Dates and deadlines

Review important dates and note the deadlines you need to make your RSNA 2023 exhibit a success.

December 2022
Dec. 2, 2022	Last day to earn two early priority points for reserving hotel rooms through the RSNA hotel reservations system.
Dec. 31, 2022	Last day to cancel or reduce space without penalty.

January – March 2023
Jan. 1	25% deposit due; earn two priority points for paying deposit by due date.
Jan. 1–March 31	25% of the rental fee due on canceled or reduced space.
March 8	Request a Block (25 or more rooms on peak night) hotel assignments emailed; Credit card required to guarantee room block.

April – June 2023
April 1	Second 25% deposit due; earn two additional priority points for paying second deposit by due date.
April 1–June 30	50% of the rental fee due on canceled or reduced space.
May 1	RSNA 2022 attendee list request deadline.
June 30	Last day to adjust Request a Block hotel room blocks (25 rooms or more on peak night) without penalty.

July 2023
July 1	Final exhibit space payment due; earn two additional priority points for paying final balance by due date.
July 1 (or after)	100% of the rental fee due on canceled or reduced space.
July 1–Sept. 6	Hotel attrition fee applies. $100 per room when reducing number of peak night rooms (Monday, Nov. 27) by more than 20% in Request a Block hotel room block (25 rooms or more on peak night).
July 19	Exhibitor Service Kit available Official RSNA contractors View Show Schedule on FreemanOnline Target move-in assignments released Exhibitor online directory launches for attendees Exhibitor function space request system opens
July 31	Headquarter office space application deadline.

August 2023
Aug. 2	Exhibitor registration opens.
Aug. 9	Exhibitor webinar—What’s New for RSNA 2023
Aug. 31	Booth designs due for review and approval: Island booth (PDF) Mobile booth (PDF) Peninsula booth (PDF) Please note: Inline booths do not need to submit their booth design but must adhere to the Inline Booth Guidelines (PDF).

September 2023
Sept. 1	Attendee list requests open in the exhibitor registration dashboard.
Sept. 6	Hotel rooming lists and deposits due.
Sept. 7	Hotel rooms without names assigned automatically released. Hotel cancellation fee begins ($200 per reservation).
Sept. 13	Exhibitor webinar – First-Time RSNA Exhibitor Orientation (pre-show planning and onsite logistics)
Sept. 30	Meeting suite application deadline.

October 2023
Oct. 5	Hotel cancellation fee changes to one night’s room and tax for each canceled room reservation.
Oct. 11	Exhibitor webinar – How to Promote Your RSNA Exhibit: Tools and Strategies for Event Marketing and Media Relations
Oct. 13	EAC registration deadline (EAC FAQs) Booth photography/videography request form due (PDF) RSNAnet hardline internet advance rate pricing deadline
Oct. 17	Advance warehouse opens for advance freight shipments. Please note: All hanging signs must be shipped to the advance warehouse
Oct. 19	Freeman advance rate pricing deadline Lead retrieval advance rate pricing deadline
Oct. 20	Booth activity forms due: Booth presentation request (PDF) Live scanning request (PDF) Press conference request (PDF) Giveaway request (PDF) Raffle notification (PDF)
Oct. 25	Exhibitor webinar – RSNA 2024 Onsite Space Selection Process Overview
Oct. 27	OVG Hospitality (formerly SAVOR Chicago) catering order deadline
Oct. 31	Exhibit space application deadline. Last day to earn three additional priority points for reserving hotel rooms through the RSNA hotel reservation system.

November 2023
Nov. 6	Advance rate pricing deadline for the following RSNA official contractors: Chicago Talent Network Datasis Corp Floral Exhibits McCormick Place (labor) Oscar & Associates Rainprotection Rock-it Cargo United Security Virtual Press Office (VPO/Cision PR Newswire)
Nov. 8	Hotel reservations close; Last day to make name/date changes without penalty.
Nov. 9	Advance warehouse closes; All shipments now need to arrive at McCormick Place on your target move-in date.
Nov. 8–13	Hotel reservations system closed. (Reservations transferred to hotels at close of business on Nov. 8; No changes can be made during this period.)
Nov. 13	Hotels begin accepting reservation changes and cancellations (some penalties may apply).
Nov. 15	Last day for badge cancellations (see exhibitor badge registration for details)
Nov. 16	Move-in begins (onsite freight accepted per target assignments).
Nov. 24	General move-in begins (exhibits must be nearly complete by Nov. 25 at 4:30 p.m. and show-ready by Nov. 26 at 9 a.m.).
Nov. 25	ASUV ramp open for exhibitor self-load-in (View ASUV PDF for times and guidelines).
Nov. 26–29	The Technical Exhibits are open Sunday to Wednesday from 10 a.m. to 5 p.m.
Nov. 29	ASUV ramp open for exhibitor self-load-out (View ASUV PDF for times and guidelines).

April 2024
April 30, 2024	RSNA 2023 attendee list request deadline.