The annual Community Oncology Conference is about community oncology professionals coming together to completely focus on addressing the unique issues they face in ensuring that patients have access to high-quality, affordable, cutting-edge cancer care close to where they live and work.

Organized for community oncology by community oncology, the Community Oncology Conference is the essential annual conference to help community oncologists improve patient care, grow their practice, and advocate for a strong future.

This is the only annual Conference developed exclusively for community oncology providers, administrators, staff, pharmacists, nurses, and others to highlight the unique, real-world opportunities before community oncology.

The annual Community Oncology Conference is an unprecedented coming together of community oncology professionals completely focused on addressing the unique issues they face in ensuring that patients have access to high-quality, affordable, cutting-edge cancer care close to where they live and work.

Organized for community oncology by community oncology, the Community Oncology Conference is the essential annual meeting to help community oncologists improve patient care, grow their practice, and advocate for a strong future.

This is the only annual conference developed exclusively for community oncology providers, administrators, staff, pharmacists, nurses, and others to highlight the unique, real-world opportunities before community oncology.

Be an Exhibitor at the Community Oncology Conference

Key Dates

The Community Oncology Conference is being held on March 23-24, 2023, at the Gaylord Palms in Kissimmee, Florida.

Don’t miss a deadline for the 2023 Community Oncology Conference. Keep these dates in mind as you prepare to attend, exhibit, or sponsor the Conference:

  • Exhibitor/Sponsor Contract Due: Wednesday, February 8, 2023
  • Exhibitor Deliverables Due: Friday, February 17, 2023
  • Hotel Room Block Closes: Sunday, February 26, 2023
  • President’s Reception: Wednesday, March 22, 2023, 5:30 p.m. – 7:00 p.m.
  • Networking Reception: Thursday, March 23, 2023, 5:30 p.m. – 6:30 p.m.
  • Community Oncology Conference: March 23-24, 2023
    *Registration will open at 6:30 a.m. both days

