The annual Community Oncology Conference empowers independent community oncology professionals to advocate for a better future. Attendees come together with a shared mission of ensuring that patients have access to high-quality, affordable, cutting-edge cancer care close to where they live and work.

Organized by those on the frontlines of community oncology, the Community Oncology Conference is the leading annual Conference to help community oncologists improve patient care, grow their practice, and advocate for a strong future.

Key Dates

The Community Oncology Conference is being held on Tuesday, April 29 and Wednesday, April 30, 2025, at the Walt Disney World Dolphin Hotel outside Orlando, Florida.

Don’t miss a deadline for the 2025 Community Oncology Conference.
Keep these dates in mind as you prepare to attend, exhibit, or sponsor the Conference:

*On-site registration will open at 6:30 a.m. both days, Tuesday, April 29 and Wednesday, April 30, 2025.
Online registration does not close and is available at any time.

*On-site registration will open at 6:30 a.m. both days, Tuesday, April 29 and Wednesday, April 30, 2025.
Online registration does not close and is available at any time.

Frequently Asked Questions

General

  1. When and where is the 2025 Community Oncology Conference being held?
    The 2025 Conference is being held on April 29-30, 2025, at the Walt Disney Dolphin Hotel outside Orlando, Florida, 32830.
  2. Where can I find the agenda?
    The agenda can be found here.
  3. Will there be a mobile app for the Conference?
    Yes. The mobile app will be available prior to the event’s start date. An email will go out to all registered attendees with instructions on how to access it.
  4. Who 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.
  5. Can my company use the COA or Conference logo in promotions?
    We do not permit the use of the COA or Conference logo 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 access to the session recordings and presentation slides post Conference, if applicable. Additionally, breakfast and lunch both days and receptions on Monday and Tuesday evenings.
  2. What is the cost to attend the Conference?
    Registration pricing can be found here. Fees vary depending on the company you work for, which determines your registration type. If you need clarification regarding any of the registration types, please send us a note. If you register incorrectly, you will be notified via email.
  3. How do I obtain my registration confirmation number?
    We do not provide confirmation numbers for registrations. Your confirmation email sent from events@COAcancer.org is proof of registration.
  4. Am I able to purchase a ticket for one day only?
    We do not offer discounted one-day tickets.
  5. Can I attend one day and then have a colleague attend the second day using my registration?
    We do not permit two different people to attend from one registration.
  6. 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.
  7. Can I be invoiced for my registration?
    No. Payment by credit card is due at the time of registration.
  8. May I purchase multiple registrations at a group rate?
    We do not offer a group rate, but you may purchase multiple registrations at one time through the Conference website.
  9. Who do I contact if I need to make a change to my registration?
    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.
  10. What do I do if I’m having issues registering?
    If it states that the email already exists, this means the email address is already registered. Do not register with a different email as this will cause a duplicate registration. If you would like to confirm your registration or if you are having a different issue with registering, click here to send us an email and we will respond as soon as we can.
  11. 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 (including credentials), email, job title, phone number, city, and state of the person that will replace them.
  12. What is the registration cancellation policy?
    Cancellation requests must be sent via email to events@COAcancer.org. Phone requests will not be accepted. The 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 March 31, 2025, will be fully refunded.
    • Cancellation requests received from April 1 until 11:59 p.m. EST on April 14, 2025, will receive a 50% refund.
    • Refunds will not be issued after April 14, 2025.
  13. If my Conference registration is cancelled, will my hotel reservation also be cancelled?
    No. Your hotel reservation is separate from your Conference registration. If you need to cancel your hotel reservation, you will need to contact the hotel directly.
  14. Can I register on-site the day of the Conference?
    Yes. Registration does not close. You may register through the Conference website or mobile app at any time. We will also have a registration desk available on Tuesday, April 29, from 6:30 a.m. to 5:00 p.m. and Wednesday, April 30, from 6:30 a.m. to 12:00 p.m.
  15. 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 and receptions. If you plan to attend a morning meeting on Monday, April 28, you may pick up your badge at the meeting. All other attendees may pick up their name badge beginning Monday, April 28, at 11:00 a.m., location TBD.
  16. What do I do if I lose my badge?
    Your name badge is required during Conference hours and receptions. If you lose your badge, stop by the registration desk to have another one printed for you.
  17. Will there be a mobile app for the Conference?
    Yes. The mobile app will be available prior to the Conference start date. An email will go out to all registered attendees with instructions on how to access it.
  18. How can I obtain an attendee list?
    The full attendee list is only available on the mobile app. We do not provide a printable or downloadable list. Additionally, we do not provide attendees’ personal contact information unless they opt-in on the mobile app.
