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American Society of Human Genetics - San Diego - October 18-22, 2014 Contact Search
 

Frequently Asked Questions

 

If you are unable to find the answers to your questions on the ASHG 2014 website, please see the following information. If your question is not addressed in the information below, please contact a member of the Meeting Management Team to direct your question to the appropriate person.

 


 

Video Overview of ASHG 2014 Schedule




 

ABSTRACT INFORMATION

 

Q. When is the abstract submission deadline?
A. June 4, 2014, at 8:00 pm U.S. EDT.

 

Q. What is the abstract submission fee?
A. There is no fee to submit an abstract.

 

Q. When will I be notified of acceptance?
A. The information is now available on the ASHG 2014 website under the Abstracts page. 

 

Q. Will there be late-breaking abstracts?
A. No.

 

Q. What are the abstract topics?
A. Click HERE to view the abstract topics.

 

Q. What are the abstract rules and guidelines?
A. Click HERE to view the rules and guidelines. 

 

Q. What should I do if my abstract has been previously published or accepted for presentation at another meeting?
A. You should disclose this when submitting your abstract. You will be asked to provide further information (date of publication or date and name of the meeting it has been accepted to). You should also address in your abstract body whether new data will be presented or disclosed at the ASHG 2014. The abstract will be scored appropriately and the Program Committee will determine if the abstract should be accepted.

 

Q. Can I change the first author of my abstract?
A. You cannot change the first author on a submitted abstract. In order to change the first author of a submitted abstract, you must withdraw your abstract, and then submit a new abstract with the new first author information by June 4, 2014.

 

Q. Can I add an author or remove an author from my abstract?
A. Yes, as long as you do this before June 6, 2014. Please follow the instructions under “revise my abstract” on the abstract submission main page.

 

Q. What is the maximum number of authors that can be included on an abstract?
A. Thirty.

 

Q. How do I cite a group or consortium?
A. If you wish to cite a group or consortium as a "co-author", enter the name in the space provided on the form. This entry will appear following the last individual co-author’s name.

 

Q. What is the maximum and minimum length of an abstract?
A. You are allotted 2500 characters (including spaces) for the text of your abstract. Title, author and institutional data are not included in the 2500 characters. You can check this during the abstract submission process.

 

Q. Can I make a revision or withdraw my abstract?
A. Yes, if you do this on or before June 6, 2014 (by 5:00 pm U.S. Eastern Time). Please visit the abstract submission main page and click on the “revise my abstract” or “withdraw my abstract” button. After June 6, abstracts cannot be withdrawn and if programmed by the program committee will be included in the meeting program and will be available as a searchable abstract on the Meeting website.

 

Q. Do you have guidelines for speakers in plenary and platform sessions?
A. Yes, this information is now available. Click here for information.

 

Q. How do I cite an abstract?
A. Click HERE for a suggested format.

 

Q. Where will the poster sessions be held?
A. The poster sessions will be held in the San Diego Convention Center inside the Exhibit Hall. Poster sessions are programmed Sunday through Tuesday. Assignments are now available.

 

Q. How soon can I get into the Exhibit Hall to set up my poster? When must I remove my poster?
A. You can set up your poster starting at 11:00 am on Sunday. All posters should remain on the boards for the three days (Sunday/Monday/Tuesday). You can remove your poster on Tuesday at 4:00 pm.

 

Q. How can I search for an abstract?
A. You can use the abstract search/itinerary builder which will be available in September.  

 

Q: Where can I download and print abstracts for the meeting?

A: The full Program Book, as well as listings of abstracts and the addendum, are online here.


 

AWARDS

 

Q. What type of awards do you offer?
A. Click HERE for details.

 

Q. What is the deadline to apply for the Charles J. Epstein Trainee Awards for Excellence in Human Genetics Research?
A. The deadline is June 4, 2014. To be considered for one of these awards, you must be a trainee member submitting an abstract as first author, and you must check the appropriate box on the abstract submission page. Additional information will be required during the completion process.

 

ASHG Awards
 

Q. What other awards do you offer?
A. To learn more about the ASHG Allan Award, Curt Stern Award, Award for Excellence in Human Genetics Education, Victor A. McKusick Leadership Award, and the C.W. Cotterman Awards, visit the ASHG awards page.

 


 

CAREER OPPORTUNITIES

 

Q. Where can I find information about career resources and employment opportunities at ASHG 2014?
A. Click HERE for details. In addition, you can visit the ASHG Education page for additional resources.

 


 

CME/CEU/PACE Credits

 

Q. Where can I find information about CME/CEU/PACE credits?
A. Click HERE for details. You can pay to apply for credits during the registration process. Please check the appropriate box.

