Ancillary and Exhibitor Events

Deadline: Friday, May 22, 2015 - PASSED

Questions: ashgmeetings@ashg.org

The online ancillary application form is now closed to new applications. Requests received by the deadline 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 meeting schedule in August.

New requests for meeting space at the headquarters hotel (Hilton Baltimore) must contact Stephen Edes at stephen.edes@hilton.com. New requests for meeting space at the Baltimore Convention Center should email ashgmeetings@ashg.org.

All requests must follow the rules and guidelines.

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 during and around the meeting dates, space will be available in the Baltimore Convention Center and in the Hilton Baltimore (headquarter hotel).

Baltimore Convention Center

Hilton Baltimore

Sheraton Inner Harbor

 


Definitions of Ancillary, Exhibitor, and Satellite Events

Ancillary Events are non-ASHG sponsored events held during the official Annual Meeting dates: Tuesday, October 6 through Saturday, October 10. Examples include business meetings, social gatherings, receptions, workshops or committee meetings.

Exhibitor Events, available to contracted exhibitors only, are non-ASHG sponsored events held during the official Annual Meeting dates: Tuesday, October 6 through Friday, October 9. Examples include seminars, workshops, lunches, and receptions. ASHG accepts no financial or organizational responsibility for exhibitor events.

Satellite Events are non-ASHG sponsored events held before or after the official dates of the Annual Meeting: before Tuesday, October 6 or after Saturday, October 10. Organizations that wish to schedule a satellite event must make arrangements directly with a hotel for meeting space and sleeping rooms.


Rules and Guidelines

Ancillary and exhibitor event requests must be completed using the online application by the deadline of May 22, 2015. All events will be located at the headquarter hotel or the convention center. We have made every effort to contract in advance for adequate space for all ancillary and exhibitor events, but first choices in venue may not be able to be accommodated.

Commercial companies requesting space at the convention center may be charged a fee. Please refer to Fees (below) for details.

Ancillary and exhibitor events may not be scheduled at the same time as ASHG scientific sessions, including poster sessions. Below is a list of approved times for ancillary and exhibitor events, which are subject to change by the Program Committee:

 

Monday, October 5: anytime
Tuesday, October 6: before 4:30 pm or after 6:30 pm
Wednesday, October 7: before 8:45 am, during the lunch period from 1:00-2:30 pm, or after 7:00 pm
Thursday, October 8: before 9:00 am, during the lunch period from 1:00-2:30 pm, or after 7:00 pm
Friday, October 9: before 9:00 am, during the lunch period from 12:45-2:15 pm, or after 6:30 pm
Saturday, October 10: before 8:45 am, during the lunch period from 12:15-1:45 pm, or after 5:00 pm

 

Organizers will be notified of their room assignments via email in July. This email will include contact information for catering, audiovisual, and other needs. All requests for meeting space must be approved by ASHG before space can be confirmed by the hotel or convention center.

Once rooms have been assigned, organizers are responsible for making all further arrangements for the event directly with the hotel or convention center. Note that the hotel may charge for use of meeting rooms. Room rental and other applicable services will be handled individually, with a separate contract issued by the hotel for each event. Organizers should review event contracts carefully before signing.

ASHG accepts no financial or organizational responsibility for ancillary or exhibitor events. Room rental, catering, A/V equipment, labor, and other charges are the sole responsibility of the organizer. In addition, ASHG and the headquarter hotel have the right to move an event if ASHG or the hotel determine the space assigned is needed for an official function or is not best suited to the event.


Fees

ASHG does not charge a fee to submit a request. However, the headquarter hotel may charge a fee for meeting space and related services. It is up to the event organizer to negotiate room rental and fees for other services, as applicable, and to review and sign a contract directly with the hotel.

Due to limited space, commercial companies or exhibitors hosting an event at the convention center during the breakfast or lunch period on Wednesday, October 7; Thursday, October 8; or Friday, October 9 will be required to pay a $3,500 fee for a breakfast event or a $5,000 fee for a lunch event, which includes:

  • Convention center room rental
  • Room set theater style*
  • Head table for three, lectern, screen, data projector, and lectern microphone
  • Complimentary ancillary event web link from the schedule of events

The fee does not include food and beverage, signage, labor, or additional audiovisual requirements. Fees are nonrefundable after June 30, 2015. If an event is cancelled on or prior to June 30, 2015, event organizers will receive a full refund, minus a $150 administrative charge.

*Room set change requests will considered on a case-by-case basis. Available rooms cannot accommodate more than 200 attendees in a theater style setup.


Assignment of Space

Rooms are assigned on a space-available basis. Assignments will be made according to the priority list below in a manner that will best accommodate as many events as possible.

  1. Official ASHG-related events
  2. Events 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

Program and Online Listing

To support and promote ancillary, exhibitor, and satellite events, ASHG will include the following information in the official meeting Program and on the Annual Meeting website:

  • Title of event (length must be no more than 200 characters, including spaces)
  • Date and time of event
  • Location and room name/number

We do not list a description of your event or listing of 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

Event organizers may:

  • Place one sign directly outside of the event room, which may not block other event signage, especially that of neighboring events
  • Place signs inside the event room
  • Distribute event literature from the exhibitor's booth during exhibitor hours

Event organizers may not:

  • Display signs or distribute event literature in any public areas, hallways, or lobbies of the convention center or headquarter hotel
  • Use props or gimmicks in public areas or lobbies to attract event attendees

Any company violating these rules will receive a penalty for priority points for the following year's event application.

It is expected that all event organizers and company representatives behave professionally. Please remember that other exhibitor events and/or competitors may be near you.


Breach of Policy

Organizers of ancillary, exhibitor, or satellite events must adhere to the rules and guidelines outlines above. In order to complete the event application, organizers must check a box stating 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:

  • 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

ASHG reserves the right to refuse to review any application that does not meet the criteria set forth in these guidelines. In addition, ancillary, exhibitor, and satellite events approved by ASHG shall in no way state or imply endorsement of or support by ASHG for the event, organizer, products, or services discussed in announcements or advertising, in any signage, or during the presentations.