RSNA 2020 group registration: a step-by-step guide
RSNA 2020 brought radiologists, researchers, exhibitors, healthcare leaders, and industry teams to Chicago from 29 November to 4 December 2020. The annual meeting combined a scientific assembly, educational sessions, professional networking, and access to the latest developments in medical imaging.
Arranging attendance for several colleagues required more than completing individual registration forms. A group coordinator also had to organise room requirements, match travellers with suitable hotels, monitor deadlines, and keep booking information consistent across the delegation.
The following guide explains a practical registration and accommodation workflow based on the services associated with the RSNA 2020 meeting. It is useful as an archive of the process and as a planning model for teams attending future radiology conferences.
Confirm the meeting details first
Begin by recording the essential event information in one shared document. RSNA 2020 was scheduled for 29 November through 4 December in Chicago, with the programme centred on the Radiological Society of North America’s annual scientific assembly. The principal venue was McCormick Place, the city’s major convention and exhibition complex.
This information helps a group estimate the number of nights required, identify suitable arrival and departure dates, and coordinate attendance around scientific sessions. It also prevents common errors, such as booking a room for the conference dates but forgetting an early arrival night or a post-meeting departure.
The coordinator should also identify who is attending as a delegate, faculty member, exhibitor, staff member, or accompanying guest. Different participants may have different schedules and accommodation preferences, so a simple attendee list is an important starting point.
Appoint one group coordinator
A single organiser makes the process easier to control. This person can collect names, manage the hotel request, distribute booking details, and communicate changes to the registration or accommodation provider. For a large radiology department or corporate delegation, an assistant coordinator can handle internal approvals and expense documentation.
Create a spreadsheet or shared register with each traveller’s full name, professional role, email address, arrival date, departure date, room type, and special requirements. Avoid relying on informal email threads, where revised dates and duplicate requests can easily be missed.
Before submitting anything, ask each participant to check the spelling of their name and the dates listed. Those details may appear on registration records, hotel confirmations, invoices, and badges, so correcting them early is more efficient than resolving inconsistencies later.
Submit the accommodation and registration request
Once the attendee list is stable, review the available hotel categories and group arrangements. The RSNA 2020 booking service presented options in 3-star, 4-star, and 5-star properties, allowing teams to balance location, comfort, and budget. A room block could also make it easier for colleagues to stay near one another.
The coordinator should submit the group request with the expected number of rooms, preferred room configurations, arrival and departure dates, and contact details for the responsible organiser. If the exact number is uncertain, provide a realistic estimate and ask how adjustments are handled before final confirmation.
Keep the conference registration process and hotel booking process clearly separated in the records. A participant may be registered for the scientific meeting without having a room, while a hotel reservation does not necessarily constitute admission to the assembly. Each traveller should receive both types of confirmation when applicable.
| Planning item | Information to collect | Why it matters |
|---|---|---|
| Attendee identity | Full name, role, email, organisation | Prevents badge and invoice errors |
| Travel dates | Arrival, departure, and possible extensions | Establishes the correct room nights |
| Room needs | Single, twin, accessible, or shared room | Supports accurate allocation |
| Property preference | Hotel category, location, and budget | Helps match the group with suitable accommodation |
| Financial details | Billing contact, payment method, and approval status | Reduces delays in confirmation |
| Changes | Cancellation, substitution, and date-change rules | Protects the group from avoidable charges |
Compare hotels before accepting the block
Hotel selection should reflect the group’s working pattern rather than star rating alone. A team attending early-morning sessions may value a short journey to McCormick Place, while a smaller delegation might prefer a central Chicago property with restaurants and transport nearby.
Review the offered rate, taxes, included services, payment schedule, cancellation terms, and deadline for releasing unused rooms. Ask whether the quoted price applies to every night and whether extensions before or after the official meeting dates are possible.
It is also sensible to consider accessibility, Wi-Fi, breakfast arrangements, luggage storage, and quiet work areas. A senior faculty member, a travelling researcher, and an exhibitor with equipment may require different facilities, even when they belong to the same group.
Finalise names, payments, and confirmations
After the hotel block is accepted, send the final rooming list by the stated deadline. Include one clear line per traveller and identify shared rooms explicitly. If someone withdraws, notify the booking contact promptly rather than allowing an unused room to remain unreported.
Retain confirmation numbers, invoices, payment receipts, and correspondence in a central folder. The coordinator should also circulate a concise travel sheet containing the hotel address, check-in information, emergency contact details, and each person’s reservation status.
For groups arriving in Chicago with free time, practical local planning can improve the experience. The meeting schedule may leave room for an evening walk or seasonal sightseeing, and Chicago holiday lights offered ideas for activities during the event period.
Prepare the delegation before departure
A final internal briefing should confirm who is responsible for registration questions, hotel changes, transportation, and expense reporting. Give every traveller their own confirmation details, while keeping a master copy with the coordinator.
Ask attendees to check identification, travel documents, institutional approval, and any health or accessibility requirements relevant to the trip. They should also know the procedure for late arrival, room changes, and replacing a colleague who can no longer attend.
Useful preparation priorities include:
- Confirm every attendee’s meeting registration separately from hotel accommodation.
- Recheck arrival and departure dates against transport arrangements.
- Save hotel, registration, and payment confirmations offline.
- Share the group coordinator’s contact details with all travellers.
- Review cancellation and substitution policies before the final deadline.
A well-managed group booking reduces administrative work and gives the delegation a reliable base for the scientific programme. It also makes costs easier to track and helps colleagues spend their time on education, networking, and professional collaboration rather than avoidable booking problems.
Use this workflow to organise RSNA-related attendance records, audit past arrangements, or prepare your team for the next major radiology meeting. Start with a verified attendee list, assign one coordinator, and secure accommodation and registration details in a single, well-maintained file.