Exhibitor Dates & Deadlines
Apply for 2024 Exhibit Space Now
All booth sales close on October 14
Our official scientific schedule is available on our 2024 Schedule page here and on our official 2024 planner.
All booth sales close on October 14
.
Onsite Dates, Times, and Hall Hours
Exhibit Hall Hours | |
Wednesday November 6 | 9:30 am – 4:30 pm |
Thursday November 7 | 9:30 am – 4:30 pm |
Friday November 8 | 9:30 am – 4:30 pm |
Exhibits Installation | |
Monday November 4 | 8:00 am – 12:00 pm, island booth install (approved booths only) |
Monday November 4 | 12:00 pm – 5:00 pm, all booths |
Tuesday November 5 | 8:00 am – 5:00 pm, all booths |
Exhibits Dismantle | |
Friday November 8 | 4:30 pm – 11:00 pm |
Saturday November 9 | 8:00 am – 12:00 pm (freight pickup) |
Exhibitor & Scientific Registration Hours | |
Monday November 4 | 2:00 pm – 5:00 pm (exhibitors only) |
Tuesday November 5 | 8:30 am – 6:00 pm |
Wednesday November 6 | 7:00 am – 4:00 pm |
Thursday November 7 | 7:00 am – 4:00 pm |
Friday November 8 | 7:00 am – 4:00 pm |
Important Exhibitor Deadlines and Links
All dates subject to change.
Deadline Type | Item Due | Due Date |
Financial | 10% nonrefundable deposit due After submitting signed contract; applies to all booth bookings after priority and presale |
Within 10 business days of submitting application |
Financial | 50% payment | March 4 |
Financial | 100% payment / payment in full **If reserving booth or ad/sponsorships after June 3, all balances are due in full within 30 calendar days, not to extend into the week of the Annual Meeting. All balances must be paid in full before the meeting. |
June 3 |
Financial | Last day for early exhibit rates | March 4 |
Financial | Last day for standard exhibit rates | September 9 |
Financial | Last day to apply for exhibit space (late rates) | October 14 |
Financial | Last day for 50% payment or space is vacated | April 1 |
Financial | Last day for 50% refund / 50% cancellation fee of eligible exhibit/sponsorship funds | May 1 |
Financial | Last day to make 100% payment or space is vacated | July 1 |
Financial | Last day for 25% refund / 75% cancellation fee of eligible exhibit/sponsorship funds | July 1 |
Applications | Featured Symposia and Interactive Workshop Abstract Submissions | February 12 |
Applications | Scientific Abstract Submissions For consideration for plenary and poster presentations. |
June 5 |
Applications | Ancillary Event Application Initial assignments issued by late July. |
June 26 |
Applications | Industry Event Request Form If schedule fills up early, requests will be added to a waitlist until the deadline. |
September 30 |
Service Discount Deadlines for best rates | See the Freeman Exhibitor Service Manual (ESM) – includes order forms for furniture, material handling, catering, electrical, lead retrieval, etc. **Individual services and deadlines will vary. We strongly encourage exhibitors to check each provider’s unique deadlines to see when prices will go up! |
October 7** |
Booth / Display Approval | Two-Story Booth Request – must include booth drawings, submit to exhibits@ashg.org | July 29 |
Booth / Display Approval | Island Booth Drawings Submission and Early Move-In Request Only for island booths – 400sf or larger |
September 30 |
Housing and Registration | Housing block submissions due | September 9 |
Housing and Registration | Final rooming list due | September 9 |
Housing and Registration | Housing name change deadline | October 11 |
Housing and Registration | Housing deposits due | October 14 |
Housing and Registration | Last day to update complimentary scientific registrations All changes must be made in the exhibitor registration portal or by contacting CDS before the listed deadlines. Any changes or transfers to scientific badges after this date will incur transfer and/or cancellation fees. |
October 14 |
Housing and Registration | Last day to update complimentary exhibit badges and exhibit guest registrations All changes must be made in the exhibitor registration portal or by contacting CDS before the listed deadlines. |
October 31 |
Exhibitor Info | Industry & Ancillary Event Details Submission, Initial Upload Accepted sessions only; must apply in advance. |
September 4 |
Exhibitor Info | Exhibit Promotions and F&B Request Form | October 21 |
Exhibitor Info | Industry & Ancillary Event Details Submission, Final Updates No changes accepted after this date. |
October 21 |
Exhibitor Info | Exhibitor Insurance due for review to Rainprotection – review their brochure and sample COI for compliance requirements Submit separate proof of insurance to sales@rainprotection.net. You may also purchase coverage from Rainprotection if necessary. |
October 28 |
Exhibitor Info | Exhibitor Appointed Contractor (EAC) Form | October 28 |
Questions on Exhibiting with ASHG?
Visit our Exhibitor FAQs or contact
301-634-7326 | exhibits@ashg.org