First-time RSNA exhibitors

Welcome, first-time exhibitor!

Here you will find an overview of the most crucial tools and resources you'll need when planning your first annual meeting. It’s also a great guide for returning exhibitors and new exhibit managers who need a quick refresher on the essentials.

Plan your exhibit

During your planning process, you'll need access to the following:

• Exhibitor Resource Center (ERC)
• Exhibitor planning platform where you can make payments/download invoices, make hotel reservations, register staff for badges, invite guests, update your exhibitor listing and more.
• Exhibitor Service Kit (opens mid-July)
• Order booth furnishings/services, submit booth designs, download shipping labels and more.
• Tip: Learn about all-inclusive/turnkey exhibit-rental solutions from Freeman.
• First-Time Exhibitor Pavilion
• Learn what comes with your booth if you booked space in the First-Time Exhibitor Pavilion.
• Please note: If your booth is not in the First-Time Exhibitor Pavilion (located in the South Hall), be sure to bring or order the required floor covering. All exhibitors must have floor covering.
• Dates and deadlines
• Use our dates and deadlines page to find every major planning milestone.
• Exhibitor best practices
• View our schedule of free sessions covering a variety of topics specifically designed for RSNA exhibitors. Plus, find helpful checklists for show planning and marketing.
• Planning your exhibit
• Find RSNA rules and regulations, priority point system information (important for booking your booth for next year’s annual meeting) and a virtual tour of McCormick Place.

Additional resources

• Exhibitor FAQs
• View our exhibitor FAQ page for general questions about exhibiting at the RSNA annual meeting.
• Hotel/travel information
• View the list of nearly 60 hotels we work with and find available airfare discounts.
• Exhibitor badge registration (opens late July)
• Find information on how many badges your company is allotted, the badge pickup process and exhibitor badge permissions.
• Booth design guidelines
• Find rules and regulations to reference before building your exhibit space.
• Target move-in assignments
• View the date and time your freight can move onto the show floor for booth setup.
• Tip: Avoid wait times by shipping to the Freeman advance warehouse instead of directly to the show site. Find more information about shipping processes in the Exhibitor Service Kit.
• Technical Exhibits schedule (coming mid-July)
• View install and dismantle dates/times, including general move-in days and dark days when the exhibit halls are closed.
• Please note: If you plan to self-load/unload freight from a small vehicle at McCormick Place, view the ASUV policy/hours.
• Commonly ordered items
• To view the most frequently ordered exhibitor furnishings/services, see the chart below. For a list of all official RSNA contractors, view the Exhibitor Service Kit.

Marketing resources

• Logos & promotional tools
Download graphics or post to your social channels (including WhatsApp) promoting your presence at the RSNA annual meeting.
• Sponsorships
• Position your company as a thought leader in radiology and gain a competitive edge with one of our high-impact print or digital opportunities. Email sales@rsna.org to learn about options that align with your branding and budget.
• Guest passes
• Invite new prospects or established customers to the Technical Exhibits with a complimentary pass. Use the send tool under the “Registration” tile in the Exhibitor Resource Center.
• Exhibit Hall Happy Hour
• On Tues. Dec. 3 from 3–5 p.m., connect with prospects, colleagues and friends in a relaxed atmosphere as you serve up small bites and beverages in your booth. Beer, wine, cocktails and non-alcoholic beverages are permitted during this social event. View the catering menu and participate by placing an order in the Exhibitor Service Kit.

Onsite tips

• Booths must be nearly complete by 4:30 p.m. CT on Saturday, Nov. 30.
• All booths must be show-ready by 9 a.m. on Sunday, Dec. 1.
• Booths should not be dismantled until after 5 p.m. on Wednesday, Dec. 4.
• When exiting the exhibit halls on the last day of the Technical Exhibits (Dec. 4), exhibitors will be asked to fill out a Property Pass. This form/procedure ensures every exhibitor’s equipment is removed safely from the exhibit halls. Personal items such as purses and briefcases do not need to be documented.
• While there is no dress code for the annual meeting, clothing tends to be more formal. You will see business suits, collared shirts and professional attire.

Are you an international first-time exhibitor? Use our international exhibitor guide to find more helpful information.

Contact us

For more assistance, email RSNA Exhibition Services at exhibits@rsna.org or call us at 1-630-571-7850.