ASTRO 2022 EXHIBITOR PROSPECTUS - American Society for Radiation Oncology
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ASTRO 2022 October 23 - 26
Henry B. Gonzalez Convention Center, San Antonio, Texas
EXHIBITOR
PROSPECTUS
Follow Us:
ASTRO 2022
TABLE OF
CONTENTS
ABOUT ASTRO AND THE ANNUAL MEETING 02
EXHIBIT RATES AND TERMS 03
MAXIMIZE YOUR VISIBILITY 06
EXHIBITOR HOUSING 07
KEY CONTACTS 08
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MESSAGE FROM THE PRESIDENT
ASTRO 2022
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
ABOUT ASTRO
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 WHY EXHIBIT
The 2022 ASTRO Annual Meeting—AI and An important and popular part of the ASTRO
EI: Caring for Patients in a Wireless World— Annual Meeting each year is the Exhibit Hall, where
will include a full program with engaging key decision-makers explore the latest products
educational and scientific sessions, opportunities and services to improve their practices. This is an
for MOC with live SA-CME courses and opportunity for attendees to network with industry
networking events. We are excited to continue partners, view product demonstrations and ask
several popular offerings from past years – such questions about new products and trends on the
as expanded Cancer Breakthroughs sessions horizon.
and Storytelling – as well as deeper dives into
important topics with our Master Class series. • 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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EXHIBIT RATES
ASTRO 2022 ISLAND
Additional
$2,000
per island
SPACE
Corporate Member
CORNER $36 per square foot
Additional $500
per corner Non-corporate Member
$38 per square foot
Minimum size is a
10’ x 10’ booth
SECOND
LEVEL
$21.50 per
square foot
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.)
• 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.
EXPO SUITES
Take 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
john.barrett@spargoinc.com.
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NEW IN 2022!
ASTRO 2022
One event with two experiences. ASTRO is offering the Digital XP Exhibit Hall with an engaging
online environment that allows attendees to learn and connect with you virtually to learn about
your products and services.
Reach a broader audience and create shared experiences online and on site. Extend your brand
recognition and stay connected with attendees for 30 days after the live event.
THE 2022 ASTRO ANNUAL MEETING DIGITAL XP EXHIBIT HALL
WILL INCLUDE OPPORTUNITIES:
• Exhibitor directory with sponsors showcased by tiers
• Branded exhibitor pages
o Company details to include: name, logo, company description and any tags/keywords as
provided
o Ability to showcase whitepapers, articles, videos and photos
o Link to a virtual booth (optional)
• Connect with attendees
o Chat and polling features
o Virtual 1-1 video meetings
o Easy ‘drop a business card’ functionality for attendees
• Reporting metrics on leads and page visits
RATES:
Corporate Non-corporate
member rate member rate
$1,800 $2,500
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ASTRO 2022 EXHIBIT TERMS
TERMS OF PAYMENT EXHIBIT ELIGIBILITY
• All 2021 confirmed exhibitors are provided the ASTRO views the technical exhibits as an
opportunity to select booth space for the 2022 integral part of the educational and scientific
Annual Meeting on-site in Chicago during the program. Qualified exhibitors are limited to
2021 Annual Meeting. firms, organizations and agencies whose exhibits
• Booth space will be held until January 19, promote an awareness of products, technologies
2022, at which time a 50% deposit of the total and services that are recognized and approved by
booth fee is due. If the deposit is not received ASTRO as being in harmony with, and supportive
by January 19, 2022, ASTRO reserves the right of, the objectives of the Annual Meeting. ASTRO
to release the exhibit space for resale. has the sole right to determine the final eligibility/
• Exhibitor may cancel without penalty if qualification of any firm, organization, agency or
written notification is received on or before product for inclusion in the Exhibit Hall. Rulings of
January 18, 2022. If notification is not received ASTRO shall, in all instances, be final with regard
by this date, the exhibitor will be financially to allowed use of exhibit space. Exhibitors may
responsible for the booth space selected as not assign, sublet or apportion to others the
per the terms of the Cancellation Policy below. whole or any part of the space to which they are
Failure to make payments does not release allocated. Only those products and/or services
the exhibitor from any contractual financial that are manufactured or distributed by exhibitor’s
obligation. company may be displayed in the ASTRO Exhibit
• Booth space must be paid in full by June 28, Hall.
