Dates and deadlines

Review important dates and note the deadlines you need to make your RSNA 2024 exhibit a success.

December 2023
Dec. 1, 2023	Last day to earn two early priority points for reserving hotel rooms through the RSNA hotel reservations system.
Dec. 31, 2023	Last day to cancel or reduce space without penalty.

January – March 2024
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 6	Request a Block (25 or more rooms on peak night) hotel assignments emailed; Credit card required to guarantee room block.

April – June 2024
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 2023 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 2024
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. 4	Hotel attrition fee applies. $100 per room when reducing number of peak night rooms (Monday, Dec. 2) by more than 20% in Request a Block hotel room block (25 rooms or more on peak night).
July 10	Exhibitor webinar – First Time Exhibitor Orientation, Part One
July 17	Exhibitor Service Kit available Official RSNA contractors Technical Exhibits schedule Target move-in assignments Exhibitor directory launches for attendees Exhibitor function space request system opens
July 31	Headquarter office space application deadline and exhibitor registration opens.

August 2024
Aug. 7	Exhibitor webinar – RSNA Hotel Reservation System
Aug. 14	Exhibitor webinar – What's New for RSNA 2024
Aug. 28	Exhibitor webinar – How to Amplify Your Brand at RSNA: Tools and Strategies for Event Marketing & Media Relations
Aug. 31	Booth designs due for review and approval: Island booth (PDF) Mobile booth (PDF) Peninsula booth (PDF) Please note: Inline booths do not need to submit their booth design but must adhere to the Inline Booth Guidelines (PDF).

September 2024
Sept. 3	Attendee list requests open in the exhibitor registration dashboard.
Sept. 4	Hotel rooming lists and deposits due. Exhibitor webinar – First Time RSNA Exhibitor Orientation, Part Two (pre-show planning and onsite logistics)
Sept. 5	Hotel rooms without names assigned are automatically released. Hotel cancellation fee begins ($200 per reservation).
Sept. 30	Meeting suite application deadline.

October 2024
Oct. 3	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 form due (PDF) RSNAnet hardline internet advance rate pricing deadline Booth activity forms due: Booth presentation request (PDF) Live scanning request (PDF) Press conference request (PDF) Giveaway request (PDF) Raffle notification (PDF)
Oct. 22	Advance warehouse opens for advance freight shipments Please note: All hanging signs must be shipped to the advance warehouse.
Oct. 24	Freeman advance rate pricing deadline
Oct. 30	Exhibitor webinar – RSNA 2025 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 2024
Nov. 13	Hotel reservations close; Last day to make name/date changes without penalty.
TBD	Advance rate pricing deadline for the following RSNA official contractors: Chicago Talent Network Datasis Corp Floral Exhibits McCormick Place (labor) Oscar & Associates Rainprotection Rock-it-Cargo OVG Hospitality Chicago (catering) United Security Jampack Virtual Press Office (VPO/Cision PR Newswire)
Nov. 14	Advance warehouse closes. All shipments now need to arrive at McCormick Place on your target move-in date.
Nov. 15–19	Hotel reservation system is closed. (Reservations transferred to hotels at close of business on Nov. 15; no changes can be made during this period.)
Nov. 19	Hotels begin accepting reservation changes and cancellations (some penalties may apply).
Nov. 20	Last day for badge cancellations (see exhibitor badge registration page for more details).
Nov. 21	Move-in begins (onsite freight accepted per target assignments).
Nov. 29	General move-in begins (exhibits must be nearly complete by Nov. 30 at 4:30 p.m. and show-ready by Dec. 1 at 9 a.m.).
Nov. 30	ASUV ramp open for exhibitor self-load-in (View ASUV PDF).

December 2024
Dec. 1–4	The Technical Exhibits are open Sunday to Wednesday from 10 a.m. to 5 p.m.
Dec. 4	ASUV ramp open for exhibitor self-load-out (View ASUV PDF).


April 2025
April 30, 2025	RSNA 2024 attendee list request deadline.