astro 2022 october 23 - 26
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Henry B. Gonzalez Convention Center, San Antonio, Texas
October 23 - 26ASTRO 2022
EXHIBITORPROSPECTUS
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TABLE OF
CONTENTS
ABOUT ASTRO AND THE ANNUAL MEETING
EXHIBIT RATES AND TERMS
MAXIMIZE YOUR VISIBILITY
EXHIBITOR HOUSING
02
03
05
06
KEY CONTACTS 07
ASTRO
2022
An important and popular part of the ASTRO Annual Meeting each year is the Exhibit Hall, where key decision-makers explore the latest products and services to improve their practices. This is an opportunity for attendees to network with industry partners, view product demonstrations and ask questions about new products and trends on the horizon.
• Make connections with key radiation oncology professionals.
• Participate in the many networking opportunities in the Exhibit Hall.
• Take part in discussions on practical ways to improve patient outcomes.
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ABOUT ASTRO
WHY EXHIBIT
The American Society for Radiation Oncology (ASTRO) is the largest radiation oncology society in the world, with more than 10,000 members who are physicians, nurses, biologists, physicists, radiation therapists, dosimetrists and other health care professionals who specialize in treating patients with radiation therapies.
ABOUT THE ANNUAL MEETING
MESSAGE FROM THE PRESIDENT
The 2022 ASTRO Annual Meeting—AI and EI: Caring for Patients in a Wireless World— will include a full program with engaging educational and scientific sessions, opportunities for MOC with live SA-CME courses and networking events. We are excited to continue several popular offerings from past years – such as expanded Cancer Breakthroughs sessions and Storytelling – as well as deeper dives into important topics with our Master Class series.
WELCOME TO THE 64TH ASTRO ANNUAL MEETING
Greetings and warm wishes to all as the COVID-19 pandemic continues to evolve. While it’s been a difficult time, we’ve adapted and are experiencing a return to what we can only call the ‘new normal.’ Your support has been uplifting during these challenging times.
All of us at ASTRO are looking forward to another memorable Annual Meeting in 2022 in San Antonio, Texas. The theme is Artificial Intelligence and Emotional Intelligence: Caring for the Patient in a Wireless World. We are excited to explore the newest technology applications that expand our specialty and improve patient care. While we will highlight the potential of AI, Big Data, and scientific advances, we’ll also be showcasing the central role of human interaction in caring for, comforting, and curing our patients. We know that cancer waits for no one. Your participation in ASTRO 2022 is critical to providing cancer patients and their caregivers with the most up-to-date technology and resources.
Once again, we are planning an in-person conference with a virtual component to fit the needs of our members and the radiation oncology community. We’ll provide exhibitor updates regularly to keep you informed. I encourage you to join us as an exhibitor for the 2022 ASTRO Annual Meeting, the premier event for radiation oncology. Thank you for your consideration and for all you do to strengthen the field of radiation oncology. Your support is invaluable to ASTRO and cancer patients.
Geraldine Jacobson, MD, FASTRO, 2021-2022 ASTRO President
ASTRO
2022
EXPO SUITESTake advantage of a private meeting space in the Exhibit Hall for your company.
Exhibitors who purchase an Expo Suite will have access to their assigned Expo Suite space during show hours on Sunday, October 23, 2022 through Tuesday, October 25, 2022. Expo Suites consist of only bare space. Exhibitor will need to work with the ASTRO General Service Contractor to provide walls, carpeting, electrical and any other materials and furniture required.
For more information on Expo Suites, please contact the ASTRO Exhibit Sales team at 703-654-6490 or [email protected].
EXHIBITOR BENEFITS • Complimentary listing on the ASTRO website for six months.
• Complimentary listing in MyASTROApp (the official Annual Meeting app), ASTROnews Annual Meeting Guide, the Conference Planner and the printed Exhibitor Directory when submitted by the deadline.
