ASTRO’s 2012 ANNUAL MEETING Exhibitor Webinar

Meeting Dates: October 28-31, 2012

Exhibit Dates: October 28-30, 2012

Boston Convention and Exhibition Center (BCEC)

Webinar Objectives

• Overview of Site Plans for Boston

• Review of Exhibit Hall and Booth Assignment Process

• Marketing Opportunities

• On-site Booth Selection in Boston for 2013 Annual Meeting

Presenters

Cheryl Reinhardt

ASTRO/ROI - Corporate Relations and ROI Development

Michele Donohue

ASTRO - Meetings

Judy Spargo

J. Spargo and Associates Inc. - Exhibit Operations

June LaMountain

J. Spargo and Associates Inc. - Exhibit Sales

2011 ANNUAL MEETING REGISTRATION ANALYSIS AND

OVERVIEW

Michele Donohue Meetings

micheled@astro.org

mailto:micheled@astro.org

2011 Registration Statistics

TOTAL ATTENDANCE

2011 2010

Professional 8,211 8,112

Exhibitors 3,526 3,622

TOTAL 11,737 11,734

INTERNATIONAL ATTENDANCE

2011 2010

TOTAL 2,196 2,162

Complete 2011 Annual Meeting registration statistics can be found in the 2012 Annual Meeting Exhibitor Prospectus that is located on our website at

www.astro.org/exhibithall.

International Attendance

World Region Count Percentage

Africa 10 1%

Asia 603 28%

Europe 833 37%

North America and Central America

455 21%

South America 246 11%

Oceania* 49 2%

TOTAL 2,196

*Includes Australia and New Zealand.

Attendance by Occupation Administrator - 3%

Biologist - 1%

Clinical Oncologist - 1%

Diagnostic Radiologist - 1%

Medical Dosimetrist - 4%

Medical Oncologist - 3%

Medical Physicist - 17%

None - 2%

Nurse - 2%

Other - 6%

Other Physician - 1%

Radiation Oncologist - 47%

Radiation Therapist/Technologist - 5%

Resident/Fellow - 3%

Student - 4%

Attendance by Primary Employer Academic/University System - 45%

Community Based System - 14%

Government Public Sector - 12%

Independent Contractor/Locum Tenens - 2%

Industry - 4%

Other - 2%

Private Practice - 21%

Attendance by Professional Activity

0%

10%

20%

30%

40%

50%

60%

70%

80%

Clinical Patient Care - 68%

Clinical Trials - 3% Basic Science Research - 7%

Other - 20% Health Services Research and

Outcomes - 2%

Attendance by Practice Location

0%

10%

20%

30%

40%

50%

60%

70%

80%

Freestanding/Satellite Clinic - 21%

Hospital - 74% Other - 5%

Exhibits are Key Driver for Attendance

• 75% of attendees say visiting the Exhibit Hall to meet with specific companies and evaluate products for future purchase is the main reason they attend the Annual Meeting.

• 20% of attendees say they spend more than 5 hours in the Exhibit Hall.

• 58% of attendees spend more than 3 hours in the Exhibit Hall.

Exhibit Hall Traffic Builder

• Attendees were given a $10 lunch voucher that could be used in food outlets in the convention center on show days.

• 5,320 lunch vouchers were used during the show.

• Based on lead retrieval data, we saw spikes in traffic during the lunch hour in 2011, as compared to 2010 where there were marked declines.

2012 Program Updates

• Location: Boston Convention and Exhibition Center (BCEC) • Meeting Theme: Advancing Patient Care through Innovation

• Education and scientific program has been shortened and will not include sessions on Thursday. New session schedule is:

Sunday: 8:00 a.m. - 5:45 p.m. Monday: 8:00 a.m. - 6:30 p.m. Tuesday: 8:00 a.m. - 6:00 p.m. Wednesday: 8:00 a.m. - 6:00 p.m. • 2012 Exhibit Hall Schedule will remain the same as in 2011. Sunday: 10:00 a.m. - 5:00 p.m. Monday: 10:00 a.m. - 5:00 p.m. Tuesday: 10:00 a.m. - 5:00 p.m.

Hotel Overview

•20 Hotels in the ASTRO Room Block •Over 6,300 Rooms on Peak Night •Over 1,300 Rooms within Walking Distance of BCEC •Over 25,000 Total Committed Room Nights in Boston •Headquarters Hotel: Westin Boston Waterfront Hotel

Exhibitor Housing opens on May 16, 2012.

