Dates and deadlines

Review important dates and note the deadlines you need to make your RSNA 2025 exhibit a success.

December 2024
Dec. 6, 2024 Last day to earn two early priority points for reserving hotel rooms through the RSNA hotel reservations system.
Dec. 31, 2024 Last day to cancel or reduce space without penalty.
 
January – March 2025
Jan. 1 25% deposit due; earn two priority points for paying deposit by due date.
Jan. 1–March 31 25% of the rental fee due on canceled or reduced space.
March 5 Request a Block (25 or more rooms on peak night) hotel assignments emailed; Credit card required to guarantee room block.
 
April – June 2025
April 1 Second 25% deposit due; earn two additional priority points for paying second deposit by due date.
April 1–June 30 50% of the rental fee due on canceled or reduced space.
April 30 RSNA 2024 attendee list request deadline.
June 30 Last day to adjust Request a Block hotel room blocks (25 rooms or more on peak night) without penalty.
 
July 2025
July 1 Final exhibit space payment due; earn two additional priority points for paying final balance by due date.
July 1 (or after) 100% of the rental fee due on canceled or reduced space.
July 1–Sept. 3  Hotel attrition fee applies. $100 per room when reducing number of peak night rooms (Monday, Dec. 1) by more than 20% in Request a Block hotel room block (25 rooms or more on peak night).
July 9  Exhibitor webinar: First-Time Exhibitor Orientation Part 1
July 15  
July 16
July 23 Exhibitor webinar: Exhibiting Best Practices: What RSNA Attendees Expect From Your Booth
Late July
 Exhibitor Directory launches for attendees
July 31
 Headquarter office space order deadline
 
August 2025
Early August Exhibitor registration opens
Aug. 13 Exhibitor webinar: What's New at RSNA 2025
Aug. 27 Exhibitor webinar: Maximizing Your RSNA Impact: Pre-Show Strategies to Boost Brand Awareness
Aug. 31

Booth designs due for review and approval:

Please note: Inline booths do not need to submit their booth design but must adhere to the Inline Booth Guidelines (PDF).
 
September 2025
Early September Attendee list requests open in the exhibitor registration dashboard.
Sept. 3
  • Hotel rooming lists and deposits due.
Sept. 4
  • Hotel rooms without names assigned are automatically released.
  • Hotel cancellation fee begins ($200 per reservation).
  • No penalty for name or date changes occurring before Wednesday, Nov. 12, 2025.
Sept. 10 Exhibitor webinar: First-Time Exhibitor Orientation Part 2 (pre-show planning and onsite logistics)
Sept. 15 Meeting suite order deadline.
 
October 2025
Oct. 2 Hotel cancellation fee changes to one night’s room and tax for each canceled room reservation.
Oct. 15

Booth activity forms due:
Oct. 20

Advance freight warehouse opens for advance freight shipments

  • Please note: We strongly recommend that all hanging signs be shipped to the advance warehouse.
Oct. 23 Freeman advance rate pricing deadline             
Oct. 29 Exhibitor webinar: RSNA 2026 Onsite Space Selection Process Overview
Oct. 31
  • Exhibit space application deadline
  • Last day to earn three additional priority points for reserving hotel rooms through the RSNA hotel reservation system.
  • OVG Hospitality (catering) deadline
 
November 2025
November

Advance rate pricing deadline for the following RSNA official contractors:
Nov. 12 Advance warehouse closes: All shipments now need to arrive at McCormick Place on your target move-in date.
Nov. 14–18
 Hotel reservation system is closed. (Reservations transferred to hotels at close of business on Nov. 14; no changes can be made during this period.)
Nov. 18
 Hotels begin accepting reservation changes and cancellations (some penalties may apply).
Nov. 19
 Last day for badge cancellations (see exhibitor badge registration for details).
Nov. 20 Move-in begins (onsite freight accepted per target assignments).
Nov. 28 General move-in begins (exhibits must be nearly complete by Nov. 29 at 4:30 p.m. and show-ready by Nov. 30 at 9 a.m.).
Nov. 29 ASUV ramp opens for exhibitor self-load-in (View ASUV Guidelines)
Nov. 30 – Dec. 3 The Technical Exhibits are open Sunday to Wednesday from 10 a.m. to 5 p.m.
 
December 2025
Dec. 3 ASUV ramp open for exhibitor self-load-out (View ASUV Guidelines)
Dec. 31 Last day to cancel or reduce space without penalty.             
 
February 2026
Feb. 27, 2026 RSNA 2025 attendee list request deadline.