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

  • Information inside includes:
    • Official RSNA contractors
    • Technical Exhibits schedule
  • Target move-in assignments
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. 12 Exhibitor webinar: Successful Exhibiting Techniques for Every Booth Size
Aug. 26 Exhibitor webinar: What's New at RSNA 2026
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.

Booth design approval forms can be found in the Exhibitor Service Kit.
 
September 2026
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, 2026.
Sept. 9 Exhibitor webinar: First-Time Exhibitor Orientation: Part 2 – Logistics 
Sept. 15

Meeting suite order deadline.

Submission forms due for Thought Leadership program.
 
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
  • Booth photography/videography request
  • RSNAnet hardline internet advance rate pricing deadline

Booth activity forms due (can be found in the Exhibitor Service Kit):

  • Product launch/booth presentation request 
  • Live scanning request 
  • Press conference request
  • Giveaway request 
  • Raffle request
  • Exhibit Hall Social activity request form
Oct. 16 All sponsorship signage artwork due.
Oct. 20 Sponsorship signage late fees begin.
Oct. 21 Exhibitor webinar: RSNA 2027 Onsite Space Selection Process Overview
Oct. 22 Freeman advance order discount deadline.
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. 30 Catering order deadline (OVG Hospitality). Order form can be found in the Exhibitor Service Kit.
Oct. 31

Exhibit space application deadline.

Deadline to reserve Thought Leadership presentations.
 
November 2026
November (deadlines vary)

Advance rate pricing deadlines for the following RSNA official contractors (order forms can be found in the Exhibitor Service Kit):

  • Chicago Talent Network (booth staffing)
  • Datasis Corp (computer rental)
  • Floral Exhibits (plants/floral)
  • McCormick Place (labor)
  • Oscar & Associates (photo/video)
  • Rainprotection (insurance)
  • Rock-it-Cargo (international freight)
  • United Security (booth security)
  • Virtual Press Office/PR Newswire (press releases)
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).

Last day for badge cancellations (see exhibitor badge registration for details)
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 (limited hours)
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 (limited hours)
Dec. 31 Last day to cancel or reduce exhibit space without penalty.