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Ancillary Events

 
  Application
  Application Requirements
  Rules and Guidelines
  Definition of Ancillary Events
  Definition of Satellite Events
 

Assignment of Space

  Program/Web listings
  Signs/Promotion/Advertising
  Breach of Policy
   
   
   
   
   
   

 

 

 

 

Ancillary Event Requests and Satellite Announcements

Questions: paulinem@ashg.org

 

Looking for a location for a private event? Click HERE for a special offer from the Boston Museum of Science and Wolfgang Puck Catering.

 

Ancillary Listings, Exhibitor Workshops and University Receptions are Now Available!!

 

 

 

Ancillary Application Request Form - Now Closed

The ancillary application form is now closed to new applications and requests are currently under review by ASHG. Organizers will be informed of room assignments in late June/early July and listings will be available on the schedule of events in August. For questions, contact ashgmeetings@ashg.org.

 

New requests must contact the Westin Boston Waterfront Hotel (headquarter hotel) directly by emailing Christine Principe at Christine.principe@westin.com.


 

The American Society of Human Genetics recognizes that ASHG attendees seek to maximize their networking opportunities and fulfill their professional responsibilities while at a location with so many of their colleagues.

 

To accomplish these goals, space is available in the following ASHG controlled meeting facilities:

 

Boston Westin Waterfront Hotel (headquarter hotel)

Boston Convention & Exhibition Center (BCEC) (limited space)

Ancillary Fees may apply for events to be held at the Boston Convention & Exhibition Center.


 

Application Requirements

Organizers and exhibitors are encouraged to schedule events on the condition that they are not scheduled at the same time as ASHG scientific/concurrent sessions or poster presentations. Below are a list of approved times for ancillary events.

 

Tuesday, October 22: Any time before 4:30 pm or after 7:00 pm
Wednesday, October 23:  Before 8:00 am, between 12:30 and 2:00 pm or after 5:00 pm
Thursday, October 24: Before 8:00 am, between 12:30 and 2:00 pm or after 7:30 pm
Friday, October 25: Before 8:00 am, between 12:30 and 2:00 pm or after 6:45 pm
Saturday, October 26: Before 8:00 am, or after 1:30 pm

 

These approved times are subject to change by the Program Committee. Organizers will be notified if their requested time must be changed.  Please review the Rules and Guidelines before submitting a request for space.

 

Commercial companies must be contracted exhibitors in order to request an ancillary event. Requests for meeting space may be rejected if a company has not signed a contract by the May 20, 2013 deadline.

 


 

Definition of Ancillary Events

Ancillary events are non-ASHG sponsored events such as business meetings, social gatherings, receptions, workshops or committee meetings that are held during the official dates of the Annual Meeting (Tuesday, October 22 through Saturday, October 26). Organizations that wish to schedule an ancillary event must complete the online application prior to the deadline of May 20, 2013. ASHG accepts no financial or organizational responsibility for ancillary events. Room rental, catering, a/v equipment, labor, and other charges are the sole responsibility of the organizer.

 


 

Definition of Satellite Events

Satellite events are non-ASHG sponsored events held before or after the official dates of the Annual Meeting: before 4:00 pm on Tuesday, October 22 or after 1:30 pm on Saturday, October 26.

 

Organizations that wish to schedule a satellite event must make arrangements directly with a hotel for meeting space and sleeping rooms (see hotel contacts below).  

 

 

 

 

 

 

 

Westin Boston Waterfront Hotel, 425 Summer Street, Boston, MA 02210
Hotel Main Telephone Number: 617-532-4600
Contact : Christine Principe: christine.principe@westin.com or 617-532-4853

Satellite information can be announced on the ASHG Meeting Web site starting August 2013.  ASHG accepts no financial or organizational responsibility for satellite events. Room rental, catering, a/v equipment, labor, and other charges are the sole responsibility of the organizer.

 


 

Assignment of Space for Ancillary Events

Organizers will be sent acceptance and room confirmations via e-mail beginning July, 2013. The confirmation will include contact information for catering, audio visual and other needs. ASHG accepts no financial or organizational responsibility for ancillary events. Room rental, catering, a/v equipment, labor, and other charges are the sole responsibility of the organizer.

 


 

Program and Web Listings

To support and help promote ancillary and satellite events, ASHG will include the following information in the official meeting Program and on the Meeting Web site:

 

  • Title of event (length must be no more than 200 characters including spaces);
  • Date and time of event;
  • Location and room assignment.

 

ASHG does not list a description of your event or speakers. If you wish to include a live link to a separate Web site advertising this information, the cost is $350 per event. Please check the appropriate box on the application form.

 


 

Signs and Promotion/Advertising

Organizers are not permitted to display signs or brochures in any of the public areas/lobbies of the Boston Convention & Exhibition Center or Headquarter Hotel. Signs may be displayed outside the meeting room on the day of the event only.

 

Literature may be distributed from the exhibitor’s booth during exhibitor hours. Exhibitors are not permitted to hand out fliers or use other tools to entice attendees to their event in public areas. This includes company staff standing in hallways in the convention center with signage or other props directing or approaching attendees.

 

For an additional cost, events may also be promoted using the pre-registrant mailing list, program advertisements, and online advertisements. A pre-registrant mailing list is available for purchase to contracted exhibitors only.  For further information, contact cmorin@ashg.org.

 


 

Breach of Policy

Organizers of ancillary or satellite events must adhere to the rules and guidelines. In order to complete the ancillary application, organizers must check the box that they have read and agree to the rules and guidelines. Failure to adhere to the policy may result in any or all of the following actions:

 

  • Cancellation of event;
  • Refusal to allow the company or group to list the information on the ASHG Web site or in the official Program;
  • Refusal to allow organizers the opportunity to hold an event in the future.

 

 


 

Disclaimer

Ancillary and satellite events approved by the ASHG shall in no way state or imply endorsement of, or support by ASHG for the event, organizer, products or services discussed in announcements, advertising, on any signage or during the presentations. For questions contact paulinem@ashg.org.

 

 

Contact Meeting Management

 

The American Society of Human Genetics, Incorporated | 9650 Rockville Pike, Bethesda, Maryland 20814
society@ashg.org 1-866-HUM-GENE (301) 634-7300
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