• Complimentary postshow attendee list. (Please note that exhibitors will be required to sign a licensing agreement prior to obtaining the list and other eligibility requirements apply. Registrants have the option to decline to have their name provided on this list.)
• Four complimentary exhibit booth personnel registrations for each 100 square feet of exhibit space. (Additional exhibitor registrations are available for purchase.)
• Five complimentary Exhibit Hall passes for preferred customers.
• Access to educational programs on a space available basis.
SPACECorporate Member $36 per square foot
Non-corporate Member $38 per square foot
Minimum size is a 10’ x 10’ booth
CORNERAdditional $500
per corner
ISLANDAdditional
$2,000 per island
SECOND LEVEL
$21.50 per square foot
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EXHIBIT RATESAS
TRO
2022
TERMS OF PAYMENT• All 2021 confirmed exhibitors are provided the
opportunity to select booth space for the 2022 Annual Meeting on-site in Chicago during the 2021 Annual Meeting.
• Booth space will be held until January 19, 2022, at which time a 50% deposit of the total booth fee is due. If the deposit is not received by January 19, 2022, ASTRO reserves the right to release the exhibit space for resale.
• Exhibitor may cancel without penalty if written notification is received on or before January 18, 2022. If notification is not received by this date, the exhibitor will be financially responsible for the booth space selected as per the terms of the Cancellation Policy below. Failure to make payments does not release the exhibitor from any contractual financial obligation.
• Booth space must be paid in full by June 28, 2022
CANCELLATION POLICY• Exhibitor may cancel without penalty if written
notification is received on or before January 18, 2022. If notification is not received by this date, exhibitor will be financially responsible for the booth space selected.
• 50% of the total exhibit space rental will be retained for cancellations received between January 19, 2022 and June 27, 2022.
• 100% of the total exhibit space rental will be retained for cancellations received on or after June 28, 2022.
• Failure to make payments does not release the exhibitor from any contractual financial obligation.
• All cancellations or requests for a reduction in exhibit space must be made in writing and sent via email to [email protected].
EXHIBIT ELIGIBILITYASTRO views the technical exhibits as an integral part of the educational and scientific program. Qualified exhibitors are limited to firms, organizations and agencies whose exhibits promote an awareness of products, technologies and services that are recognized and approved by ASTRO as being in harmony with, and supportive of, the objectives of the Annual Meeting. ASTRO has the sole right to determine the final eligibility/qualification of any firm, organization, agency or product for inclusion in the Exhibit Hall. Rulings of ASTRO shall, in all instances, be final with regard to allowed use of exhibit space. Exhibitors may not assign, sublet or apportion to others the whole or any part of the space to which they are allocated. Only those products and/or services that are manufactured or distributed by exhibitor’s company may be displayed in the ASTRO Exhibit Hall.
COMPANY MERGERS/ACQUISITIONSExhibitors that have merged with, been purchased by or have purchased another company will receive the priority points of the company with the highest number of priority points. Notifications of company mergers or purchases should be emailed to [email protected].
BOOTH SPACE PLACEMENTPlease note that ASTRO does not guarantee booth placement requests. While every effort will be made to ensure that your company has the best booth space possible, ASTRO does not guarantee that your company will not be placed near a competitor. ASTRO is under no obligation to move an exhibitor’s booth to an alternate location due to dissatisfaction with any floor plan changes made after exhibitor’s booth space has been selected. Further, ASTRO reserves the right to reconfigure the floor plan and/or relocate any exhibit at any time. Reductions in booth space may also be subject to booth relocation.
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EXHIBIT TERMSAS
TRO
2022
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MAXIMIZE YOUR VISIBILITY
ANNUAL MEETING PRIORITY POINTS
Annual Meeting priority points are based on your 2021 exhibit and housing activity.
Historical Years Exhibited at Annual Meeting 8 points per year for every year exhibited from 1976-2019**Historical points were no longer issued after 2019.
