About the ASHG 2017 Meeting

The 67th Annual Meeting of the American Society of Human Genetics will be held at the Orange County Convention Center South Building in Orlando, Florida, from Tuesday, October 17 through Saturday, October 21, 2017. The ASHG Annual Meeting is the largest human genetics meeting and exposition in the world. This year’s meeting is expected to attract over 6,500 scientific attendees, plus over 200 exhibiting companies. The meeting provides a forum for the presentation and discussion of cutting-edge science in all areas of human genetics.

ASHG members and leading scientists from around the world are selected to present their research findings at invited, platform, and poster sessions. Abstracts presented at the Annual Meeting are published online and are citable. ASHG’s Annual Meeting also features a trade show floor that offers attendees the opportunity to view state-of-the-art medical and laboratory equipment, products, services, and computer software designed to enhance human genetics research, teaching, and consultation.

Registration is required for admittance to all invited scientific sessions, platform sessions, exhibits, posters, award presentations, and other meeting events, unless otherwise indicated, in the program schedule. The official language of the Annual Meeting is English.

Location

All scientific sessions, exhibits, posters, and meeting offices will be located at the Orange County Convention Center South Building:

Orange County Convention Center South Building

9800-9899 International Dr, Orlando, FL 32819

Telephone: (407) 685-9800

Floor Plans

www.visitorlando.com

The headquarter hotels are:

Hilton Orlando

6001 Destination Parkway, Orlando, FL 32819

Telephone: (407) 313-4300

Event Space Chart

Hyatt Regency Orlando

9801 International Drive, Orlando, FL 32819

Telephone: (407) 284-1234

Event Space Chart


Hotel Information
| Travel Information

Attendees are urged to make hotel reservations early.


Ancillary/Satellite Events

Please see the Ancillary, Exhibitor, and Satellite Events page for this information.


Assistance for Attendees with Special Needs

ASHG is committed to assisting attendees with special needs. We urge individuals requiring assistance to contact us in advance of the meeting by emailing ashgmeetings@ashg.org with your specific request, using the phrase "Assistance with Special Needs" in the subject line.

If you have difficulty in walking long distances, consider renting a scooter from Scoot Around. They will deliver your scooter to your hotel and pick it up when you no longer need it. For more details, visit www.scootaround.com or call (888) 441-7575.


Attractions and Local Activities

Please visit the Travel page for details.


Attire/Dress Code

Attire is business casual. Wear comfortable shoes and dress in layers.


Camera, Mobile Phone, and Video Recording Policies

Attendees are strictly prohibited from using cameras, including mobile phone and tablet cameras, and all other audio and/or video recording devices in all meeting session rooms.

This means attendees may not take photos or video of speakers presenting or their slides. Attendees not adhering to this policy may be asked to leave the room and will be asked to delete all photos or videos already taken; additional action may be taken with repeated or egregious offenders. When registering, you are required to agree that you will adhere to this policy.

Attendees are asked to be respectful of their colleagues by turning off all mobile devices before entering meeting rooms.

Platform Slides: ASHG will set up a secure, slide-sharing website for speakers who wish to share their slides with fellow ASHG 2017 attendees. When uploading their slides for presentation, speakers will be asked to indicate whether or not their slides may be shared. Speakers should be sure to certify that they have the necessary permissions for all slide content.

Session Videos: ASHG will set up a secure website to share videos of certain sessions, including the Presidential Address, Invited Sessions, and special symposia. Presenters at these sessions will be asked to indicate whether or not their session videos may be shared.

Poster Photo Policy: Attendees may take photos of posters if the poster author agrees. Authors who do not want their posters to be photographed will have to indicate as such on their posters, using an image file supplied by ASHG.

Official photographs will be taken at the ASHG 2017 Annual Meeting. By registering for this meeting, you agree to allow ASHG to use your photo in any ASHG-related publications, including the ASHG website.


Certificate of Attendance

Please check back for updated information in October.


Child Care/Family Room

KiddieCorp Child Care at ASHG 2017

In partnership with KiddieCorp, ASHG will provide formal child care at the Hilton Orlando Resort. ASHG encourages families to travel to Orlando and enjoy the many family-oriented activities the city has to offer.

If you are interested in child care during the meeting, please check the appropriate box on the Registration Form. To make a reservation for child care during show hours,complete the child care registration form by September 20 and provide a credit card guarantee. Advance registration is required.

Rates are by the half day as follows:

  • Tuesday, October 17: 3:30-7:30 pm - $40 per child
  • Wednesday-Friday, October 18-20:
    • Half-Day Rate: 8:30 am-1:30 pm & 1:30-6:30 pm - $50 per child
    • Full-Day Rate: 8:30 am-6:30 pm - $90 per child
  • Saturday, October 21: 8:30 am-1:00 pm - $45 per child

KiddieCorp Child Care welcomes children ages 6 months to 12 years. Children participate in age-appropriate activities including arts and crafts projects, active games, and much more in a safe, nurturing environment.

Meals are not included. Parents can order lunch in advance. A meal order form will be sent to all parents in advance.

NOTE: For the safety and security of your child(ren), KiddieCorp/ASHG has the right to refuse care to any child based on space availability and appropriateness. KiddieCorp/ASHG also has the right to refuse care to any child unable to adapt to group situations, as well as any child whose presence or behavior may disrupt the program or endanger the health or safety of other children. KiddieCorp staff does not administer medication (including sunscreen), and any child who is ill will not be admitted to the center.

Family/Nursing Mothers Room

A Family/Nursing Mothers Room will be located in the Orange County Convention Center to give parents and children a place to relax during the meeting. The room will be equipped with comfortable furniture and separate private areas for nursing mothers. Attendees may not use this room for babysitting purposes.


