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2015 Annual Meeting

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Annual Meeting Profile

 
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•  History/Economic Impact
•  Space Requirements (HQ Hotel)
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ASHG Annual Meeting Profile

 

 

The American Society of Human Genetics (ASHG) is the primary professional membership organization for human genetics specialists worldwide. The nearly 8,000 members include scientists, health care professionals, and others with an interest in human genetics. ASHG members work in a range of settings, including universities, hospitals, institutes, and medical and research laboratories.

Our mission is to advance human genetics in science, health, and society through excellence in research, education, and advocacy.

 

To learn more: visit: http://www.ashg.org.
 

 

ABOUT THE ANNUAL MEETING

 

The American Society of Human Genetics Annual Meeting is held each fall in a major U.S. or Canadian city and attracts over 7,000 scientific attendees, plus almost 250 exhibiting companies, which makes it the world’s largest gathering of human genetics professionals.

 

Highlights include invited symposia; plenary, platform, and poster sessions; education/trainee workshops; career opportunities and networking events; and public policy sessions. ASHG members and leading scientists from around the world are selected to present their research findings. Abstracts of work submitted and accepted for presentation are published and citable online.

Registration at the Annual Meeting includes access to hundreds of presentations and to online webcast recordings of selected sessions as well as admission to exhibits on the latest laboratory equipment, products, publications and software.

 

FUTURE BOOKINGS AND PAST MEETINGS HISTORY
 

 

MEETING CONTACTS, MAILING ADDRESS, AND WEBSITE


Mailing Address:

American Society of Human Genetics

9650 Rockville Pike

Bethesda, MD 20814

USA


Website: www.ashg.org
(301) 634-7300

ashgmeetings@ashg.org

       
Pauline Minhinnett, CMP, CEM
Director of Meetings
Email: paulinem@ashg.org
Telephone: (301) 634-7308
Fax: (301) 634-7079

Lucia P. Barker, PhD
Scientific Program Manager 

Email: lbarker@ashg.org

Telephone: (301) 634-7356

Fax: (301) 634-7079

Carrie Morin, CEM
Exhibits Manager
Email: cmorin@ashg.org 
Telephone: (301) 634-7311
Fax: (301) 634-7079
 
Peggi McGovern
Senior Meetings Associate
Email: pmcgovern@ashg.org 
Telephone: (301) 634-7349
Fax: (301) 634-7079 

 

PREFERRED DATES

October/Early November
Not to conflict with any holidays, including Canadian Thanksgiving, Jewish Holidays (Rosh Hashanah, Yom Kippur, Succoth), Halloween, or General Election Day.
 

SLEEPING ROOM REQUIREMENTS

Date Pattern: Major Arrival Tuesday/Wednesday; Departure Friday/Saturday
Peak Night: 2,600 rooms; 80% singles

2014 Pick-up Report (San Diego Meeting overall block only)
Important Note: the pattern in San Diego changed to a Saturday through Wednesday meeting
2013 Pick-up Report (Boston Meeting overall block only)
2012 Pick-up Report (San Francisco Meeting)

 

Sat Sun Mon Tues Wed Thurs Fri Sat Sun
1% 7% 35% 98% 100% 98% 70% 20% 1%


Rates: Attendees are responsible for their own housing and incidentals and are very rate sensitive. Reduced rates for some rooms used by Society officers, directors and staff at a 50% discount off convention rates. Headquarter Hotel to provide three complimentary suites over and above. One complimentary sleeping room per 40 room nights on an accumulative basis. Rates are net, non-commissionable except for fees to housing bureau.
 

MEETING SPACE REQUIREMENTS (Convention Center)

Meeting space for all offices, concurrent scientific sessions and exhibit/poster areas must be under one roof. Nearby or adjacent hotel may be used for committee meetings and ancillary functions.

Exhibit/Poster Space: 300,000 gross square feet required for a 320-350 10x10 booths show, 800 4' x 6’ poster boards on 15’ centers. Restaurant and lounge areas also required. Exhibitor Lounge, Exhibitor Registration, and Exhibitor Management will be located inside Exhibit Hall, as well as product theaters and career development theaters.