2012 EXHIBIT HALL

Judy Spargo J. Spargo and Associates Inc.

judy.spargo@jspargo.com

mailto:judy.spargo@jspargo.com

2012 Exhibit Hall Contacts

Exhibit Sales – Booth Selection June LaMountain (Companies A-L) june.lamountain@jspargo.com

Michele LaFrance (Companies M-Z) michele.lafrance@jspargo.com

Exhibit Operations – General Booth Questions Judy Spargo judy.spargo@jspargo.com

GES – Official Service Contractor Tim Myers tmyers@ges.com

mailto:june.lamountain@jspargo.commailto:michele.lafrance@jspargo.commailto:judy.spargo@jspargo.commailto:tmyers@ges.com

2012 Timeline February 24 • First-round Booth Assignment Deadline March 2 • Booth Assignment Selection Times Sent March 12 • Booth Assignments Begin April 30 • Booth Assignment Confirmations Sent May 2 • Exhibitor Resource Center Opens May 16 • General Exhibitor Housing Opens August 2 • Exhibitor Registration Opens September 14 • Exhibitor Rooming List Due

Exhibit Hall floor plan is subject to change at any time. The most current version is available on our website at www.astro.org/exhibithall.

http://www.astro.org/exhibithall

2012 EXHIBIT HALL

June LaMountain J. Spargo and Associates Inc.

june.lamountain@jspargo.com

mailto:june.lamountain@jspargo.com

2012 Exhibit Rates

Booth rates remains the same in 2012.

Space: $32 per square foot

$20 per square foot for second levels

Corner: Additional $500 per corner

Size: Minimum booth size of 10 foot by 10 foot

Booth Space Discount

Companies that utilized the ASTRO Exhibitor Housing Center in 2011 will receive a 7 percent

discount off of the 2012 space rate, reducing the rate from $32 per square foot to:

$29.76 per square foot.

A minimum of one room per every 100 square feet of exhibit space must have been secured via the ASTRO exhibitor housing

room blocks.

MARKETING AND EDUCATIONAL GRANTS

Opportunities Beyond the Exhibit Hall

Cheryl Reinhardt ASTRO and ROI

Development and Corporate Relations cherylr@astro.org

mailto:cherylr@astro.org

Marketing Opportunities New Program Direction for 2011

Council for Medical Specialty Societies

• Code for Interactions with Companies

Modeled after:

• PhRMA Code

• MITA Code

• AdvaMed Code

Giveaway Policy

Opportunities Beyond the Exhibit Hall

Educational Support Promotional Marketing

Educational Grants (CME)

Membership

Industry Satellite Symposium (CME)

Support Opportunities

Non-CME Educational Symposium

Advertising

Industry-Expert Theater (2011 pilot program to continue)

Educational Grant Opportunities

Membership Opportunities Membership Benefits

ASTRO Ambassadorship Corporate Membership

Corporate Membership and all benefits. Access to ASTRO’s online Membership Directory.

300 priority points towards the next year’s Annual Meeting exhibit hall booth selection.

Complimentary subscription to ASTROnews (quarterly publication) and ASTROgram (email communication).

Early courtesy notice for VIP housing at the Annual Meeting.

Fifty (50) priority points credit toward Annual Meeting booth selection.

Complimentary table-top display at ASTRO sponsored educational meetings.

Special invitation to event with ASTRO Leadership.

Exclusive access to ASTRO functions. Member-rate registration for two company representatives at ASTRO sponsored educational meetings.

Support Opportunities

• Virtual Meeting

• ARRO/Young Member Program

• Nursing Program

• Scientific Poster Session

• Virtual Poster Library

• Industry-Expert Theater

Advertising Opportunities

Annual Meeting Schedule At-a-Glance

ASTROmobile

Convention Center Advertising

Cyber Café and Message Center

Hotel Key Card

Lead Retrieval Card

Official Annual Meeting Final Program Pocket-size Exhibit Hall Floor Plan

Shuttle Bus

Travel Planner and/or City Map

Water Stations

Wi-Fi

Magazine/Online Opportunities

ASTROnews Annual Meeting Special Edition •Target ASTRO attendees before they arrive in Boston! Circulation 11,000.

