First-time RSNA exhibitors

We look forward to seeing you at RSNA 2023! This page provides first-time exhibitors the essential benchmarks for getting annual meeting ready and also provides returning exhibitors a quick refresher on the essentials.

Plan your exhibit

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

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

Pro tips:

• Bookmark the planning your exhibit page for quick access.
• Set your company up for success with resources from our exhibitor best practices, including a library of valuable exhibitor webinars.

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 

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 three (3) priority points by reserving hotel rooms for your exhibitor personnel through the RSNA hotel reservation system. Use this guide to learn more about the Technical Exhibit Priority Points System (PDF).

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

Reserve your hotel rooms

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

Register for exhibitor badges

Registration for exhibitor badges opens Aug. 2. You will need to visit the RSNA Exhibitor Portal to register.

Pro 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.

Get your booth ready

Need a booth?
Freeman, our general contractor, is available to help you explore exhibit rental solutions that keep your objectives and budget top of mind. From all-inclusive rental packages to custom-designed rental solutions, you can create a compelling exhibit at any size or with any budget. Visit Freeman to learn more.

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:

To place orders, you'll need to visit FreemanOnline to view the RSNA Exhibitor Service Kit.

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

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 downloadable shipping labels.

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

Important dates

• Target move-in date
• Target move-in dates have been assigned to each exhibitor. Learn more about target move-in assignments.
• General move-in
• This begins for all exhibitors the Friday before the show opens.
• Your booth must be nearly complete by 4:30 p.m. CT on Saturday and fully operational by 9 a.m. CT on Sunday.
• Move-out
• You are not permitted to dismantle your exhibit before 5 p.m. CT on Wednesday and will need to plan your staffing and travel accordingly.

Pro tip: Bookmark our dates and deadlines page to stay on track.

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.