Booth Equipment and Design

The following booth guidelines were developed to help you plan the design and construction of your booth. For the complete rules and regulations, please reference the 2021 Multidisciplinary Thoracic Cancers Symposium Exhibitor Rules, Regulations and Policies.

Items Included with Your Booth Space

The following items are included in your booth space:
  • One (1) 6' draped table.
  • Two (2) chairs.
  • Company identification sign.
  • Exhibitor listing in the Pocket Program, when submitted by deadline.
  • Two exhibitor booth personnel registrations for each exhibit space. (Additional exhibitor registrations are available for purchase).
  • Carpet (Please note, you should not ship carpet to the hotel. No carpet is required for your tabletop exhibit.)
  • General lighting and heating/air conditioning.
  • Postshow Attendee List – The final attendee list will be made available within thirty days of the conclusion of the meeting. Please complete the Postshow Exhibitor Survey to receive the final attendee list.

Booth Installation/Dismantle Schedule

All booths by must be set by 8:00 p.m. on Wednesday, December 1, 2021. Please refer to the Exhibit Hall Hours on the General Information page for more details. To ensure that you receive advance order discounts for all required booth services, please refer to the list of Important Dates.

General Booth Guidelines

The Exhibit Hall atmosphere must always be consistent with the educational mission of ASTRO. All booth activities and content must be professional in nature and provide educational information related to the field of radiation oncology.

General Appearance

Any booth bordering another exhibit booth must have the exposed back and side of that portion of the booth finished and may not carry signs or other copy that would detract from the adjoining exhibit. All exposed surfaces of the exhibit must be finished or may be masked at the discretion of ASTRO Show Management at the exhibitor's expense.

Flammable Materials

No flammable fluids or materials of any nature, including decorative materials, use of which is prohibited by national, state or city fire regulations, may be located in or used in any exhibitor's booth. 

Electrical Safety

All wiring on booths or display fixtures within an exhibitor's booth must meet underwriters' rules and standard fire department inspection applicable under all appropriate state, county, city and Fairmont Scottsdale Princess electrical and fire codes and regulations. This applies to booth construction only and not to pre-wired radio and electronic equipment. 

Flashing Lighting, Noise and Odors

Flashing or glaring lights, noisily operating displays, and/or exhibits producing objectionable odors will not be permitted in the Exhibit Hall. Sound equipment may be used in the Exhibitor's booth provided that the noise level does not disrupt the activities of neighboring exhibitors. Exhibitors using audio systems should direct the sound into their booth and not toward the aisles or neighboring booths. Sound levels should not exceed 85 decibels. ASTRO shall have sole discretion in determining what is noisy, obstructive and/or objectionable and take such action as they deem appropriate.

Music

Any exhibitor using music must ensure that proper licensing fees have been paid to the appropriate agency, i.e., ASCAP, BMI, etc., by said exhibitor. ASTRO is not responsible for any licensing fees for music played in exhibitor's booth.

Entertainment

The use of music, dancers or mimes or other entertainment similar in nature is not permitted in the Exhibit Hall. Models that are professional in nature may be used for demonstration purposes within an exhibit but may not leave that individual exhibitor's booth space parameters to drive traffic to the booth and/or pass out information or take "polls".

Obstruction of Aisles or Other Exhibitors' Booth(s)

Any demonstration or activity that results in excessive obstruction of aisles or prevents ready access to any other nearby or adjacent exhibitor's booth shall be suspended by the exhibitor totally or for any specific periods as specified solely at the discretion of ASTRO.

Violation of Exhibitor Rules

Should Exhibitor violate any provision of the Booth Equipment and Design Guidelines or the 2021 Multidisciplinary Thoracic Cancers Symposium Exhibitor Rules, Regulations and Policies, as determined by ASTRO Show Management in its sole discretion, including but not limited to giveaways, sound, entertainment, etc., ASTRO Show Management reserves the right to take one or more of the following actions:
  • ASTRO Show Management may give a verbal warning and ask Exhibitor to immediately cease action that is not in compliance with the Rules. 
  • Exhibitor may be subject to forfeiture of all priority points and may be prohibited from participating in future ASTRO events.


In cases that ASTRO Show Management believes present pressing legal, health or safety situations or could cause irreparable harm, ASTRO Show Management may take immediate action to remedy or address the situation and require payment by offending Exhibitor(s) for the reasonable costs associated with these actions. In addition, ASTRO reserves the right to expel Exhibitor from the Exhibit Hall and/or Event without refund of any fees for actions or omissions, as determined solely by ASTRO, that violate the Rules.

Co-Sponsors

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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