2022
COMPANY MERGERS/ACQUISITIONS
CANCELLATION POLICY Exhibitors that have merged with, been purchased
• Exhibitor may cancel without penalty if written by or have purchased another company will
notification is received on or before January 18, receive the priority points of the company with the
2022. If notification is not received by this date, highest number of priority points. Notifications of
exhibitor will be financially responsible for the company mergers or purchases should be emailed
booth space selected. to astroexhibits@spargoinc.com.
• 50% of the total exhibit space rental will be
retained for cancellations received between
BOOTH SPACE PLACEMENT
January 19, 2022 and June 27, 2022.
Please note that ASTRO does not guarantee booth
• 100% of the total exhibit space rental will be
placement requests. While every effort will be
retained for cancellations received on or after
made to ensure that your company has the best
June 28, 2022.
booth space possible, ASTRO does not guarantee
• Failure to make payments does not release
that your company will not be placed near a
the exhibitor from any contractual financial
competitor. ASTRO is under no obligation to move
obligation.
an exhibitor’s booth to an alternate location due to
• All cancellations or requests for a reduction
dissatisfaction with any floor plan changes made
in exhibit space must be made in writing and
after exhibitor’s booth space has been selected.
sent via email to astroexhibits@spargoinc.com.
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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ASTRO 2022 MAXIMIZE YOUR VISIBILITY
PRIORITY POINTS FOR 2022 ANNUAL MEETING
PRIORITY POINTS CRITERIA
The 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.
ANNUAL MEETING PRIORITY POINTS
Annual Meeting priority points are based on your 2021 exhibit and housing activity.
8 points per year for every year exhibited from 1976-2019*
Historical Years Exhibited at Annual Meeting
*Historical points were no longer issued after 2019.
ASTRO Housing Center Usage 50 points
Housing Block Created On-site 15 points
Annual Meeting Booth 5 points for each $1,000 spent
Expo 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 points
Corporate Membership 100 points
Promotional Marketing or Advertising 5 points for each $1,000 spent
Advertising in ASTRO’s Journals 2 points for each $1,000 spent
Leaderboard Advertising on ASTRO’s Website 5 points for each $1,000 spent
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 corporaterelations@astro.org.
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EXHIBITOR HOUSING
ASTRO 2022
EARN 15 BONUS
50 POINTS POINTS
VALUABLE Earn 50 housing Earn 15 bonus points
HOUSING priority points when you
secure a room block
when you request
PRIORITY through the ASTRO
your 2022 room block
on-site in Chicago
POINTS Housing Center. during ASTRO 2021.
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.
2018 HOTELS AND MAP
DISTANCE TO
MAP SINGLE – DOUBLE
HOTEL CONVENTION
LOCATION DOUBLE/DOUBLE
CENTER
Crockett Hotel
1 3 blocks $169
320 Bonham St.
Emily Morgan Hotel, The (a DoubleTree by Hilton)
2 3 blocks $235
705 E. Houston St.
Grand Hyatt San Antonio (HQ)
3 Adjacent $294
600 E. Market St.
2018 ANNUAL MEETING HOTELS 4
Hampton Inn San Antonio—Downtown (Riverwalk)
3 blocks $149
414 Bowie St.
Hilton Garden Inn San Antonio Downtown
5 4 blocks $189
408 E. Houston St.
Key Hotel Distance to
Convention Center
Hilton Palacio del Rio
6
Crockett Hotel 4 blocks $274/$284
1 320 Bonham 200 S. Alamo St. 3 blocks
N
Emily Morgan Hotel, TheHistoric
(a DoubleTreeMenger
by Hilton) Hotel
2 3 blocks
7
705 E. Houston 3 blocks $165
204 Alamo Plaza
Grand Hyatt San Antonio (HQ)
3 600 E. Market St. Adjecent
19 Holiday Inn San Antonio Riverwalk
4 8 San Antonio—Downtown (Riverwalk)
Hampton Inn 6 blocks $185
414 Bowie 217 N. St. Mary’s St. 3 blocks
2 4 Hilton Garden Inn San Antonio Downtown
5 Hotel Contessa Luxury Suites
4 blocks
9 St.
408 E. Houston 3 blocks $250
10 17 5 6 Hilton Palacio del Rio 306 W. Market St.
