Exhibitor FAQs

RSNA 2025 will take place Sunday, Nov. 30 through Thursday, Dec. 4 at McCormick Place in Chicago, IL.

The Technical Exhibits will be open to attendees Sunday, Nov. 30 through Wednesday, Dec. 3, from 10 a.m. to 5 p.m. CT. The Technical Exhibits are located in the North and South Halls on Level 3 of McCormick Place.

Please reach out to our sales team at sales@rsna.org for assistance with purchasing booth space. 

The Exhibitor Service Kit is an online resource that houses vital information exhibitors need as they prepare for the annual meeting.  

You'll find forms and resources, including: 

• Booth design approval 
• Lead retrieval solution rental 
• A complete list of official RSNA contractors
• Shipping labels and material handling information
• Additional exhibitor activities like booth presentations, raffles, giveaways and more

View the Exhibitor Service Kit (available mid July).

Booth payments are due as follows:  

• Jan. 1—25% deposit due 

• April 1—Second 25% deposit due 

• July 1—Final payment due 

You can pay by credit card in the Exhibitor Resource Center (ERC) or use the link on the bottom of your invoice. Any payment amounts over $20,000 must be made via wire transfer or check.

You can download a copy of your invoice at any time by selecting the "Pay or Download Invoice" tile in the ERC.

Exhibitors can hire their own contractor for booth services but are required to register the company as an Exhibitor Appointed Contractor (EAC). You can complete EAC registration in the Exhibitor Service Kit.
 
Exhibitors can utilize any general contractor of their choosing for booth construction and may also rent turnkey exhibits from our general contractor, Freeman, if needed. Please contact Freeman directly for a booth design estimate at solutions@freeman.com. 

Target move-in assignments are the date/time that your freight must arrive at McCormick Place. Your company's target move-in date and time can be found on the target move-in assignments page. 

Shipping information can be found under the "Shipping & Material Handling" section of the Exhibitor Service Kit (available mid July). 

International shipping information can be found on the international exhibitors page.

There is complimentary wireless internet throughout McCormick Place (provided by McCormick Place). This service is designed for casual users and is not guaranteed.  

If you are relying on the internet to showcase your product/service or to perform a live presentation from your booth, we strongly recommend purchasing a hardline internet connection (RSNAnet) for consistent service. 

Orders can be placed through the "RSNAnet" tile in the Exhibitor Resource Center. 

Additional information can be found in the Exhibitor Service Kit (available mid July) under the "Internet/Network Service" section. 

Per the RSNA Technical Exhibits Space Terms and Conditions (which are part of your contract) written notification of cancellation or reduction of exhibit space must be received by the RSNA Technical Exhibits team on or before the dates specified in your contract and on the dates and deadlines page. 

To formally cancel your space, you are required to complete and return the Space Change form to exhibits@rsna.org. When inquiring, RSNA staff will send you this required form.

To learn more about hotel block reservations, visit our exhibitor hotel and travel information page.

The space selection process takes place onsite at McCormick Place and provides an opportunity for contracted exhibitors to select their booth position for the following year’s annual meeting.  

Your space selection date/time will be available in early November and can be found under the "Priority Points" tile in the Exhibitor Resource Center. It will also be emailed to the primary, secondary and marketing contacts on file for your organization. 
 
More information about space selection can be found on the planning your exhibit page via the RSNA 2025 Technical Exhibits Priority Point System document. The Technical Exhibits Priority Point System was developed to recognize a company’s support of RSNA and reward exhibitors for upholding meeting policies during their previous exhibit participation.

RSNA exhibitors are permitted to host off-site meetings and events. We require you to complete an online form available on our meeting and function space rental page.  

Once approved, we will send the information to your preferred venue so they can move forward with contracting your function.  

Please note: If you have a formal educational presentation as part of your event, it will qualify as a satellite symposium. Satellite symposiums are subject to a separate application process and you will be required to pay a sponsorship fee.  

To learn more, visit our satellite symposium page or contact sales@rsna.org.

Log in to the Exhibitor Resource Center (ERC) and select "Users" in the left navigation menu. Next, select "Add New User" at the top of the page and fill out all of the required fields. To submit the information, select “Add New User” at the bottom of the page. Your colleague will then be sent an email to create their own login information.

Please note: Adding your colleague as a user only grants them access to the ERC, it does not make them an official company contact on file for your organization. 

If you’d also like to make your colleague a company contact, select the "Company Information" section on the homepage of the ERC. When you scroll down, you will see fields to make them a primary contact, secondary contact, marketing contact or accounting contact. Select the edit button on any contact to enter and submit their information. 

To learn more, please review these instructions from Map Your Show:

• ERC log in
• Adding users
• Contacts without access

For more help with the Exhibitor Resource Center, please contact exhibits@rsna.org or help@mapyourshow.com. 

To view past webinars, please visit our exhibitor best practices page. To view past virtual office hour recordings, please contact exhibits@rsna.org.

Each exhibiting company receives five (5) complimentary badges for each 100 square feet of exhibit space purchased.  

An exhibitor badge allows access to the Technical Exhibits, the Learning Center, virtual industry presentations and educational sessions (if space permits, after all badged professional attendees have entered).  

You can purchase badges over your allotment by selecting the "Registration" tile in the Exhibitor Resource Center. The charge for each additional exhibitor badge is $100. 

The reprint fee for a lost exhibitor badge is $50. 

To learn more about badge allotment, please visit our exhibitor badge registration page.

Each RSNA exhibitor is allotted a number of guest passes based on their booth size.  

We encourage you to share guest passes with your current and prospective customers who you would like to see at the RSNA annual meeting. Guest passes are not intended to be used by company representatives. 

Each of your guests will receive a Technical Exhibits Only Pass (TEO). The TEO Pass is valid for the full duration of the Technical Exhibits (Nov. 30–Dec. 3, 2025) and includes access to the exhibit halls, industry presentations and online access to the virtual exhibition.  

Please note: Your guests will need to register as a full professional attendee if they wish to attend educational sessions or earn CME. 

To learn more about guest passes and how they are allotted, please visit our exhibitor badge registration page. 

To send a guest pass, log in to the Exhibitor Resource Center and select the "Registration" tile. Then, select "Guest Passes" in the left navigation menu. 

To view available sponsorship opportunities, visit our annual meeting sponsorship page or contact our sales team at sales@rsna.org for more information. 

Yes. Attendee lists are available for purchase closer to the date of the annual meeting (available early September) and are only available to confirmed RSNA exhibitors.  

There are two attendee list purchase options available. Telephone, fax numbers and email addresses are not provided with either option and the list only includes attendees who have chosen to opt-in to share their data with our exhibitors. 

To purchase the RSNA attendee list, select the "Registration" tile in the RSNA Exhibitor Resource Center. Names of registered attendees cost $0.15 per name, with a minimum order of $75.  

Please note: Exhibitor personnel are not included on the attendee registration list; only professional attendee registrants.

Learn more about promoting your involvement in the annual meeting by visiting our logos and promotional tools page.

Plus, you can tell your social network you’ll be exhibiting at RSNA 2025 using our social sharing tool (coming soon).