ASTRO Annual Meeting 2027Exhibitor guide: booth costs, dates and deadlines
- Event dates
- September 18–22, 2027
- Exhibit hall
- September 19–21, 2027 (Sun–Tue 10 a.m.–5 p.m. Central)
- Venue
- McCormick Place West, Chicago
4.9 client rating3,000+ exhibitors10,000+ booths builtSince 2015
Quick answers
ASTRO Annual Meeting 2027 in 30 seconds
The short version for exhibitors. Every figure has its source further down the page.
- When is ASTRO Annual Meeting 2027?
- September 18–22, 2027, at McCormick Place West, Chicago.
- When is the exhibit hall open?
- September 19–21, 2027, Sun–Tue 10 a.m.–5 p.m. Central.
- How big is ASTRO Annual Meeting?
- 9,451 in-person attendees, 2,965 staff exhibitors (2025 edition).
- What does booth space cost?
- $47 per sq ft (corporate member) or $49 (non-member), 2026 rates, paid to the organizer.
- What does a 10×20 booth cost all-in?
- $7,500 – $15,000 for a Purple rental with design, graphics, lighting, install and dismantle. Space and show services are billed by the show.
- What is the next exhibitor deadline?
- Second payment due: 30% of booth, Expo Suite and Business Suite fees: January 16, 2027.
Everything about ASTRO Annual Meeting 2027 in one place
ASTRO Annual Meeting 2027 fact sheet
| Official name | ASTRO's 69th Annual Meeting (2027 ASTRO Annual Meeting) |
|---|---|
| Event dates | September 18–22, 2027 |
| Exhibit hall dates | September 19–21, 2027 (Sun–Tue 10 a.m.–5 p.m. Central) source |
| Venue | McCormick Place West 2301 S. Indiana Avenue, Chicago, IL 60616 |
| Organizer | American Society for Radiation Oncology (ASTRO), with exhibit sales by A. Fassano & Company |
| Size (2025) | 9,451 in-person attendees · 2,965 staff exhibitors source |
| Who attends | Radiation oncologists (41% of 2025 in-person registrants), medical physicists (15%), residents and fellows (13%), plus dosimetrists, therapists and administrators; 61% from academic systems |
| Booth space | $47 per sq ft (corporate member) or $49 (non-member), 2026 rates source |
| Next deadline | Second payment due: 30% of booth, Expo Suite and Business Suite fees: January 16, 2027 source |
| Nearest airport | Chicago Midway International Airport (MDW) or O'Hare International Airport (ORD) |
| Hotels | SPARGO, Inc., which runs the ASTRO Housing Center and exhibitor room blocks |
| Official website | astro.org |
Official ASTRO Annual Meeting resources
ASTRO Annual Meeting 2027 calendar
ASTRO Annual Meeting 2027 dates and deadlines
The dates the organizer has published, in order, each linked to the page that states it. The next one is highlighted.
- Second payment due: 30% of booth, Expo Suite and Business Suite feesExhibitors who contracted on or before January 16 source
- Full payment due; cancellations after this date owe 100% of the feeAll exhibitors source
- Request for Variance to Assigned Target Time must be receivedExhibitors who need a different move-in slot source
- Drawing and raffle requests and outside-photographer waivers dueExhibitors running raffles or booth shoots source
- Targeted move-in begins in Hall F, 8 a.m. to 5 p.m.Exhibitors and contractors, by target time source
- Meeting opens; every booth must be set by 8 p.m.All exhibitors source
- Exhibit Hall opens, 10 a.m. to 5 p.m. Central (exhibitor early access 7 a.m.)Exhibitors and attendees source
- Final Exhibit Hall day; move-out runs from 5 p.m. to noon Thursday, September 23Exhibitors and contractors source
01 Purple at ASTRO Annual Meeting 2027
Physicists drive the demo: ASTRO 2027 booths for Hall F in Chicago
We build ASTRO booths around a seated workstation where a medical physicist can run your planning, QA or motion-management software on real cases, with the oncologist's conversation beside it. In McCormick Place West we book your GES target and route freight through Hall F's own docks and 20-foot freight doors.
