Thank you for your interest in joining us at ASHG 2025 in Boston, Massachusetts, from October 14-18, 2025. We are grateful for your commitment to being part of this vibrant global community of experts, researchers, clinicians, and advocates in human genetics and genomics.

As you prepare for the Annual Meeting, we’ve gathered essential travel tips and resources to support a smooth and stress-free journey to the United States. Please review this guidance carefully and start your travel planning as early as possible.

International Travel Flyer

Visa Requirements & Application Tips

Most foreign nationals planning to travel to the United States are required to obtain a U.S. visa before entry.

• Apply Early: We strongly encourage all international attendees to begin the visa application process as early as possible. Consult the S. State Department for current requirements. Please check with your local U.S. consulate or embassy to find out the earliest that you may apply for a visa. Estimated visa wait times can be found here.

• Visa Wizard: Use the Visa Wizard to determine what type of visa you may need.
• Visa Waiver Program (VWP): Citizens of 40+ eligible countries may be able to travel without a visa under the VWP.  You must have a valid e-Passport and receive Electronic System for Travel Authorization (ESTA) approval prior to travel. Learn more on the Visa Waiver Program page.
  • ASHG ESTA Contact Information

Carrie Morin, Senior Director, Annual Meeting at ASHG
001-301-634-7300
Boston Convention and Exhibition Center
415 Summer Street, Boston, Massachusetts, 02210 USA

Visa Invitation Letters

A visa invitation letter is required for your visa application. To receive a customized visa invitation letter, you must register or submit an abstract for ASHG 2025.

• Register for ASHG 2025: when you register for the meeting you will receive an automatically generate a custom visa invitation letter via email.

• Submit an abstract: Authors of abstracts who reside outside the United States will automatically be sent visa invitation letters following abstract submissions. To avoid delays or potential visa denial, please begin your visa application process as early as possible—do not wait for abstract confirmation, which will not be available until August.

For security purposes, visa letters can only be provided to registered participants or abstract submitters.

U.S. Entry Tips & Border Guidance

• U.S. Border Screening Procedures: U.S. Customs and Border Protection (CBP) is responsible for screening travelers at ports of entry. As part of this process, officers may ask questions about the purpose of your visit. Ensure your visa and travel details align with the purpose of your trip.
• Travel Smart with Electronic Devices: While media coverage may suggest otherwise, it is rare for U.S. Customs and Border Protection (CBP) to inspect travelers’ electronic devices such as phones, cameras, or laptops. In fact, official data shows that fewer than 0.01% of international arrivals underwent device inspections in 2024 and early 2025. For peace of mind, consider traveling with only essential devices and minimizing sensitive personal or professional data stored directly on them. Using secure cloud storage and password-protected backups is a smart, proactive step. Find more information on CBP’s policies here.
• Know Your Rights: Travelers have the right to refuse access to their electronic devices at the border; however, this decision may influence an officer’s determination regarding entry. Knowing your rights and what to expect during the screening process can help you navigate it more effectively. Learn more about your rights here.
• Legal Support: If you have specific questions or concerns about your visa or rights at the border, we advise consulting with an attorney familiar with U.S. entry procedures. Your institution or employer may also provide resources or support.

For further information, visit the State Department website.

This information is for general awareness only and does not constitute legal advice. For more information, please consult your country’s official travel website, the U.S. Embassy for your country, or a qualified immigration advisor.

Awards

ASHG offers the following travel awards.

• Trainee Research Excellence Awards: Merit-based travel awards for predoctoral and postdoctoral trainees ranging from $750 – $2,000.
• Resource-Limited Travel Awards: Financial assistance for individuals from low- or lower-middle-income countries, as defined by the World Bank, who may not otherwise be able to attend the ASHG Annual Meeting.

To be considered, submit an abstract by the June 9 deadline.

Cost Saving Suggestions

Ask Your Institution: Many institutions have professional development funds—don’t hesitate to ask! Come prepared with reasons why attending ASHG benefits your work and the organization. Use ASHG’s Meeting Toolkit to outline sessions, networking value, and what you’ll bring back.

• Book Flights Early: For international flights, fares are typically lowest when booked between 37 and 87 days before departure.
• Hotels: ASHG provides discounted hotel room rates through its official housing partner, Maritz. Book early, lower-priced rooms fill up quickly.
• Explore Boston on foot and use public transportation to save on local travel.

Stay Informed & Connected

• Share Your Travel Plans: Let your family, employer, or institution know your itinerary. Carry contact details for your home embassy or consulate in the U.S.
• Check Country-Specific Travel Advisories: Review guidance from your home government and the U.S. Department of State.

Refunds for Visa Issues

If your visa has not received approval at least two weeks prior to ASHG 2025, you should complete the online visa questionnaire. Eligibility requirements are listed before you begin. Please note that individuals who have applied for dependent visas (such as F2 and J2) should not complete this questionnaire.

Full registration refunds (with no cancellation fee) are available to those unable to attend due to visa denial or delays. Refund requests must be received by October 18, 2025.

We look forward to welcoming you to Boston for ASHG 2025. Safe travels!