Exhibitor Prospectus

Why Exhibit?All of the 2019 ASTRO Annual Refresher Course exhibitors said they met their exhibiting objectives and are likely to return this year!

Exhibit at this popular radiation oncology meeting providing an overview of the most current disease site treatment practices, with a look toward the trends of the future:

• Get your products and services in front of a targeted audience of radiation oncologists.

• Network with colleagues and RO professionals to keep up with the latest topics and techniques.

• Connect with attendees during dedicated exhibit hours during breaks and lunches.

01 2020 ANNUAL REFRESHER COURSE EXHIBITOR PROSPECTUS

“This meeting is an excellent way to stay current on how radiation is being implemented in a cost-effective manner in health care today.”

– 2019 Refresher Course attendee

“The Refresher Course highlights new appraoches and technology that very likely may shape our practice in the future. “

– 2019 Refresher Course attendee

98% of 2019 attendees

said they would recommend the meeting to their

colleagues.

02 2020 ANNUAL REFRESHER COURSE EXHIBITOR PROSPECTUS

Registration Profile

2019 ASTRO ANNUAL REFRESHER COURSE - RESGISTRATION STATISTICS

2019 ATTENDANCE BY OCCUPATION

Radiation Oncologist 85%

Physician Assistant 1%

Medical Physicist 1%

Other 6%

Resident/Fellow 7%

Members 305

Non Members 30

Others 43

Exhibitors 18

03 2020 ANNUAL REFRESHER COURSE EXHIBITOR PROSPECTUS

Registration Profile

2019 ATTENDANCE BY PRIMARY EMPLOYER

Private Practice/Community Based System55%

Government/Public Sector 4%

Academic/University System 33%

Other 2%

Independent Contractor/Locum Tenens 4%

2019 ATTENDEE DISEASE SITE FOCUS

Breast Cancer 12%

Central Nervous System 8%

Gastrointestinal Cancers 8%

Head and Neck Cancers 9%

Lymphoma Leukemias 6%

Melanoma/Skin 6%

Genitourinary 10%

Gynecological 7%

Palliation 8%1% Pediatric Cancers

1% Radiation Physics

5% Sarcomas-Cutaneous Tumors

9% Thoracic Malignancies

34% N/A

2% Other

2% Industry

4% Non-malignant Disease

04 2020 ANNUAL REFRESHER COURSE EXHIBITOR PROSPECTUS

Registration Profile

ATTENDANCE BY PROFESSIONAL ACTIVITY

ATTENDANCE BY PRACTICE LOCATION YEARS IN PRACTICE

Clincial Patient Care 61%

Hospital 62%

Free Standing/Satellite Clinic 36%

Other 2%

1-4 Years 25%

20 or More 35%11-19 Years 19%

5-10 Years 19%

Other 2%

Clinical Trials 23%

Outcomes and Health Services Research 9%

Basic Science Research 5%Other 2%

05 2020 ANNUAL REFRESHER COURSE EXHIBITOR PROSPECTUS

Registration Profile

22% Northeast Region

Midwest Region19%

Southeast RegionSouthwest Region

West Region

14% 32%

13%

Domestic (U.S. only) 94%International 6%

UNITED STATES ATTENDANCE

INTERNATIONAL ATTENDANCE

Total International Attendance:

4%ARGENTINAAUSTRALIABRAZILCANADAJAPANMEXICOSAUDI ARABIA

COUNTRIES

06 2020 ANNUAL REFRESHER COURSE EXHIBITOR PROSPECTUS

Technical Exhibits

TERMS OF PAYMENT AND CANCELLATION

Payment• All applications for exhibit space must

include full booth payment. • No booth space will be assigned until all

payment conditions are met.

Cancellation• 100 percent of the total booth fee will be

retained for cancellations.• All cancellations must be made in writing to

ASTRO.• Exhibit fees are not transferable to another

meeting.• Failure to make payment does not release • the exhibitor from any contractual financial • obligation.

SPACE ASSIGNMENTSpace will be assigned on a first-come, first-served basis with preference being given to meeting supporters, ASTRO Ambassadors and ASTRO Corporate Members.

EXHIBIT ELIGIBILITY ASTRO views the Exhibit Hall as an integral part of the educational and scientific program. Qualified exhibitors are limited to firms, organizations and agencies whose exhibits promote an awareness of products, technologies and services that are recognized and approved by ASTRO as being in harmony with, and supportive of, the objectives of the 2020 ASTRO Annual Refresher Course. ASTRO has the sole right to determine the final eligibility/qualification of any firm, organization, agency or product for inclusion in the Exhibit Hall. Rulings of ASTRO shall, in all instances, be final with regard to allowed use of exhibit space. Exhibitors may not assign, sublet or apportion to others the whole or any part of the space to which they are allocated. Only those products and/or services that are manufactured or distributed by your company may be displayed in the Exhibit Hall.

