First-time RSNA exhibitors

Getting started

We look forward to seeing you at RSNA 2021. This overview gives first-time exhibitors the essential benchmarks for getting ready for the event and provides returning exhibitors a quick refresher on the essentials.
Get your booth ready
Need a booth?

Contact our general contractor Freeman for booth packages. They can help you select a booth to fit your needs, from basic configurations to customized solutions.

Already have your booth?

Once you have your booth, you can order the items and services that will bring it to life.

Floor covering and liability insurance are mandatory. Many exhibitors also order other items such as booth furniture and internet services.

What to order:

  • Floor covering (required) from Freeman
  • Tables and chairs from Freeman
  • Electrical services from Freeman
  • Lead retrieval from CDS
  • Internet service from RSNA
    • Labor to fan internet cables from McCormick Place
    • Internet router rental from Datasis

Visit Freeman’s website to get started.

Tip: Pay attention to advance order deadlines to help save money. Floor covering is mandatory—avoid paying higher on-site rates by ordering your floor covering in advance.

Visit the RSNA Exhibitor Portal

The RSNA Exhibitor Portal is your home base. Your primary contact will receive an email with login credentials, allowing you to access the resources you’ll need for exhibiting at the meeting.

Here’s an overview of what you can do from the portal:

  • Access the Exhibitor Service Kit to order services from Freeman and other RSNA-approved contractors
  • Pay your invoice
  • Edit your company profile and online exhibitor listing
  • Make hotel reservations
  • Register for badges
  • View exhibitor newsletters

Access the RSNA Exhibitor Portal.

Bookmark the Planning your exhibit page

You will find yourself visiting this page frequently during your planning process—it’s the hub that connects you to essential checklists, webinars and planning advice including:

  • Hotel and travel information
  • Exhibitor Portal
  • Exhibitor Service Kit
  • Booth design guidelines
  • Exhibitor best practices and promotional tools
  • Badge registration
  • Rules and regulations
  • Target move-in assignments

Start planning your exhibit.

Tip: Set your company up for success with resources from our exhibitor best practices.
Reserve hotel rooms for your staff

It pays to reserve your hotel rooms with RSNA! We’ve negotiated the best rates for the finest selection of rooms.

You’ll earn five (5) priority points by reserving hotel rooms for at least 70% of badged exhibitor personnel (RG41) through the RSNA hotel reservation system. Learn more about the Technical Exhibit priority points with this guide.

Be sure to make reservations early. You’ll have the widest option of hotel rooms.

Reserve your hotel rooms.

Tip: If you reserve hotel rooms before July, your deposit, guest names and exact travel dates are not required until October. See the Exhibitor Hotel Reservations Terms and Conditions (PDF) for details.

Register for exhibitor badges when registration opens

Registration for exhibitor badges opens in July. You will need to visit the RSNA Exhibitor Portal to register.

Tip: Visit our badge registration page for complete details on the process and find out how you can invite your VIP clients using a free guest pass.
Prepare to ship your freight

You can choose Freeman or your own carrier to ship your booth materials to one of two places:

  • Ship to the advance warehouse
    • Avoid potential carrier wait times on your target move-in date by shipping to the advance warehouse instead of McCormick Place.
  • Ship directly to McCormick Place
    • Direct shipments to McCormick place must arrive on your target move-in date.

Review shipping information and download shipping labels

Important dates
  • Target move-in date
  • General move-in
    • This begins for all exhibitors the Friday before the show opens.
    • Your booth must be nearly complete by 6 PM Central Time (CT) on Saturday and fully operational by 9 AM CT on Sunday.
  • Move-out
    • You are not permitted to dismantle your exhibit before 5 PM CT on Wednesday and will need to plan your staffing and travel accordingly.
Bookmark our dates and deadlines page to stay on track.
Shipping labels

You can find mailing information and shipping labels in the Exhibitor Service Kit or you can download shipping labels directly.

Tip: Loading your freight into McCormick Place yourself? Read the RSNA Automobile and Small Utility Vehicle (ASUV) Policy for details and guidelines.

Contact us

We’re here to answer any questions. Email RSNA Exhibition Services at exhibits@rsna.org or call us at 1-630-571-7850.