- Hall open Sept 19–21
- 9,451 in person in 2025
- Hall F, McCormick West
What makes ASTRO Annual Meeting different, and how we build for it
ASTRO's 2027 Exhibitor Rules hold every booth to content that is professional, educational and tied to radiation oncology: giveaways and raffle prizes stop at $10, displays answer to the FDA, CMSS, AMA, AdvaMed and PhRMA codes, and order-taking is banned apart from books. The draw is the product itself, so linac, proton, planning, QA and immobilization companies compete on demonstrations. Returning exhibitors chose 2027 space in priority-point order with A. Fassano & Company, ASTRO's exhibit manager, at the Boston meeting, and a rule violation can cost 250 points. Exhibitors may pour alcohol only from 4 to 5 p.m. Sunday and Monday. For 2027 the hall moves to Hall F of McCormick Place West, with GES as general service contractor.
A short, evidence-led walk through the technique or system, the published data on a panel beside the demo, and a seat to talk workflow and patient throughput between sessions.
Hands on the planning, QA or dosimetry software at a real workstation, phantoms and detectors they can pick up, and an engineer who can answer commissioning and integration questions.
Capital-equipment timelines, shielding and build-out implications, service terms and a quiet table away from the demo line for a scheduled meeting.
Your team in Chicago
Two shops, one project manager, every hall
We build in our own production shop in Fishkill, NY, and our Las Vegas hub, ship to the McCormick Place West, and install with our own project manager on the floor and vetted local labor. Predictable 30–45-day turnarounds, secure storage and pre-show QA.
Your team walks into a lit, stocked booth. You just show up.
Inside ASTRO Annual Meeting 2027
Rules that shape your booth
ASTRO's 2027 rules cap every giveaway and raffle prize at $10, require advance approval, follow the PhRMA, AdvaMed and AMA codes, and ban tote bags, hats, t-shirts and mugs. We make the demo the draw and print educational leave-behinds that fit the cap.
An inline booth may rise to 8 feet in its back half; the front five feet stay under 4 feet, with no hanging sign, kiosks set two feet back and demo areas five feet back (2027 rules). We draw counters and screens to those lines.
Island structures and signs stop at 24 feet, hanging signs clear 16 feet and need a 20×20 or larger island, and solid walls may span no more than 30% of each side, frosted panels included (2027 rules). We submit the rendering with engineer stamps over 16 feet.
Every device on display must follow FDA rules on promoting investigational, unapproved and off-label uses, plus the CMSS, AMA, AdvaMed and PhRMA codes, and taking orders on the floor is banned except for books (2027 rules). We print each panel's approved status line and leave price signs out.
ASTRO can deduct 250 priority points for a rule breach, and promotion outside the booth within 15 miles of McCormick Place can forfeit every point earned in 2027 (2027 rules). We keep all signage inside your space and file each request ahead.
Programs worth planning for
ASTRO's plug-and-play theaters in the Exhibit Hall: you bring speakers, ASTRO supplies seating, AV and a technician for a one-hour slot Sunday to Tuesday. In 2026 a session cost $30,000, with recordings sent about three weeks after the meeting.
Private meeting space inside the Exhibit Hall, open during show hours and sold on top of a booth. Suites come as bare space, so walls, carpet, power and furniture are ordered through the general service contractor.
Meeting rooms outside the hall with longer access hours than the Exhibit Hall, for exhibitors who also hold booth space; in 2026 they held up to 10 people (Small) or 14 (Premium), and guests need ASTRO badges.
ASTRO is the U.S. meeting built for radiation oncology, with 9,451 in-person registrations in 2025; choose it over RSNA, Chicago's broader radiology meeting, when your buyers are radiation oncologists, medical physicists and dosimetrists rather than diagnostic radiologists. Compare every medical devices show we build for →
02 Booths & pricing for ASTRO Annual Meeting 2027
Popular booth sizes at ASTRO Annual Meeting
ASTRO sells space by the square foot from a 100-square-foot minimum, with corner and island premiums and paid second-level space, and islands typically run 400 square feet and up. We recommend a 10×20 with a seated workstation for one software or QA product, and a 20×20 island when you show hardware and need a meeting area.
