First-time RSNA exhibitors

Getting started

We look forward to seeing you at RSNA 2023! This overview gives first-time exhibitors the essential benchmarks for getting ready for the annual meeting and provides returning exhibitors a quick refresher on the essentials.

You will find yourself visiting this page frequently during your planning process — it’s the place that connects you to essential checklists, webinars and planning advice, including:

  • Exhibitor Portal
  • Exhibitor Service Kit
  • Booth design guidelines
  • Rules and regulations
  • Exhibitor best practices and promotional tools
  • Badge registration
  • Hotel and travel information
  • Target move-in assignments
  • Onsite resources
Start planning your exhibit 

Tip: Set your company up for success with resources from our exhibitor best practices, including a library of valuable exhibitor webinars.

The RSNA Exhibitor Portal is your home base. Your primary contact will receive an email with login credentials, allowing you to access the resources you’ll need for exhibiting at the meeting.

Here’s an overview of what you can do from the portal:

  • Access the Exhibitor Service Kit (available mid-July) to order services from Freeman and other RSNA-approved contractors
  • Pay your invoice
  • Edit your company profile and online exhibitor listing
  • Make hotel reservations
  • Register for badges
  • View exhibitor newsletters
Access the RSNA Exhibitor Portal 

It pays to reserve your hotel rooms with RSNA! We’ve negotiated the best rates for the finest selection of rooms.

You’ll earn three (3) priority points by reserving hotel rooms for your exhibitor personnel through the RSNA hotel reservation system. Use this guide to learn more about the Technical Exhibit Priority Points System (PDF).

Be sure to make reservations early. You’ll have the widest option of hotel rooms.

Reserve your hotel rooms

 

Tip: If you reserve hotel rooms before July, your deposit, guest names and exact travel dates are not required until September. See the Exhibitor Hotel Terms and Conditions (PDF) for details.

Registration for exhibitor badges opens in early August. You will need to visit the RSNA Exhibitor Portal to register.

Tip: Visit our badge registration page for complete details on the process and find out how you can invite your VIP clients using a free guest pass.
Need a booth?

Freeman, our general contractor, is available to help you explore exhibit rental solutions that keep your objectives and budget top of mind. From all-inclusive rental packages to custom-designed rental solutions, you can create a compelling exhibit at any size or with any budget. Visit Freeman to learn more.

Already have your booth?

Once you have your booth, you can order the items and services that will bring it to life.

Floor covering and liability insurance are mandatory. Many exhibitors also order other items such as booth furniture and internet services.

What to order:

Items and services Source
Floor covering (required) Freeman
Tables and chairs Freeman
Electrical services Freeman
Lead retrieval CDS
Hardline internet service RSNA
Labor to fan internet cables McCormick Place
Internet router rental Datasis

To place orders, you'll need to visit FreemanOnline to view the RSNA Exhibitor Service Kit (available mid-July).

Tip: Pay attention to advance order deadlines for each contractor to help save money. Floor covering is mandatory — avoid paying higher on-site rates by ordering your floor covering in advance.

You can choose Freeman or your own carrier to ship your booth materials to one of two places:

  • Ship to the advance warehouse
    • Avoid potential carrier wait times on your target move-in date by shipping to the advance warehouse instead of McCormick Place.
  • Ship directly to McCormick Place
    • Direct shipments to McCormick Place must arrive on your target move-in date.

Shipping information and downloadable shipping labels will be available mid-July.

Tip: Loading your freight into McCormick Place yourself? Read the RSNA Automobile and Small Utility Vehicle (ASUV) Policy for details and guidelines (available mid-July).

  • Target move-in date
  • General move-in
    • This begins for all exhibitors the Friday before the show opens.
    • Your booth must be nearly complete by 4:30 p.m. CT on Saturday and fully operational by 9 a.m. CT on Sunday.
  • Move-out
    • You are not permitted to dismantle your exhibit before 5 p.m. CT on Wednesday and will need to plan your staffing and travel accordingly.
Tip: Bookmark our dates and deadlines page to stay on track.

Welcome, first-time exhibitor!

Here you will find an overview of the most crucial tools and resources you'll need when planning your first annual meeting. It’s also a great guide for returning exhibitors and new exhibit managers who need a quick refresher on the essentials.