    *A pre-attendee list is sent to exhibitors and sponsors two weeks prior to the event start date.
  19. 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.
  20. Can I claim continuing education credits or pharmacy credits?
    We are offering pharmacy credits only for the 2025 Conference.
  21. Will Conference videos and presentations be available?
    Yes. All sessions are recorded and if a speaker permits us to post their slides, they will also be posted to the Conference website. Please allow one week for recordings and slides to be posted once the event concludes. Access to the videos and presentation slides will be available for registered attendees only. Once they are posted, an email will go out to all registrants with instructions on how to access them.
  22. Will food and beverage be provided during the Conference?
    Yes. Breakfast and lunch are provided both days of the Conference. There will also be two receptions you can attend.
  23. What if I have dietary restrictions?
    All food will be labeled. Unfortunately, we are unable to request specific meals for individuals.
  24. Can I bring a guest to the Conference and receptions?
    Only registered attendees are permitted to attend the Conference, and badges are required during Conference hours and receptions.
  25. Are children permitted in the Exhibit Hall?
    Children under the age of 18 are not permitted in the Exhibit Hall.
  26. 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.
  27. What happens if the event gets cancelled?
    In the unlikely event that we cancel or postpone the Conference due to circumstances beyond its control, COA’s liability shall be limited to refunding paid registration fees only.
  28. Are attendees required to be vaccinated?
    No; however, there is 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 2025 Conference being held?
    The 2025 Conference is being held at the Walt Disney Dolphin Hotel located at 1500 Epcot Resorts Boulevard outside Orlando, Florida, 32830.
  2. What is the closest airport to the hotel?
    Orlando International Airport (MCO) is the closest airport to the hotel.
  3. 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 via your confirmation email which will come from events@COAcancer.org. 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.
  4. Can I reserve a block of rooms on the room block?
    No. The room block is for registered attendees only. If you would like to reserve a block of rooms, you may do so off of the room block, which will be at a higher room rate.
  5. What is the room rate for the COA room block?
    The COA room rate for the hotel for a single/double occupancy room is $289.00 a night, exclusive of a mandatory resort fee of $40 per night plus applicable state and local taxes. You may upgrade your room for at an additional cost. 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.
  6. What does the hotel resort fee include?
    • In-room wireless internet.
    • Loyalty Program guests receive enhanced speed in-room wireless internet.
    • Loyalty Program Silver Elite status and above guests receive Daily Access to Mandara Spa for use of changing rooms and Balinese Relaxation areas.
    • Swan paddle-boat rentals.
    • Daily instructor led fitness classes.
    • $30 off spa services of $200 or more during each night of your visit. *Excludes hair and nail services.
    • Two bottles of water replenished daily.
    • Unlimited domestic long distance and local calls.
    • Unlimited admission to the fitness centers featuring WestinWORKOUT.
    • Complimentary transportation to Disney Theme Parks and Disney Springs.
    • Complimentary parking at Walt Disney World Theme Parks with room key and MyDisney Experience App confirmation.
    • Preferred tee times on Disney’s championship golf courses. Call 407-WDW-GOLF for more information.
  7. What do I do if I need to make a change to my hotel reservation?
    If you secured your hotel reservation, you will need to contact the hotel directly to make any changes. We are unable to modify reservations that we did not make. If COA made your reservation, please email us at events@COAcancer.org with your modification request.
  8. What is the hotel cancellation policy?
    The hotel allows a cancellation up to five days prior to arrival. However, this may change, and we suggest reaching out to the hotel directly to confirm.
  9. If I cancel my Conference registration, will my hotel reservation be cancelled?
    No. Your hotel reservation is separate from your Conference registration. To cancel your reservation, you must contact the hotel directly.
  10. What is the COA room block cut-off date?
    The room block cut-off is at 5:00 p.m. EST on Friday, April 4, 2025.
  11. What do I do if the room block is full?
    We suggest making your reservation as soon as possible as in recent years, the room block has sold out prior to the cut-off date. Once the block is full, we will not be obtaining a room block at another hotel, nor are we able to add additional rooms to the block.
  12. What are the check-in and check-out times?
    You may check in at 4:00 p.m. local time. Check-out time is 11:00 a.m. local time. If you check out later than 11:00 a.m., you may incur late charges.
  13. Is there a place that I can store my luggage after I check out?
    You may request that the hotel hold your luggage. There will not be space in the meeting rooms to store your luggage.
  14. What are my transportation options from the airport to the hotel?
    Transportation options to/from Orlando International Airport include Taxi or Uber (fees apply) or you may request transportation through the hotel here (fees apply).
  15. Is there a parking fee for the hotel?
    Yes. There is a standard parking fee of $36 a day and a valet parking fee of $44 a day.

