Ancillary and Industry Education Events

Deadline: Monday, June 27, 2022

The ancillary event application is now open!

The ASHG Annual Meeting is an ideal forum to host an event whether it be an informal networking gathering or a structured scientific forum, ASHG 2022 is the best place to engage with the human genetics and genomics community. To facilitate gatherings, space will be available in the Los Angeles Convention Center or the headquarter hotel, the JW Marriott at LA Live.

*Please review rules and guidelines below, including permitted times for events.

If you are looking to host an event at a location other than the headquarter hotel or the convention center, you should reach out to your desired venue directly and then complete the appropriate form so we can list your event on our website.

Disclaimer: 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 headquarter hotel have the right to move an event if ASHG or the hotel determines the space assigned is needed for an official function or is not best suited to the event.

The Petersen Automotive MuseumAncillary Events are non-ASHG sponsored events held during the official Annual Meeting dates. Examples include business meetings, social gatherings, receptions, or committee meetings. Such events are not permitted to overlap scientific programming (see below approved times).

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

Industry Education events are non-ASHG sponsored events held during the official Annual Meeting dates and will be held at the Los Angeles Convention Center. Examples include CoLab sessions (held in pre-set theaters on the exhibit hall floor), and Industry Education sessions (held in meeting rooms inside the convention center). Industry Education Events are for ASHG 2022 attendees, not for sales/marketing representatives from other companies. All Industry Education events will be held during breaks, the breakfast or lunch periods, and during poster presentations. Due to limited space during the lunch period, ASHG will only program one lunch event per company. Exhibiting companies (those that reserved a booth) receive preference for scheduling events and they also pay lower fees; commercial companies not exhibiting are permitted but pay a higher fee per event.

Satellite Symposia are commercially sponsored, accredited educational events in the morning or evening during meeting dates. A satellite symposium is typically scheduled in the headquarter hotel. Please email exhibits@ashg.org for more information.

Exhibitor Social Events are non-ASHG sponsored events with no educational component, such as a networking reception or evening party. There is no charge from ASHG for these, but they must follow the schedule below for permitted times and be approved by ASHG.

Rules and Approval Process

Below is a list of approved times (Pacific Daylight Time) which are subject to change by the Program Committee based on the final schedule:

Monday, October 24 Anytime
Tuesday, October 25 before 1:00 pm or after 6:00 pm
Wednesday, October 26 before 8:30 am, during the lunch period from 12:15-1:45 pm* or after 7:00 pm
Thursday, October 27 before 8:30 am, during the lunch period from 12:15-1:45 pm* or after 7:00 pm
Friday, October 28 before 8:30 am, during the lunch period from 12:15-2:00 pm* or after 6:30 pm
Saturday, October 29 before 9:00 am or after 1:00 pm

*Satellite symposia are not permitted during the lunch period, Wednesday through Friday.

Approval Process: Organizers will be notified of their room assignments via email in late July. Once rooms have been assigned, organizers are responsible for making all further arrangements for the event directly and will be responsible for signing a contract with the facility (e.g., hotel/convention center). There may be charges by the hotel for use of meeting rooms. Organizers should review event contracts carefully before signing.

Assignment of Space: Space is 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

Listings on the 2022 Schedule: Receptions and social gatherings will be listed on the schedule and in the mobile app, as long as they are events open to all attendees and as long as the request is received by the deadline. We will include the date, time, location and title of the event (length must be no more than 200 characters, including spaces) along with a hyperlink to your own dedicated page, which will serve as the source for further details. We do not list committee, editorial or business meetings on the schedule.

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. See more details on the Exhibits pages (links above) or contact exhibits@ashg.org for more information.

HW Observatory

Fee

Ancillary Events: 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.

Industry Events: The Industry Education session fee includes the room rental fee, a listing on the online planner/schedule of events and mobile app, and ASHG’s administrative cost. The CoLab fees cover a portion of the total CoLab theaters’ setups and A/V equipment rental, a listing on the online planner/schedule of events and mobile app, and ASHG’s administrative cost. Pricing tiers and more information may be found on our Exhibits page here.

NOTE: It is the organizer’s responsibility to arrange and purchase audiovisual, room signs, food and beverage, and any labor needed for these events. Food and beverage and other special services may not be ordered for CoLab sessions.

Breach of Policy

Organizers of ancillary and exhibitor events must adhere to the rules and guidelines outlined above as well as to our Safety Protocols and Code of Conduct. 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.
  • Forfeiture of all fees paid with no refunds, rebates, or other compensation.

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 industry 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.

New rules due to safety protocols will be outlined in your confirmation email.

Questions: meetings@ashg.org

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