General Information
 

IMPORTANT REMINDERS FOR ALL EXHIBITORS 

  • All booths must be set by 4:30 PM on Friday, May 29. 
  • All exhibitor floor space must be carpeted or covered with an approved material; bare floors are not allowed.  The main aisles will be carpeted in midnight blue. 
  • Please refer to the deadline checklist to ensure you are placing an order for all required services before the deadline dates to receive any advance order discounts. 


GENERAL APPEARANCE
The reverse side of any wing panel extending from the back wall of the display must be finished or draped to avoid raw exposure to a neighboring booth. Branding on the reverse facing into an adjoining booth is not permitted. If the exhibitor does not comply, ASCO Exhibits Management will have the general services contractor drape the area at the exhibitor’s expense.

FLOORING
Raised floors must be non-hazardous and wheelchair accessible.  Edges of raised floors must be ramped or guarded sufficiently to prevent people from tripping or falling at transitions.       

CLEAN FLOOR POLICY - New for 2026
Exhibitors must have all crates, cardboard, fiber cases, and access storage items appropriately labeled with "EMPTY" or “ACCESSIBLE STORAGE” for removal by the time set up hours are over.  All aisles must be 100% clean of product, ladders, gang boxes, and all other items that may impede the final aisle clean up and installation of carpet by 4:30 PM on Friday, May 29.   Exhibitors along the front aisle, running East to West, must have their materials and equipment labeled and ready for removal by 4:30 PM on Thursday, May 28. 

Labeled and unlabeled exhibit materials and/or equipment will be removed no later than 4:30 PM on the corresponding day listed above.  Requests to bring items back from storage to the exhibit hall floor are contingent upon ASCO Exhibits Management approval and are not guaranteed.  Additional fees may apply and will be at the expense of the exhibitor. 

HEIGHT AND BLOCKING RULES
Regardless of the number of inline booths utilized, display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors.  The maximum height of 8 ft (2.44m) is allowed only on the rear half of the booth space, with a 4ft (1.22m) height restriction imposed on all materials in the remaining space forward to the aisle.  Note:  When three or more inline booths are used in combination as a single exhibit space, the 4ft (1.22m) height limitation is applied only to that portion of exhibit space that is within 10ft (3.05m) of an adjoining booth.  Hanging signs are not permitted over inline booths.  

Island booths should be constructed to allow access from all sides and have a contiguous two-foot (2’) access into the booth to allow attendees to view booth items within the confines of the booth, including kiosks, podiums, help desks, etc.  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.  All booths 400 square feet or more are required to submit a scaled floor plan and elevation diagram (digitally) through the Exhibitor Resource Center (Booth Rendering Form) for approval no later than Wednesday, April 22.   

Island booths that require truss, lighting, and hanging sign installation must include their specs for such in the scaled floor plan they are submitting for review via the Booth Rendering Form via the Exhibitor Resource Center.  The top of the booth’s sign must not extend more than twenty (20) feet from the Exhibit Hall floor and cannot block the visibility of ASCO signs or other exhibitors’ booths. Signage over walls or static structures will require a significant clearance 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.  All hanging items, including signs, lighting, and truss must be hung directly over the island booth and not in the aisles. Overhead McCormick Place lighting may be dimmed or backed out to accommodate exhibitors’ lighting requirements at ASCO’s discretion.  ASCO will not approve backing out overhead lights which may affect aisles or another exhibitor’s space.  The exhibitor is responsible for all costs associated with lighting changes.

Early Exhibitor Move-In & Overhead Rigging
(by appointment only)

  • Saturday, May 23:  8:00 AM - 4:30 PM
  • Sunday, May 24:  8:00 AM - 4:30 PM (No Freight accepted)
  • Monday, May 25:  8:00 AM - 4:30 PM (No Freight accepted)

To request an early exhibitor move-in and be assigned your overhead rigging schedule, please complete the Request for Early Freight Move-In form by Tuesday, April 28. Freeman will review requests and assign move-in based on availability. 

Please note: 

  • Overtime rates will apply after 4:30 PM Monday-Friday and all day Saturday.  Double-time rates will apply all day Sunday and holidays.  
  • Monday, May 25 is a holiday

Equipment such as trusses and lighting must be shipped directly to McCormick Place for delivery on Saturday, May 23.  You will be required to submit Freeman’s Request for Early Freight Move-In form no later than Tuesday, April 28.    

All hanging sign materials must be delivered to Freeman’s Advance Warehouse no later than Friday, May 15. Shipping address labels will be available in the Exhibitor Service Manual under the “Service Order Forms.” 

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