Frequently Asked Questions

  1. When and where is the 2023 Community Oncology Conference being held?
    The Conference is being held on March 23-24, 2023, at the Gaylord Palms in Kissimmee, Florida.
  1. How do I reserve my hotel room?
    Once you register for the Conference, you will be provided a link to reserve your hotel room within the COA room block. The room block is for registered attendees only, so please do not share the hotel link. Any names on the hotel room block that are not registered for the Conference, will be removed from the hotel room block. Rooming list is reviewed weekly.
  1. What is the dress code for the event?
    The dress code is business or business casual. Keep in mind that some of the session rooms may be cool, so you may want to bring a sweater or jacket.
  1. Where can I find the agenda?
    The agenda can be found on the Agenda page where it is available for viewing and downloading.
  1. Will I be able to claim continuing education credits or pharmacy credits?
    No. We are unable to offer continuing education credits or pharmacy credits for the Conference.
  1. Whom do I reach out to if I have a question?
    Please begin by reviewing the FAQs in its entirety. If you still have a question, send us a note on the Contact Us page and a COA events team member will respond as soon as possible.
  1. Will Conference videos and presentations be available?
    If a speaker permits us to post their session[s] and slides, they will be posted to the Conference website. Please allow a week for them to be posted once the event concludes. Access to the videos and presentation slides will be available for registered attendees ONLY.
  1. Will food and beverage be provided during the Conference?
    Yes. Breakfast and lunch will be provided both days of the Conference. There will also be two receptions that you may attend. Please refer to the agenda for times.
  1. What if I have dietary restrictions?
    All food will be labeled noting common allergens.
  1. Can I bring a guest to the Conference and receptions?
    No. Only registered attendees are permitted to attend the Conference and badges are required during Conference hours and receptions.
  1. Are children permitted in the Exhibit Hall?
    No children under the age of 18 are permitted in the Exhibit Hall. Additionally, badges are required in the Exhibit Hall at all times (with the exception of exhibitor set up and tear down).
  1. Will there be charging stations available for electronic devices?
    Yes, however, the number of stations will be limited.
  1. Will there be an option to purchase discounted theme park tickets?
    Yes. Please visit the Hotel & Travel page for information on how to obtain discounted tickets.
  1. Can my company use the COA or Conference logo in promotions?
    No. We do not permit the use of the COA or Conference logos by other companies or practices.
  1. What is included in registration?
    All registration types allow access to all sessions (excluding specific “Closed” sessions), the Exhibit Hall, and viewing access to the session recordings and presentation slides post Conference, if applicable. Additionally, breakfast and lunch on Thursday and Friday, and receptions on Wednesday and Thursday.
  1. What is the cost to attend the Conference?
    Registration pricing can be found on the Attend page. The fee for attending will depend on the company you work for, which will determine your registration type. If you need clarification regarding any of the registration types, please feel free to send us a note. If you register incorrectly, you will be notified via email.
  1. Am I able to purchase a ticket for one day only?
    No. Registration includes access to both days of the Conference. We do not offer discounted one-day tickets.
  1. Am I able to attend one day and then have a colleague attend the second day using my registration?
    No. We do not permit two different people to attend off of one registration.
  1. When is payment for my registration due?
    Payment is due at time of registration and must be made by credit card. We accept Visa, Mastercard, American Express, and Discover. We do not accept payment by cash or check.
  1. Can I be invoiced for my registration?
    No. Payment by credit card is due at the time of registration.
  1. May I purchase multiple registrations at a group rate?
    No. We do not offer a group rate.
  1. Who do I contact if I need to make a change to my registration?
    You may email us at events@COAcancer.org with any changes that need to be made to your registration. Once those changes have been made, you will receive an email confirmation.
  2. What do I do if I’m having issues registering?
    If it is asking for a confirmation number, this means the email address is already registered. Please do not register with a different email as this will cause a duplicate registration.Please try to clear your cache or using a different browser. Please click here to send us an email if you would like to confirm your registration or if you are having a different issue with registering.
  3. Can I transfer a registration to someone else?
    Yes. You may email events@COAcancer.org with the name of the person being replaced and the full name, email address, and job title of the person that will replace them.
  4. What is the registration cancellation policy?
    Cancellation request must be sent via email to events@COAcancer.org. Phone requests will not be accepted. Cancellation date will be the date of your original e-mailed cancellation request. Refunds will be credited back to the original credit card used for payment.
    • Cancellation requests received up until 11:59 p.m. EST on February 22, 2023, will be fully refunded.
