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 |
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July 31 |
Headquarter office space order deadline |
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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:
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September 2025 | |||
Early September | Attendee list requests open in the exhibitor registration dashboard. | ||
Sept. 3 |
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Sept. 4 |
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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:
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Oct. 20 |
Advance freight warehouse opens for advance freight shipments
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Oct. 23 | Freeman advance rate pricing deadline | ||
Oct. 29 | Exhibitor webinar: RSNA 2026 Onsite Space Selection Process Overview | ||
Oct. 31 |
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November 2025 | |||
November |
Advance rate pricing deadline for the following RSNA official contractors:
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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. |
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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. |