Ancillary and Exhibitor Education Events

Ancillary Event Application

Deadline: Monday, May 22, 2017

Questions: ashgmeetings@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 during and around the meeting dates, space will be available in the Hilton Orlando or Hyatt Regency Orlando, both connected to the Orange County Convention Center.

Please click the appropriate box below. You will be directed to the application that best applies to your needs. Requests must be received by May 22, 2017.


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 17 through Saturday, October 21. Examples include business meetings, social gatherings, receptions, or committee meetings.

Exhibitor Education Events, available to contracted exhibitors only, are non-ASHG sponsored events held during the official Annual Meeting dates: Wednesday, October 18 through Friday, October 20. All Exhibitor Education Events will be held at the headquarter hotels (Hilton Orlando or Hyatt Regency Orlando, both connected to the Orange County Convention Center). ASHG will only program one lunch event per exhibitor due to limited space during the lunch period. Each exhibitor may also request one event during the breakfast period.

Satellite Symposium: ASHG does not run a separate satellite symposia program (commercially-sponsored, accredited educational events). Any commercially-sponsored, accredited education may take place before or after official meeting dates. Non-accredited sponsored education events are limited to exhibitors and are part of the Exhibitor Education Event program, as above. Organizations that wish to schedule a symposium must make arrangements directly with a hotel for meeting space and sleeping rooms. Our co-headquarter contacts are: Hilton Orlando, Natasha Hanif, natasha.hanif@hitlon.com; Hyatt Regency Orlando, Marissa Wojcik, marissa.wojcik@hyatt.com.

Satellite Meetings are non-ASHG sponsored events held before or after the official dates of the Annual Meeting: before Tuesday, October 17 or after Saturday, October 21. Organizations that wish to schedule a satellite event must make arrangements directly with a hotel for meeting space and sleeping rooms. Our co-headquarter contacts are: Hilton Orlando, Natasha Hanif, natasha.hanif@hitlon.com; Hyatt Regency Orlando, Marissa Wojcik, marissa.wojcik@hyatt.com.


Rules and Guidelines

Ancillary and exhibitor education event requests must be completed using the online application by the deadline of May 22, 2017. All events will be located either at the co-headquarter hotels (Hilton Orlando or Hyatt Regency Orlando, both connected to the Orange County 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 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. Below is a list of approved times for ancillary and exhibitor events, which are subject to change by the Program Committee:

 

Monday, October 16 anytime
Tuesday, October 17 before 4:00 pm or after 7:00 pm
Wednesday, October 18 before 8:45 am, during the lunch period from 12:30-1:45 pm, or after 7:30 pm
Thursday, October 19 before 8:45 am, during the lunch period from 12:30-1:45 pm, or after 6:30 pm
Friday, October 20 before 8:45 am, during the lunch period from 1:00-2:15 pm*, or after 7:00 pm
Saturday, October 21 before 8:45 am, or after 2:00 pm

*The lunch period will overlap with poster sessions by 30 minutes on Friday. Posters end at 1:30 pm and lunch beings at 1:00 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.

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: All Exhibitor Education Events will be held at the headquarter hotels (Hilton Orlando or Hyatt Regency Orlando, both connected to the Orange County Convention Center). ASHG will only program one lunch event per exhibitor due to limited space during the lunch period. Each exhibitor may also request one event during the breakfast period. All events during ASHG 2017 will be required to pay a $2,500 fee. The fee covers:

  • the room rental fee
  • a web link on the ASHG schedule
  • and ASHG’s administrative cost

New for 2017: There will be no audiovisual package included in the event fee. It is the exhibitor’s responsibility to arrange and purchase A/V, food and beverage, room signs, and labor.

Events cancelled by June 30, 2017 will receive a full refund. Any event cancelled after this date will not be refunded nor will the fees be transferrable.


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

Listing on Website/Mobile App

To support and promote ancillary, exhibitor education events, and satellite meetings, ASHG will include the following information in the on the Annual Meeting website and Mobile App:

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

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.
  • List the event on the ASHG 2017 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 Event organizers may not:

  • Display signs or distribute event literature in any public areas, hallways, or lobbies of the Convention Center 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 2017 attendees, not for sales/marketing representatives from other companies.


Breach of Policy

Organizers of ancillary events, 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.