Exhibitor FAQs

Below you will find a list of frequently asked questions regarding exhibiting at the ASTRO Annual Meeting. If you still have additional questions, please contact Shirley Harris, Associate Director, Exposition Services at SPARGO, Inc.

Location Questions

When will the Exhibit Hall be open?

Sunday, October 1                   10:00 a.m. - 5:00 p.m.
Monday, October 2                  10:00 a.m. - 5:00 p.m.
Tuesday, October 3                 10:00 a.m. - 5:00 p.m.

Where will registration be located?

Attendee and exhibitor registration will be located in the main lobby, just outside of Hall D.

Where will the 2023 ASTRO Annual Meeting take place?

The 2023 ASTRO Annual Meeting will take place at the San Diego Convention Center. The San Diego Convention Center address is:

111 Harbor Drive
San Diego, CA 92101

Where will the Exhibit Hall be located?

The Exhibit Hall will be located in Halls B2 - G of the San Diego Convention Center.

Booth Setup Questions

Can I as an exhibitor take pictures with my cell phone of my own booth?

Yes, exhibitors may take candid photos of their own booth. Candid photos should only be taken during official show hours.

Can I bring in outside food just for my staff without going through the convention center’s catering vendor?

No, all food provided within the booth — whether for attendees or exhibit booth staff — must be ordered from the convention center catering vendor.

Can I run my radiation equipment for demos in the Exhibit Hall?

No, radiation equipment may not be run in the Exhibit Hall.

What time may I, as an exhibitor with an exhibitor badge, enter the Exhibit Hall in the morning on show days?

On Sunday, October 1, exhibitors may enter the hall three hours prior to the show opening (7:00 a.m.). On the remaining two days, exhibitors may enter the Exhibit Hall two hours prior to the show opening (8:00 a.m.). We do ask that you remain in your own booth and not wander around the Exhibit Hall or enter other company’s unoccupied booths prior to the opening of the show.

When can I set up my booth?

Exhibitor booth setup at the Annual Meeting is based on a targeted move-in schedule. The Targeted Floor Plan will be available in the 2023 Exhibitor Resource Center. This floor plan will indicate your company's specific move-in time.

Can I request an early move in?

Exhibitors may request an earlier move-in time by submitting the Request for Variance to Assigned Target Time form to the general service contractor, GES. All requests are subject to the approval of GES.

Can I work in my booth past the posted move-in hours?

Yes, but approval must first be requested. To request approval, see the required forms section of the Exhibitor Resource Center for the “After-Hours Exhibit Hall Access” form.

Can I break down my booth early?

No, early break down is not permitted.

When can I begin to dismantle my booth?

Dismantle will begin at 5:00 p.m. on Tuesday, October 3.

Is carpet/floor covering required?

Yes, all booths must have a floor covering. There are no exceptions to this rule. Carpet may be ordered through the general service contractor, GES, or you may bring your own approved floor covering.

Is there a set-back requirement for structures in my booth if they are not used for demos and/or presentations?

No. Set-back requirements only pertain to demo and/or presentation areas.

What is the height restriction for an inline or linear booth?

A maximum height of 8 feet is allowed in the rear half of the booth and a maximum of 4 feet in the front half of the booth. No objects or materials that obstruct visibility will be permitted in the front half of the booth.

Who must submit a booth rendering?

A detailed rendering is required for booths that are 400 square feet and larger. Renderings are due August 21, 2023, and must be submitted through the required forms submission process via the Exhibitor Resource Center.

Who is the General Service Contractor?

Global Experience Specialists (GES)

Who must submit an online rigging submission?

Any exhibitor who is ordering rigging services must submit a detailed rendering of the item(s) being rigged in their booth by August 21, 2023. All rigging must be approved by ASTRO. Renderings must be submitted through the online submission process via the Exhibitor Resource Center. Rigging includes signs, lighting and truss.

Exhibitor Resource Center Questions

How can I reset my Exhibitor Resource Center password?

To reset your password, please enter your email address via the “Forgot Password” link and click submit. You will receive an email with a link. Clicking on this link will allow you to change your password online and proceed with logging into the website.

Note: The link sent will only work one time and expires after 24 hours.

If you have forgotten which email address you provided for your ASTRO login credentials, please contact ASTRO Support for assistance.

What is my password to log in to the Exhibitor Resource Center?

To access the Exhibitor Resource Center, you will need your ASTRO login credentials. If you do not know your login credentials, click on the “Forgot Password” link on the Exhibitor Resource Center login page, or contact us at 703-679-3913 or email Jennifer Sfreddo or Shirley Harris.

Who can access the Exhibitor Resource Center?

The individual listed as the exhibitor contact on the Application and Contract for Exhibit Space is considered to be the primary exhibiting contact for ASTRO’s Annual Meeting. The exhibitor primary contact will receive login credentials to access the Exhibitor Resource Center.

The exhibitor primary contact is responsible for any form submissions via the online submission process, i.e., booth and rigging renderings, on-site contact designation and EAC forms. If the exhibitor primary contact wishes to provide a third party with access to submit these forms, they may do so with the understanding that the exhibiting company is responsible for all form submissions made on the exhibitor's behalf by the third-party company.

Your form submission(s) will be reviewed within 48 business hours of receipt. The approval or denial will be posted on your submission page for your review.

American Society for Radiation Oncology
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