A seated planning or QA workstation with two chairs at one end, a phantom or detector on a low plinth at the other, and the four-foot front zone kept open.
Shown: Tipmed, a Purple inline booth
See 10×20 rental booths →
Three bays: a software workstation, a hardware bay for immobilization devices or detectors at hand height, and a standing table where a chair can talk service terms with your clinical lead.
Shown: Optinova, a Purple inline booth
See 10×30 rental booths →
An open island with a hanging sign at the 16-to-24-foot band, two seated demo stations facing different aisles and a lockable storage core inside the 30% wall limit.
Shown: Eonmetall, a Purple island exhibit
See 20×20 rental booths →
A treatment-room vignette with a couch-top or immobilization set, a small seated theater set five feet back from the aisle, and enclosed meeting space for capital-equipment talks.
Shown: Olon / Infa Group, a Purple large-format exhibit
See 20×30 rental booths →In Purple's price
- Design and a 3D rendering, revised until it is right
- Structure, printed graphics, counters and storage as specified
- Lighting and power distribution inside the booth
- Installation and dismantle, with our project manager on the floor
- Every show-service order and deadline tracked for you
Billed by the show and its contractor
- Booth space (paid to the organizer)
- Material handling / drayage, where the space rate does not include it
- Electrical service, internet and rigging
- Booth cleaning and any union labor the venue requires
Rates to plan with for ASTRO Annual Meeting:
- Booth space $47 per sq ft (corporate member) or $49 (non-member), 2026 rates source
- Island and corner premiums +$2,000 per island, +$500 per corner, 2026 rates source
- Second-level space $21.50 per sq ft, 2026 rate source
- Drayage About $210 per cwt, 200 lb minimum, 2026–27 planning figure
We estimate every one of these on your proposal, so the total is on paper before you sign.
Prices are all-in 2026 rental ranges for design, structure, graphics, installation and dismantle; custom builds are quoted per project. Get an exact number for ASTRO Annual Meeting with the booth cost calculator or read the 2026 booth cost guide.
Send the show, your booth size and what the space needs to do. We reply within one business day and send a rendering and a fixed proposal, usually within a week. No charge.
Your team walks into a lit, stocked booth. You just show up.
03 Built by Purple
Booths we have designed, built and installed
Case study · Pixee Medical
Pixee Medical at a medical technology congress
A focused, demo-first booth for augmented-reality surgical guidance, built so every visitor could try the technology while traffic kept moving.
Different specialty, same problem: Pixee Medical needed surgeons to try its guidance system while traffic kept moving, and ASTRO physicists judge planning software the same way, by using it.
Read the Pixee Medical case study All case studies →“We were very happy with the experience and with the support provided throughout the project. The booth looked great, the coordination process was smooth, and everything was handled professionally, which made the event much easier for our team.”
Miriam Valdes, Communications Manager, INdermal · more client reviews
Trusted by exhibitors including
04 Designing for radiation therapy, treatment planning, QA and oncology technology companies at ASTRO Annual Meeting
Four things we get right for ASTRO Annual Meeting exhibitors
1Plan heavy pieces for Hall F
Hall F's concrete floor carries 350 pounds per square foot under a 40-foot ceiling, and its largest freight doors open 20 feet wide by 20 feet 6 inches high. We plan couch tops, gantry mock-ups and water phantoms around those numbers, with the riggers' path to the booth drawn before shipping.
Seat the physicist, not the visitor
Medical physicists made up 15% of ASTRO's 2025 in-person registrants, and they test software by driving it. We build demo counters at seated height with two chairs, a second screen angled for the oncologist standing behind, and the CPU, cabling and spare keyboard hidden inside the counter.
Make the graphics read as education
ASTRO's 2027 rules require booth content to be professional and educational, tied to radiation oncology, and bar promotion of investigational devices or unapproved uses under FDA rules. We lay out panels around technique, workflow and published data, and print the regulatory status line your team approves on every product panel.
Film inside the capture windows
ASTRO's 2027 rules allow booth photography and video only inside your space, in set windows such as 7 to 10 a.m. Sunday and 5 to 6 p.m. Sunday and Monday, with no other company's logo or the ASTRO logo in frame. We light the booth for camera and schedule your shoot for those windows.
