| January 2025 | |
| January 15 | 50% of Booth Fees Due |
| February 2025 | |
| February 11 | Affiliated Meeting/Events Request Submission Site Opens |
| April 2025 | |
| April 10 | Exhibitor Housing Opens |
| April 10 | Exhibitor Resource Center Platform Opens |
| May 2025 | |
| May 6 | 100% of Booth Fees Due |
| May 22 | Exhibitor Registration Opens |
| July 2025 | |
| July 25 | Exhibitor Listing Information Due |
| August 2025 | |
| August 8 | Exhibitor Rooming List Due at 5:00 p.m. Eastern time |
| August 25 | After-Hours Access Form and Addendum Due Booth Renderings Due (Booths 400 square feet and larger) Exhibitor Reveals Form Due Giveaways Form Due – Mandatory On-site Contact Form Due – Mandatory Rigging Renderings Due (Booths 400 square feet and larger) |
| August 25 | Notification of Intent to Use EAC/Non-official Contractor Form Due Certificate of Insurance for EACs Due |
| August 25 | Discount Deadline for GES Orders |
| August 28 | Discount Deadline for Lead Retrieval Orders |
| August 29 | Discount Deadline for AV/Computer Rental Discount Deadline for Lead Retrieval |
| August 31 | Discount Deadline for Booth Security |
| September 2025 | |
| September 4 | Last Day to Make Changes to Exhibitor Rooming List via the ASTRO Housing Center |
| September 10 | Exhibitors to Contact Hotels Directly for Rooming List Changes and Cancellations |
| September 12 | Discount Deadline for Internet/Wi-Fi |
| September 27 | ALL Booths must be set by 8:00 p.m. |
| September 28 | On-site Booth Sales Start |
| September 30 | Move Out Begins at 5:00 p.m. |
| October 2025 | |
| October 2 | All Freight must be Packed and Ready to Ship by 12:00 p.m. |
