Important Dates

Mark your calendar for the following dates and deadlines that you don't want to miss!

January 2023
January 5 50% of Booth Fees Due
March 2023
March 16 Exhibitor Resource Center Opens
March 28 Exhibitor Create-A-Block and Manage-A-Block Housing Opens
June 2023
June 9 100% of Booth Fees Due
June 30 Deadline to Make Changes to Your Online Exhibitor Listing for Inclusion in the Printed Exhibitor Directory
July 2023
July 20 Exhibitor Registration Opens
August 2023
August 3 Priority Points Sent to Exhibitors to Review
August 11 Exhibitor Rooming List Due at 5:00 p.m. Eastern Time
August 11 Deadline to Submit Target Variance Request
August 21 Booth Renderings Due (Booths 400 sq. ft. and larger)*
August 21 Rigging Renderings Due (Booth 400 sq. ft. and larger)*
August 21 On-site Contact Form Due – Mandatory*
August 21 Giveaway Form Due – Mandatory*
August 21 After-Hours Access Forms and Addendum Due
August 28 Notification of Intent to Use EAC/Non-official Contractor Form Due*
August 28 Certificate of Insurance for EACs Due*
August 28 Discount Deadline for GES Orders
September 2023
September 1 Discount Deadline for AV/Computer Rental
September 5 2023 Ambassadors Sent 2024 Appointments
September 6 Discount Deadline for Lead Retrieval
September 7 Last Day to Make Changes to Exhibitor Rooming List via the ASTRO Housing Center
September 10 Deadline to Submit Internet/Telephone Order Form
September 13 Begin to Contact Hotels Directly for Changes and Cancellations
September 15 Deadline to Submit Catering Order Form
September 15 2024 Ambassador Booth Assignments Begin
September 22 Deadline to Submit Affiliate Meeting/Event Request
September 30 ALL Booths must be set by 8:00 p.m.
October 2023
October 1 2024 Onsite Exhibitor Booth Assignments Begin
October 3 Move-out Begins at 5:00 p.m.
October 4 All freight must be packed and ready to ship by 12:00 p.m.

*These forms must be submitted via the online submission process through the Exhibitor Resource Center.

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


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