Exhibitor Dates & Deadlines

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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) – 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 16
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
301-634-7326  |  exhibits@ashg.org


Contact ASHG

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