**NOTE: Applications for Ancillary Events are now closed, as all spaces are now assigned.** If you wish to have an after-hours event listed on the official ASHG program, you may complete the ancillary event application for review and approval, and you will be billed for an after-hours / offsite event listing fee. Contact exhibits@ashg.org with questions.

The ASHG Annual Meeting is an ideal forum to host an event whether it be an informal networking gathering or a structured scientific forum, ASHG 2023 is the best place to engage with the human genetics and genomics community. To facilitate gatherings, space will be available in the Walter E. Washington Convention Center or the headquarter hotel, the Marriott Marquis. Read through the information below for full details on event types, guidelines, and policies.

Ancillary Event Application

If you are looking to host an event at a location other than the headquarter hotel or the convention center (i.e., offsite), you should reach out to your desired venue directly and then complete the appropriate form. A listing fee will apply if you wish to have your offsite event posted to our official planner; you may purchase a listing via the ASHG Ads & Sponsorship Gallery or contact exhibits@ashg.org for details.

Disclaimer: ASHG accepts no financial or organizational responsibility for ancillary events. Room rental, catering, A/V equipment, labor, and other charges are the sole responsibility of the organizer. ASHG and the headquarter hotel have the right to move an event if ASHG or the hotel determines the space assigned is needed for an official function or is not best suited to the event.

Ancillary Event Types

Ancillary Events are non-ASHG sponsored events held during the official Annual Meeting dates. Examples include business meetings, social gatherings, receptions, or committee meetings. Such events are not permitted to overlap scientific programming and may not feature content that is primarily commercial in nature (e.g., product demonstrations).

Below is the list of approved times for ancillary events (Eastern Daylight Time) which are subject to change by the Program Committee based on the final schedule:

Monday October 30	Anytime
Tuesday October 31	Anytime
Wednesday November 1	Before 11:00 am or after 7:10 pm
Thursday November 2	Before 8:30 am, during the lunch period from 12:15-1:45 pm or after 7:10 pm
Friday November 3	Before 8:30 am, during the lunch period from 12:15-1:45 pm or after 7:10 pm
Saturday November 4	Before 8:30 am, during the lunch period from 12:00-1:00 pm or after 6:40 pm
Sunday November 5	Before 8:30 am or after 1:00 pm

 

Satellite Meetings are non-ASHG sponsored events held before or after the official dates of Annual Meeting. Organizations that wish to schedule a satellite event must complete the appropriate form above and make arrangements directly with a hotel for meeting space and sleeping rooms.

Industry Education events are non-ASHG sponsored events held during the official Annual Meeting dates and will be held at the Walter E. Washington Convention Center. These include CoLab sessions (held in pre-set theaters on the exhibit hall floor), and Industry Education sessions (held in meeting rooms inside the convention center). Industry Education Events are for ASHG 2023 attendees, not for sales/marketing representatives from other companies. All Industry Education events will be held during breaks, the breakfast or lunch periods, and during poster presentations on the open days for the Exhibit & Poster Hall (November 2-4).

For more information and to apply to host an industry education event, visit our Industry Speaking Opportunities page.

Exhibitor Social Events are non-ASHG sponsored events with no educational component, such as a networking reception or evening party and must follow the schedule above for permitted times and be approved by ASHG. Exhibitor social events may be listed in the schedule with the purchase of an offsite event listing fee; you may purchase a listing via the ASHG Ads & Sponsorship Gallery or contact exhibits@ashg.org for details.

 

Rules and Approval Process

Space and Schedule Assignment:

Space is assigned on a space-available basis. Assignments will be made according to the priority list below in a manner that will best accommodate as many events as possible.

1. Official ASHG-related events.
2. Events that relate to scientific scholarship, conduct of research, delivery of services, and/or public information related to science.
3. All other requests, such as exhibitor workshops and committee meetings.

Organizers will be notified of their room assignments via email in late June to early July. Once rooms have been assigned, organizers are responsible for making all further arrangements for the event directly and will be responsible for signing a contract with the facility (e.g., hotel/convention center). There may be charges by the hotel for use of meeting rooms. Organizers should review event contracts carefully before signing.

Listings on the 2023 Schedule:

Receptions and social gatherings will be listed on the schedule and in the mobile app, as long as the events are open to all attendees and the request is received by the deadline. We will include the date, time, location, and a brief title and description of the event, along with a hyperlink to your own dedicated page if desired which will serve as the source for further details. We do not list committee, editorial or business meetings on the schedule, and no files or downloadable content will be posted for any industry or ancillary event. Listing content for approved events must be submitted by Monday August 28; organizers will receive a link to submit their event information upon approval and scheduling of their event.

Advertising and Promotion:

Organizers of the approved meetings above will have access to advertising and promotional activities. See more details on our ASHG Ads & Sponsorship Gallery or contact exhibits@ashg.org for more information.

Fees:

ASHG does not charge a fee to submit a request or for events hosted at the convention center; however, the hotel or other host venue may charge a fee for meeting space. It is up to the event organizer to negotiate room rental and fees for other services, as applicable, and to review and sign a contract directly with the hotel or host venue.

Services:

It is the organizer’s responsibility to arrange for and purchase any and all services required or desired for your event, including audiovisual, room signs, food and beverage, labor services, cleaning, etc. We strongly encourage organizers to order services no later than September 30 to avoid any potential rush charges.

To help our organizers budget for their events, below are some helpful links for service pricing and ordering at each venue.

• Walter E. Washington Convention Center
  • Aramark Catering
    • Exhibitors: Note that this menu is different than the menu for catering for exhibits, please visit the Freeman exhibitor services manual (ESM) for the exhibit hall menu.
  • Aramark Facility Services (cleaning)
  • Projection AV Services
  • SmartCity internet (anything other than basic wifi)
  • Hi-Tech Electric (anything other than standard wall outlets)
• Marriott Marquis Washington DC
  • Marriott catering
  • Encore AV/event technology
  • Encore internet (anything other than basic wifi)
  • Encore custom electrical (anything other than standard wall outlets)

When reaching out to vendors at the convention center, make sure to communicate that your ancillary event is not in the exhibit hall.

 

Breach of Policy

ASHG expects that all attendees and personnel associated with any ASHG sponsored/related event will adhere to the following principles:

• Respect common-sense rules for public behavior, personal interaction, courtesy, and respect for private property.
• Be considerate and respectful of differing perspectives during the meeting.
• Respect the rules and policies of the Society, the meeting venue, hotels, and city.

Organizers of ancillary events must adhere to the rules and guidelines outlined above as well as to our Annual Meeting Policies and Exhibitor Rules and Regulations as applicable. Organizers must check a box stating that they have read and agree to the rules and guidelines. Failure to adhere to these policies may result in any or all of the following:

• Cancellation of event.
• Refusal to allow the company or group to list the information on the ASHG website.
• Refusal to allow organizers the opportunity to hold an event in the future.
• Forfeiture of all fees paid with no refunds, rebates, or other compensation.

ASHG reserves the right to refuse to review any application that does not meet the criteria set forth in these guidelines. In addition, ancillary and industry events approved by ASHG shall in no way state or imply endorsement of or support by ASHG for the event, organizer, products, or services discussed in announcements or advertising, in any signage, or during the presentations.

 

Questions on Ancillary or Industry Events with ASHG?
Email exhibits@ashg.org.