Affiliated Events

Eligibility

Organizations wishing to hold meetings or events in conjunction with the 2026 Annual Meeting must submit an online Meeting/Event Approval Request Form to obtain ASTRO approval.

• Affiliate events are not planned, sponsored or endorsed by ASTRO.
• A separate request is required for each meeting and each meeting room space. For example, if booking the same room for two separate meetings, two requests must be submitted.

ASTRO reserves the right to approve, deny or decline any affiliate meeting or event request.

Review and Approval Timeline

The meeting/event approval process may take up to 14 business days from the date of submission.

Once reviewed, organizations will receive an email notification indicating whether the request has been approved or denied.

Deadline for Requests

Meeting/Event space requests will not be accepted after September 18, 2026.

Educational Meetings and CME

Events that are educational in nature may qualify as Industry Satellite Symposia or Non-CME educational events. 

If your meeting is educational or will offer CME, please complete the Industry Satellite Symposium application. 

Scheduling Restrictions

Organizations may not schedule meetings or events that conflict with the official Annual Meeting program.

Functions and related transportation are prohibited during official meeting hours:  Off-site press conferences or media activities may not occur during official meeting hours. Organizations planning media-related activities are encouraged to coordinate with ASTRO’s press office to avoid conflicts with ASTRO-sponsored activities.
 
All times and schedules are subject to change. All times listed are Eastern time.

Meeting/Event Space Release

Once an affiliate event is approved:

• A confirmation email will be sent to the requesting organization.
• The request will be forwarded to the selected hotel or venue.
• The hotel will contact the organization directly regarding space availability, contracts and logistics.

Fees and Financial Responsibility

All costs associated with an approved affiliate event are the responsibility of the hosting organization, including but not limited to:

• Meeting space rental
• Catering and food & beverage
• Audio-visual services
• Equipment and labor
   

A nonrefundable processing fee will be assessed per request/per meeting room space. Approval will not be granted until the processing fee has been paid.

Ambassador rates for an ASTRO official venue:

Exhibitor rates for an ASTRO official venue:

Non-Exhibitor rates for an ASTRO official venue:

Marketing and Promotional Guidelines

All affiliate event marketing materials must be submitted to ASTRO for review prior to printing or distribution.
 
The following are strictly prohibited:

• Use of the name American Society for Radiation Oncology, the acronym ASTRO, or the ASTRO logo in:
  • Event titles
  • Promotional materials
  • Advertisements or emails
  • Company websites, URLs, or email signatures
• Use of the word “Symposium” in the event title
   

ASTRO is a registered trademark of the American Society for Radiation Oncology. View ASTRO’s full logo and trademark usage policy for complete guidelines.
 
Examples:

• ✔ Correct: Visit us in Booth 100 at ASTRO.
• ✖ Incorrect: Visit us at ASTRO in Booth 100.

Amendments to Regulations

Any matters not specifically addressed in the Affiliate Events Regulations are subject to ASTRO’s sole discretion.
 
ASTRO reserves the right to amend or add rules and regulations at any time. All updates will be binding on participating organizations.

For questions regarding affiliate events, please contact ASTRO Affiliate Events team.