ASTRO 2022 FAQs

Have questions about the 2022 ASTRO Annual Meeting? Below you can find answers to general questions about the meeting, safety in the convention center and Exhibit Hall and programming. If you have additional questions, please contact ASTRO's meetings team.

General FAQs

Will the Annual Meeting be held in San Antonio as planned?

Yes, the Annual Meeting will take place in person at the Henry B. Gonzalez Convention Center in San Antonio, October 23-26, with premeeting content beginning Saturday, October 22.

Is there a virtual component to the Annual Meeting?

Yes, a variety of registration options are offered so that you can attend the Annual Meeting “Your Way.” The Virtual Full Conference registration package includes:

  • Real-time access to the education and scientific sessions streamed live from the Annual Meeting.
  • Access to the PRO Program.
  • Access to all Live SA-CME sessions.
  • Continuing medical education (CME) credits.
  • onDemand access to session content.
  • Access to the Annual Meeting poster library.

To learn more about other registration packages including In-person, PRO Weekend and One Day options, view our ASTRO 2022 registration packages.

Is onDemand access included with my registration?

Yes, onDemand access is included with In-person Full Conference and Virtual Full Conference registration packages. onDemand access provides attendees with the opportunity to view sessions and claim CME credit until June 1, 2023. Session recordings will be available within 24 hours of the end of the live session. The Annual Meeting onDemand will be available for purchase to non-registrants from October 27 – December 31, 2022.

Learn more about the Annual Meeting onDemand.

Due to my institution’s travel ban, I am no longer able to attend the Annual Meeting in person in San Antonio. What are my options?

If you are already registered for the Annual Meeting, your In-person Full Conference registration can be converted to Virtual Full Conference registration. Also, you have the option for a full refund if you submit written notification of your request to cancel your registration on or before September 15, 2022.

Can I pick up badges for other people?

No, attendees must pick up their own badge and registration materials.

For exhibitors, the designated badge contact is the only person authorized to pick up another person's badge for the exhibiting company. The badge contact will only be able to pick up badges for those exhibitor booth personnel who have provided their Vaccine and Compliance attestation and have agreed to ASTRO’s COVID-19 Waiver and Assumption of Risk.

Learn more about exhibitor registration and policies/procedures.

How do I access the Conference Planner or App?

The Annual Meeting Conference Planner is available online at www.astro.org/conferenceplanner. You can also download the MyASTROApp, the official meeting app for ASTRO 2022, from the Apple iTunes or Google Play stores.

Learn more about the app features and additional information on how to download MyASTROApp.

Will shuttle buses be available?

Yes, buses will run between all official ASTRO hotels that are designated as non-walk hotels and the convention center throughout the day.

View the shuttle bus schedule and check out our new ASTRO Shuttle Tracker, available on MyASTROApp during the meeting, that provides real-time information with next shuttle arrival time at hotel(s) and instant alerts about schedule changes.

Where can I find help at the Convention Center?

If you have questions while you are in San Antonio, visit the ASTRO Resource Center located in the Main Lobby of the Henry B. Gonzalez Convention Center.

Convention Center Safety

What is ASTRO doing to limit the spread of COVID-19 during the Annual Meeting?

ASTRO is closely monitoring federal, state and local guidelines and will follow all recommended protocols based on the current conditions at the time of the meeting.​

In addition, ASTRO is requiring that all in-person attendees must be up-to-date with their COVID-19 vaccine as per CDC guidelines by the time of the meeting. In the case of a valid medical or religious exemption, attendees must obtain a negative COVID-19 PCR test result within 48 hours prior to arriving to the meeting. Attendees will be required to provide their Vaccine and Compliance attestation and agree to ASTRO’s COVID-19 Waiver and Assumption of Risk during the registration process.

Because local conditions change frequently, we encourage all attendees to check ASTRO’s Health and Safety Protocols for the latest updates on any new guidance that is released.

As an attendee, what are the safety protocols I must follow?

All in-person attendees must be up-to-date with their COVID-19 vaccine as per CDC guidelines by the time of the meeting. In the case of a valid medical or religious exemption, attendees must obtain a negative COVID-19 PCR test result within 48 hours prior to arriving to the meeting. Attendees are required to provide their Vaccine and Compliance attestation and agree to ASTRO’s COVID-19 Waiver and Assumption of Risk during the registration process in order to be issued a badge and attend the in-person meeting. Because local conditions change frequently, we encourage all attendees to check ASTRO’s Health and Safety Protocols for the latest updates on any new guidance that is released.

What happens if I feel ill during the meeting?

If you are feeling ill or have COVID-19 symptoms, please do not come to the Convention Center. We recommend that you get tested for COVID-19. A list of locations where COVID-19 testing is available in San Antonio will be on ASTRO’s website in early October as well as in the First Aid Office, located in Room 1109 on the Street Level of the Henry B. Gonzalez Convention Center.

Where can I get a COVID-19 PCR test in San Antonio?