 


 

EXHIBITS

 

Q. What are official exhibit dates and hours?
A. Exhibits will be open:

Sunday, October 19 from 11:00 am until 7:00 pm
Monday, October 20 from 10:00 am until 4:00 pm
Tuesday, October 21 from 10:00 am until 4:15 pm

Q. I am interested in exhibiting. Whom should I contact?
A. Carrie Morin, Exhibit Manager. Phone: (301) 634-7311; email cmorin@ashg.org or see Exhibits pages by clicking HERE.  
 
Q. What are the exhibit space fees?
A. Fees vary depending on the location of the booth you select.

Prime Space: $3,400
Corner Space: $3,200
Aisle Space: $3,100

Non-Profit: $2,200

Advocacy: $750

All booth space prices above are for one 10’x10’; island booth costs are:

$13,600 for 20’x20’ Island
$20,400 for 20’x30’ Island
$27,200 for 20’x40’ Island
$34,000 for 20’x50’ Island

Q. What is the deadline to sign up for exhibit space?
A. We do not have a deadline but encourage exhibitors to reserve space quickly. The prime spaces always sell fast.

 

Q. When can I set up my booth?
A. Friday, October 17, 12:00 pm - 5:00 pm and Saturday, October 18, 8:00 am – 5:00 pm. Contact cmorin@ashg.org for requests outside of this time frame.

 

Q. How many badges are included with my booth?
A. Six exhibitor registration badges per 10'x10’ booth and two complimentary scientific registrations per exhibiting company.

 

Q. Can exhibitors attend sessions?
A. Exhibitors with exhibitor badges cannot attend sessions. Each exhibiting company receives one complimentary scientific registration, which has access to sessions.

 

Q. Do you offer exhibitor workshops?
A. You can complete an ancillary workshop request via the ASHG 2014 online application. The deadline to submit a request is May 22, 2014. Only companies contracted to exhibit will be permitted to hold a workshop. Please read the rules and guidelines before completing an application.

 

Q. Is there an Exhibit Hall-only registration fee?
A. No. In order to visit the exhibits, you must register for the entire meeting.
 
Q. Are children allowed in the Exhibit Hall?
A. Children under the age of 18 can be admitted for free but must be accompanied by a registered parent or a guardian during exhibit hours. Under no circumstances are children allowed in the Exhibit Hall during set up and dismantle times.
 

Q. Does the ASHG 2014 provide a service where I can advertise?
A. Yes. Advertisements in the Program Guide are limited to contracted exhibitors only. Contact Carrie Morin for further details about advertising and sponsorship opportunities.
 

Q. Can I purchase a registrant mailing list?
A. Yes. Mailing lists are available for purchase to contracted exhibitors only. Contact Carrie Morin, cmorin@ashg.org for further details.

 


 

PRESS

 

Q. Where can I find information about press/media needs and registration?
A. Click HERE for details.

 

Q. Who is eligible to register as a member of the press for the ASHG 2014 Meeting?
A. Click HERE for details.

 

Q. What are your press guidelines and policies?
A. Click HERE for details.

 


 

REGISTRATION/PROGRAM//BADGES

 

Q. Where can I find information about registration?
A. Visit the ASHG 2014 website by clicking HERE.

Q. How do I register for the meeting?
A. Registration can be submitted online by clicking the appropriate link on our website. If you have problems with the online registration form, contact ashgmeetings@ashg.org.  

 

Q. How much does it cost to register?
A. Registration fees include admission to all scientific sessions, the Exhibit Hall, Presidential Address, Plenary Sessions, Invited Distinguished Speakers Symposium, and much more! Fees do not include admission to the separate ticketed events. Children under the age of 18 will be admitted (at no cost) if accompanied by a paying scientific registrant.

 

All fees are shown in U.S. dollars.
EARLY REGISTRATION
(before August 29)
ADVANCE REGISTRATION
(August 30 through October 10)
ON-SITE REGISTRATION
(On site in San Diego)
ASHG Member1 $400 $500 $600
ASHG Member1 (Student/Trainee*) $175 $275 $300
Non-member $650 $750 $850
Non-member (Student/Trainee*) $375 $475 $525
Developing Country2 $250 $350 $400

 

1 ASHG Member registrants are eligible for the discounted rate if their dues are in good standing (i.e., dues currently paid). To save on meeting registration fees, join ASHG or renew your membership by clicking here.
 

*Student/Trainee (Members and Non-members) may register at the discounted rates. Postdoctoral fellows and students working toward a degree in human genetics (or an allied field) qualify for the rate. Trainees will be asked to input certain information to meet the criteria. Trainees who register on site should bring a student ID card or a letter signed by their department head to certify current status. Single day registrations are available for trainees only. Poster or platform presenters are not eligible for single day registration.
 

