Exhibitor Housing & Travel

Housing opens Wednesday, June 12 at 10:30 am CT. A notification email will be sent to the official representative of each company. Exhibitor housing closes on November 6, 2013. If you have additional questions regarding exhibitor housing, please contact housing@rsna.org or 1-630-571-7847. 

Housing Formula: 

A housing formula is used to determine if an exhibitor qualifies for either Individual Housing or Block Housing.  Reservations are managed via the Internet.  This will include processing new reservations, entering the rooming list, adjusting arrival/departure dates, and making name changes.   

Individual Exhibitor Housing System:  

• Companies with 100 – 899 sq. ft of purchased exhibit space can only participate in the Individual Exhibitor Housing System.   
• Companies with 900 sq. ft or more of purchased exhibit space and require fewer than 25 rooms qualify for the Individual Exhibitor Housing System. 
• The Individual Exhibitor housing site opens June 12 at 10:30am (CT).  Please note Individual Exhibitor Housing is available on a first come first served basis. 

Block Housing System:  

• Companies with 900 sq. ft or more of purchased exhibit space AND require MORE THAN 25 rooms on peak night need to submit their housing request through the online block housing request site. 
• The Block Housing online process will open June 12 at 10:30am (CT) and closes on July 12 at 4pm CT. 
• Block housing assignments are based on the same priority point system used for exhibitor space assignments. 
• Each company is responsible for entering their own rooming list into the housing system no later than October 7. RSNA/Experient will not accept rooming lists and will not enter them on behalf of the exhibitor. If rooming lists are not entered by October 7, all rooms will be released for general sale.   

Deposits 

 A $300 deposit is required to confirm each hotel reservation.  Reservations may be secured with a major credit card at the time of booking.  The credit card must be valid through December 2013 and will be charged by the hotel approximately two weeks before the meeting.  Exhibitors can also send a check, money order or wire transfer (payable to RSNA) for the hotel deposit.  Exhibitors are responsible for all wire transfer fees.   

This deposit procedure applies to:  

• Individual Exhibitor Housing - deposits are due at the time of making the reservation. 
• Exhibitor Block Housing - deposits are due at the time of making the reservation.  If you are providing a check for all deposits, have this check sent to RSNA no later than August 23.  Multiple credit cards can be used for the deposits within the block. 

Suite Requests (available here June 12)

• Suite requests are considered over and above the allotted number of sleeping rooms determined by the housing formula. 
• Suite requests will be assigned on a first come, first served basis. 
• Due to high demand for suites at the Hyatt Regency McCormick Place Hotel, each company will be limited to three (3) suites at this hotel.  

Hotel Listing, Rates, Change and Cancellation Policy (available here in mid-May)

Airfare Discounts (available here in mid-May)