Insertion Deadline: July 10, 2012 Materials Deadline: August 17, 2012 Special Edition Mails: Mid September 2012

Online •Advertise on www.astro.org

• Run of site skyscraper and footer ads *Excludes ASTRO homepage and certain additional pages Availability to advertise in the online version of ASTROnews The ASTRO website averages 47,000 visits per month.

Survivor Circle Passport Program

The ASTRO website averages 47,000 visits per month.

Priority Points Criteria for 2012 ASTRO Annual Meeting

ANNUAL MEETING POINTS

Each Year Exhibited at the Annual Meeting 8 points per year

Booth Size 1 point for each $3,200 spent

ASTRO Housing Center Usage 25 points

ADDITIONAL EARNING OPPORTUNITIES

ASTRO Ambassadorship 300 points

Corporate Membership 50 points

Educational Grants 4 points for each $1,000 spent

Promotional Sponsorship or Advertising 2 points for each $1,000 spent

In-kind Support 2 points

For your 2012 both space selection, your company’s priority points were calculated based on activity from January 1, 2011 – December 31, 2011.

Priority Points Criteria for 2013 ASTRO Annual Meeting

ANNUAL MEETING POINTS

Each Year Exhibited at the Annual Meeting 8 points per year

Booth Size 2 points for each $3,200 spent

ASTRO Housing Center Usage 25 points

ADDITIONAL EARNING OPPORTUNITIES

ASTRO Ambassadorship 300 points

Corporate Membership 50 points

Educational Grants 4 points for each $1,000 spent

Promotional Sponsorship or Advertising 2 points for each $1,000 spent

In-kind Support 2 points

NEW! Partner Advertising Advertising in Red Journal, PRO or RO MarketPlace.

1 point for each $1,000 spent

For your 2013 both space selection, your company’s priority points will be calculated based on activity from January 1, 2012 – July 31, 2012.

Changes to Priority Points for 2013

• Increased point earnings for booth size from 1 point for every $3,200 spent to 2 points for every $3,200 spent.

• New point earning opportunity with partner advertising in the Red Journal, PRO or RO MarketPlace.

• Abbreviated priority point earning cycle for 2013: January 1, 2012 - July 31, 2012.

• Priority point cycle will once again be on a yearly schedule for 2014: August 1, 2012 - July 31, 2013.

2013 On-site Booth Space Selection Process

• Booth space selection for the 2013 Annual Meeting will take place on-site in Boston. • You will be sent your company’s specific appointment time in October 2012. • Anyone from your company who is involved in the selection of your company’s

booth space is welcome to participate. • You will have until December 7, 2012, to provide a 50 percent booth deposit. • You may cancel or reduce your booth space without any obligation if written

notification is received on or before December 7, 2012. If notification is not received by this date, you will be responsible for the booth space selected.

ASTRO’s 2013 Annual Meeting Meeting Dates: September 22-25, 2013 Exhibit Dates: September 22-24, 2013

Georgia World Congress Center, Atlanta

Questions?

Please submit your questions in the Q and A panel located on the right side of your screen.

Helpful Links

Exhibiting information can be found on our website at www.astro.org/exhibithall.

• Exhibitor Prospectus

• Application and Contract for Exhibit Space

• Floor Plan

• Exhibitor Rules, Regulations and Policies

http://www.astro.org/exhibithallhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_application.pdfhttp://events.jspargo.com/astro12/public/htmleventmap.aspx?shmode=Ehttps://www.astro.org/Meetings-and-Events/2012-Annual-Meeting/Exhibitor-Information/Rules-and-Regulations.aspx

Presenter Contact Information

Michele Donohue ASTRO – Meetings

micheled@astro.org

703-839-7384

June LaMountain J. Spargo – Exhibit Sales

june.lamountain@jspargo.com

703-679-3931

Cheryl Reinhart ASTRO/ROI – Corporate Relations and ROI Development

cherylr@astro.org

703-839-7340

Judy Spargo J. Spargo – Exhibit Operations

judy.spargo@jspargo.com

703-631-6200

mailto:micheled@astro.orghttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfmailto:june.lamountain@jspargo.commailto:june.lamountain@jspargo.comhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfmailto:cherylr@astro.orghttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfmailto:judy.spargo@jspargo.comhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdfhttps://www.astro.org/uploadedFiles/Main_Site/Meetings_and_Events/Model_Annual_Meeting_Folders(1)/Exhibitor_Information/Exhibitor Prospectus2012_Final.pdf