  1. How do I become an exhibitor or sponsor?
    You can request the Prospectus and Contract by emailing Johanna Hopkins at jhopkins@COAcancer.org. Once reviewed and completed, you will need to return the completed contract to Johanna and Michelle Bolger at mbolger@COAcancer.org.
  2. When is the deadline to submit a contract to become an exhibitor or sponsor?
    The contract deadline date is Tuesday, March 18, 2025.
  3. How do I access the exhibitor portal?
    The link to access the exhibitor portal will be sent via email once the completed contract has been received and your portal has been created.
  4. 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.
    *Please note that the free registrations allotted to your company as an exhibitor and/or sponsor may be used for anyone within your company. They are not strictly for booth staff.
  5. What does an exhibitor badge allow access to?
    All badges are the same and allow access to all sessions except those that are “Closed.” We do not have “Exhibitor only” badges.
  6. 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 (including credentials), email, job title, phone number, city, and state of the person who will replace them.
  7. Where do I pick up my badge?
    Badges may be picked up on-site. See the question “When can I pick up my name badge?” under Attendees FAQs.
  8. Can one person pick up the badges for multiple attendees from the same company?
    Yes. However, we do ask that you notify your co-workers to not cause any confusion.
  9. How many attendees are expected?
    While it’s hard to say, in 2024, we had almost 1800 attendees.
  10. What is provided with my exhibit booth?
    Each exhibit booth will receive pipe and drape for an 8’ back wall with 3’ side rails, 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.
  11. What elements is my company responsible for as an exhibitor?
    Your company is responsible for submitting the content detailed in the “Welcome” email sent to booth contacts no later than the designated due date, Tuesday, March 25, 2025. If materials are not received by the due date, they may be excluded.
  12. 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.
  13. How should we deliver final files/artwork?
    Deliverables should be uploaded into the exhibitor portal. More information regarding this is provided in the “Welcome” email sent once the contract is received.
  14. What is the final due date for all deliverables?
    Tuesday, March 25, 2025.
  15. 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.
  16. If we are unable to participate in or provide 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.
  17. Is there an opportunity to mail print materials or send pre- or post-Conference emails to Conference attendees?
    We do not provide the mailing or email addresses for any of our attendees and do not permit mailings of any type.
  18. How can I obtain an attendee list?
    A pre-attendee list will be sent via email to the contract contacts two weeks prior to the event. Please note that the list will be a PDF. We do not provide it in Excel format. The full attendee list is only available on the mobile app which will be released approximately two weeks prior to the event. We do not provide attendees’ personal contact information unless they opt-in on the mobile app.
  19. 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 on or before March 3, 2025, will afford a full refund.
      • Cancellation requests submitted March 4 – March 25, 2025, will afford a refund less a 10 percent cancellation fee.
      • Cancellation requests submitted after March 25, 2025, will not afford a refund.

    *Refunds will be credited back to the original form of payment. If you paid by credit card, the three percent transaction fee will not be refunded. If you have any questions, you may reach us at events@COAcancer.org.

  20. Where is the Exhibit Hall located?
    The Exhibit Hall is located in Atlantic B&C.
  21. What are the exhibitor hours?
    • Monday, April 28, 2025 – Exhibitor move-in time can be found in your exhibitor kit.
    • Tuesday, April 29, 2025 – 6:30 a.m. – 6:30 p.m.
    • Wednesday, April 30, 2025 – 6:30 a.m. – 1:00 p.m. (breakdown begins).
  22. Is my exhibit booth required to be manned at all times?
    Yes. Your exhibit booth should be manned during Conference hours on Tuesday and Wednesday. We do not permit booths to be empty.
  23. Are badges required for setting up and breaking down booths?
    No. Badges are only required during Conference hours and receptions.
  24. Who is the exhibitor contractor?
    We have contracted with BI Worldwide for the 2025 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  add them to the exhibitor contract or email their names and email addresses to events@COAcancer.org so they may be added. The exhibitor kit will not be sent to anyone unless we have received permission from your company.
  25. What if I have questions on-site regarding my booth?
    Our chosen exhibitor contractor will have a desk in the Exhibit Hall for any questions or issues you may have.
  26. Can I hand out food and/or drinks at my booth?
    The hotel does not permit distribution of food or drinks to fellow attendees unless ordered through the hotel. If you would like to order some food or drinks, you may email events@COAcancer.org for the contact information.
  27. Is the Exhibit Hall carpeted?
    Yes. You do not need to purchase carpet for your booth; however, if you prefer to have a specific-colored carpet or flooring, you may purchase through the exhibitor kit.
  28. Where do I find the shipping information for booth materials?
    Shipping information can be found in the exhibitor kit.
  29. 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.
  30. When will I receive our booth number, location, and Exhibit Hall floor plan?
    Booth numbers (except Gold) will be assigned approximately one week after the contract deadline date. Once assigned, they will be emailed along with the floor plan.
    *Please do not reach out to Event Planners requesting your booth location prior to this date as locations will not be completed.
  31. Can I co-sponsor a booth with another company?
    No. We do not permit co-sponsoring.
  32. 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.
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