Making a Group Itinerary for RSNA 2020: Accommodation and Program Mix
Planning an RSNA group itinerary requires more than selecting rooms and copying sessions into a calendar. Radiologists, practice managers, exhibitors and accompanying delegates often have different priorities, so the schedule needs a practical balance of accommodation, scientific learning, rest and shared activities.
RSNA 2020 was scheduled for 29 November to 4 December 2020 in Chicago, with programme information centred on the society’s scientific assembly and exhibition. For Australian delegates, the time difference, long-haul travel and uncertainty surrounding international meetings made a clear group plan especially valuable.
A useful itinerary gives every traveller a common framework while leaving space for individual course choices. It should show hotel check-in and check-out, transfers, key scientific sessions, team meetings and free time in a format that can be shared easily.
The accommodation strategy also affects the programme. A hotel near the meeting venue may suit delegates attending early sessions, while a lower rate farther away can work for people with a lighter schedule. The best mix depends on budget, room-block availability and the group’s professional goals.
| Group need | Suitable accommodation choice | Programme fit | Planning note |
|---|---|---|---|
| Senior faculty or speakers | Four- or five-star hotel | Early plenaries, presentations and hosted meetings | Prioritise quiet rooms and reliable transfers |
| Department group | Three- or four-star property | Full-day scientific programme | Keep rooms together and set one meeting point |
| Exhibitor team | Four-star hotel near venue or transport | Exhibition floor and client appointments | Allow time for set-up and pack-down |
| Budget-conscious delegates | Competitive three-star option | Selected sessions and networking | Confirm transport time before booking |
| Mixed delegation | Combination of hotel categories | Shared core schedule with flexible electives | Use one central itinerary for all room blocks |
Set The Group’s Core Priorities
Start with a short list of shared commitments. These might include the opening programme, selected plenary sessions, exhibition visits, a department briefing and a final dinner. Everything else can be marked as optional, giving delegates freedom to build their own learning pathway.
Divide participants into practical groups such as speakers, trainees, exhibitors and accompanying guests. A trainee may want a dense schedule of education sessions, while an exhibitor needs breaks for customer appointments. Grouping people by purpose makes it easier to allocate suitable hotels and transport times.
Match Hotels To Daily Routines
Accommodation should be assessed against the first and last commitments of each day. A delegate attending an early scientific session needs a short, predictable journey, while someone joining only afternoon sessions may accept a longer transfer for a better room rate. Chicago’s late-November weather can also make a short indoor route preferable to a walk between venues.
For Australian teams, price comparisons should be made in Australian dollars and include likely taxes, breakfast, Wi-Fi, transfers and cancellation conditions. A quoted US dollar rate can look sharp until exchange-rate movement and card fees are added. Write the total per person and per room in the itinerary so the group has a fair basis for decisions.
Build A Shared Programme Grid
Use one master calendar with columns for date, time, activity, location, attendees and booking status. Mark fixed events in one colour and elective sessions in another. This avoids the common problem of scheduling a team dinner directly after a full day of education and exhibition appointments.
The dates should reflect the published RSNA 2020 programme, while personal plans can sit underneath the group schedule. Include arrival and departure buffers, especially for delegates flying from Sydney, Melbourne, Brisbane or Perth. Australian Eastern time and Chicago time differ substantially, so online meetings or calls should show both time zones where relevant.
Manage Room Blocks And Costs
A room block works best when the organiser records each traveller’s arrival date, departure date, room type, sharing preference and payment responsibility. Add a column for accessibility requirements, loyalty details and whether the booking is guaranteed by the individual or the organisation.
Shared costs should be separated from personal expenses. Airport transfers, group meals and meeting-room hire can be divided according to an agreed rule, while minibar purchases and leisure activities remain individual. A shared expense spreadsheet can help Australian practices keep reimbursements clear across multiple travellers and cost centres.
Leave Space For Networking And Recovery
A strong programme mix includes unscheduled time. Delegates need room to speak with colleagues, visit the exhibition floor, review notes or simply recover from jet lag. One flexible block each afternoon can absorb delayed transfers, extended discussions and sessions that finish late.
Networking can be planned without making every moment formal. A small group dinner, coffee near the venue or an optional walk can suit different energy levels. If the group includes people travelling with partners or family, list suitable independent activities separately rather than assuming everyone will follow the professional schedule.
Prepare For Changes Before Departure
International group travel can change quickly, so keep a live version of the itinerary and a downloadable PDF. Record hotel contacts, booking references, transport instructions, emergency numbers and the organiser’s mobile number. A simple “what happens if” section should cover a missed flight, a cancelled session, a room issue and a change to the meeting format.
It is also wise to confirm whether the event is operating in person, online or through a hybrid arrangement before finalising non-refundable rooms. If attendance becomes virtual, the same programme grid can still organise time zones, online sessions, internal debriefs and team hospitality. Small cultural touches can make remote or in-person hosting warmer; for example, organisers interested in regional drinks may explore this guide to local tea traditions as inspiration for an informal team gathering.
Create the itinerary as soon as the delegate list and room requirements are reasonably stable. Share the core schedule, hotel allocation and payment rules in one place, then update the document whenever programme or travel details change. A well-organised plan gives every RSNA delegate a clear base for learning, networking and managing the practicalities of international attendance.