General Session (Plenary): Theater style seating for 6,500, staging, screen, data projection, video enhancement, laser pointer, 8' head table, podium with light and microphone, lavaliere microphone, aisle microphones, table microphones.

Concurrent Sessions (8 or 9): Theater style ranging in style from 500 to 2,000 with staging, screen, data projector, 6' head table, podium with light and microphone, lavaliere microphone, aisle microphones, table microphones.

Note: Between General and Concurrent Sessions, we require a total of 10 large meeting rooms that will run concurrently. Walking distance between concurrent sessions is very important and should be less than 5 minutes.

Society Office: Room close to registration area and session rooms, available on a 24-hour basis, with lock, approximately 2,500 square feet.

A/V Headquarters and Storage: Room close to session rooms, available on a 24-hour basis, with lock, approx. 1,500 sqare feet.

Speaker Presentation Upload Room: Room close to session rooms, near A/V Headquarters, available on a 24-hour basis, with lock, approximately 1,500 square feet.

Press Office: Room available on a 24-hour basis, with lock, approximately 1,500 square feet.

Press Briefing/Interview: Two rooms available on a 24-hour basis, with lock, approx. 1,000 square feet.

Family/Nursing Mothers Room: Available on a 24-hour basis, with lock, approximately 900 square feet.

Prayer Room: Available on a 24-hour basis, approximately 700 square feet.

High School Workshops/Other workshops: (1) room to hold banquet for 250; plus (3) rooms to hold classroom or banquet for 150

Committee Meetings: (5-8) conference or u-shape style rooms for 15-35 people.

Workshop Rooms: (12) workshop rooms to seat theater or classroom from 150 to 300.

 

SAMPLE CONVENTION CENTER DAILY SCHEDULE

SATURDAY/SUNDAY/MONDAY
Decorator move-in of Exhibit Halls, General Session, and Registration Area

Move-in of Society/Logistics Office, AV Headquarters, and Speaker Ready Room

MONDAY
Exhibit/Poster Set-up
Registration Set-up

Concurrent Scientific Sessions Set-up

Exhibitor Installation begins in the afternoon
Move in of the following offices: AV Headquarters, Society/Logistics Office, Press Office, Press Interview Rooms, Speaker Ready Room, Family/Nursing Mothers Room, Prayer Room, High School Workshop Rooms, Committee Meeting Rooms

TUESDAY
Exhibit/Poster Set-up
Exhibitor Installation

Registration Set-up (registration opens Tuesday afternoon)
Concurrent Scientific Sessions Set-up
Offices Open: AV Headquarters; Society/Logistics Office, Press Office, Press Interview Rooms, Speaker Ready Room, Family/Nursing Mothers Room, Prayer Room, High School Workshop Rooms, Committee Meeting Rooms

WEDNESDAY
Exhibit/Posters Open
Registration Open
Concurrent Scientific Sessions Begin
Offices Open: AV Headquarters, Society/Logistics Office, Press Office, Press Interview Rooms, Speaker Ready Room, Family/Nursing Mothers Room, Prayer Room, High School Workshop Rooms, Committee Meeting Rooms

THURSDAY
Exhibit/Posters Open
Registration Open
Concurrent Scientific Sessions
Offices Open: AV Headquarters, Society/Logistics Office, Press Office, Press Interview Rooms, Speaker Ready Room, Family/Nursing Mothers Room, Prayer Room, High School Workshop Rooms, Committee Meeting Rooms

FRIDAY
Exhibit/Posters Open (move-out begins at 4:30 PM)
Registration Open
Concurrent Scientific Sessions
Offices Open: AV Headquarters, Society/Logistics Office, Press Office, Press Interview Rooms, Speaker Ready Room, Family/Nursing Mothers Room, Prayer Room, High School Workshop Rooms, Committee Meeting Rooms

