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Dates and deadlines

Review important dates and note the deadlines you need to make your RSNA 2026 exhibit a success.

December 2025
Dec. 5, 2025 Last day to earn four early priority points for reserving hotel rooms through the RSNA hotel reservations system.
Dec. 31, 2025
  • Last day to cancel or reduce space without penalty.
  • NEW: Ten (10) points can be earned for exhibitors that contract booth space during onsite space selection and pay in full (with one payment) by Dec. 31, 2025.
 
January – March 2026
Jan. 1 25% deposit due; earn two priority points for paying deposit by due date.
Feb. 27
  • RSNA 2025 attendee list request deadline
  • Sponsorship first right of refusal ends
Jan. 1–March 31
  25% of the rental fee due on canceled or reduced space.
March 4
 Request a Block (25 or more rooms on peak night) hotel assignments emailed; Credit card required to guarantee room block.
 
April – June 2026
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.
May 2026 RSNA theater presentation sales open.             
June 30 Last day to adjust Request a Block hotel room blocks (25 rooms or more on peak night) without penalty.
 
July 2026
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. 2  Hotel attrition fee applies. $100 per room when reducing number of peak night rooms (Monday, Nov. 30) by more than 20% in Request a Block hotel room block (25 rooms or more on peak night).
July 15
  • Exhibitor Service Kit available
    • Official RSNA contractors
    • Technical Exhibits schedule
  • Target move-in assignments released
July 16  Exhibitor function space request system opens
Late July

Exhibitor Directory launches for attendees
July 31
 Headquarter office space order deadline
 
August 2026
Early August Exhibitor registration opens
Aug. 31

Booth designs due for review and approval:

  • Island booth (PDF)
  • Mobile booth (PDF)
  • End-cap booth (PDF)
Please note: Inline booths do not need to submit their booth design but must adhere to the Inline Booth Guidelines (PDF).
 
September 2026
Early September Attendee list requests open in the exhibitor registration dashboard.
Sept. 2

Hotel rooming lists and deposits due.
Sept. 3
  • 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. 11, 2025.
Sept. 15

Meeting suite order deadline.
 
October 2026
Oct. 2 Hotel cancellation fee changes to one night’s room and tax for each canceled room reservation.
Oct. 15
  • EAC registration deadline (EAC FAQs)
  • Booth photography/videography request PDF due
  • RSNAnet hardline internet advance rate pricing deadline (RSNAnet FAQs and service information)

Booth activity forms due:

  • Product launch/booth presentation request (PDF)
  • Live scanning request (PDF)
  • Press conference request (PDF)
  • Giveaway request (PDF)
  • Raffle request (PDF)
  • Exhibit Hall Social activity request form (PDF)
Oct. 26
  • Last day to earn four additional priority points for reserving hotel rooms through the RSNA hotel reservation system. Companies must reserve staff hotel rooms through the RSNA reservation system to earn priority points.
  • Exhibitors must reserve a minimum of 5 room nights for every 100 square feet.
  • Non-Exhibitor Meeting Suite companies must reserve a minimum of 5 room nights per Meeting Suite rented.
Oct. 31

Exhibit space application deadline.
 
November 2026
Nov. 11
 Hotel reservation system is closed. (Reservations transferred to hotels at close of business on Nov. 11; no changes can be made during this period.)
Nov. 18 Hotels begin accepting reservation changes and cancellations (some penalties may apply).
Nov. 19
 Move-in begins (onsite freight accepted per target assignments).
Nov. 27
 General move-in begins (exhibits must be nearly complete by Nov. 28 at 4:30 p.m. and show-ready by Nov. 29 at 9 a.m.).
Nov. 28
 ASUV ramp opens for exhibitor self-load-in (View ASUV Guidelines)
Nov. 29 – Dec. 2
 The Technical Exhibits are open Sunday to Wednesday from 10 a.m. to 5 p.m.
 
December 2026
Dec. 2 ASUV ramp open for exhibitor self-load-out (View ASUV Guidelines)
Dec. 31 Last day to cancel or reduce space without penalty.
 
February 2027
February 2027 RSNA 2026 attendee list request deadline.