Exhibitor Dates & Deadlines

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 Registration Hours
Monday November 4	2:00 pm – 5:00 pm
Tuesday November 5	8:00 am – 5:00 pm
Wednesday November 6	8:00 am – 5:00 pm
Thursday November 7	8:00 am – 2:00 pm (assistance available at attendee registration after this time)

Our official scientific schedule will be posted around late August. Please visit our Program pages for more information.

Important Exhibitor Deadlines and Links

All dates subject to change.

Download a PDF copy of these dates and deadlines for easy reference.

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	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) in late spring – 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, submit to exhibits@ashg.org	September 16
Booth / Display Approval	Island Booth Early Installation Request – early move-in approval required, only available for island booths 400sf or larger, submit to Jesika.Hayes@freeman.com	October 14
Exhibitor Info	Industry & Ancillary Event Details Submission, Initial Upload Accepted sessions only; must apply in advance.	August 26
Exhibitor Info	Last day to update complimentary scientific registrations Any changes or transfers to scientific badges after this date will incur transfer and/or cancellation fees.	October 14
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
301-634-7318 | exhibits@ashg.org