Annual Meeting Policies
Last Updated: April 11, 2025
The Annual Meeting Policies govern registration and participation in the American Society of Human Genetics (“ASHG” or “Society”) Annual Meeting and related activities (the “Event”). By registering for the Event, you agree to be bound by these Annual Meeting Policies.
Children at the Annual Meeting
Assumption of Risk Waiver
By registering for and attending the Event, I acknowledge that I will be voluntarily participating in activities that are part of the Event (collectively, the “Activities”).
WAIVER OF LAWSUIT/LIABILITY
As consideration for being permitted by ASHG to participate in the Activities and attend the Event, I forever release ASHG and its board members, employees, volunteers, agents, attorneys, contractors, and representatives (collectively “Releasees”) from any and all liabilities, causes of action, lawsuits, claims, demands, or damages of any kind whatsoever that I, my assignees, heirs, guardians, next of kin, spouse and legal representatives now have, or may have in the future, for bodily injury, death, or property damage, related to (i) my participation in the Activities or presence at the Event, (ii) the negligence or other acts of any Releasee, whether directly connected to the Activities or not, and however caused, and (iii) the condition of the Event understand that this waiver means I give up my right to bring any claims including but not limited for personal injuries, death, disease or property losses, or any other loss, including but not limited to claims of negligence and give up any claim I may have to seek damages, whether known or unknown, foreseen, or unforeseen.
I AM VOLUNTARILY PARTICIPATING IN THESE ACTIVITIES WITH KNOWLEDGE OF THE DANGER INVOLVED AND AGREE TO ASSUME ANY AND ALL RISKS OF BODILY INJURY, DEATH, OR PROPERTY DAMAGE WHETHER THOSE RISKS ARE KNOWN OR UNKNOWN. I HAVE CAREFULLY READ AND FULLY UNDERSTAND ALL PROVISIONS OF THIS RELEASE, AND FREELY AND KNOWINGLY ASSUME THE RISK AND WAIVE MY RIGHTS CONCERNING LIABILITY AS DESCRIBED ABOVE.
Registration Changes
You must submit a cancellation/refund request no later than October 1 by 5pm ET, for a full refund minus an $80 administrative processing fee. ASHG will not process refunds after this date. You cannot transfer registration to future Events or another attendee.
If you made a purchase using incorrect payment/credit cards, there is an $80 administrative processing fee to change payment. This request must be made no later than October 1 at 5pm ET. ASHG will not accept new payments until refunds and processing fees are complete.
Add-ons (ticketed events, CEUs, and any other items at an additional cost) are refundable only if you cancel meeting registration by the above date. Add-ons are non-refundable if not cancelling meeting registration, non-transferable, and non-exchangeable.
After the above deadline, ASHG does not provide a refund due to travel carrier cancellations or other unforeseen incidents beyond ASHG’s control. ASHG offers full refunds and waives the cancellation fee to registrants whose attendance is barred due to visa denial or inability to obtain a visa in time for the meeting. Please provide evidence of your denial or inability to obtain a visa. Visa denial cancellations must be requested by the last day of the meeting to receive a refund.
Refunds may take up to 15 business days, with longer waiting times during busy periods such as the early bird deadline and advance/cancellation deadline.
The following are not eligible for refunds:
- You must already be or become a current ASHG member when purchasing registration to receive member discounts on registration rates. ASHG will not provide refunds if you purchase membership after registration.
- ASHG will not refund incorrect registration pricing due to incorrect purchase of membership type. If you believe you purchased an incorrect membership type, contact us prior to purchasing registration to receive registration pricing for the membership you should have.
- Government employees who purchase an item that is not permitted by the government will not be refunded for the item.
- Guest passes.
Badge Reprint Fee
For security purposes, ASHG charges $50 to reprint lost badges*. To have your badge reprinted, please visit the registration counter at the Event.
*Note: this does not include badges that need to be reprinted due to errors.
Abstract Submissions
Each person may only submit one abstract per Event. Please see the current year abstract webpage for abstract submission guidelines and policies.
There is a $75 non-refundable processing fee for each abstract submitted. ASHG members, NIH employees, and those in resource-limited countries (low or lower-middle income) may currently submit an abstract at no cost.
Accessibility
ASHG is committed to providing access and outstanding experiences to all meeting attendees and speakers. By registering for and attending the Event, you understand that ASHG provides the following services on-site.
- Reserved front row seating (for mobility, visual, auditory, or cognitive needs)
- Open captions for concurrent scientific sessions
- Wide walkways for wheelchair/scooter use
- Accessible restrooms compliant with ADA standards
- Information on motorized scooters for rent
- Designated handicapped parking at all convention center garages on a first-come, first-served basis
Service animals are permitted.
If you require assisted listening devices, a sign language interpreter, or anything not listed above, you must note the need for accommodation during registration and contact us at least one month in advance of the meeting by emailing meetings@ashg.org with your specific request, using the phrase “ADA Accommodations for ASHG Annual Meeting” in the subject line.
Meals are not included in the price of registration. Some add-on events and activities and open receptions may include food and beverages. While ASHG makes every effort to provide gluten-free, dairy-free, nut-free, vegetarian, and vegan options at these events, our catering partners cannot and do not guarantee their availability and cannot and do not ensure no cross-contamination of allergens takes place.
Children at the Annual Meeting
Children (those age 18 and under) may receive a complimentary guest badge at the registration counter. A registered adult must always accompany children while on-site. Children are not permitted in the Exhibit & Poster Hall outside of the official open exhibit hall hours for safety reasons.
By registering for and attending the Annual Meeting, you understand that ASHG provides access to paid childcare services and a family / lactation room.
Use of ASHG Name or Logo
The Society’s name and acronym, logo, meeting name, and meeting logo are the property of the Society. You may not use them without prior written permission. You must submit a request along with a sample of the material for which you request name or logo placement. Those approved to use ASHG logos must adhere to ASHG Brand Guidelines regarding its use and placement. Please note that approved use of the ASHG name or logo does not indicate endorsement by ASHG of the company, any products or services promoted, or any claims made.
Badge Scanning Policies
ASHG permits Event exhibitors and sponsors to collect contact information from attendees by scanning the registration codes on attendee badges. By attending the Event, you acknowledge that exhibitors may request to scan your badge at their booth or other activity and collect your information to contact you regarding their products and/or services. Any badge scans or other information you choose to share will be given to the company directly. You may request removal from their mailing lists at any time by contacting them directly.
Recording Policies
By attending the ASHG Annual Meeting, you acknowledge and consent to being included in photos and recordings captured by ASHG during the Event, which may be used in future releases. ASHG strictly prohibits attendees from taking photos or recordings of sessions or poster presentations. Repeated violations of this policy may result in removal from the meeting.