    • Cancellation requests received from February 23 until 11:59 p.m. EST on March 9, 2023, will receive a 50% refund.
    • Refunds will not be issued after March 9, 2023.
  5. What happens if the event gets cancelled?
    In the unlikely event that the Community Oncology Alliance (COA) cancels or postpones the Conference due to circumstances beyond its control, COA’s liability shall be limited to the refund of paid registration fees only.
  6. Can I register on-site the day of the Conference?
    Yes. Thursday, March 23 from 6:30 a.m. – 5:00 p.m., and Friday, March 24 from 6:30 a.m. to 12:00 p.m.
  7. When can I pick up my name badge?
    You will have several opportunities to pick up your name badge. Please note that badges are required to be worn during Conference hours.If you plan to attend the Wednesday meetings, you may pick up your badge at the meeting.  Attendees may pick up their name badge early just off the hotel registration lobby beginning at 11 a.m. on Wednesday, March 22, 2023.Beginning at 6:30 a.m. on Thursday and Friday mornings at the Registration counters located at the entrance to the Conference area.
  8. Are attendees required to be vaccinated?
    No, however, vaccination is strongly encouraged. An inherent risk of exposure to Covid-19 may exist in any public place where others are present. By entering this event, you voluntarily assume all risks related to exposure to Covid-19.
    We look forward to everyone enjoying a healthy, safe, and productive event.
  1. Where is the Conference being held?
    The Conference is being held at the Gaylord Palms located at 6000 West Osceola Parkway, Kissimmee, Florida 34746.
  1. What is the closest airport to the hotel?
    Orlando National Airport (MCO) is the closest airport to the hotel.
  1. How do I reserve my hotel room?
    Once you register for the Conference, you will be provided a link to reserve your hotel room within the COA room block. The room block is for registered attendees only, so please do not share the hotel link. You will have the option to upgrade your hotel room using the provided hotel link.
    *Please note the any names on the hotel room block that are not registered for the Conference, will be removed from the hotel room block. Rooming list is reviewed weekly.
  2. What is the room rate for the COA room block?
    The COA room rate for the hotel for a single/double occupancy room is $271.00 a night, inclusive of a mandatory resort fee plus applicable state and local taxes. Each additional person is $20.00 per night. Children 12 and under are free when occupying the same room as their parent(s). You may upgrade your room for an additional fee. Pricing will be available through the link for your reservation. Subject to availability, these rates are available three (3) days prior and three (3) days after the meeting, should you choose to extend your stay.
  3. What does the hotel resort fee (included in the room pricing) include?
    • Resort Wide Internet Access – includes enhanced in-room wireless internet access for up to six devices and basic wireless internet access in public areas and Convention Center on a shared network.
    • Two bottled waters replenished daily in your room.
    • 24-hour access to Relache Fitness Center.
    • Scheduled shuttle service to Walt Disney World Theme Parks and Disney Springs.
    • Local, toll-free and domestic long-distance phone calls.
    • $10 credit towards dry cleaning services.
    • Private training session (15 min) at Relache Fitness Center (limited sessions available).
    • One bucket of range balls at nearby Celebration Golf Club.
  4. What is the COA room block cut-off date?
    The room block cut-off is at 5:00 p.m. EST on Sunday, February 26, 2023.
  5. What do I do if the room block is full?
    We suggest making your reservations as soon as possible due to the fact that the room block has sold out prior to the cut-off date every year. Once the block is full, we will not be obtaining a room block at another hotel.
  6. What are the check-in and check-out times?
    You may check in at 4:00 p.m. local time. Check-out time is at 11:00 a.m. local time. If you check out later than 11:00 a.m., you may incur late charges.
  7. Is there a place that I can store my luggage after I check out?
    You may request that the hotel hold your luggage, if needed, or you may bring your luggage to the meeting room and store in the back of the room. Please note that COA is not responsible for any lost/missing luggage if you choose to store it at the back of the room.
  8. Is there a parking fee for the hotel?
    The parking fee is $30.00 for self-parking and $40.00 for valet parking plus applicable tax.
  1. How many registrations do I receive as an exhibitor?
    The number of free registrations is dependent on your level of exhibiting and whether or not your company is a Corporate Member. Please refer to the exhibitor contract for specific details or you may reach out to events@COAcancer.org
  1. What does an exhibitor badge allow access to?
    All badges are the same and allow access to all sessions except for those that are “Closed” sessions. We do not have “Exhibitor only” badges.
  1. Can I transfer a registration to someone else?
    Yes. You may email events@COAcancer.org with the name of the person being replaced and the full name, email address, and job title of the person that will replace them.
  1. Where do I pick up my badge?
    Badges may be picked up on-site. See question “When can I pick up my name badge?” under Attendees FAQs.
  1. Can one person pick up the badges for multiple attendees from the same company?
    Yes.
  1. How many attendees are expected?
    While it’s hard to say, in 2022, at our first on-site Conference in two years, we had almost 1,600 attendees.
