ASTRO Affiliate Meeting/Event Request
Thank you for your interest in hosting an Affiliate Meeting/Event at the 2026 ASTRO Annual Meeting.

Please complete the Affiliate Meeting/Event Request Form and submit to ASTRO's official Affiliate Meeting/Event partner, A. Fassano & Company, by Friday, September 18, 2026.

Note: ASTRO prohibits organizations from holding meetings/events that compete with the Annual Meeting program. Meetings/events or transportation to and from functions may not be held during the dates and times below.

Black Out Period Dates and Times*:
Please note all times are shown in Eastern Time (ET)

Sunday, September 27, 2026
8:00 a.m. - 6:00 p.m.

Monday, September 28, 2026
8:00 a.m. - 6:00 p.m.

Tuesday, September 29, 2026
8:00 a.m. - 6:00 p.m.

Wednesday, September 30, 2026
8:00 a.m. - 11:45 a.m.

*Schedule is subject to change.

Please submit one event request per meeting/per meeting room space.

The meeting/event approval process may take up to 14 business days from the date of submission. Once reviewed, organizations will receive an email notification indicating whether the request has been approved or denied.

For any questions, please contact Kaylie Schluckebier.

  • Meeting/Event Information

  • Example: 150 (no hyphenated numbers)
  • Events that are educational in nature may qualify as Industry Satellite Symposia or non-CME educational events, which require submission of a separate application. If your meeting is educational in nature or will offer CME, ASTRO will contact you.

  • Please Note: A nonrefundable processing fee will be charged per request/per meeting room space. This processing fee will not be refunded under any circumstances including but not limited to, cancellation of event, non-approval by ASTRO of company's event, non-approval by ASTRO of company's marketing materials, failure to identify suitable space in an official ASTRO venue, etc. Approval will not be granted until this processing fee has been paid to ASTRO's official Affiliate Meeting/Event partner, A. Fassano & Company.

    Ambassador rates for an ASTRO official venue:
    Until August 14, 2026: $75
    August 15, 2026 - September 18, 2026: $190

    Standard rates for an ASTRO official venue:
    Until August 14, 2026: $100
    August 15, 2026 - September 18, 2026: $250

    Standard rates for non-exhibitors:
    Until August 14, 2026: $500
    August 15, 2026 - September 18, 2026: $650

    For more information on ASTRO Affiliate Event rates and policies, please visit the ASTRO Annual Meeting's
    Affiliate Events webpage.