PRESHOW ATTENDEE MAILING LIST

Promote your participation at the 2020 ASTRO Annual Refresher Course to registered attendees. Rent the preshow attendee mailing list for only $500! The preshow list will be sent no earlier than four weeks prior to the meeting. All orders require a sample of the printed material to be mailed. To order the list, please check the preshow attendee mailing list box on Application and Contract for Exhibit Space.

07 2020 ANNUAL REFRESHER COURSE EXHIBITOR PROSPECTUS

Technical Exhibits

OPTIONAL SPONSORSHIP ADD-ON PACKAGES

Bundle your exhibit space with meeting sponsorship add-ons to promote your brand.

GOLD SPONSORSHIP – additional $5,000

• Four (4) complimentary full-conference registrations.• Marketing display banner OR WiFi sponsorship.

($5,000 value. WiFi sponsor limited to one company). • Ability to reserve block of four (4) rooms at host hotel.• On-site signage.• Name recognition in pocket program.• ASTRO website recognition.• Enhanced exhibitor listing in the pocket program ($500 value).• Pre-Show Attendee List ($500 value).

EXHIBIT HALL RATESGeneral Exhibit Fee: ASTRO Ambassador Exhibit Fee: $3,500 Complimentary

Exhibit Fee Includes:• Post-show attendee list

*Please note that exhibitors will be required to sign a licensing agreement prior to obtaining the list and eligibility requirements apply.

• Participation in the Passport to Prizes Program*For general exhibitors only. Fees apply for Ambassadors.

• Exhibitor listing in the final program• Two exhibitor registrations

*Additional exhibitor registrations are available for purchase.

• One 6ft draped table with two chairs• Access to educational programs on a space available basis

*Please note exhibitors are not eligible to receive continuing medical education credit.

• Lunch and Coffee Breaks served in the Exhibit Hall

BRONZE SPONSORSHIP –additional $1,500

• One (1) complimentary full-conference registration.

• On-site signage.• Name recognition in pocket program.• ASTRO website recognition.

SILVER SPONSORSHIP – additional $3,000

• Two (2) complimentary full-conference registrations.

• Ability to reserve block of two (2) rooms at host hotel.

• On-site signage.• Name recognition in pocket program.• ASTRO website recognition.• Enhanced exhibitor listing in the pocket

program ($500 value).

FOR ADDITIONAL SPONSORSHIP OPPORTUNITIESPlease visit the 2020 ASTRO Annual Refresher Course Sponsorship page or contact the Corporate Relations Department via email corporaterelations@astro.org or call 703-839-7342.

08 2020 ANNUAL REFRESHER COURSE EXHIBITOR PROSPECTUS

General Information

SHOW SCHEDULE

Move-in Thursday, March 19 4:00 p.m. – 7:00 p.m.

Show HoursFriday, March 20 Morning Break 9:30 a.m. – 10:00 a.m. Lunch 12:00 p.m. – 1:00 p.m. Afternoon Break 2:30 p.m. – 3:00 p.m.

Saturday, March 21 Morning Break 9:30 a.m. – 10:00 a.m. Lunch 12:00 p.m. – 1:00 p.m. Afternoon Break 2:30 p.m. – 3:00 p.m.

DismantleSaturday, March 21 3:15 p.m. – 5:15 p.m.

*Times listed are subject to change. Please visit the meeting website to find the most current schedule.

IMPORTANT DATES

Early October 2019Service Manual available through the Exhibitor Resource Center

January 31, 2020Exhibitor listing due

February 27, 2020AV discount deadline.

Booth furnishings adn shipping discount deadline.

March 6, 2020Exhibitor personnel registration due.

Confirm participation in Passport to Prizes Program.

March 19, 2020Tabletop display setup from 4:00 p.m. - 7:00 p.m.

Booths must be set by 7:00 p.m.

March 20, 2020Exhibit hall opens at 9:30 a.m.

March 21, 2020Dismantle begins at 3:15 p.m. and must be complete by 5:15 p.m.

KEY CONTACTS

Exhibit Sales and Operations 703-286-1568 meetings@astro.org

Registration 1-800-541-6058 refresherreg@spargoinc.com

Sponsorship Opportunities 703-839-7344 corporaterelations@astro.org

Housing Information 1-800-541-6058 refresherhousing@spargoinc.com

PASSPORT TO PRIZES PROGRAM

Participate in our Passportto Prizes Program!

This program is designed to giveattendees incentive for visitingeach participant’s booth.

Make the most out of yourexhibiting experience by givingattendees another reason toswing by!

For more information about thisprogram and how to participateplease visit www.astro.org/RefresherPassportProgram