Concept rendering
Every proposal comes with a rendering like this
You see the booth in 3D before we cut a single panel: layout, graphics, lighting and product positions, revised until it is right. Shown: a Purple concept for Purple AI.
Start my ASTRO Annual Meeting concept05 McCormick Place West · Chicago
Logistics for ASTRO Annual Meeting 2027, handled
GES is ASTRO 2027's general service contractor, and ASTRO runs a targeted move-in from September 15 to 18, with each booth's target time set by its place on the Targeted Floor Plan and every booth finished by 8 p.m. Saturday. Hall F has 13 dock berths serving F1 and 20 serving F2, so we address freight by hall and booth and ship to the GES advance warehouse. Illinois's 2010 McCormick Place reforms let your full-time staff use their own tools on the build, while Teamsters still move every crate from dock to booth. Our project manager leads the Hall F install alongside vetted Chicago labor, and the Hyatt Regency McCormick Place links to the West Building by an enclosed walkway.
Hall rules, drayage estimates and freight deadlines for this building are in our McCormick Place exhibitor guide.
Hall guide
ASTRO puts its 2027 Exhibit Hall in Hall F of McCormick Place West: 470,000 square feet under 40-foot ceilings, with booths placed in priority-point order across its two halves.
198,336 gross square feet with a 40-foot ceiling, columns 120 feet on center, 13 dock berths and a ramp running straight into the hall.
Our advice: If your space lands in F1, we check the nearest column against your island plan and stage freight for the smaller dock count.
222,535 gross square feet with the same 40-foot ceiling, 20 dock berths and two direct ramps, plus freight doors up to 20 feet wide by 20 feet 6 inches high.
Our advice: The 40-foot ceiling leaves room above ASTRO's 24-foot cap, so a hanging sign rigs cleanly over a 20×20 or larger island here.
Hall F has 73,270 square feet of interior crate storage with 13 feet of clear height, plus 36,600 square feet of exterior storage, and a 350-pound-per-square-foot floor.
Our advice: We label crates for GES empty storage by booth number and keep demo hardware cases out of storage, locked inside the booth.
What Purple handles
- Island renderings, hanging-sign drawings and engineer stamps for ASTRO approval
- GES orders, targeted move-in times and the EAC certificate of insurance
- Seated demo counters with hidden CPUs, screens and lockable storage
- Giveaway, reveal and photography request forms in the Exhibitor Resource Center
- Crating, freight to the GES advance warehouse and the trip home
- Install and dismantle in Hall F led by our own project manager
Timeline, counted back from move-in
Request for Variance to Assigned Target Time due: July 30, 2027. After this date ASTRO considers no change to your targeted move-in slot, so tell us by early July if your install crew or demo engineers need a different day.
We need design sign-off by early July 2027.
- Early July 2027Design sign-off; island renderings, hanging-sign drawings and any structural-engineer stamps prepared for ASTRO Show Management.
- By July 30, 2027Request for Variance to Assigned Target Time filed, if your team needs a different move-in slot.
- July to mid-August 2027Production in Fishkill, NY: workstation counters, plinths, fabric graphics and lighting built and tested with your demo hardware.
- About 3 weeks before move-inCrates and any hanging sign ship to the GES advance warehouse; GES, electrical and McCormick Place technology orders placed.
- September 15–18, 2027Targeted move-in in Hall F; our project manager and vetted local labor install, and every booth is set by 8 p.m. Saturday.
- September 19–23, 2027Exhibit Hall open September 19–21; move-out runs from 5 p.m. Tuesday to noon Thursday, and the booth goes to storage or your next show.
Purple planning timeline. Official move-in, freight target and order deadlines come from your exhibitor kit and assigned schedule; we confirm them against your booth when you book.
Printable budget & deadline sheetTravel to ASTRO Annual Meeting 2027
Getting to ASTRO Annual Meeting 2027: airport, hotels and parking
Fly in
Chicago Midway International Airport (MDW) or O'Hare International Airport (ORD)
Stay
SPARGO, Inc., which runs the ASTRO Housing Center and exhibitor room blocks
Park
McCormick Place Lot A charges $27 for up to 16 hours and Lot B a flat $18 a day (2026 venue rates)
Travel facts from mccormickplace.com.
