Exhibitor Dates & Deadlines

Exhibit Hall Hours
Thursday November 2	9:30 am – 5:00 pm
Friday November 3	10:00 am – 5:00 pm
Saturday November 4	10:00 am – 4:30 pm

Installation
Tuesday October 31	8:00 am – 12:00 pm, island booth install (approved booths only)
Tuesday October 31	12:00 pm – 5:00 pm, all exhibitors
Wednesday November 1	8:00 am – 5:00 pm, all exhibitors

Dismantle
Saturday November 4	4:30 pm – 11:00 pm
Sunday November 5	8:00 am – 12:00 pm (freight pickup)

Exhibitor Registration Hours
Tuesday October 31	2:00 pm – 5:00 pm
Wednesday November 1	8:00 am – 5:00 pm
Thursday November 2	8:00 am – 5:00 pm
Friday November 3	9:00 am – 2:00 pm (assistance available at attendee registration after this time)

Looking for our official scientific schedule? Please visit our Schedule page.

Important Exhibitor Deadlines and Links

All dates subject to change.

Want to save these deadlines to your Outlook or other calendar? Import the ASHG Exhibits Calendar here!

Deadline Type	Item Due	Due Date
Financial	10% deposit for exhibitor reservations	Upon Booking
Financial	50% payment	March 6
Financial	100% payment / payment in full	June 5
Financial	Last day for standard exhibit rates	June 30
Financial	10% late reservation rates in effect	July 1
Financial	Cancellation for 50% refund of eligible exhibit/sponsorship funds – must send written notice to exhibits@ashg.org	June 5
Financial	Cancellation for 25% refund of eligible exhibit/sponsorship funds – must send written notice to exhibits@ashg.org **No refunds after July 31	July 31
Event Application	Scientific Abstract Submission (for consideration for plenary and poster presentations)	June 8
Event Application	Ancillary Event Application Late submissions accepted through July 31, subject to availability	June 12
Event Application	Industry Event Application	Open until full
Event Application	Last day to apply for exhibit space!	October 9
Booth / Display Approval	Two-Story Booth Request – must include booth drawings, submit to exhibits@ashg.org	June 30
Booth / Display Approval	Island Booth Drawings Submission – approval required for all booths 400sf or larger, submit to exhibits@ashg.org	September 5
Booth / Display Approval	Island Booth Early Installation Request – early move-in approval required, only available for island booths 400sf or larger, submit to exhibits@ashg.org	October 16
Service Discount Deadline	Lead Retrieval Service (provided by CDS)	August 10
Service Discount Deadline	Freeman Exhibitor Service Manual (ESM) – see order forms for furniture, material handling, electrical, etc. **Individual service deadlines may vary. We strongly encourage exhibitors to check each service provider’s order form for their unique deadlines!	October 3**
Service Discount Deadline	Aramark Catering Session Rooms Menu Exhibit Hall Menu	October 11
Service Discount Deadline	SmartCity (internet, phone, cable)	October 11
Service Discount Deadline	Exhibitor Insurance – Submit exhibiting company COIs for review and approval to sales@ranprotection.net or purchase coverage (provided by Rainprotection)	October 16
Exhibitor Info	Industry & Ancillary Event Details Submission Form, full initial upload (accepted sessions only, link emailed)	August 28
Exhibitor Info	Exhibitor Appointed Contractor (EAC) Form	October 9
Exhibitor Info	Last day to make updates to complimentary scientific registrations/badges **Any changes or transfers to scientific badges after this date will incur a $150 transfer fee.	October 16
Exhibitor Info	Exhibit Promotions and F&B Request Form	October 16
Exhibitor Info	Industry & Ancillary Event Details Submission Form, final edits (no changes accepted after this date)	October 16

Questions on Exhibiting with ASHG?
Visit our Exhibitor FAQ or contact
301-634-7326 | exhibits@ashg.org