Housing Poachers and Pirates Policy

Housing Pirates and Poachers Policy

When ASTRO secures sleeping rooms at hotels for our conferences (commonly referred to as room blocks), we research the properties to make certain that our attendees and exhibitors are adequately accommodated. These room blocks are established to ensure that rooms meet our standards and are offered at a discounted price. ASTRO works with SPARGO, Inc., the official housing provider for the 2021 Annual Meeting.

Room poaching is a practice carried out by third-party companies that act as travel agencies, wholesalers or destination management companies to solicit registrants and exhibitors for room reservations for society or other organizations meetings. The practice of room poaching makes it more difficult for us to meet our room block commitments and exposes ASTRO to penalties and increased room rates for our conferences.

Often room poachers may misrepresent themselves as ASTRO's official housing provider and registrants and exhibitors may be contacted by fax, email or phone with offers for cut rate housing. The poacher might inform registrants and exhibitors that the hotel room block is "sold out," and that if you do not book with them immediately, you may not get a room. Additional deceptive tactics may include:

  • Room poachers may distribute forms or promotional materials that appear to be issued by ASTRO.
  • Room poachers may not deliver on promises to customers. When customers arrive, reservations are sometimes non-existent or the hotels are not conveniently located.
  • Room poachers may seek to represent themselves as being affiliated with ASTRO by illegally using our name or logo.

Don't be misled! If you are contacted by anyone asking if you need a room for the ASTRO Annual Meeting who is not a representative with SPARGO, Inc., please get as much information as you can and pass it along to us.


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


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