Ancillary and Exhibitor Education Events

Ancillary Event Application

Deadline: Tuesday, May 21, 2019

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 Convention Center or either of the headquarter hotels (Hilton Americas or Marriott Marquis Houston).

The event request application will open in March 2019. If you are interested in holding an event in conjunction with the ASHG Annual Meeting, email us at ashgmeetings@ashg.org so we can add your name to the announcement list.


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 15 through Saturday, October 19. Examples include business meetings, social gatherings, receptions, or committee meetings.ASHG will no longer list committee and business meetings on the Schedule of Events or the Mobile App.

Exhibitor Education Events, available to contracted exhibitors only, are non-ASHG sponsored events held during the official Annual Meeting dates: Tuesday, October 15 through Friday, October 18. All Exhibitor Education Events will be held at the Convention Center or the Hilton Americas, attached to the Convention Center. Due to limited space during the lunch period, ASHG will only program one lunch event per exhibitor. Exhibitors may also request events during the breakfast period. There is a fee per Exhibitor Education Event, which covers the room rental fee, a hyperlink on the Schedule of Events, and ASHG's administrative cost.

Satellite Symposia are commercially-sponsored, accredited educational events in the morning or evening during meeting dates, Tuesday, October 15 through Saturday, October 19. A satellite symposium may take place on Tuesday before 4:00 pm or Wednesday-Friday before or after sessions, and are typically scheduled in a headquarter hotel. There is a fee per Satellite Symposium, which covers a hyperlink on the Schedule of Events and ASHG's administrative cost. Satellite symposia may not be held during the lunch period.

Satellite Meetings are non-ASHG sponsored events held before or after the official dates of the Annual Meeting: before Tuesday, October 15 or after Saturday, October 19. Organizations that wish to schedule a satellite event must make arrangements directly with a hotel for meeting space and sleeping rooms.

After you confirm the space, please send an email to ashgmeetings@ashg.org with the following information so it can be included on the official schedule of events:

Title:
Date:
Time:
Location:
Room:

Advertising and Promotion of Ancillary and Exhibitor Education Events, Satellite Symposia and Meetings: Organizers of the approved meetings above will have access to advertising and promotional activities. Contact cmorin@ashg.org for more information.


Rules and Guidelines

Ancillary and exhibitor education event requests must be completed using the online application by the deadline of May 21, 2019. All events will be located in either the Convention Center or one of the headquarter hotels (Hilton Americas or Marriott Marquis). 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.

Ancillary and exhibitor events may not be scheduled at the same time as ASHG scientific sessions. Approved times will be available in November for ancillary and exhibitor events, which are subject to change by the Program Committee:

Monday, October 14 anytime
Tuesday, October 15 TBD
Wednesday, October 16 TBD
Thursday, October 17 TBD
Friday, October 18 TBD
Saturday, October 19 TBD

*No satellite symposia in this time slot.

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 Convention Center or the Hilton Americas, attached to the Convention Center. Due to limited space during the lunch period, ASHG will only program one lunch event per exhibitor. Exhibitors may also request events during the breakfast period. All events during ASHG 2019 will be required to pay a fee per event. The fee covers:

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

NOTE: It is the exhibitor’s responsibility to arrange and purchase A/V, food and beverage, room signs, and labor.

Events cancelled by June 28, 2019 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

ASHG will no longer list committee and business meetings on the Schedule of Events or the Mobile App; organizers will be responsible for informing attendees about the event. Receptions and social gatherings will be listed on the schedule and app, as long as they are open events. Hyperlinks for the listing will be available for a fee.

ASHG will include the following information for receptions and social gatherings 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.

Contact cmorin@ashg.org for more information on promotional opportunities.

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 events 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.
  • Use the ASHG society or meeting logo without receiving permission in writing from npadmanabhan@ashg.org or cmorin@ashg.org. View the Logo Guidelines for details.

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 2019 attendees, not for sales/marketing representatives from other companies.


Breach of Policy

Organizers of ancillary and exhibitor events must adhere to the rules and guidelines outlined 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.
  • 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 and exhibitor 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.