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, 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, you'll need access to the following:

  • 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)
  • First-Time Exhibitor Pavilion
    • Learn what comes with your booth if you booked space in the First-Time Exhibitor Pavilion.
    • 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.
  • Dates and deadlines
    • Use our dates and deadlines page to find every major planning milestone.
  • Exhibitor best practices
    • View our schedule of free sessions covering a variety of topics specifically designed for RSNA exhibitors. Plus, find helpful checklists for show planning and marketing.
  • Planning your exhibit
    • Find RSNA rules and regulations, priority point system information (important for booking your booth for next year’s annual meeting) and a virtual tour of McCormick Place.

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 late July)
    • Find information on how many badges your company is allotted, the badge pickup process and exhibitor badge permissions.
  • Booth design guidelines
    • Find rules and regulations to reference before building your exhibit space.
  • Target move-in assignments
    • View the date and time your freight can move onto the show floor for booth setup.
    • Tip: Avoid wait times by shipping to the Freeman advance warehouse instead of directly to the show site. Find more information about shipping processes in the Exhibitor Service Kit.
  • Technical Exhibits schedule (coming mid-July)
    • View install and dismantle dates/times, including general move-in days and dark days when the exhibit halls are closed.
    • Please note: If you plan to self-load/unload freight from a small vehicle at McCormick Place, view the ASUV policy/hours.
  • Commonly ordered items
    • 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

CDS

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.
  • 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 Happy Hour
    • On Tues. Dec. 3 from 3–5 p.m., connect with prospects, colleagues and friends in a relaxed atmosphere as you serve up small bites and beverages in your booth. Beer, wine, cocktails and non-alcoholic beverages are permitted during this social event. View the catering menu and participate by placing an order in the Exhibitor Service Kit.

Onsite tips

  • Booths must be nearly complete by 4:30 p.m. CT on Saturday, Nov. 30.
  • All booths must be show-ready by 9 a.m. on Sunday, Dec. 1.
  • Booths should not be dismantled until after 5 p.m. on Wednesday, Dec. 4.
  • When exiting the exhibit halls on the last day of the Technical Exhibits (Dec. 4), exhibitors will be asked to fill out a Property Pass. This form/procedure ensures every exhibitor’s equipment is removed safely from the exhibit halls. Personal items such as purses and briefcases 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.

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.