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.
Bookmark the planning your exhibit webpage

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.
Visit the RSNA Exhibitor Portal

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 

Reserve hotel rooms for your staff

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.

Register for exhibitor badges

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.
Get your booth ready
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.

Prepare to ship your freight

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).

Important dates
  • 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—we look forward to seeing you at RSNA 2024! This page provides an overview of the most crucial tools and resources you need when planning for your first annual meeting. It’s also a great guide for returning exhibitors who need a quick refresher on the essentials.

Plan your exhibit

You will find yourself visiting our exhibit planning page frequently during your planning process — it’s the place that connects you to valuable information and resources, including:

  • Exhibitor Resource Center
  • 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

Pro tips:

Visit the RSNA Exhibitor Resource Center

The RSNA Exhibitor Resource Center (ERC) is your home base for annual meeting planning. Primary contacts will receive an email to set up their login credentials for the ERC and can then add additional users to their company’s account. Each added user will receive an email to set up their own unique login information. Being added as a user only allows access to the Exhibitor Resource Center, it does not make the user a company contact.

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

  • Access the Exhibitor Service Kit to order services from Freeman and other RSNA-approved contractors
  • Download/pay your invoice
  • Edit your company details and listing in the Exhibitor Directory
  • Make hotel reservations
  • Register for badges
  • View your priority points
  • Read past exhibitor communications

RSNA Exhibitor Resource Center

Reserve hotel rooms for your staff

It pays to reserve your hotel rooms with RSNA! We’ve negotiated the best rates with nearly 60 hotels in Chicago offering 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 so you’ll have the widest selection of hotel rooms.

Reserve your hotel rooms

Pro tip: If you reserve hotel rooms before July, your deposit, guest names and exact travel dates are not required until September. See the 2024 Exhibitor Hotel Terms and Conditions (PDF) for details.

Register for exhibitor badges

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

Pro tip: Visit our badge registration page for complete details on the process and find out how you can invite your VIP clients to the Technical Exhibits using a free guest pass.

Get your booth ready

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

Already have your booth?
Once you have your booth, you can order 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, lead retrieval and electricity.

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.

Pro 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.

Prepare to ship your freight

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.

Pro 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).

Important dates

  • 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.

Pro tip: Bookmark our dates and deadlines page to stay on track.

Contact us

For general inquiries, review our Exhibitor FAQs. For more assistance, email RSNA Exhibition Services at exhibits@rsna.org or call us at 1-630-571-7850.