ASTRO Housing Center Usage 50 pointsHousing Block Created On-site 15 pointsAnnual Meeting Booth 5 points for each $1,000 spentExpo Suites 5 points for each $1,000 spent
ADDITIONAL EARNING OPPORTUNITIES
Your company also earned priority points by taking advantage of additional opportunities through Ambassadorship, Corporate Membership, promotional marketing and advertising. Points accrued between August 1, 2020 - July 31, 2021, for the opportunities listed below will count toward your 2022 booth space selection.
ASTRO Ambassadorship Priority space selection and 600 pointsCorporate Membership 100 pointsPromotional Marketing or Advertising 5 points for each $1,000 spentAdvertising in ASTRO’s Journals 2 points for each $1,000 spentLeaderboard Advertising on ASTRO’s Website 5 points for each $1,000 spent
PRIORITY POINTS FOR 2022 ANNUAL MEETING
PRIORITY POINTS CRITERIAThe criteria below will be used to calculate your company’s priority points for the 2022 ASTRO Annual Meeting booth selection process. Priority points are used as a guideline for booth placement based on the space an exhibitor has requested but do not guarantee a specific booth location.
NEED A PRIORITY POINT BOOST?
While Ambassadors will continue to enjoy the benefit of pre-selecting their booth prior to all other exhibitors, ASTRO also provides the opportunity for non-Ambassador companies to purchase priority points for a boost for earlier booth placement. Simply purchase the points you need to top off your balance. Points can be purchased in increments of 100 points for $5,000, with a cap of 500 points of $25,000.
For more information about this opportunity, please contact the Corporate Relations Department at 703-839-7398 or email [email protected].
ASTRO
2022
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EXHIBITOR HOUSING
TO EARN HOUSING PRIORITY POINTS, THE FOLLOWING CONDITIONS MUST BE MET:
• A minimum of one room per every 400 square feet of exhibit space must be secured via the exhibitor housing room block.
• Rooms must be secured via the exhibitor housing website. Exhibitors who secure rooms via the attendee housing website or any method other than the exhibitor housing website are not eligible to receive housing priority points.
• Exhibitor must adhere to the Annual Meeting Exhibitor Rules, Regulations and Policies.
• Exhibitors who cancel their room block in its entirety before or during the 2022 ASTRO Annual Meeting are not eligible to earn housing priority points.
• Companies who did not secure a room block or did not exhibit at ASTRO 2021 are able to create a hotel block beginning on November 1, 2021. Room inventory will be available on a first-come, first-served basis and is subject to availability.
Key Hotel Distance to Convention Center
1 Crockett Hotel320 Bonham 3 blocks
2 Emily Morgan Hotel, The (a DoubleTree by Hilton)705 E. Houston 3 blocks
3 Grand Hyatt San Antonio (HQ)600 E. Market St. Adjecent
4 Hampton Inn San Antonio—Downtown (Riverwalk)414 Bowie 3 blocks
5Hilton Garden Inn San Antonio Downtown408 E. Houston St.
