Ancillary and Exhibitor Education Events

Ancillary Event Application

Ancillary and exhibitor education events will take place in the Vancouver Convention Centre, the Pinnacle Hotel (co-headquarter hotel), and the Fairmont Waterfront (co-headquarter hotel). Organizers who had submitted a request by the May 23 deadline were notified of assignments in late June.

For new requests for meeting space, you may contact either of the co-headquarter hotels or other hotels near the Vancouver Convention Centre to schedule your event. All requests must follow the rules and guidelines.

Fairmont Waterfront (Co-headquarter Hotel) - Alexis.french@fairmont.com
Pinnacle (Co-headquarter Hotel) -dmonet@pinnaclehotels.ca
Pan Pacific Hotel - catering@panpacificvancouver.com
Fairmont Pacific Rim Hotel - ria.verzosa@fairmont.com

Once you have been assigned a room, date, and time, please send these details to ashgmeetings@ashg.org to be listed on the schedule.

To view floor plans, menus, and other information, click the appropriate link below:

Fairmont Waterfront Hotel Catering Menu

Fairmont Waterfront Hotel Floor Plans

Pinnacle Hotel Catering Menu

Pinnacle Hotel Floor Plans

Vancouver Convention Centre Catering Menu

Vancouver Convention Centre Floor Plans

Vancouver Convention Centre Audiovisual


Definitions of Ancillary, Exhibitor Education Events, and Satellite Meetings

Ancillary Events are non-ASHG sponsored events held during the official Annual Meeting dates: Tuesday, October 18 through Saturday, October 22. Examples include business meetings, social gatherings, receptions, workshops or committee meetings.

Exhibitor Education Events, available to contracted exhibitors only, are non-ASHG sponsored events held during the official Annual Meeting dates: Tuesday, October 18 through Friday, October 21. Examples include seminars, workshops, lunches, and receptions. ASHG accepts no financial or organizational responsibility for exhibitor events.

Satellite Meetings are non-ASHG sponsored events held before or after the official dates of the Annual Meeting: before Tuesday, October 18 or after Saturday, October 22. 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 education event requests must be completed using the online application by the deadline of May 23, 2016. All events will be located either at the co-headquarter hotels or the Vancouver Convention Centre. 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 Vancouver Convention Centre 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. The lunch time events may overlap with the poster sessions by 30 minutes. Below is a list of approved times for ancillary and exhibitor events, which are subject to change by the Program Committee:

 

Monday, October 17: anytime
Tuesday, October 18: before 4:30 pm or after 6:55 pm
Wednesday, October 19: before 9:00 am, during the lunch period from 1:00-2:30 pm*, or after 6:30 pm
Thursday, October 20: before 9:00 am, during the lunch period from 1:00-2:30 pm*, or after 6:00 pm
Friday, October 21: before 9:00 am, during the lunch period from 1:00-2:30 pm*, or after 6:45 pm
Saturday, October 22: before 9:00 am, or after 1:00 pm
Monday, October 17 anytime
Tuesday, October 18 before 4:30 pm or after 7:00 pm
Wednesday, October 19 before 8:45 am, during the lunch period from 1:00-2:30 pm*, or after 7:30 pm
Thursday, October 20 before 8:45 am, during the lunch period from 1:00-2:30 pm*, or after 6:00 pm
Friday, October 21 before 8:45 am, during the lunch period from 1:00-2:30 pm*, or after 6:45 pm
Saturday, October 22 before 8:45 am, or after 1:00 pm

*The lunch period will overlap with poster sessions by 30 minutes. Poster sessions begin at 2:00 pm.

Organizers will be notified of their room assignments via email in late June. 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 Vancouver Convention Centre.

Once rooms have been assigned, organizers are responsible for making all further arrangements for the event directly with the facility assigned. 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 education events. Room rental, catering, A/V equipment, labor, and other charges are the sole responsibility of the organizer. ASHG and the co-headquarter hotels have the right to move an event if ASHG or the hotels determine the space assigned is needed for an official function or is not best suited to the event.


Fees

Non-Exhibitors: ASHG does not charge a fee to submit a request. However, the hotels 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.

Exhibitors: Due to limited space commercial companies or exhibitors hosting an event at the Convention Centre during the breakfast or lunch period on Wednesday, October 19; Thursday, October 20; or Friday, October 21 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 Centre 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 (see below for restrictions), labor, or additional audiovisual requirements. Fees are nonrefundable after June 30, 2016. If an event is cancelled on or prior to June 30, event organizers will receive a full refund, minus a $150 administrative charge.

*Room set change requests will considered on a case-by-case basis.


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 education events, and satellite meetings, 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.

*Does not apply to exhibitor education events.


Signs and Promotion/Advertising

Non-Exhibitors organizers are permitted to:

  • Place one sign directly outside of the event room and place signs inside the room.
  • Distribute event literature in the free literature areas inside the registration area.
  • List the event on the ASHG 2016 website.

Exhibitors: Exhibitor 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.
  • Advertise education event through official ASHG channels.

Exhibitor Events Organizers may not

  • Display signs or distribute event literature in any public areas, hallways, or lobbies of the Convention Centre or hotels.
  • 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.

Each company has the right to deny access to attendees into sessions, if those attendees are from competing/similar companies. Exhibitor education events are for ASHG 2016 attendees, not for sales/marketing representatives from other companies.


Breach of Policy

Organizers of ancillary, exhibitor events, or satellite meetings 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.