  1. What is provided with my exhibit booth?
    Each exhibit booth will receive pipe and drape for 8’ back wall with 3’ siderails, 6’ draped table, two chairs, one wastebasket, and an ID sign. Other booth inclusions and booth size depend on the level of exhibiting. Please refer to the Exhibitor contract for specifics.
  1. What Exhibit Hall elements is my company responsible for?
    Your company is responsible for submitting the content detailed in the “Welcome” email sent to booth contacts, no later than the designated due date, February 17, 2023. If materials are not received by the due date, they may be excluded.
  1. Where can I find a full list of specifications for image and media deliverables?
    You may find this information in the Exhibitor contract and in the “Welcome” email sent to all booth contacts that were provided on the completed contract. If you would like to request an exhibitor contract, please contact us.
  1. How should we deliver final files/artwork?
    Email final files/artwork to events@COAcancer.org or reply to the “Welcome” email that is sent to the booth contacts. Files do not need to be sent all at once. You may send materials as they are available.
  1. What is the final due date for all deliverables?
    Wednesday, February 17, 2023.
  1. Is there any flexibility in the deliverables (length, format, etc.)?
    No. We need to be fair and consistent to each exhibitor; therefore, we cannot make exceptions.
  1. If we are unable to participate in or deliver materials for specific deliverables, can we replace with other opportunities or make adjustments?
    No. We need to be fair and consistent to each exhibitor; therefore, we cannot make exceptions.
  1. Is there an opportunity to mail print materials to Conference attendees? Opportunity to send pre- or post-Conference emails?
    We do not provide the mailing or email addresses for any of our attendees and do not permit mailings of any type.
  1. Where can I obtain an attendee list?
    The attendee list will be available on the mobile app. We do not provide a printed or emailed attendee list.
  1. What is the cancellation policy for exhibiting?
    In the event that you need to cancel your exhibitor contract, cancellation request must be sent via email to events@COAcancer.org. Phone cancellation requests will not be accepted. The cancellation date will be the date of your original emailed cancellation request. No exceptions will be made.Cancellation requests submitted 11:59 p.m. EDT or after on Wednesday, March 8, 2023, will not receive a refund. If cancellation request is made less than 60 days prior to event (after Friday, January 21, 2023), a refund will be issued less a 10 percent cancellation fee.
    Refunds will be credited back to the original form of payment. If you have any questions, you may reach us at events@COAcancer.org.
  1. Where is the Exhibit Hall located?
    Ballroom level in Osceola CD.
  2. What are the exhibitor hours?
    Wednesday, March 22, 2023 – Exhibitor move-in is TBD.
    Thursday, March 23, 2023 – 6:30 a.m. – 6:30 p.m.
    Friday, March 24, 2023 – 6:30 a.m. – 1:00 p.m. (breakdown begins)
  3. Is my exhibit booth required to be manned at all times?
    Your exhibit booth should be manned during Conference hours on Thursday and Friday. We do not permit booths to be empty.
  1. Are badges required for setting up and breaking down booths?
    No. Badges are only required during Conference hours and receptions.
  1. Who is the exhibitor contractor?
    We have contracted with AGS for the 2023 Conference. The on-site and off-site contacts listed on the completed exhibitor contract will receive log-in information for your exhibitor kit. If you have an additional person or team that should receive the exhibitor kit, please be sure to email their names and email addresses to events@COAcancer.org so that they may be added.
  1. What if I have questions on-site regarding my booth?
    Our chosen exhibitor contractor, AGS, will have a desk in the Exhibit Hall for any questions or issues you may have.
  1. Can I hand out food and/or drinks at my booth?
    The hotel does not permit food or drinks to be distributed to fellow attendees unless they are ordered through the hotel. If you would like to order some food or drinks, you may email events@COAcancer.org for the contact information.
  1. Is the Exhibit Hall carpeted?
    Yes. You will not need to purchase carpet for your booth.
  1. Where do I find the shipping information for booth materials?
    Shipping information can be found in the exhibitor kit.
  1. Can I choose my booth location in the Exhibit Hall?
    Gold level exhibitors are the only ones permitted to choose their booth location, as it is a deliverable for that level. All others will be assigned by the COA Event Planners. If you noted specific companies that you do not wish to be near on your completed contract, we will do our best to accommodate.
  1. When will I receive our booth number, location, and Exhibit Hall floor plan?
    Booth numbers will be assigned approximately one week after the contract deadline date; Wednesday, February 8, 2023, (except Gold) and will be emailed once assigned. The floor plan will be sent with your booth location.
  1. Can I co-sponsor a booth with another company?
    No. We do not permit co-sponsoring.
  1. Can my company use the COA or Conference logo in promotions?
    No. We do not permit the use of the COA or Conference logos by other companies or practices.

Stay up to date with all the latest & greatest news about the conference!

Sign up for the Community Oncology Conference newsletter today and never miss out on the newest updates regarding the event.

Name
Address