If you need a PCR COVID-19 test while in San Antonio, multiple facilities are located near the convention center and throughout the city of San Antonio. A list of locations where COVID-19 testing is available in San Antonio will be on our website in early October.

Am I required to provide proof of COVID-19 vaccination?
Attendees are required to provide their Vaccine and Compliance attestation and agree to ASTRO’s COVID-19 Waiver and Assumption of Risk during the registration process in order to be issued a badge and attend the in-person meeting. Documentation will not be required.

Programming

Will all presenters be in-person in San Antonio?

All speakers (education program faculty and scientific program presenters) will be required to attend in person to present. If you are unable to attend for any reason, including institutional travel bans, please reach out to ASTRO staff.

What types of CME are offered?

ASTRO offers multiple types of credits during the Annual Meeting, including:

  • AMA PRA Category 1 Credits™ will be available for the in-person, virtual, and onDemand sessions.
  • An application will be submitted to the Commission on Accreditation of Medical Physics Education Programs (CAMPEP) for Medical Physics Continuing Education Credits (MPCEC) and to the Medical Dosimetrist Certification Board for MDCB credit for the live, in-person meeting.
  • Special sessions have been designated as Live Self-Assessment Continuing Medical Education (SA-CME) sessions to help physicians and physicist attendees meet the requirements of the American Board of Radiology’s Maintenance of Certification program.

The most up-to-date information can be found at www.astro.org/AMCME.

How do I claim my credits?

Attendees can evaluate the meeting and sessions attended through the Mobile App and/or Conference Planner and claim the number of credits commensurate with their participation.

In the Conference Planner log in, enter your ASTRO credentials (your email and password you use to log in to the ASTRO site), then search for the session you want to evaluate and click on Session Evaluation. For the general meeting evaluation, a link will be sent to you at the email address you used to register for the meeting. Please be sure to complete both the session evaluation and the meeting evaluation.

CME credits must be claimed by June 1, 2023. SA-CME, MDCB and CAMPEP credits must be claimed by December 1, 2022.

How can I view Posters?

Posters can be viewed any time at the Poster Kiosks located in the Exhibit Hall 1 at the Henry B. Gonzalez Convention Center. Posters are also available on the Conference Planner and MyASTROApp, and in the Virtual Poster Library once the embargo is lifted at 5:00 p.m. CT on Friday, October 21. 

How do I interact with poster presenters?

During the Poster Q&A Sessions, poster presenters will have five minutes for individual presentation and Q&A, followed by an open Q&A for all presenters. Attendees are encouraged to view and listen to narrated posters prior to attending in-person Poster Q&A sessions and come to sessions with questions for presenters.

When viewing posters online (through the MyASTROApp, Conference Planner or in the Virtual Poster Library), attendees can also download posters and send messages to poster authors.

When is the embargo lifted on abstracts/posters?

The embargo for the abstracts and posters will be lifted at 5:00 p.m. Central time on Friday, October 21, 2022. Once the embargo is lifted, the abstracts will be available open access on the Red Journal website. All Late-breaking abstracts, as well as a link to the abstracts in the Red Journal, will be available on www.astro.org/AMabstracts at 5:00 p.m. Central time as well.

How will I be notified of last-minute session changes and cancellations?
Last-minute session change and cancellation notifications will be sent out to attendees through the MyASTROApp. Be sure to download the app prior to arriving at the convention center. Learn more at www.astro.org/amAttendeeTools.
What is the difference between the Virtual Meeting and the Meeting onDemand?

The Virtual Meeting provides access to all meeting sessions (except Master Classes) which will be livestreamed in real time October 22-26, 2022, 7:45 a.m. – 6:15 p.m. Central time. Watch engaging sessions live with the opportunity to submit questions for presenters. The Virtual Meeting offers more than 150 hours of livestreamed content from the 2022 ASTRO Annual Meeting.

The Annual Meeting onDemand offers registrants the opportunity to view recorded session content (and claim CME credit for that content) after the live meeting takes place. Both In-person Full Conference Experience and Virtual Full Conference Experience registration include seven months of onDemand access with CME credit claiming for all meeting sessions (except Master Classes).

Presenters

I am a poster presenter and can’t attend the meeting, can I still present my poster?

No, unfortunately, poster authors will not be able to participate in the Annual Meeting virtually. If you are unable to attend, please email the Annual Meeting team and let us know as soon as you can.

I am an oral abstract or quick pitch presenter and am unable to attend the meeting, can I still present?
No, unfortunately, we are unable to support virtual presenters. If you are an abstract presenter and are unable to attend, please email the Annual Meeting team and let us know as soon as you can.
I am a faculty member, and can no longer attend the meeting, who should I contact?

If you are a faculty member who can no longer attend the Annual Meeting, reach out to the Annual Meeting team as soon as possible. Depending on your role we will provide you with the information you need to proceed.

I have additional questions about my presentation – who can I contact?

Important information about building your presentation and important deadlines can be found www.astro.org/amspeakers.

If you have additional questions, please contact Annual Meeting staff.


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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