ASHG Annual Meeting Profile

The American Society of Human Genetics (ASHG), founded in 1948, is the primary professional membership organization for human geneticists in North America. Over 4,500 members include researchers, academicians, clinicians, genetic counselors, nurses and others involved in human genetics. The principal objectives of ASHG are to bring together investigators in the many areas of endeavor that involve human genetics, and to encourage and integrate their efforts by providing a forum for sharing research findings. This is accomplished primarily through the Society's annual meeting and its official monthly publication, The American Journal of Human Genetics. ASHG cooperates closely with other organizations that serve the human genetics community. In keeping with its focus on education, ASHG strives to inform health professionals, legislators, health policy makers and the general public about all aspects of human genetics. The Society actively encourages the participation and contributions of young scientists to ensure ongoing growth and progress in the field.

PREFERRED DATES

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

SLEEPING ROOMS:

Date Pattern: Major Arrival Tuesday/Wednesday; Departure Saturday and Sunday
Peak Night: 2,500 rooms; 60% singles
 

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 50 room nights on an accumulative basis! Rates are net, non commissionable except for fees to housing bureau.
 

FUNCTION SPACE REQUIREMENTS

All meeting space under one roof is preferred for all offices, scientific, general sessions and exhibit/poster areas. Nearby or adjacent hotel may be used for committee meetings and ancillary functions.

Exhibit Space Requirements
250,000 gross square feet required for a 350-400 10x10 booths show, 400 4 x 8’ poster boards on 15’ centers. Restaurant and lounge areas also required. Exhibitor Lounge, Exhibitor Registration and Exhibitor Management will be located inside Exhibit Hall.

General Session (Plenary) (1): Theater style for 6,000, staging, screen, data projection, video enhancement, laser pointer, 8' head table, podium with light and microphone, lavaliere microphone, aisle microphones, table microphones.

Concurrent Sessions (6): theater style for 1,000 2,000, staging, screen, data projector, laser pointer, 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 7 large meeting rooms that will run concurrently.

Society Office: Room close to registration area and session rooms, available on twenty four hour basis, with lock, approximately 1,000 square feet

Logistics Office: Room close to registration area and session rooms, available on twenty four hour basis, with lock, approximately 1,000 square feet

AV Headquarters/Storage: Room close to session rooms, available on twenty four hour basis, with lock, approx. 1000 sq. ft

Speaker Ready: Room close to session rooms, near AV Headquarters, available on twenty four hour basis, with lock, approximately 1,000 square feet

Press: Room available on twenty four hour basis, with lock, approximately 1,000 square feet

Press Interview: Room available on twenty four hour basis, with lock, approx. 800 square feet

Family Room: Available on twenty four hour basis, with lock, approximately 700 square feet

Prayer Room Available on twenty four hour basis, approximately 700 square feet

High School Workshops/Other workshops-(1) room to hold banquet for 250; (3) rooms to hold banquet for 150

Committee Meetings (10) conference or hollow square style rooms for 15 40 people

CONVENTION CENTER DAILY SCHEDULE

SUNDAY
Decorator layout and move-in of Exhibit Halls and Registration Area

MONDAY
Exhibit/Poster Set up
Registration Set-up
Move in of the following offices: AV Headquarters; Logistics Office, Society Office, Press Room, Press Interview, Speaker Ready Room, Family Room, Prayer Room, High School Workshop Rooms, Committee Meeting Rooms
Move-in of Concurrent Scientific Session Rooms

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

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

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

FRIDAY
Exhibit/Posters Open (move-out begins at 1:30 PM)
Registration Open
Concurrent Scientific Sessions
Offices Open: AV Headquarters; Logistics Office, Society Office, Press Room, Press Interview, Speaker Ready Room, Family Room, Prayer Room, High School Workshop Rooms, Committee Meeting Rooms

SATURDAY
Exhibit/Posters Move-out
Registration Open (move-out begins after 12:00 Noon)
Concurrent Scientific Sessions (move-out begins after 12:00 Noon)
Offices Open: AV Headquarters; Logistics Office, Society Office, Press Room, Press Interview, Speaker Ready Room, Family Room, Prayer Room, High School Workshop Rooms, Committee Meeting Rooms. Move-out begins in PM

SUNDAY
Exhibits and Poster Move out continues until 12:00 Noon

CONVENTION CENTER FOOD AND BEVERAGE

Wednesday-Saturday AM Coffee Breaks and PM Coffee & Soda Breaks provided
Wednesday-Friday Poster Session Receptions
Tuesday-Saturday-committee meetings and workshops
 

NOTE: Numbers are based on 2007 Meeting in San Diego, CA
 

CITY/BUREAU ECONOMIC IMPACT

NOTE: Numbers are based on 2007 Meeting in San Diego, CA
 

HQ HOTEL

Most of the events at the Headquarter Hotel are affiliate functions and bring approximately $150,000-$200,000 in revenue to the hotel. The following is a tentative schedule for meeting space needs at the Headquarter Hotel:

SUNDAY
5 concurrent meeting rooms from 7:00 AM-9:00 PM for Affiliate Functions (800-1000 square feet)

MONDAY
ASHG Board Meeting 3:00-10:00 PM (need separate room for dinner from 6:00-7:00 PM)
5 concurrent meeting rooms from 7:00 AM-9:00 PM for Affiliate Functions (800-1000 square feet)

TUESDAY
5 concurrent meeting rooms from 7:00 AM-9:00 PM for Affiliate Functions (800-1000 square feet)
5 concurrent meeting rooms from 7:00 AM-9:00 PM for Affiliate Functions (1500-2000 square feet)
8:00PM 11:00PM ASHG Opening Mixer*; Reception for 1000

WEDNESDAY
8 concurrent meeting rooms from 7:00 AM-9:00 PM for Affiliate Functions (800-1000 square feet)
8 concurrent meeting rooms from 7:00 AM-9:00 PM for Affiliate Functions (1500-2000 square feet)

THURSDAY
8 concurrent meeting rooms from 7:00 AM-9:00 PM for Affiliate Functions (800-1000 square feet)
10 concurrent meeting rooms (for receptions) from 5:00 PM-10:00 PM for Affiliate Functions (1000-2000 square feet)

FRIDAY
5 concurrent meeting rooms from 7:00 AM-9:00 PM for Affiliate Functions (800-1000 square feet)
5 concurrent meeting rooms from 7:00 AM-9:00 PM for Affiliate Functions (1500-2000 square feet)

SATURDAY
3 concurrent meeting rooms from 7:00 AM-9:00 PM for Affiliate Functions (800-1000 square feet)
6:00PM 12:00 Midnight ASHG Reception/Dance for 1000 (note this event may be held at an off-site location)
 

OTHER CONSIDERATIONS

Hotels within price range within walking distance to convention center
Affordable room rate and menu prices
Easily accessible/affordable transportation from airport
 

HISTORY & FUTURE BOOKINGS