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 changes to complimentary scientific registrations/badges | 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
301-634-7318 | exhibits@ashg.org