Navigation Menu is only visible when JavaScript is enabled
American Society of Human Genetics - San Diego - October 18-22, 2014 Contact Search
 

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 and Exhibitor Event Requests and Satellite Announcements

Deadline: Thursday, May 22, 2014 (passed)

Questions: paulinem@ashg.org

 

The Annual Meeting of the American Society of Human Genetics (ASHG) is an ideal forum to network with colleagues on collaborative projects and consortia. To facilitate such gatherings while at a location with so many of their colleagues, space is available in the following ASHG controlled meeting facilities:

 

San Diego Marriott Hotel and Marina, 333 W. Harbor Drive (headquarters hotel)

 

San Diego Convention Center (SDCC), 111 W. Harbor Drive (limited space)

 

The online ancillary application form is now closed to new applications. Requests received by the May 22 deadline were reviewed by ASHG, with room assignments made in late June. Ancillary events are now losted on the meeting schedule.

 

New requests for meeting space at the headquarters hotel (the San Diego Marriott Hotel & Marina) must contact Jeff Carter at jeff.carter@marriott.com. New requests for meeting space at the convention center should contact ashgmeetings@ashg.org.

 

All requests must follow the rules and guidelines.

 


 

Looking for a unique venue for your event? Try the Reuben H. Fleet Science Center around the Human Genome Exhibit, GENOME: UNLOCKING LIFE'S CODE, which opens in September. Click HERE for a special offer for ASHG affiliates and exhibitors.

 


 

Application Requirements

Organizers and exhibitors are required 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.

 

Saturday, October 18: Any time before 4:30 pm or after 7:00 pm
 Sunday, October 19: Before 8:00 am, between 12:00 and 1:30 pm or after 6:00 pm
Monday, October 20: Before 8:00 am, between 12:30 and 2:00 pm or after 6:30 pm
Tuesday, October 21: Before 8:00 am, between 12:30 and 2:00 pm or after 6:30 pm
Wednesday, October 22: Before 9:00 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 22, 2014 deadline. Fees may apply for commercial companies whose events are to be held at the San Diego Convention Center during the lunch period.


 

Definition of Ancillary and Exhibitor 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: Saturday, October 18 through Wednesday, October 22. Organizations that wish to schedule an ancillary event must complete the online application prior to the deadline of May 22, 2014.

 

Exhibitor Events are non-ASHG sponsored events such as seminars, workshops, lunches, and receptions that are held during the official dates of the Annual Meeting (times and dates above). Exhibitors who wish to apply for an Exhibitor Event must be registered to exhibit and complete the online application form prior to the deadline of May 22, 2014. ASHG accepts no financial or organizational responsibility for Exhibitor events. Fees to ASHG may apply.

 

ASHG accepts no financial or organizational responsibility for ancillary/exhibitor events. Unless otherwise indicated, room rental, catering, A/V equipment, labor, and other charges are the sole responsibility of the organizer/exhibitor.


 

Definition of Satellite Events

Satellite events are non-ASHG sponsored events held before or after the official dates of the Annual Meeting: before Saturday, October 18 or after Wednesday, October 22. Organizations that wish to schedule a satellite event must make arrangements directly with a hotel for meeting space and sleeping rooms (see hotel contact below).  

 

San Diego Marriott Hotel and Marina (headquarters hotel)

333 West Harbor Drive, San Diego, CA 92101
Hotel Main Telephone Number: 619-234-1500
Contact: Jeff Carter, jeff.carter@marriott.com; Tel: 619-230-8326.

Satellite information can be announced on the ASHG Meeting website starting July 2014.  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 and Fees for Ancillary and Exhibitor Events

Organizers will be sent acceptance and room confirmations via email beginning July 2014. The confirmation will include contact information for catering, audiovisual and other needs. Rooms are assigned on a space-available basis. 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-related functions
  2. Functions that relate to scientific scholarship, conduct of research, delivery of services, and/or public information related to science
  3. All other requests, such as exhibitor workshops and committee meetings

ASHG does not charge a fee to submit a request. However, the venue may charge a fee for meeting space and services.

Commercial companies/exhibitors hosting an event at the convention center during the lunch period will be required to pay a fee.

 

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, exhibitor, and satellite events, ASHG will include the following information in the official meeting Program and on the meeting website:

 

  • 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 website 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 convention center or headquarters hotel. Organizers are not permitted to use props or gimmicks in public areas/lobbies to attract event attendees. Any company violating this rule will receive a penalty for priority points for the following year’s event application.

 

One sign only may be placed directly outside of your assigned event room. This sign may not block any other event signage, especially that of neighboring events. If more than one sign is displayed outside of your assigned room, you will be asked to remove it and it will affect your priority point score on the following year’s exhibitor event application. You may place signs inside your event room.

 

It is expected that all organizers and company representatives behave in a professional manner when in close proximity. Please remember that other exhibitor events and/or competitors might be near you.

 

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, exhibitor, or satellite events must adhere to the rules and guidelines. In order to complete the ancillary/exhibit event 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 website or in the official Program
  • Refusal to allow organizers the opportunity to hold an event in the future

 


 

Disclaimer

Ancillary, exhibitor, 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
Privacy Policy