The online ancillary application form is now closed to new applications. Requests received by the deadline are currently under review by ASHG. Organizers will be informed of room assignments in early July.
New requests for meeting space at the ASHG 2019 headquarter hotels should be sent to email@example.com. If you are looking to host an event before Tuesday, October 15 or at a location other than the convention center and headquarter hotels, you should reach out to your desired venue directly.
If you are interested in holding an exhibitor education event or satellite symposium, please contact Carrie Morin, Exhibits Manager, at firstname.lastname@example.org.
Event Types and Fees
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. 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.
Exhibitor Education Events, available to contracted exhibitors for a $3,000 fee per event; available to non-exhibitors for a $5,000 fee per event, 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 Hilton Americas-Houston or the Marriott Marquis, headquarter hotels which are both attached to the Convention Center. Due to limited space during the lunch period, ASHG will only programone lunch event per exhibitor. Organizing companies may also request events during the breakfast period. The fee per Exhibitor Education Event covers:
- Room rental fee;
- Web link on the ASHG schedule
- ASHG’s administrative cost
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.
NOTE: For all event types, it is the organizer’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.
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 email@example.com for more information.
Rules and Guidelines
Ancillary and exhibitor education event requests must be completed using the online application by the deadline of May 20, 2019. All events will be located in 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 are below:
|Monday, October 14||anytime (contact the hotel directly to arrange)|
|Tuesday, October 15||before 1:00 pm or after 6:00 pm|
|Wednesday, October 16||before 8:45 am, during the lunch period from 12:45-2:00 pm,* or after 7:15 pm|
|Thursday, October 17||before 8:45 am, during the lunch period from 12:45-2:00 pm,* or after 7:00 pm|
|Friday, October 18||before 8:45 am, during the lunch period from 12:45-2:00 pm,* or after 6:30 pm|
|Saturday, October 19||before 8:30 am, or after 2:00 pm|
*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.
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.
- Official ASHG-related events
- Events that relate to scientific scholarship, conduct of research, delivery of services, and/or public information related to science
- 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 firstname.lastname@example.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 email@example.com or firstname.lastname@example.org.
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.