1 block
200 S. Alamo
11 20 Hotel Valencia Riverwalk
8
16 1 7 10 Hotel, The
Historic Menger
204 Alamo Plaza 150 E. Houston St. 3 blocks 6 blocks $229
7 Holiday Inn San Antonio Riverwalk
8 217 St. Mary’s St. Hyatt Regency San Antonio6Riverwalk
blocks
12 11 4 blocks $267
9
123 Losoya St.
Hotel Contessa Luxury Suites 3 blocks
306 W. Market St.
21 14 Hotel Valencia La Quinta Inn & Suites San Antonio Riverwalk
10 12 Riverwalk 6 blocks 1 block $199
9 6
150 E. Houston St. 303 Blum St.
15 Hyatt Regency San Antonio Riverwalk
11 123 Losoya Marriott Plaza San Antonio 4 blocks
13 2 blocks $219
3 12 555
La Quinta Inn & Suites San S. Alamo
Antonio RiverwalkSt. 1 blocks
303 Blum
Marriott Rivercenter, San Antonio
Marriott Plaza San Antonio (HQ)
18 Henry B. González 13 14St.
555 S. Alamo 2 blocks 1 block $318
Convention Center 101 Bowie St.
14 Marriott Rivercenter, San Antonio 1 block
101 Bowie Marriott Riverwalk, San Antonio (HQ)
15 Across the street $318
15 889 E. Market St.
Marriott Riverwalk, San Antonio Across street
Hemisfair Park 889 E. Market
13
Mokara Hotel & Spa Mokara Hotel & Spa
16 16 St.
212 W. Crockett 5 blocks 5 blocks $349
212 W. Crockett St.
17 Omni La Mansion del Rio 5 blocks
112 College Omni La Mansion del Rio
17 San Antonio Downtown/Riverwalk Area
Springhill Suites 5 blocks $289
18 524 S. St. Mary’s St.
112 College St. 5 blocks
19 Springhill
St. Anthony, a Luxury Collection Hotel, TheSuites San Antonio Downtown/ Riverwalk Area
5 blocks
18St.
300 E. Travis 5 blocks $164
524 S. St. Mary’s St.
20 Tru by Hilton San Antonio Downtown 3 blocks
901 E. Houston St.
St. Anthony, a Luxury Collection Hotel, The
19 San Antonio, The 5 blocks $269
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Westin Riverwalk,
21 420 W. Market St. 300 E. Travis St. 3 blocks
Note: Rates quoted are for one night and exclude taxes and additional fees. Most hotels will charge Tru by Hilton San Antonio Downtown
20 3 blocks $169
for three or more people to a room. Some hotels with premium rooms may charge additional fees for 901 E. Houston St.
a specific room type.
Westin Riverwalk, San Antonio, The
21 3 blocks $289
420 W. Market St.
ASTRO 2022
KEY CONTACTS
ASTRO HEADQUARTERS PROMOTIONAL SPONSORSHIP
703-502-1550 OPPORTUNITIES
Kathy Peters
EXHIBIT SALES kathy.peters@astro.org
SPARGO, Inc. 703-839-7342
John Barrett
john.barrett@spargoinc.com MEDIA RELATIONS
703-654-6490 Liz Gardner
liz.gardner@astro.org
EXHIBIT MANAGEMENT 703-286-1600
SPARGO, Inc.
Shirley Harris REGISTRATION
shirley.harris@spargoinc.com SPARGO, Inc.
703-679-3953 astroregistration@spargoinc.com
1-800-541-6058 or 703-449-6418
AFFILIATE EVENT REQUESTS
SPARGO, Inc.
astroancillary@spargoinc.com
HOUSING
SPARGO, Inc.
Amanda Tokarski
amanda.tokarski@spargoinc.com
703-592-4401
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