ASHG Meeting Policies
The 69th Annual Meeting of the American Society of Human Genetics (ASHG) will be held at the George R. Brown Convention Center in Houston, Texas from Tuesday, October 15 through Saturday, October 19. Please see the following sections for details on meeting policies.
Attire is business casual. Wear comfortable shoes and dress in layers.
Official Policy: 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 This policy aims to encourage presentation of the latest findings by protecting researchers sharing unpublished information, as well as prevent disruption in the session rooms.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. Attendees are also asked to be respectful of their colleagues by silencing all mobile devices before entering meeting rooms. When registering, you are required to agree that you will adhere to this policy.
Platform/Invited Session Slides: ASHG will set up a secure, slide-sharing website for speakers who wish to share their slides with fellow 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 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.
ASHG allows children under the age of 18 into the Exhibit & Poster Hall and session rooms with the supervision of an adult who is a paid registrant. Children must be watched and accompanied by this adult at all times. As a courtesy to fellow attendees, we ask that you step out of the session room or Exhibit & Poster Hall if your child begins to be disruptive or noisy, which may interrupt a talk.
Children under the age of 18 may not enter the Exhibit & Poster Hall outside of official, published hours, including during move-in and move-out.
Note: ASHG offers official child care, where you can pay for babysitting services and activities, as well as a quiet family room at the convention center with private areas for nursing mothers. See Attendee Services for further details.
The American Society of Human Genetics is committed to fostering a welcoming environment that is safe, collaborative, and productive for supporting dialogue and discovery for all attendees. With this in mind, ASHG expects that all attendees, media, speakers, organizers, staff, and exhibitors associated with any official ASHG-sponsored event will adhere to the following principles:
- Respect common sense rules for public behavior, personal interaction, courtesy, and respect for private property.
- Be considerate and respectful of differing perspectives during the meeting.
- Respect the rules and policies of the Society, the meeting venue, hotels, and city.
- Do not engage in intimidation, stalking, harassment, inappropriate physical contact, unwelcome sexual attention, and discrimination towards fellow attendees, Society staff, and others. These behaviors have no place in the scientific enterprise or at ASHG. ASHG venues include official ASHG-sponsored events as well as the annual meeting and Society online presence (i.e. ASHG Society and meeting hashtags, Facebook pages, and other social media).
- Refrain from abusive, harassing, or threatening behavior towards any other attendee, volunteer, or staff. This behavior will not be tolerated and may result in expulsion from the event.
ASHG values the participation of all attendees and participants in its events. If you encounter someone acting in a way conflicting with these guidelines, please seek conference staff or security, or contact the police depending on the severity of the situation. Staff are available at any time to document allegations for future assessment and assist in reporting. The Executive Director or her designee is available onsite and before and after the event by email.
Requests to use the ASHG Society and/or Annual Meeting logos will be handled on an individual basis. Please see our logo guidelines for additional information.
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:
- Follow ASHG on Twitter (@GeneticsSociety) and Instagram (@GeneticsSociety) and use the #ASHG19 meeting hashtag to join the conversation about the ASHG 2019 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.
- Provide feedback to ASHG staff and the Program Committee – we encourage attendees to post about and discuss topics of interest and ideas for future meetings.
- Communicate with respect and consideration for others, and keep criticism constructive.
- 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.