Plan Your Exhibit

During your planning process, these are helpful resources to reference: 

  • Exhibitor Resource Center (ERC)
    • Exhibitor planning platform where you can make payments/download invoices, make hotel reservations, register staff for badges, invite guests, update your exhibitor listing and more.
  • Exhibitor Service Kit (opens mid-July)
    • Order booth furnishings/services, submit important forms (like booth design approval), download shipping labels and more.
    • Tip: To learn about all-inclusive/turnkey exhibit-rental solutions from Freeman, contact solutions@freeman.com.
  • Planning your exhibit
    • Find booth design guidelines, RSNA rules and regulations, priority point system information and a virtual tour of McCormick Place.
  • Dates and deadlines
    • Use our dates and deadlines page to keep track of every major planning milestone.

Get support

First-Time Exhibitor Success Series

  • Learn about the most important upcoming tasks and deadlines for the month at these informal meetups. Join your peers and RSNA staff virtually at 10 a.m. Chicago/CDT on Aug. 4, Sept. 1, Oct. 6 and Nov. 3.

First-Time Exhibitor Orientation Webinars

  • First-time exhibitors are highly encouraged to join us for Part 1 – Basics on July 8 (RSNA staff covers pre-show marketing, tips for success and more) & Part 2 – Logistics on Sept. 9 (Freeman will be on the call to answer questions!)

Exhibitor best practices

  • View our schedule of free, virtual support sessions covering a variety of topics specifically designed for RSNA exhibitors. Plus, find helpful checklists for show planning and marketing.

Additional resources

  • Exhibitor FAQs
    • View our exhibitor FAQ page for general questions about exhibiting at the RSNA annual meeting.
  • Hotel/travel information
    • View the list of nearly 60 hotels we work with and find available airfare discounts.
  • Exhibitor badge registration (opens early August)
    • Find information on how many badges your company is allotted, the badge pickup process and exhibitor badge permissions.
  • Move-in logistics
    • Find your target move-in assignment, shipping/advance warehouse information, ASUV guidelines for self-load-in/out and the exhibitor install/dismantle schedule. 
  • Commonly ordered items
  • Please note: If your booth is not in the First-Time Exhibitor Pavilion (located in the South Hall), be sure to bring or order the required floor covering. All exhibitors must have floor covering.
    • To view the most frequently ordered exhibitor furnishings/services, see the chart below. For a list of all official RSNA contractors, view the Exhibitor Service Kit.

Items and services

Source

Floor covering (required)

Freeman                             

Tables and chairs

Freeman

Electrical services

Freeman

Lead retrieval

Maritz 

Hardline internet service

RSNA

Labor to fan internet cables

McCormick Place

Computer equipment rental

Datasis

Marketing resources

  • Logos & promotional tools
    • Download graphics or post to your social channels (including WhatsApp) promoting your presence at the RSNA annual meeting.
    • Share a direct link to your exhibitor listing or location on the floor plan – login to the ERC and click the “Share Your Show Presence” tile.
  • Sponsorships
    • Position your company as a thought leader in radiology and gain a competitive edge with one of our high-impact print or digital opportunities. Email sales@rsna.org to learn about options that align with your branding and budget.
  • Guest passes
    • Invite new prospects or established customers to the Technical Exhibits with a complimentary pass. Use the send tool under the “Registration” tile in the Exhibitor Resource Center.
  • Exhibit Hall Social
    • On Tuesday, Dec. 1 from 3–5 p.m., connect with prospects, colleagues and friends. Participate by submitting the Exhibit Hall Social activity request form and/or placing a catering order using the forms in the Exhibitor Service Kit. Beer, wine, cocktails and non-alcoholic beverages are permitted during this informal and engaging event.

Onsite tips

  • Booths must be nearly complete by 4:30 p.m. CT on Saturday, Nov. 28.
  • All booths must be show-ready by 9 a.m. on Sunday, Nov. 29.
  • Booths must not be dismantled until after 5 p.m. on Wednesday, Dec. 2.
  • When exiting the exhibit halls with cartons, containers equipment of any kind or computers, exhibitors will be asked to fill out a Property Pass. This form/procedure ensures every exhibitor’s materials are removed safely from the exhibit halls. Personal items such as purses, backpacks, briefcases and luggage do not need to be documented.
  • While there is no dress code for the annual meeting, clothing tends to be more formal. You will see business suits, collared shirts and professional attire. Comfortable shoes are recommended.

Are you an international first-time exhibitor? Use our international exhibitor guide to find more helpful information.

Contact us

For more assistance, email RSNA Exhibition Services at exhibits@rsna.org or call us at 1-630-571-7850.