4 blocks
6 Hilton Palacio del Rio200 S. Alamo 1 block
7 Historic Menger Hotel, The204 Alamo Plaza 3 blocks
8 Holiday Inn San Antonio Riverwalk217 St. Mary’s St. 6 blocks
9 Hotel Contessa Luxury Suites 306 W. Market St. 3 blocks
10 Hotel Valencia Riverwalk150 E. Houston St. 6 blocks
11 Hyatt Regency San Antonio Riverwalk123 Losoya 4 blocks
12 La Quinta Inn & Suites San Antonio Riverwalk303 Blum 1 blocks
13 Marriott Plaza San Antonio555 S. Alamo St. 2 blocks
14 Marriott Rivercenter, San Antonio101 Bowie 1 block
15 Marriott Riverwalk, San Antonio 889 E. Market Across street
16 Mokara Hotel & Spa 212 W. Crockett St. 5 blocks
17 Omni La Mansion del Rio112 College 5 blocks
18 Springhill Suites San Antonio Downtown/Riverwalk Area524 S. St. Mary’s St. 5 blocks
19 St. Anthony, a Luxury Collection Hotel, The300 E. Travis St. 5 blocks
20 Tru by Hilton San Antonio Downtown901 E. Houston St. 3 blocks
21 Westin Riverwalk, San Antonio, The420 W. Market St. 3 blocks
Hemisfair Park
Henry B. GonzálezConvention Center
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2018 ANNUAL MEETING HOTELS
2 0 1 8 H O T E L S A N D M A P
MAPLOCATION HOTEL
DISTANCE TO CONVENTION
CENTER
SINGLE – DOUBLEDOUBLE/DOUBLE
1 Crockett Hotel 320 Bonham St. 3 blocks $169
2 Emily Morgan Hotel, The (a DoubleTree by Hilton) 705 E. Houston St. 3 blocks $235
3 Grand Hyatt San Antonio (HQ) 600 E. Market St. Adjacent $294
4 Hampton Inn San Antonio—Downtown (Riverwalk) 414 Bowie St. 3 blocks $149
5 Hilton Garden Inn San Antonio Downtown408 E. Houston St. 4 blocks $189
6 Hilton Palacio del Rio200 S. Alamo St. 4 blocks $274/$284
7 Historic Menger Hotel204 Alamo Plaza 3 blocks $165
8 Holiday Inn San Antonio Riverwalk217 N. St. Mary’s St. 6 blocks $185
9 Hotel Contessa Luxury Suites306 W. Market St. 3 blocks $250
10 Hotel Valencia Riverwalk150 E. Houston St. 6 blocks $229
11 Hyatt Regency San Antonio Riverwalk123 Losoya St. 4 blocks $267
12 La Quinta Inn & Suites San Antonio Riverwalk303 Blum St. 1 block $199
13 Marriott Plaza San Antonio555 S. Alamo St. 2 blocks $219
14 Marriott Rivercenter, San Antonio (HQ)101 Bowie St. 1 block $318
15 Marriott Riverwalk, San Antonio (HQ)889 E. Market St. Across the street $318
16 Mokara Hotel & Spa212 W. Crockett St. 5 blocks $349
17 Omni La Mansion del Rio112 College St. 5 blocks $289
18 Springhill Suites San Antonio Downtown/ Riverwalk Area524 S. St. Mary’s St. 5 blocks $164
19 St. Anthony, a Luxury Collection Hotel, The 300 E. Travis St. 5 blocks $269
20 Tru by Hilton San Antonio Downtown901 E. Houston St. 3 blocks $169
21 Westin Riverwalk, San Antonio, The 420 W. Market St. 3 blocks $289
A M E R I C A N S O C I E T Y F O R R A D I A T I O N O N C O L O G Y
Note: Rates quoted are for one night and exclude taxes and additional fees. Most hotels will charge for three or more people to a room. Some hotels with premium rooms may charge additional fees for a specific room type.
50 POINTSEarn 50 housing
priority points when you secure a room block through the ASTRO
Housing Center.
15 BONUS POINTS
Earn 15 bonus points when you request
your 2022 room block on-site in Chicago
during ASTRO 2021.
EARN VALUABLE HOUSING PRIORITY POINTS
ASTRO
2022
KEY CONTACTS
ASTRO HEADQUARTERS703-502-1550
EXHIBIT SALESSPARGO, Inc.John [email protected]
EXHIBIT MANAGEMENTSPARGO, Inc.Shirley [email protected]
AFFILIATE EVENT REQUESTSSPARGO, [email protected]
HOUSINGSPARGO, Inc.Amanda [email protected]
PROMOTIONAL SPONSORSHIP OPPORTUNITIESKathy [email protected]
MEDIA RELATIONSLiz [email protected]
REGISTRATIONSPARGO, [email protected] or 703-449-6418
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ASTRO
2022