Coat Check/Luggage

Coat check and luggage will be available at the Convention Center for a small fee. Please check back for details in September.


Exhibit Hall

Please see the Exhibits page for details.


Internet Access

Complimentary wi-fi will be available to all meeting registrants in all public lobbies and meeting spaces of the Convention Center except inside the Exhibit Hall. Further details will be available in September.


Letters of Invitation

For Visa Purposes

Customized letters of invitation can only be issued to individuals who have submitted an abstract or to confirmed registrants (those who have paid the meeting registration fees).

  • When you submit an abstract, your on-screen submission confirmation will include a link to automatically generate a customized letter of invitation.
  • When you register for the meeting, you will receive a confirmation email with a link to automatically generate a customized 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. See Travel Information for details on visas and access into the United States for attendees traveling from other countries.

For security purposes, letters of invitation cannot be sent to people who have not submitted an abstract or registered. If you have questions, please email them to ashgmeetings@ashg.org, using the phrase “Letter of Invitation” in the subject line.


Lost and Found

Please visit the Meetings Management Office to look for items lost or turn in items found.


Meals

There are food concessions within the Orange County Convention Center, as well as many restaurants nearby. Information will be available on our website in September.

Note: ASHG does not provide full meals as part of the registration fee. However, new for 2017, attendees may purchase lunch during the pre-registration process for pickup in the Exhibit Hall. Several options will be available for a fee of $12 per meal. Complimentary coffee is provided before the early morning sessions.


Prayer/Meditation Room

A prayer/meditation room will be available in the Convention Center. Please check back for details in September.


Press

ASHG welcomes press/media who wish to attend the ASHG 2017 Annual Meeting. Please see our Press section for details on press guidelines, policies, and registration.


Registration

All registration information, including attendee categories, rates, deadlines, payment details, the registration form, and registration hours, can be found in the Registration section. If you have questions, please email them to ashgmeetings@ashg.org, using the phrase “Meeting Registration” in the subject line.


Safety and First Aid

Please check back for updated information in September.


Schedule

Please see the Schedule of Events for this information.


Social Media Guidelines

While we encourage the use of social media before, during, and after the ASHG Annual Meeting as a way to share information and network with other attendees, we remind you to adhere to ASHG’s social media do’s and don’ts:

Do:

  • Follow ASHG on Twitter (@GeneticsSociety) and Instagram (@GeneticsSociety) and use the #ASHG17 meeting hashtag to join the conversation about the ASHG 2017 Annual Meeting.
  • Like ASHG on Facebook at: facebook.com/GeneticsSociety.
  • Join the ASHG group on LinkedIn at: https://www.linkedin.com/groups/American-Society-Human-Genetics-ASHG-142742.
  • Join the ASHG Trainee Forum on Facebook and/or LinkedIn. This forum is for trainee members only.
  • Blog or tweet about what you hear and learn at the meeting, but refrain from sharing when the speaker explicitly asks not to share.Talks are tweetable and shareable by default, but speakers can ask that attendees nto share specific details or slides.
  • Converse and network with other attendees before, during, and after the conference.
  • Attend the ASHG Tweetup on Thursday, October 19.
  • Provide feedback to ASHG staff and the Program Committee – we encourage attendees to post about and discuss topics of interest and ideas for future annual meetings.
  • Communicate with respect and consideration for others, and keep criticism constructive.

Don't:

  • Capture, transmit, or redistribute data presented at the meeting – this may preclude its later publication in a scientific journal. Please adhere to journal embargo policies and do not jeopardize your colleagues’ work!
  • Post copyrighted or trademarked material or material protected by other intellectual property rights.
  • Use ASHG’s social media platforms to comment on medical, legal, or litigious matters.
  • Post derogatory, demeaning, inflammatory, offensive, disrespectful, hateful, sales-oriented, or otherwise inappropriate comments.

People who participate in social media activity associated with the Annual Meeting are expected to:

  • Maintain a courteous and respectful demeanor in their comments and posts.
  • Contribute value and expertise.
  • Represent themselves and their organizations truthfully and professionally.
  • Recognize that social media conversations include genetics and non-genetics professionals, patients, policymakers, reporters, and the general public

The views and opinions posted on ASHG’s social media do not necessarily reflect the views, opinions, or policies of ASHG, its Board, staff, or membership. ASHG reserves the right to remove comments it deems, in its sole discretion, to be inappropriate.


Social Media Badges

Start networking before the meeting begins! Let your colleagues and friends know you’re attending ASHG 2017 by posting these badges to your social media page.


WebsEdge: ASHG TV Conference Television

ASHG is partnering with the international film and broadcasting company WebsEdge to produce ASHG TV, an on-site conference television channel featuring a new episode daily, which will be screened around the venue, in attendee hotel rooms, and online. ASHG TV aims to provide an opportunity to learn about cutting-edge research and science, as well as draw attention to the hard work of human genetics professionals.

Each daily program has two features: Conference News and Thought Leadership. Conference News covers conference events, including behind-the-scenes interviews and attendees' reactions to the day. Thought Leadership pieces are five-minute, documentary-style, sponsored film segments highlighting programs, case studies, and best practices from the field of human genetics. View videos from ASHG TV 2016.

WebsEdge has worked with several science- and health-related associations in recent years. Leading up to the Annual Meeting, WebsEdge will reach out to organizations to seek their engagement in creating the Thought Leadership films. There are a limited number of slots available. If you would like to explore the opportunity of having a film featured in the program, please email Huw Harries at WebsEdge.