ASTRO Annual Meeting by the numbers
ASTRO Annual Meeting year by year
How ASTRO Annual Meeting 2027 compares with other medical devices shows
The medical devices shows closest to ASTRO Annual Meeting on the calendar, with the latest size each organizer has published. Each name opens our exhibitor guide for that show.
| Show | Dates | City | Latest published size |
|---|---|---|---|
| Plastic Surgery The MeetingAmerican Society of Plastic Surgeons (ASPS) | September 16–19, 2027 | Baltimore, MD | 3,565 attendees (2019) |
| AAO-HNSF Annual Meeting & OTO EXPOAmerican Academy of Otolaryngology–Head and Neck Surgery Foundation (AAO-HNSF) | September 18–21, 2027 | New Orleans, LA | 230+ exhibitors (2026) |
| ASTRO Annual MeetingAmerican Society for Radiation Oncology (ASTRO) | September 18–22, 2027 | Chicago, IL | 9,451 in-person attendees · 2,965 staff exhibitors (2025) |
| NASS Annual MeetingNorth American Spine Society (NASS) | September 22–25, 2027 | Boston, MA | – |
| ANESTHESIOLOGYAmerican Society of Anesthesiologists (ASA) | October 15–19, 2027 | Boston, MA | 200+ exhibitors (2026) |
| ACS Clinical CongressAmerican College of Surgeons | October 16–19, 2027 | San Diego, CA | 10,559 in-person attendees · 160+ companies (2025) |
| HLTH USAHLTH | October 17–20, 2027 | Las Vegas, NV | 12,250+ attendees · 950+ sponsors and exhibitors (2025) |
| TCTCardiovascular Research Foundation (CRF) | October 18–21, 2027 | San Francisco, CA | 100+ exhibitors (2026) |
| CNS Annual MeetingCongress of Neurological Surgeons (CNS) | October 23–27, 2027 | Phoenix, AZ | 5,300+ registrants attendees (2024) |
| ACEP Scientific AssemblyAmerican College of Emergency Physicians (ACEP) | October 25–28, 2027 | Boston, MA | 250+ companies (2026) |
ASTRO Annual Meeting exhibitor questions
Questions exhibitors ask us before ASTRO Annual Meeting
How much does a booth at ASTRO 2027 cost?
A software or QA exhibitor fits a 10×20 at ASTRO: rentals run $7,500 to $15,000 for the build, and a custom 20×20 island $50,000 to $120,000. Demo computers, plinths for phantoms and a hanging sign move the number. Space is billed by ASTRO on top: at 2026 rates a non-member 10×20 came to $9,800, and a 20×20 island to $21,600 with its $2,000 premium.
What is the deadline to book a booth for ASTRO 2027?
Returning exhibitors picked 2027 space in priority-point order during the 2026 meeting in Boston; other approved companies now book first come, first served. ASTRO's 2027 schedule asks for a 20% deposit at signing, 30% more by January 16, 2027 and the balance by May 4, 2027. Move-in variance requests close July 30, every booth must be set by 8 p.m. September 18, and we need design sign-off in early July.
Can we rent a booth for ASTRO, and what does a rental include?
Yes. Our ASTRO rentals come with the frame, fabric graphics, LED lighting, a seated demo counter with a hidden computer shelf, a lockable cabinet and flooring, which ASTRO requires in every booth. Freight, install and dismantle are on the same fixed proposal, and the kit returns to us after move-out, so nothing waits in your warehouse for next year.
Can we set up our own booth at McCormick Place?
Your full-time employees can build it, whatever the footprint, using their own tools, a right Illinois law has given McCormick Place exhibitors since the 2010 reforms. Teamsters still handle freight from the dock, and hand-carry is limited to what one person carries without a dolly. We install as your exhibitor-appointed contractor, with our insurance certificate on file with GES.
Can we hold a product launch or play audio in our ASTRO booth?
