EXHIBITOR SERVICE MANUAL

Exhibitor Essentials

• Welcome
• 2025 ASCO^® Exhibitor Policies & Information
• ASCO^® Advantage:  Exciting Training Opportunity for Corporate Teams and Others
• ASCO Bistro Tickets
• Automobile and Small Utility Vehicle Information
• Badge Information (badge types and colors)
• Chicago Information
• Contact Information
• Deadline Checklist
• Dining Options - McCormick Place area/South Loop
• Exhibit Space Package
• Exhibitor Appointed Contractor/Non-Official Contractor
  • Exhibitor Appointed Contractor Form and Insurance is submitted through the Exhibitor Resource Center by Wednesday, April 23
  • McCormick Place B.E.E.P.  Building Access Information
  • McCormick Place Information for Exhibitor Appointed Contractors
• Exhibitor Directory Profile - NOTE:  The exhibitor directory has gone to print.  You may update your company information for the online exhibitor directory.  
• Exhibitor List
• Exhibitor Marketing Toolkit
• Exhibitor Newsletters
• Exhibitor Town Hall Meeting
• Exhibits Schedule
• Floor Plan - Exhibit Hall
• Food/Hospitality in Your Exhibit Booth
• General Information
• Giveaways
• Health & Safety
• Labor Jurisdictions
• Lighting Schedule
• Official ASCO^® Vendors and Other Approved Vendors
• Parking Information (McCormick Place) 
• Photography
• Shipping Information and Labels
• Travel Information (Air Travel, Ride Sharing, Taxis and Ground Transportation)
• Webinars - On Demand

Exhibitor Policies

• A​bstracts/Posters in Your Exhibit Booth Please refer to pages 9-10 of the "Policy for Exhibitors and Other Organizations at ASCO Meetings"
• Exhibitor Bill of Rights (McCormick Place)
• Facility Regulations (McCormick Place) Please refer to pages 17-18
• Fire Regulations (McCormick Place) Please refer to pages 18-22
• Industry Expert Theater Guidelines 
• No Soliciting
• Policy for Exhibitors and Other Organizations at ASCO Meetings
• Priority Points Guidelines
• Prohibition Upon Sales
• Use of the ASCO/Conquer Cancer^®, The ASCO Foundation Name

Exhibitor Resource Center

The Exhibitor Resource Center allows you single sign on access to the following items:

• Exhibitor Directory - Deadline for inclusion in print is Friday, March 14
• Required Forms due by Wednesday, April 23:
  • Booth Activity Request Form
  • Booth Rendering (required for island booths 400 sq. ft. or larger)
  • Exhibitor-Appointed Contractor (EAC) Notification
    • McCormick Place B.E.E.P.  Building Access Information
  • Fundraising Approval Form
  • Onsite Contact
  • Photography and Video/Audio Recording Approval Form
  • Request for Approval of Giveaways
  • Use of ASCO/Conquer Cancer^®, The ASCO Foundation Name Approval Form
• Exhibitor Registration - Early Registration Deadline - Wednesday, April 23
• Freeman Online Ordering - Advance Price Deadline  - Tuesday, April 29

Please refer to the instructions on how to access the Exhibitor Resource Center.  Access is tied to the booth contact's email address.   For assistance, please contact Eileen McGill.

Advertising, Marketing and Support Opportunities

• Advertising Opportunities
• Attendee Mailing List
• Corporate Partnership Opportunities
• Exhibitor Marketing Toolkit
• Exhibitor Only Opportunitites
• Featured Exhibitor Directory Listing - Deadline for inclusion in print is Friday, March 14
• Member Mailing List

 
Hotel, Registration and Ancillary Meetings

• Ancillary Event Guidelines
• Ancillary Event Information
• Ancillary Event Request Submission
• Hotel Information
• Hotel Shuttle Schedule
• Registration (Exhibitor Badges)

 
Service Order Forms

• General Service Contractor - FREEMAN (Advance Price Deadline - Tuesday, April 29)
  • Freeman Online Ordering
  • Aerial Labor and Equipment Rules & Regulations
  • Aerial Labor Request
  • Labor Jurisdictions
  • Porter Service
    Porter service is required by all exhibiting organizations who are providing food and beverage/hospitality within their exhibit.  If porter service has not been ordered by 2:00 PM Central Time on the Friday, May 30, ASCO will arrange for the porter service through the general services contractor at the exhibitor’s expense.
  • Quick Facts
  • Request for Early Freight Move-In
  • Shipping Information and Labels
    • Advance Warehouse Shipping Labels
    • Hanging Sign Advance Warehouse Shipping Labels
    • Showsite Shipping Labels
  • Targeted Freight Move-In Schedule  
• Audio Visual Equipment/Event Technology - FREEMAN
• Catering/Hospitality - OVG Hospitality - Exclusive Provider
  • Exhibit Booth Catering/Hospitality Menu
  • Exhibitor Meeting Room Catering Menu - Hall E Exhibitor Meeting Rooms Only
    • This menu is for organizations who have contracted for exhibitor meeting rooms in Hall E only
• Computer/iPad/Monitor/Office Equipment Rentals - UNIVERSAL COMPUTER RENTALS
• Electrical Service (FREEMAN) - Exclusive Provider
  • Electrical Service Order Information
  • ​Request to Back Out Overhead Lights/Shroud
• Floral Services - TLC CONVENTION PLANT SERVICES
• Internet/Cable TV/Telecommunications - McCORMICK PLACE - Exclusive Provider
  Complimentary Wi-Fi is not available in the Exhibit Hall or Hall E Exhibitor Meeting Rooms.  Please order the appropriate service you will require for your meeting room.  
  • Online Ordering
  • Order Form and Information
• Lead Retrieval Services - CAPTURE!
  • Online Ordering
• Photography and Video Services - MEDMEETINGIMAGES
• Security Services - RA CONSULTING
• Shipping/Freight Carrier - FREEMAN TRANSPORTATION
• Transportation/Request for Boarding Area - KUSHNER & ASSOCIATES
  
   

Please direct any questions to:
 Eileen McGill, CEM or Darnella Bailey
ASCO Exhibit Management
SPARGO, Inc.
11208 Waples Mill Road - Suite 112
Fairfax, VA  22030
800-564-4220 (within the U.S.) or 703-631-6200
ascoexhibits@spargoinc.com