VIP Guest Invites

New for 2020, ASTRO is excited to offer exhibitors a complimentary, and fully customized, pre-show marketing and customer invitation service. The program is a free and convenient resource designed to provide everything exhibitors need to promote their presence at ASTRO’s 62nd Annual Meeting to customers and prospects, while inviting them to register to attend the Annual Meeting.

How can I use VIP Guest Invites to share my invite code?
As an exhibitor, VIP Guest Invites will prepare a personalized pre-show marketing dashboard for exhibitors where they will find the following:

  • An exclusive invite code, generated by ASTRO, which allows customers and prospects to register directly!
  • Banner graphics for email signatures and website.
  • Ready-to-Send HTML email invite download which exhibitors can send via their preferred email broadcast service. 
  • Social media tools for sharing your codes on LinkedIn, Facebook, Instagram, Twitter and more.

All tools have already been customized to feature your company logo and exclusive invite code. Tech support will be available for this tool that can be shared with multiple users.


For help with accessing your dashboard, please contact VIP Guest Invites at

Mailing Lists

Membership List
The ASTRO membership mailing list is available for rent to exhibitors that may want to reach a larger prospective universe to promote their company’s presence at the meeting and to increase booth traffic. Please contact Todd Karstaedt for the mailing list or with questions.

Preshow List
Promote your participation at the 2020 ASTRO Annual Meeting to registered attendees. To order the Preshow list, you must complete the Preshow Attendee List Request Form.

Postshow List
2020 Annual Meeting exhibitors are eligible to receive the Postshow attendee list. To obtain the attendee list, you must complete the Postshow Attendee List Request Form by November 20, 2020.

Product Launch Notification

Exhibitors planning to conduct a product launch, unveiling or any other industry announcement may provide information to ASTRO in order to receive additional promotion within the digital Exhibitor Directory, the virtual platform briefcase, the Conference Planner, MyASTROApp – the official event app – and in an issue of the ASTRO Daily News. Date and time of announcement must be included.

Any Product Launch Notifications received after September 1 will not be listed with the digital Exhibitor Directory.

Press Conference and Press Releases
Press Conference and Blackout Times
New for 2020, exhibitors at the ASTRO Annual Meeting are permitted to hold outside press conferences during official meeting hours, except for the following blackout days/times (all times EST):
  • Friday, October 23: All day
  • Saturday, October 24: 8:00 a.m. – 9:15 a.m., 3:30 p.m. – 4:30 p.m.
  • Sunday, October 25: 8:00 a.m. – 12:00 p.m., 12:45 p.m. – 2:00 p.m., 3:15 p.m. – 3:45 p.m.
  • Monday, October 26: Before 1:00 p.m., 3:00 p.m. – 4:00 p.m., 4:15p.m. – 5:15 p.m., 5:30 p.m. – 6:30 p.m.
  • Tuesday, October 27: 12:00 p.m. – 12:30 p.m., 1:45 p.m. – 3:00 p.m.
  • Wednesday, October 28: 2:30 p.m. – 4:00 p.m.
Press Releases
Curtain-raiser press releases for research presented at the ASTRO Annual Meeting are allowed and encouraged. Please remember that all results are embargoed until the abstract is presented at the meeting. Releases sent before the embargo lifts may include the abstract title, authors, presenter and presentation details and other information that is publicly available in the ASTRO 2020 Conference Planner. You can also discuss the study design and purpose, but the release cannot include any data or results, nor interpretations/ implications derived from those data or results. ASTRO's media relations team is available to review press releases to ensure they do not violate embargos. As a courtesy to reporters, we do not share our media lists.
ASTRO Social Media Links
We encourage you to follow the meeting and engage with us on social media. The meeting hashtag is #ASTRO20.

ASTRO on social media: RT Answers, ASTRO’s patient education program, on social media: Industry partners who sponsor an Industry-Expert Theater/Industry Satellite Symposium at the ASTRO Annual Meeting may submit up to two social media posts that ASTRO will share on their behalf to promote the event. Please contact the Corporate Relations department for additional information.
Virtual Press Room for Corporate Members
The ASTRO Corporate Member Virtual Press Room provides an opportunity for ASTRO Corporate Members to share information on research and/or new products or services in radiation oncology with news professionals. Learn more!

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


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