Dates and deadlines
Review important dates and note the deadlines you need to make your RSNA 2023 exhibit a success.
December 2022 | |||
Dec. 2, 2022 | Last day to earn two early priority points for reserving hotel rooms through the RSNA hotel reservations system. | ||
Dec. 31, 2022 | Last day to cancel or reduce space without penalty. | ||
January – March 2023 | |||
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 8 | Request a Block (25 or more rooms on peak night) hotel assignments emailed; Credit card required to guarantee room block. | ||
April – June 2023 | |||
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 1 | RSNA 2022 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 2023 | |||
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. 6 | Hotel attrition fee applies. $100 per room when reducing number of peak night rooms (Monday, Nov. 27) by more than 20% in Request a Block hotel room block (25 rooms or more on peak night). | ||
July 19 | |||
July 31 | Headquarter office space application deadline. | ||
August 2023 | |||
Aug. 2 | Exhibitor registration opens. | ||
Aug. 9 | Exhibitor webinar—What’s New for RSNA 2023 | ||
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). |
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September 2023 | |||
Sept. 1 | Attendee list requests open in the exhibitor registration dashboard. | ||
Sept. 6 | Hotel rooming lists and deposits due. | ||
Sept. 7 |
Hotel rooms without names assigned automatically released. Hotel cancellation fee begins ($200 per reservation). |
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Sept. 13 | Exhibitor webinar – First-Time RSNA Exhibitor Orientation (pre-show planning and onsite logistics) | ||
Sept. 30 | Meeting suite application deadline. | ||
October 2023 | |||
Oct. 5 | Hotel cancellation fee changes to one night’s room and tax for each canceled room reservation. | ||
Oct. 11 | Exhibitor webinar – How to Promote Your RSNA Exhibit: Tools and Strategies for Event Marketing and Media Relations | ||
Oct. 13 | |||
Oct. 17 |
Advance warehouse opens for advance freight shipments. Please note: All hanging signs must be shipped to the advance warehouse |
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Oct. 19 | |||
Oct. 20 |
Booth activity forms due: |
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Oct. 25 | Exhibitor webinar – RSNA 2024 Onsite Space Selection Process Overview | ||
Oct. 27 | SAVOR Chicago (catering) order deadline. | ||
Oct. 31 |
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November 2023 | |||
Nov. 6 |
Advance rate pricing deadline for the following RSNA official contractors:
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Nov. 8 |
Hotel reservations close; Last day to make name/date changes without penalty. |
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Nov. 9 | Advance warehouse closes; All shipments now need to arrive at McCormick Place on your target move-in date. | ||
Nov. 8–13 | Hotel reservations system closed. (Reservations transferred to hotels at close of business on Nov. 8; No changes can be made during this period.) | ||
Nov. 13 | Hotels begin accepting reservation changes and cancellations (some penalties may apply). | ||
Nov. 15 | Last day for badge cancellations (see exhibitor badge registration for details) | ||
Nov. 16 | Move-in begins (onsite freight accepted per target assignments). | ||
Nov. 24 | General move-in begins (exhibits must be nearly complete by Nov. 25 at 4:30 p.m. and show-ready by Nov. 26 at 9 a.m.). | ||
Nov. 25 | ASUV ramp open for exhibitor self-load-in (View ASUV PDF for times and guidelines). | ||
Nov. 26–29 | The Technical Exhibits are open Sunday to Wednesday from 10 a.m. to 5 p.m. | ||
Nov. 29 | ASUV ramp open for exhibitor self-load-out (View ASUV PDF for times and guidelines). | ||
April 2024 | |||
April 30, 2024 | RSNA 2023 attendee list request deadline. |