Important Dates

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

January 2023
January 550% of Booth Fees Due
March 2023
March 16Exhibitor Resource Center Opens
March 28Exhibitor Create-A-Block and Manage-A-Block Housing Opens
June 2023
June 9100% of Booth Fees Due
June 30Deadline to Make Changes to Your Online Exhibitor Listing for Inclusion in the Printed Exhibitor Directory
July 2023
July 20Exhibitor Registration Opens
August 2023
August 3Priority Points Sent to Exhibitors to Review
August 11Exhibitor Rooming List Due at 5:00 p.m. Eastern Time
August 11Deadline to Submit Target Variance Request
August 21Booth Renderings Due (Booths 400 sq. ft. and larger)*
August 21Rigging Renderings Due (Booth 400 sq. ft. and larger)*
August 21On-site Contact Form Due – Mandatory*
August 21Giveaway Form Due – Mandatory*
August 21After-Hours Access Forms and Addendum Due
August 28Notification of Intent to Use EAC/Non-official Contractor Form Due*
August 28Certificate of Insurance for EACs Due*
August 28Discount Deadline for GES Orders
September 2023
September 1Discount Deadline for AV/Computer Rental
September 52023 Ambassadors Sent 2024 Appointments
September 6Discount Deadline for Lead Retrieval
September 7Last Day to Make Changes to Exhibitor Rooming List via the ASTRO Housing Center
September 10Deadline to Submit Internet/Telephone Order Form
September 13Begin to Contact Hotels Directly for Changes and Cancellations
September 15Deadline to Submit Catering Order Form
September 152024 Ambassador Booth Assignments Begin
September 22Deadline to Submit Affiliate Meeting/Event Request
September 30ALL Booths must be set by 8:00 p.m.
October 2023
October 12024 Onsite Exhibitor Booth Assignments Begin
October 3Move Out Begins at 5:00 p.m.
October 4All 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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