2 Click here for a list of eligible developing countries.
 

Q. Do I have to be a member to attend?
A. No, but the registration fees are reduced for members. You can become a member during the registration process. Click here to join ASHG.

 

Q. What does my registration fee include?
A. Your registration includes the following:

  • Access to 16 Invited Sessions (scientific, education, and social issues presentations)
  • Access to 400 Platform Presentations (abstract-driven oral presentations)
  • Access to the Plenary Session featuring presentations of the top four scoring abstracts
  • Access to the Welcoming/Networking Reception with complimentary hors d’oeuvres
  • Access to the Presidential Address
  • Access to the Featured Abstract talks on Monday and Tuesday
  • Access to the invited Distinguished Speakers Symposium and the joint ASHG/ESHG Building Bridges session on Uncertainty in Genomic Sequencing
  • Access to the ASHG award presentations: William Allan Award, Curt Stern Award, McKusick Leadership Award, Excellence in Human Genetics Education Award
  • Access to daily Poster Sessions featuring over 2,500 posters
  • Access to Poster Mini-Symposium (New for 2014)
  • Access to the Exhibit Hall featuring over 230 exhibiting companies displaying the latest products, publications, technology/software, and services in genetics
  • Ability to earn CEU, PACE, and CME credits
  • Ability to apply for the Charles J. Epstein Trainee Awards program
  • Ability to apply for the FASEB/MARC Underrepresented Scientist Travel Awards
  • Access to the trainee/student programs targeted to trainees
  • Access to workshops offered through ASHG, exhibitors, and affiliate organizations
  • Access to the on-site ASHG/FASEB Career Center for free career coaching and employment services
  • Opportunities to network with colleagues from around the globe

 

Q. What is the early registration deadline?
A. August 29, 2014 at 5:00 p.m. U.S. Eastern Time (UTC-05:00). If you register after this date, you will be charged a higher fee.

 

Q. Can someone register another person?
A. Yes, as long as they can provide all of the necessary information and payment.
 

Q. Can I pay by credit card?
A. You must pay registration fees by credit card. The credit cards that we accept are MasterCard, Visa, Discover, and American Express.
 

Q. Will I receive my badge prior to traveling to the meeting?
A. Only U.S registrants who registered by the early registration deadline will receive their badge in advance.  All other registrants can pick up their badge in the registration area of the San Diego Convention Center starting Saturday, October 18.
 

Q. I registered by the early deadline but have not received my badge. Who should I contact?
A. Please contact the ASHG Meetings Department at ashgmeetings@ashg.org.

 

Q. I have lost my badge or my name is misspelled on my badge. What do I do?
A. You will be able to receive a replacement badge on site at the Replacement Badge Counter once you arrive in San Diego.

Q. Where do I go for badge corrections?
A. Replacement Badge Counter during registration hours.
   
Q. I’ve registered for the meeting but unexpectedly cannot attend. May I send someone else in my place? If so, how would I go about making this substitution?
A. Registrations cannot be transferred to another person. If for any reason the registrant cannot attend, that registration must be cancelled, and the replacement person must register for the meeting. To cancel a registration, please contact the ASHG Meetings Department at ashgmeetings@ashg.org.

 

Q. What is the cancellation/refund policy?
A. To cancel a registration and receive a refund, registrants must send an email to the ASHG Meetings Department at ashgmeetings@ashg.org. ASHG will honor requests for refunds that are received no later than September 12, 2014. Refunds will not be processed until all badges and/or tickets are returned. Please note that cancellations are subject to a processing fee of $75. No refunds will be issued for requests received after the deadline.

 

Q. What publications will I receive as part of the registration fee?
A. You will receive the official Program Guide and Program-at-a-Glance. The program information, meeting abstracts, and itinerary builder will also be available on the ASHG Meeting website starting in September 2014.

 

Q. Will I receive any publications in advance of the meeting?
A. No. All registrants are to pick up their Program upon arrival in the San Diego Convention Center. Registration hours are listed below. All Program information will be available in August 2014.


Q. I have a question about my registration that I cannot find an answer to. Who should I contact?
A. Please contact the ASHG Meetings Department at ashgmeetings@ashg.org.

 

Q. What are the on-site registration hours?

Scientific registration is located in the San Diego Convention Center, Lobby D. Hours (subject to change):
 

Saturday, October 18: 12:00 pm-6:00 pm
Sunday, October 19: 7:00 am-5:00 pm
Monday, October 20: 7:00 am-5:00 pm
Tuesday, October 21: 7:30 am-5:00 pm
Wednesday, October 22: 7:30 am-10:00 am

 


 

HOTEL and TRAVEL

 

Q. Where can I find information about hotel reservations?
A. Visit the ASHG 2014 website and click on the hotel link.

 

Q. What is the headquarters hotel?
A. The San Diego Marriott Hotel and Marina, 333 W. Harbor Drive, San Diego, CA 92101. Tel: (619) 234-1500. 

