Exhibitor FAQ

What are the official 2022 exhibit dates and important exhibitor deadlines?

The Exhibit & Poster Hall will be open Wednesday October 26 through Friday October 28. Please visit our Exhibitor Dates & Deadlines page for hall hours and important  exhibitor-specific deadlines.

Where can I find this year’s exhibitor rules and regulations, building guidelines, booth pricing and refund policies, etc.?

Please download our 2022 Exhibitor Rules and Regulations here.

You may also download the ASHG Inline Booth Space Overview to know what to expect and how to prepare your reserved exhibit space.

ASHG’s booth build guidelines closely follow the International Association of Exhibitions and Events (IAEE) official display guidelines for North America, including rules on lines of sight to surrounding booths. Please view the full IAEE display guidelines here.

Which company is your official services contractor (OSC) and where can I find the show kit / exhibitor services manual (ESM)?

We are proud to continue our in-person event partnership with Freeman. The official Freeman ESM is available here.

What are the shipping addresses for the meeting?

Advance Warehouse:
Exhibiting Company Name / Booth # _________
ASHG 2022 Annual Meeting
C/O Freeman
3456 E. Miraloma Ave.
Anaheim, CA 92806

Show Site:
Exhibiting Company Name / Booth # _________
ASHG 2022 Annual Meeting
C/O Freeman
Los Angeles Convention Center
1201 S. Figueroa St.
Los Angeles, CA 90015

For shipping labels and shipment deadlines, please see the shipping section in the Freeman exhibitor services manual (ESM).

How much are booths at this year’s meeting? Where do I register to exhibit?

ASHG is pleased to offer interested and eligible companies the following rates for exhibit space:

Booth Type 2022 Rate (USD) Sample 10′ x 10′ Price
Prime / Island $43.65 per square foot (sf) $4,365
Corner $41.30/sf $4,130
Inline $40.15/sf $4,015
New Exhibitor Pavilion* $3,500
Nonprofit* $3,090
Advocacy* $1,125
Career Fair 10′ x 6′ $750 exhibitor – rates increase to $1,500 after September 12
$1,500 non-exhibitor

Booth space is available in 10′ x 10′ increments (with the exception of career fair booths). Endcap and peninsula configurations are not permitted. Island and two-story “double decker” booths are available at a minimum size of 20′ x 20′.
*Special prices and booth packages, limited to one (1) booth space located in the Nonprofit/Advocacy Pavilion or New Exhibitor Pavilion only; please review the Exhibitor Rules and Regulations for details, inclusions, and eligibility.

Ready to exhibit? Reserve your space through the A2Z Events portal today!

Do you offer special booth packages?

We are pleased to offer eligible companies a booth in either our Nonprofit and Advocacy Pavilion or our New Exhibitor Pavilions:

Booth Type 2022 Rate (USD)
New Exhibitor Pavilion $3,500
Nonprofit $3,090
Advocacy $1,125

Please review the Exhibitor Rules and Regulations for eligibility guidelines.

A booth in the Nonprofit and Advocacy Pavilion includes the following furniture:

  • Standard booth carpet in show colors (padding sold separately);
  • One (1) table;
  • Two (2) chairs; and
  • One (1) waste basket.

A booth in the New Exhibitor Pavilion includes the following furniture:

  • Standard booth carpet in show colors (padding sold separately);
  • One (1) 1M counter with your company logo (logo only);
  • Two (2) bar stools; and
  • One (1) waste basket.

Any additional services and furnishings, or furnishings other than the pre-selected items, must be ordered/procured by the exhibitor. Each eligible company is limited to one (1) booth space at this special rate and will be assigned a position in the appropriate pavilion. Companies contracting for more than one booth space or requesting space outside of these pavilions must pay the applicable commercial rate for all spaces reserved.

Please download the ASHG Inline Booth Space Overview to know what to expect and how to prepare your reserved exhibit space.

Ready to exhibit? Reserve your space through the A2Z Events portal today!

Do you offer packages that combine booths with sponsorship items, like talks or ads?

ASHG sells booth space independently from any advertising, speaking, or sponsorship offerings; all ads and sponsorships are sold a la carte. Reserve your space through the A2Z Events portal today, and contact exhibits@ashg.org to discuss bulk pricing for buying multiple ads or sponsorship items!

