Booth Rendering Submission Instructions

Exhibitors who wish to construct an island booth (400 sq. ft. and larger) are required to submit a scaled floor plan with dimensions and elevation diagram (digitally) to ASCO for approval by Wednesday, April 24 through the Exhibitor Resource Center.

These plans must include any planned hanging signs, rigging components, or water features. The plan must include the scale utilized. Any changes that occur after the initial submission must be resubmitted to ASCO for approval prior to the Meeting. Multi-level island booths are not permitted.

Island booths are to be constructed to allow a contiguous two-foot (2’) access into the booth from all sides (aisles) to allow attendees to view booth items within the confines of the booth. Kiosks, podiums, help desks, etc. must be set back two feet (2’) from the entry access point of the booth. Walls built within an exhibitor’s booth are exempt from this requirement. All island booths must have ample sight lines to ensure adjacent exhibits are visually accessible. The maximum height of an island booth is twenty (20) feet. The top of the booth’s sign may not extend more than twenty (20) feet from the Exhibit Hall floor and cannot block the visibility of ASCO signs or other exhibitors’ booths. There must be a minimum clearance of 8’ from the bottom of any hanging sign/structure to the Exhibit Hall floor if attendees are expected to walk below such sign/structure. Signage over walls or static structures will require a significant clearance (at least three feet) between the top of a wall or static structure and the bottom of a sign, banner, or header to ensure clear sight lines through the Exhibit Hall. Hanging signs must be hung directly over the island booth and not in the aisles. Installation of hanging signs must take place according to the schedule provided in the Exhibitor Service Manual. The primary use of an exhibitor’s booth should be attendee engagement.  No more than fifty percent (50%) of the booth’s total square footage may be used for private meeting rooms.   

Island booths may use water features in their exhibit with advance review and approval by ASCO. Water features must be included in the scaled floor plan and elevated diagram that is submitted to ASCO for approval at least thirty (30) days prior to the Annual Meeting.   

Island booths may use special lighting. Lighting must be directly over or in the exhibitor’s booth and cannot affect other exhibitors or aisles. The Exhibit Hall lighting may be dimmed or blacked out to accommodate exhibitors’ lighting requirements at ASCO’s discretion. ASCO will not approve blacking out overhead lights which may affect aisles or another exhibitor’s space. The exhibitor is responsible for all costs associated with this request.

For additional information, please review the Policy for Exhibitors and Other Organizations at ASCO Meetings related to an Island Booth on pages 7-8.

Questions? 
Please contact Eileen McGill, ASCO Exhibit Operations Management at eileen.mcgill@spargoinc.com or 703-679-3969.