 

Q. Will transportation be provided between the hotels and the Convention Center?
A. No. All hotels are located within walking distance.

 

Q. How do I make changes to my hotel reservation?
A. Prior to September 5, all changes and cancellations should be made directly with the Housing Bureau either by email ashghousing@onpeak.co or telephone at 312-329-9513/800-219-8916.
 
Q. Will I receive a confirmation from the hotel?
A. Once you have reserved a hotel room, the Housing Bureau will send you a hotel acknowledgment. You will not receive a separate confirmation from your assigned hotel.
 
Q. What is the hotel cancellation policy?
A. Click HERE to view the cancellation policy.

 

Q. Do you have information on room sharing or car pooling?
A. Yes. Please visit the ASHG 2014 website to post a message on the Bulletin Board.

 

Q. Does ASHG have an official travel agency?
A. Not at this time.

 

Q. How can I coordinate sharing a room with another attendee?
A. Visit the ASHG 2014 website to post a message on the Bulletin Board.

 

Q. Is there parking available at the Convention Center?
A. Yes. Information will be posted in August.

 

VISAS, PASSPORTS

 

Q. How do I find out if I need a visa to enter the U.S.?
A. Click HERE for details.  

 

Q. Can you provide me with a letter of invitation?
A. Yes. Letters of Invitation will be provided only to individuals who have submitted an abstract or registered for the ASHG Annual Meeting. You will be given a link within your confirmation of your abstract and/or registration to generate your letter of invitation. You will need this letter when applying for a visa. All attendees are urged to apply for a visa as soon as possible. Waiting until you receive your abstract confirmation (which is not available until August) will delay your visa process and may result in your visa being denied. Click here to view information on visas and access into the U.S. for attendees traveling from other countries.

 


 

GENERAL INFORMATION


Q. Where will the ASHG 2014 be held and what is the address?
A. The meeting will be held at San Diego Convention Center (SDCC), 111 W. Harbor Drive, San Diego, CA 92101; Tel: 619-525-5000.

 

Q. What hotel will serve as the headquarters hotel?
A. The San Diego Marriott Hotel and Marina, 333 W. Harbor Drive, San Diego, CA 92101. Tel: 619-234-1500. 

 

Q. What is the expected meeting attendance?
A. 7,000 scientific attendees and 1,200 exhibit personnel (200 exhibit companies).
 
Q. What is the schedule by day for the meeting?
A. Click HERE to view the preliminary schedule.

 

Q: Where can I download the Program Book and other meeting materials?

A: The 2014 Program Book, addendum, lists of abstracts, and important forms may be downloaded and printed here.

 

Q. If I bring my children, are they permitted to attend educational and social events with me as well as visit the exhibits?
A. Children must be accompanied by a parent or a guardian during exhibit hours. Parents or guardians may bring children under the age of 18 to educational and social events provided the children do not disrupt the event. Under no circumstances are children under the age of 18 allowed in the Exhibit Hall during set-up and dismantle times.

 

Q. Whom should I contact to rent a meeting room or conduct a satellite/ancillary event?
A. You may submit your request online before the May 22 deadline by clicking HERE.
   
Q. Will there be a luggage/coat check available in the convention center?
A. Yes. Hours and location will be listed in the Program.
 
Q. Is there a business center available for making copies, sending faxes, etc.?
A. Yes. A FEDEX office is located in Lobby D of the San Diego Convention Center.

 

Q. Are there places to eat near the convention center/inside the center?
A. Yes. There are several food concessions within in the San Diego Convention Center, as well as lots of restaurants nearby. Information will be available in the registration area, Lobby D.

 

Q. What are my options for child care at the meeting?
A. We do not provide formal childcare at the meeting. Attendees should make arrangements directly with the hotel where they are staying (prior to arriving at the meeting).

 

Q. Where can I nurse my baby or change diapers?
A. Room 10, Upper Level, Convention Center.

 

Q. Where is the lost and found?
A. Please visit the Meeting Management Office, Room 23 to look for items lost or turn in items found.

 

Q. What attractions and fun activities are there in San Diego?
A. Please visit the travel page for details. A representative from the San Diego Tourisum Bureau will be available in Lobby E of the San Diego Convention Center during registration hours.

 

Q. Do you have a room where I can pray or meditate?
A. Office D, Mezzanine Level, Convention Center.

 

Q. Do you have a list of local hospitals in downtown San Diego?
A. Yes. Details will be posted in September.

 

Q. Where can I find nearby grocery stores or pharmacies?
A.  Details will be posted in September.

 
 

Contact Meeting Management

 

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