Only with ASTRO's approval. Under the 2027 rules, a reveal with amplified sound needs advance permission, may face the aisle for 15 minutes at most and is barred from 12 to 1 and 2 to 3 each hall day, with sound kept under 75 decibels. We build a center stage for longer reveals and file the request.
What does drayage cost at McCormick Place, and who pays it?
For McCormick Place we budget roughly $210 per hundredweight (200-pound minimum) as our 2026–27 planning number, and GES bills it to you at its exhibitor-kit rate; late or uncrated freight adds 25 to 35 percent. Phantoms, detectors and demo hardware add weight fast, so we crate everything, ship one consolidated load and show drayage as its own proposal line.
Can we reuse our ASTRO booth at other shows?
We design ASTRO booths to reconfigure, so the same counters and frames can return to Chicago for RSNA or travel to the SNMMI Annual Meeting and ASCO with new graphics for each audience. Between shows the booth stays in our storage, we refresh graphics for the next product story and ship it to whichever advance warehouse that show names.
Where will our booth be inside McCormick Place West?
ASTRO 2027's Exhibit Hall is Hall F, which the venue splits into F1 at 198,336 gross square feet and F2 at 222,535. ASTRO places booths in priority-point order and does not promise a location or distance from competitors. Once your booth number is assigned, we plan freight through the F1 or F2 docks and draw the design for that spot.
Do you handle GES orders and the exhibitor forms for ASTRO?
Yes. We place GES orders for material handling, carpet, rigging and any Expo Suite walls, book McCormick Place electrical and internet, and file ASTRO's island rendering, hanging-sign, giveaway, reveal and photography requests through the Exhibitor Resource Center, so your team sees one schedule and one fixed proposal.
When is the ASTRO Annual Meeting 2027?
ASTRO's 69th Annual Meeting runs September 18–22, 2027, in Chicago. The Exhibit Hall is open Sunday, September 19 through Tuesday, September 21, from 10 a.m. to 5 p.m. Central, with exhibitor early access at 7 a.m. Sunday and 8 a.m. Monday and Tuesday.
Where is ASTRO 2027 held?
At McCormick Place West, 2301 S. Indiana Avenue in Chicago, with the Exhibit Hall in Hall F. An enclosed walkway joins the West Building to the Hyatt Regency McCormick Place hotel, and the Metra Electric line stops inside the McCormick Place Grand Concourse. ASTRO last met at McCormick Place West in October 2021.
How many people attend the ASTRO Annual Meeting?
ASTRO counted 9,451 in-person registrations at its 2025 meeting in San Francisco, 6,486 professionals and 2,965 exhibitor staff, plus 504 virtual registrants. The 2024 meeting in Washington, DC drew 9,534 in person. In 2025, 81% of attendees said they make, specify or recommend purchases.
How do I get a booth at ASTRO 2027?
The American Society for Radiation Oncology owns the meeting, and A. Fassano & Company sells and manages its exhibit space; ASTRO's 2027 exhibitor site carries the reserve-a-booth page and the floor plan. Under its rules, ASTRO approves each exhibitor's eligibility, products must be made or distributed by the exhibiting company, and booths may not be sublet or shared.
Before you sign with anyone
Five questions to ask any exhibit builder for ASTRO Annual Meeting:
- Is every fee on the proposal, including what the show contractor bills?
- Who builds the booth: your own shop or a subcontractor?
- Will your project manager be on the floor for install and dismantle?
- What exactly is in the rental, and what is billed by the show?
- Where does the booth go after the show, and what does storage cost?
Common situations
Already own a booth? We refresh the graphics, repair what is worn, ship it, install it and store it between shows. You keep the structure you paid for.
Exhibiting from outside the US? We are your team on the ground: freight to the advance warehouse, show-service orders, installation and storage, with one project manager answering your emails in your time zone.
Short on time? A rental with your graphics can be ready in two to three weeks. We tell you on the first call what is realistic for your date.
Get a proposal
Tell us about your ASTRO Annual Meeting booth
What happens next
- We reply within one business day with questions about your products, goals and footprint.
- You get a concept rendering and a fixed proposal, usually within a week. Every last fee listed upfront, in full, on paper.
- We build in 30–45 days, ship to the advance warehouse and install before the hall opens.
