The Annual Meeting of the American Society of Clinical Oncology® (ASCO) is considered the premier educational and scientific event in the oncology community and we are pleased that you are considering exhibiting within the ASCO-Sponsored Patient Advocacy Booth.  The 2020 ASCO Annual Meeting is May 29 to June 2 at McCormick Place in Chicago, Illinois. 

The ASCO-Sponsored Patient Advocacy Booth, located near the main entrance of the Oncology Professionals Hall, is designed to give not-for-profit patient advocacy organizations an opportunity to promote their programs, services, and resources to the professional oncology community.  The booth provides a venue where participants can display materials and where meeting attendees and patient advocates can meet, interact, and exchange information.  To familiarize yourself with the floor plan of the Oncology Professionals Hall, please view the interactive map on the ASCO Annual Meeting website. The ASCO-Sponsored Patient Advocacy Booth is booth number 3005.

APPLICATION PERIOD: Booth applications will be accepted on Cancer.Net between 1/27/20 at 12:00 PM Eastern through 1/31/20 at 12:00 PM Eastern.  All applicants will be contacted the week of 2/2/20.

Due to the increasing demand for exhibit space within the ASCO-Sponsored Patient Advocacy Booth, ASCO has increased the number of exhibit spaces from 32 spaces to 40.  Organizations that apply for space within the booth are evaluated based on the following criteria:

• U.S. based organizations must be 501(c)(3) or 501(c)(4) tax exempt charitable organizations and non-U.S. based organizations must be registered as not-for-profit organizations/charities in their respective countries/regions

• Organizations must have a Board of Directors and/or a Medical/Scientific Advisory Board

• U.S. based organizations must provide a link to an annual report with either an audited financial statement or IRS 990 form

• Organizations must provide materials that demonstrate a charitable mission that is national in scope, validates participation in advocacy activities, and includes information about programs and services that directly impact and assist people affected by cancer

  1. Priority will be given to applicants that meet the criteria above but were denied an exhibit space in 2019 (due to capacity).

  2. Secondary priority will be given to applicants that have never exhibited in the ASCO-Sponsored Patient Advocacy Booth at an ASCO Annual Meeting.

  3. For the remainder of spaces, applicants will be evaluated first-come, first-served, based on the criteria listed above.  If applicants meet the criteria but space is at capacity, organizations can choose to be added to a wait list.

The 40 patient advocacy organizations in the ASCO-Sponsored Patient Advocacy Booth will register a maximum of five exhibitors through the ASCO Annual Meeting Customer Service Center.  Exhibitor badges are non-transferable.  Each organization will also receive two complimentary passes for their exhibitors to attend the non-ticketed Annual Meeting sessions. 

ASCO has a limited block of hotel rooms reserved for advocates who exhibit in the ASCO-Sponsored Patient Advocacy Booth. The hotel reservation deadline is April 22, 2020 (no exceptions) and reservations can be made through the ASCO Annual Meeting Customer Service Center.

The Oncology Professionals Hall will be open May 30 - June 1 from 9:00 AM to 5:00 PM Central Time (see table below). It is mandatory that at least one person staff your booth at all times during exhibit hours AND that your booth is staffed until 5:00 PM on the last day of exhibits.  Please make travel arrangements accordingly. If your booth staff leaves before 5:00 PM, your organization will not be eligible to exhibit at the next ASCO Annual Meeting. Your booth must be staffed by employees and/or volunteers of your organization, rather than representatives from staffing companies or third-party vendors.

Exhibit hours

If your organization is approved for an exhibit space within the ASCO-Sponsored Patient Advocacy Booth and you agree to exhibit at the ASCO Annual Meeting, you must commit to exhibiting and adhere to the exhibitor policies.  For organizations that withdraw from the booth for any reason (prior to the meeting), it will result in a suspension from exhibiting in the ASCO-Sponsored Patient Advocacy Booth at the next ASCO Annual Meeting.

For questions or concerns, please contact patientadvocates@asco.org or 571-483-1426