Industry Expert Theater FAQs

The Industry Expert Theaters will be promoted on several ASTRO platforms.  The information will be included on the Annual Meeting website, the Annual Meeting Portal, within the on-site registration bag, on the printed schedule-of-events and on-site signage.

Please include the following disclaimer on all promotional materials: The Industry Expert Theater content and views expressed therein are those of the Exhibitor and not of ASTRO.

Yes. Advertising, marketing, promotional activities, signage and the distribution of product promotion material, product specific advertisement and other types of sponsor/exhibitor collateral is strictly limited to within the sponsor/exhibitor’s booth in the Exhibit Hall and inside the Industry Expert Theater during the sponsor/exhibitor’s assigned time slot. Advertising, marketing, signage, promotional activities and/or materials may not be displayed or distributed within a 15 mile radius of the Thomas M. Menino Convention & Exhibition Center, including but not limited to meeting rooms and public areas at the Thomas M. Menino Convention & Exhibition Center (excluding advertising and promotional support opportunities secured and approved directly via ASTRO), in or around the vicinity of the Thomas M. Menino Convention & Exhibition Center, at the airport, in or around the vicinity of any official ASTRO hotels and along any path where attendees may walk or ASTRO shuttles may pass on their way to the Thomas M. Menino Convention & Exhibition Center.

Yes. Announcements will be made inside the Exhibit Hall both 15 minutes prior and 5 minutes prior to each session timeslot.

ASTRO will provide a large, printed meter board outside each theater with the full schedule for all three days of the Industry Expert Theater sessions. Additionally, during each session, each theater will include a large digital sign that includes the sponsor logo for the organization presenting at that time.

Yes. Additional signage is permitted and encouraged to be placed just outside the theater, but only during the time of your confirmed session.

Yes. Lead retrieval may be secured through SPARGO, Inc., ASTRO’s official registration vendor. Information and order form may be found on the ASTRO booth services website.

Sponsors may send promotional emails regarding their IET. However, ASTRO does not provide attendee email addresses as part of our mailing lists. If sponsors already have email contact information, this may be used.

Yes. Industry Expert Theater sponsors are eligible to receive a complimentary Preshow Attendee Mailing List. In order to receive the list, sponsors must complete the Preshow Attendee Mailing List Request Form, provided by ASTRO Corporate Relations.

The Industry Expert Theaters will be on the left-hand side of the Exhibit Hall, in Hall B.

The theaters inside the Exhibit Hall are “open-air” theaters. Attendees are provided headsets to hear the audio of the sessions within the Exhibit Hall theaters. The Session Room Theater is a standard meeting room and does not require headsets.

Each theater will be set to accommodate 150 attendees in theater-style seating.

Yes. Attendees are allowed to stand in the back of the theaters, within reason.

Yes, a registration/check-in table is provided outside each theater for sponsors.

Sponsors have access to the theater starting one hour prior to the start of their session. In order that other sponsors may access the space in time for their session, please vacate the theater as soon as possible after your session ends.

• One LCD projector.
• Two screens for the Exhibit Hall theaters and one screen for the Session Room theater.
• One lectern with microphone.
• One speaker confidence monitor.
• Four table microphones for the Exhibit Hall theaters and two table microphones for the Session Room theater.
• One aisle microphone.
• One laser pointer. 
• One speaker timer. 
• One camera to record presentation. 
• 150 attendee headphones – for Exhibit Hall Theaters only. 
• Sound amplification and mixer system. 
• VGA switcher. 
• On-site technicians to support all AV services. 
• Optional video and audio package capturing each session with links to be provided four weeks post-meeting.

For the Exhibit Hall theaters, two screens will be located on either side of the stage. The Session Room theater will have one large screen located on the opposite side of the stage from the podium.

Yes. Headsets are required to hear the presentations inside the Exhibit Hall theaters.

Yes. Sponsors may request additional AV equipment through the official AV provider of the Annual Meeting, Projection. Information and order form may be found on the ASTRO booth services website.

No. Food and beverage is not included as part of the fee for the Industry Expert Theater.

Yes. Sponsors may order food and beverage through the official catering provider of the Thomas M. Menino Convention & Exhibition Center, Levy Restaurants. Information and order form may be found on the ASTRO booth services website.

Each sponsor receives four additional complimentary badges in order to register their speakers.

Yes. All presenters must be registered and must have their own Annual Meeting badge.

Yes. This would allow presenters access to any of the three Industry Expert Theaters.

Additional exhibitor badges are available for purchase at the following rates:

• Until August 14, 2026: $225 per badge
• After August 14, 2026: $275 per badge

Final titles and any updates should be emailed to ASTRO’s Corporate Relations by the published program deadlines to ensure accuracy in the Annual Meeting website, the Annual Meeting Portal, ASTRO website listings, onsite signage, etc.

All presentations should be uploaded in the Speaker Ready Room (Room 102) at least 24 hours in advance of the session.

All presentations should be submitted as PowerPoint files.

All photography, filming, taping, recording, reproducing, imaging or capturing in any medium now known or hereafter devised, including via the use of a tripod-based equipment or mobile devices, hereafter referred to as “Capturing,” of the Industry Expert Theater Space, content, material, presentation, attendees or exhibitors, including any display or equipment must be approved in advance by ASTRO. Only the Official ASTRO Photographer may perform Capturing in the Industry Expert Theater Space and Exhibit Hall unless approval is granted by ASTRO. Sponsor agrees to comply with all photography/videography requirements set forth in the 2026 Annual Meeting Exhibitor Rules and Regulations.

Recordings will be delivered no later than four weeks after the conclusion of the Annual Meeting.

No. The IET recordings will not be included as part of the ASTRO Virtual Meeting or the Meeting onDemand platform.

ASTRO Corporate Relations will provide a consent to capture form for your IET session. Please complete and return the form by August 14, 2026.

The Preshow Attendee Mailing List will be provided four weeks prior, two weeks prior or both, based on the completed request form. The following fields are included in the mailing list:

• Registration Type (Virtual or In-Person)
• First Name
• Middle Initial
• Last Name
• Professional Suffix
• Title
• Organization
• Mailing Address
• Occupation
• Primary Employer
• Email addresses are NOT provided.

Yes. ASTRO will provide a complimentary Postshow Attendee Mailing List. Sponsors must first complete the Postshow Attendee Mailing List Request Form and return by November 2, 2026.

Please include the following disclaimer on all slides and signage: The Industry Expert Theater content and views expressed therein are those of the Exhibitor and not of ASTRO.

Yes. The name American Society for Radiation Oncology, the acronym ASTRO and the ASTRO logo are registered trademarks of the American Society for Radiation Oncology. Use of the aforementioned in conjunction with promotional materials, advertisements, email marketing, company websites, endorsements, statements, contests and/or awards is strictly prohibited. In addition, Exhibitor is not permitted to use the name American Society for Radiation Oncology, the acronym ASTRO, or any other ASTRO registered trademark in a company name, website address, email signature/tag line or in any other manner.

Yes. The use of music, flashing lights, dancers or mimes or other entertainment similar to this in nature is not permitted in the Industry Expert Theater. Helium balloons, glitter and confetti are also prohibited.

• 50% of the total fee will be retained for cancellations received on or before May 4, 2026.
• 100% of the total fee will be retained for cancellations received after May 4, 2026.
• All cancellations must be made in writing to ASTRO Corporate Relations.

No. Refunds will not be made for Industry Expert Theater fees.