Dates and deadlines

Review important dates and note the deadlines you need to make your RSNA 2024 exhibit a success.

December 2023
Dec. 1, 2023 Last day to earn two early priority points for reserving hotel rooms through the RSNA hotel reservations system.
Dec. 31, 2023 Last day to cancel or reduce space without penalty.
 
January – March 2024
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 6 Request a Block (25 or more rooms on peak night) hotel assignments emailed; Credit card required to guarantee room block.
 
April – June 2024
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.
April 30 RSNA 2023 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 2024
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. 4  Hotel attrition fee applies. $100 per room when reducing number of peak night rooms (Monday, Dec. 2) by more than 20% in Request a Block hotel room block (25 rooms or more on peak night).
July 10  Exhibitor webinar – First Time Exhibitor Orientation, Part One
July 17
July 31 Headquarter office space application deadline and exhibitor registration opens.
 
August 2024
Aug. 7 Exhibitor webinar – RSNA Hotel Reservation System
Aug. 14 Exhibitor webinar – What's New for RSNA 2024
Aug. 28 Exhibitor webinar – How to Amplify Your Brand at RSNA: Tools and Strategies for Event Marketing & Media Relations
Aug. 31

Booth designs due for review and approval:

Please note: Inline booths do not need to submit their booth design but must adhere to the Inline Booth Guidelines (PDF).
 
September 2024
Sept. 3 Attendee list requests open in the exhibitor registration dashboard.
Sept. 4
Sept. 5
  • Hotel rooms without names assigned are automatically released.
  • Hotel cancellation fee begins ($200 per reservation).
Sept. 30 Meeting suite application deadline.
 
October 2024
Oct. 3 Hotel cancellation fee changes to one night’s room and tax for each canceled room reservation.
Oct. 15

Booth activity forms due:
Oct. 22
  • Advance warehouse opens for advance freight shipments
    • Please note: All hanging signs must be shipped to the advance warehouse.
Oct. 24 Freeman advance rate pricing deadline
Oct. 30 Exhibitor webinar – RSNA 2025 Onsite Space Selection Process Overview
Oct. 31
  • Exhibit space application deadline
  • Last day to earn three additional priority points for reserving hotel rooms through the RSNA hotel reservation system.
  • OVG Hospitality (catering) deadline
 
November 2024
Nov. 13

Hotel reservations close; Last day to make name/date changes without penalty. 
TBD

Advance rate pricing deadline for the following RSNA official contractors:
Nov. 14 Advance warehouse closes. All shipments now need to arrive at McCormick Place on your target move-in date.
Nov. 15–19 Hotel reservation system is closed. (Reservations transferred to hotels at close of business on Nov. 15; no changes can be made during this period.)
Nov. 19 Hotels begin accepting reservation changes and cancellations (some penalties may apply).
Nov. 20 Last day for badge cancellations (see exhibitor badge registration page for more details).
Nov. 21 Move-in begins (onsite freight accepted per target assignments).
Nov. 29 General move-in begins (exhibits must be nearly complete by Nov. 30 at 4:30 p.m. and show-ready by Dec. 1 at 9 a.m.).
Nov. 30
  ASUV ramp open for exhibitor self-load-in (View ASUV PDF).
 
December 2024
Dec. 1–4 The Technical Exhibits are open Sunday to Wednesday from 10 a.m. to 5 p.m.
Dec. 4 ASUV ramp open for exhibitor self-load-out (View ASUV PDF).
 
April 2025
April 30, 2025 RSNA 2024 attendee list request deadline.