Where do I register my booth staff? Can I get visa letters?

Visit your Exhibitor Console here in our A2Z Events portal and follow the link “Register Personnel” to register your booth staff and guests.

Need a visa invitation letter? You can print those from inside the registration portal. Simply follow the prompts in the registration form for each person.

How many badges come with my booth reservation, and what kinds? Can I buy extras?

Below are the quantities and guidelines on included badges:

  • Standard Booth Badges: Each exhibiting company receives 6 exhibitor badges for each 10×10 space reserved, as well as 6 single-day guest exhibitor badges for each 10×10 space reserved. These badges only permit access to industry sessions and the Exhibit & Poster Hall, no scientific sessions.
    • For example, a 10×10 space receives 6 exhibitor badges and 6 single-day exhibitor guest badges, while a 10×20 space receives 12 exhibitor badges and 12 single-day exhibitor guest badges, etc.
  • Career Fair Booth Badges: Companies with a career fair booth (6×10) in addition to their standard commercial booth receive 2 additional exhibit badges. Companies with no commercial booth and only a career fair booth receive 3 exhibitor badges total.
  • Scientific Badges: Each exhibiting company (10×10 booth or larger) receives a total of 2 complimentary full science registrations with full meeting access, regardless of booth size. There are no discounts on additional science badges, and there are no science badges included with career fair booths.
  • Non-Exhibiting Companies with Industry Events: Companies with no commercial booth (10′ x 10′ or larger) that reserve only an industry event onsite at the convention center (CoLab sessions or Industry Education sessions) receive 1 scientific badge and 2 exhibitor badges per reserved session.
  • One Badge Per Person: All attendees, exhibitors, speakers, and guests must be registered with their own badge, and badges may not be shared, altered, or exchanged. If you have science staff attending sessions and also helping setup your exhibit display, please have them check in at the exhibitor registration desk for a special decal (sticker) to add to their badge.
  • Everyone Must Register: Admittance to the Los Angeles Convention Center during the Annual Meeting is restricted to guests who register in advance and meet the health and safety criteria outlined on our Health & Safety page. This means all exhibit organizers, all booth staff, and all industry guests and speakers must be registered to attend the Annual Meeting, including people only attending specific industry sessions or visiting the exhibit hall. You may register those guests using your complimentary badges, and extra exhibitor badges may be purchased for $50.00 USD each once your allotment is used. Extra scientific badges may be purchased at the current applicable rates.
Can exhibitor badges gain access to scientific sessions?

No. Exhibitor badges and exhibitor single-day guest badges permit access to the Exhibit & Poster Hall and industry sessions only. Guests must be registered with a full scientific badge for access to any scientific sessions. If you have exhibit staff who wish to attend scientific sessions, they should register for the meeting with the scientific badge, check in through the standard attendee check-in lines, and then stop by the exhibitor registration desk for a special decal (sticker) to add to their badge onsite.

Our exhibit staff will have science badges so they can attend the sessions. Can science badges gain access to the exhibit hall for setup or tear down?

Yes! If you have science staff attending sessions and also helping setup your exhibit display, please have them register for the meeting with the scientific badge, check in through the standard attendee check-in lines, and then stop by the exhibitor registration desk for a special decal (sticker) to add to their badge onsite.

Can anyone share or trade badges?

No. All attendees, exhibitors, and guests must be registered with their own badge, and badges may not be shared, altered, or exchanged.

Can anyone visit my booth or attend my industry session if they are not registered for the meeting?

No. To better provide for the health and safety of ASHG’s attendees, exhibitors, staff, and volunteers, admittance to the Los Angeles Convention Center is restricted to guests who register in advance and meet the health and safety criteria outlined on our Health & Safety page. Anyone who has not registered for the Annual Meeting in advance will not be able to attend ASHG events held at the Los Angeles Convention Center, including speakers and guests who will only be attending specific industry events or visiting the exhibit hall.

Exhibitors wishing to invite guests to visit your booth or attend your industry events at the convention center may register them using the complimentary scientific or exhibitor guest badges included with your booth rental; additional exhibitor guest badges will available for purchase through the exhibitor registration portal once your allotment is used. Exhibitor badges do not permit entry into scientific sessions. All attendees, exhibitors, and guests must be registered with their own badge, and badges may not be shared, altered, or exchanged.