SATURDAY
Exhibit/Posters Move-out continues
Registration Open (move-out begins after 1:00 PM)
Concurrent Scientific Sessions (move-out begins after 1:00 PM)
Offices Open: AV Headquarters, Society/Logistics Office, Press Office, Press Interview Rooms, Speaker Ready Room, Family/Nursing Mothers Room, Prayer Room, High School Workshop Rooms, Committee Meeting Rooms. Move-out begins after 5:00 PM

 

HISTORY/CONVENTION CENTER

Wednesday-Saturday: AM coffee breaks and PM coffee & soft drink breaks provided
Wednesday-Friday: Poster Sessions/Exhibit Hall Luncheons
Tuesday-Saturday: Committee meetings and workshops organized mostly by affiliates/exhibitors
 

Exhibit Hall Square Footage 284,796 in 2014 (252 booths at 42,400 square footage)
Catering Revenue $300,000-$500,000 (includes ICW revenue)
Booth Catering Revenue $20,000
Concession Stand Revenue $50,000
Telecommunications

Click HERE for 2014 wi-fi usage history.

Click HERE for 2013 wi-fi usage history.

Audiovisual $350,000-$400,000
Electrical $50,000
Cleaning/Trash Removal $20,000

NOTE: The above amounts are approximate and vary from year to year.
 

CITY ECONOMIC IMPACT

Direct Attendee Spending $12-15 million
Economic Impact $20-26 million
Total Hotel Room Revenue $2.5 million
Hotel Occupancy Tax $270,000
Hotel Rate Range $189-$289
Convention Temp Staff $25,000
Restaurant Services 80-100 reservations

NOTE: The above amounts are estimated and may vary depending on the city calculation formula.

 

HISTORY & FUTURE BOOKINGS

 

HEADQUARTERS HOTEL

Most of the events at the Headquarters Hotel are affiliate functions and bring approximately $150,000 in revenue to the hotel. Depending on the program, revenue may be higher. The following is a tentative schedule for meeting space needs at the Headquarters Hotel:

SUNDAY
Five (5) concurrent meeting rooms from 7:00 am-9:00 pm for affiliate functions (800-1,000 square feet)

MONDAY
Eight (8) concurrent meeting rooms from 7:00 am-9:30 pm for affiliate functions (1,000-1,500 square feet)

TUESDAY
Ten (10) concurrent meeting rooms from 7:00 am-9:30 pm for affiliate functions (800-1,000 square feet)
Five (5) concurrent meeting rooms from 7:00 am-9:30 pm for affiliate functions (1,500-2,500 square feet)

WEDNESDAY
Eight (8) concurrent meeting rooms from 7:00 am-9:30 pm for affiliate functions (800-1,000 square feet)
Eight (8) concurrent meeting rooms from 7:00 am-9:30 pm for affiliate functions (1,500-2,000 square feet)

THURSDAY
Eight (8) concurrent meeting rooms from 7:00 am-9:30 pm for affiliate functions (800-1,000 square feet)
Ten (10) concurrent meeting rooms (for receptions) from 5:00-10:00 pm for affiliate functions (1,000-2,000 square feet)

FRIDAY
Five (5) concurrent meeting rooms from 7:00 am-9:30 pm for affiliate functions (800-1,000 square feet)
Five (5) concurrent meeting rooms from 7:00 am-9:30 pm for affiliate functions (1,500-2,000 square feet)

SATURDAY
Three (3) concurrent meeting rooms from 7:00 am-5:00 pm for affiliate functions (800-1,000 square feet)
 

OTHER CONSIDERATIONS

Hotels within price range within walking distance to convention center
Prefer hotels that offer internet as part of the rate
Easily accessible/affordable transportation from airport and within downtown area
Nearby dining options and nearby cultural activities 

Click HERE for sample items to address if submitting an RFP for a future year.

 

 

The American Society of Human Genetics, Incorporated

9650 Rockville Pike • Bethesda, Maryland 20814

society@ashg.org • 1-866-HUM-GENE • (301) 634-7300

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