Guidelines for Scheduling Ancillary Meetings and Announcing Satellite Meetings

Deadline - June 4, 2008

ASHG makes every effort to contract in advance for adequate space to accommodate all ASHG events, society-related events and non-ASHG ancillary functions. However, there is not enough space at the Convention Center for ancillary events. Therefore, all ancillary events will be located in the headquarter hotel: The Philadelphia Marriott Hotel (which is connected to the Convention Center). Rooms will be assigned on a space available basis. Because of the increased number of requests for functions to be held at the ASHG annual meeting, space assignments will be made according to the priority list below in a manner that will best accommodate as many functions as space allows.

1. Official ASHG functions, such as Board and committee meetings;

2. ASHG-society related functions, such as ABMG, ACMG and ABGC Meetings;

3. Ancillary functions that relate to scientific scholarship, conduct of research, delivery of services and to public or public information related to science.

4. All other requests such as exhibitor workshops/meetings.

Satellite Events

Defined as non-ASHG events scheduled to take place on dates that fall before or after official ASHG meeting dates (i.e., before November 11 or after November 15). Organizers of satellite events are responsible for making arrangements on their own. ASHG does not have space at the hotel or convention center for satellite events. Organizers are welcome to send their event details in the following format to Pauline Minhinnett (paulinem@ashg.org). Information for satellite events must be received prior to June 4, 2008 to guarantee a listing in the Program.

Title of event
Date of event
Time of event
Location of event (include address)
Room Name
Contact Information of organizer
Website for registration and further information
You will need to let us know if your satellite event is open to all registrants or if there is a separate registration fee

Ancillary Meetings

Defined as non-ASHG events held over official ASHG annual meeting dates (November 11-15 inclusive). Examples of ancillary events include reunions, receptions, committee meetings, educational sessions, product demonstrations, board meetings, etc. Please read the guidelines below before submitting your request:

1. Ancillary meetings must not overlap with ASHG scientific sessions or the ASHG Membership Meeting as outlined under the preliminary schedule. ASHG is not responsible for subsequent schedule changes made by the Program Committee or by the Chairs of the ASHG Committees. Ancillary organizers will be notified if their requested time must be changed.
    

2. All requests must be completed online. Visit the ASHG Website at www.ashg.org/2008meeting to complete the application. Applications must be completed by June 4, 2008. After the deadline, unassigned meeting rooms will be released back to the hotel for general sale.
    

3. Ancillary events may be scheduled ONLY during the hours listed below.
   
   Monday, November 10: All Day
   Tuesday, November 11: All Day
   Wednesday, November 12: Before 8:00 AM, 12:00 Noon-1:00 PM, 6:30 PM-Midnight
   Thursday, November 13: Before 8:00 AM, 1:00-2:00 PM, 6:30 PM-8:00 PM or after 10:00 PM
   Friday, November 14: Before 8:00 AM, 12:30-1:30 PM, or after 6:00 PM
   Saturday, November 15: Before 8:00 AM, 1:00-2:00 PM or after 5:30 PM
    

4. Organizers will be notified of their room assignments in mid-July. Once rooms have been assigned, organizers are responsible for making all further arrangements for the event (e.g., AV, F&B requirements) directly with the hotel/facility.
   
   Please note that the hotel may charge for the use of the meeting room. Room rental can be negotiated between the organizer and the hotel (after space assignment has been confirmed). Each function will be handled individually and issued a separate contract. All meeting room rental fees, food and beverage, audiovisual equipment rentals and other services are the responsibility of the organizer. Organizers should study function contracts carefully before signing, paying special attention to cancellation clauses. In the event of a canceled function, the organizer may be required to pay the hotel for lost revenue.
    

5. All requests for meeting space will need to be approved by ASHG before space can be confirmed.
    

6. COMMERCIAL/EXHIBITING COMPANIES: One of the benefits for commercial companies that exhibit at the ASHG meeting is the opportunity to hold ancillary events during the meeting. ASHG does not charge for this service. Since non-exhibiting commercial companies are prohibited from advertising, soliciting or otherwise contacting ASHG meeting registrants on official ASHG meeting space or at ASHG meeting hotels, ASHG will not release or assign any of its meeting space to commercial companies not already contracted to be an official ASHG exhibitor. For information about exhibiting at the annual meeting, contact: Toney Vogel, Exhibits Manager, 9650 Rockville Pike, Bethesda, MD 20814-3998; telephone (301) 634-7311; email: tvogel@ashg.org or go to the ASHG web site then click on Exhibitor Prospectus: www.ashg.org/2008meeting.
    

7. Program/Website Listings
   Ancillary and Satellite events are listed in the Schedule of Events which is published on the ASHG Website, and printed in the Program Guide. To guarantee your event is listed, please submit your information prior to June 4, 2008.
    

8. Signs
   Ancillary and Satellite organizers are not permitted to display signs or brochures in any of the public areas of the Convention Center or Headquarter Hotel. Signs can be displayed outside the meeting room on the day of the event. Brochures/fliers can be distributed from the Exhibitor Booth during exhibitor hours.