Do exhibitors/sponsors have to follow the same health and safety requirements as attendees? What is ASHG doing to protect the health and safety of its guests and exhibitors?

Yes! Everyone attending ASHG 2022 must adhere to the health protocols established by ASHG and the Los Angeles Convention Center, including all exhibitor/sponsor staff, speakers, and guests. Please visit our Health & Safety page for more information.

How should exhibitors book hotel rooms?

Exhibitors who wish to hold a group block of 10 or more rooms must contract with the hotel separately. Visit the Hotels & Reservations page for further details or reach out to exhibits@ashg.org for a list of hotel sales contacts.

Does ASHG record CoLab sessions or Industry Education sessions? Can I hire someone to record or live stream my session?

ASHG does not record or live stream industry sessions. Exhibitors / session sponsors are welcome to bring in a videographer to record or livestream their own session and/or the activities in their booth, as long as it’s not disruptive to Freeman or our schedule. No other photography or videography of any kind is permitted in the convention center, of nearby/competing exhibits, other activities in the exhibit hall, etc. Please refer to the rules and regulations here for additional information.

What educational sessions are available to sponsor?

Companies may apply to host CoLab sessions (30 minutes) and Industry Education sessions (60 minutes) onsite at the Los Angeles Convention Center, as well as Satellite Symposia and non-educational ancillary events offsite. Please visit our Industry Speaking Opportunities page for more details and pricing.

ASHG does not offer sponsored keynote/plenary/general sessions or sponsored scientific sessions, in accordance with our education accreditation standards.

What advertising and sponsorship items are available?

Please visit our Advertising & Sponsorships page for more details on items available for the Annual Meeting.

ASHG also offers digital advertising and content hosting options to reach our members year round! Download the ASHG Media Kit for more details.

Can my company host a speaking session or purchase ASHG advertising and sponsorships without reserving a booth?

Non-exhibiting companies may sponsor industry speaking opportunities and purchase select email advertising and sponsorship opportunities. Non-exhibiting companies are not eligible to purchase banner ads in Annual Meeting emails or rent meeting room space at the convention center during the Annual Meeting. Non-exhibiting companies that sponsor speaking sessions may purchase select onsite and digital advertising that must display content relevant to their ASHG sessions only. Visit our Advertising & Sponsorships page to learn more.

ASHG also offers digital advertising and content hosting options for all companies to reach our members year round! Download the ASHG Media Kit for more details.

Can I order an attendee lead list or email blast?

No. ASHG does not sell, rent, or share contact/lead lists of members or meeting attendees. ASHG also does not sell direct emails to our members or attendees. Exhibitors may order lead collection for the Annual Meeting through our registration partner CDS.

Be alert! ASHG exhibitors are being approached by companies or visiting websites that falsely claim to offer the official attendee email list for ASHG 2022. None of these companies are legitimate, and any solicitations for ASHG mailing lists are scams and are in no way endorsed, promoted, or protected by ASHG. Please contact exhibits@ashg.org to report suspicious contacts.

Can I give away tchotchkes and prizes?

Yes, we encourage this! We ask all exhibitors to complete the Exhibit Promotions and F&B Request Form to inform us of what items and how many they will be giving away. Giveaways may only be handed out at your booth or inside a room reserved for your company’s Industry Education session, if applicable. Requests are due September 26.

Are there plans to incorporate a hybrid or virtual component in this year’s Annual Meeting?

ASHG is moving forward with our plans to host the first Annual Meeting since 2019 in person this year and there are no hybrid (i.e. part virtual, part in-person) or virtual events as part of the 2022 Annual Meeting at this time.

How can I reserve a booth for the 2023 Annual Meeting?

More information on the 2023 Annual Meeting, to be held in Washington DC, will be available in late 2022. Booth reservations will follow our standard priority point structure as outlined in the exhibitor rules and regulations. Please contact exhibits@ashg.org for more information.

 

Other Questions on Exhibiting With ASHG?
Email us at exhibits@ashg.org.

Questions?

Contact ASHG

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