The Exhibit & Poster Hall will be open Thursday November 2 through Saturday November 4. Please visit our Exhibitor Dates & Deadlines page for hall hours and important exhibitor-specific deadlines.

Please download our 2023 Exhibitor Rules and Regulations here.

You may also download the ASHG Booth Space and Build Overview to know what to expect and how to prepare your reserved exhibit space.

No. Admittance to the Walter E. Washington Convention Center during the Annual Meeting is restricted to those who register to attend. This means all exhibit organizers, all booth staff, and all industry guests and speakers must be registered to attend the Annual Meeting, including people only attending specific industry sessions or visiting the exhibit hall. You may register those guests using your complimentary badges, and extra exhibitor badges may be purchased for $55.00 USD each once your allotment is used. Extra scientific badges may be purchased at the current applicable rates.

Exhibitor badges do not permit entry into scientific sessions or allow the badge holder to present a poster in the hall. All attendees, exhibitors, and guests must be registered with their own badge, and badges may not be shared, altered, or exchanged.

Yes, all exhibitors are required to carry show/event insurance.

Per our exhibitor rules and regulations here, it is the sole responsibility of the exhibitor for any damages, claims, losses, liabilities, or expenses arising from any injury to any person or property that arises out of or is in any manner connected with the exhibitor’s participation in the ASHG Annual Meeting, including its indemnity obligations herein. Exhibitors are required to maintain general public liability insurance in an amount sufficient to cover such obligations. Exhibitors are strongly encouraged to add show cancellation insurance as an additional coverage option to their required exhibitor insurance policy.

You can find more information, coverage amounts, and who to include as additional insured in our exhibitor rules and regulations here.

The addresses for additional insured are:

• The American Society of Human Genetics (ASHG) – 6120 Executive Boulevard Suite 500 Rockville, MD 20852
• Walter E. Washington Convention Center – 801 Mt Vernon Pl, NW, Washington, DC 20001
• Freeman – 1600 Viceroy, Suite 100 Dallas, TX 75235

Our exhibitor insurance partner Rainprotection offers great rates on insurance and will review your insurance for compliance with show regulations. You can purchase Rainprotection coverage here, or submit your third-party insurance for compliance review and approval to sales@rainprotection.net.

Log into your Exhibitor Account here in the A2Z Events portal to see your current balance and download your account statement. Please reach out to exhibits@ashg.org if you need a copy of your invoice. You can make a secure credit card payment in your Exhibitor Account page if needed; however, we strongly prefer receiving ACH payments to keep payment processing costs down. Please reach out to exhibits@ashg.org if you need our W9 and/or bank letter.

We are happy to connect with you via Bill.com. Please send your invitations to connect to finance@ashg.org.

If you would prefer to send a check, please make your check payable to:

American Society of Human Genetics
ATTN: Exhibits
6120 Executive Blvd., Suite 500
Rockville, MD 20852

Please note your company name and booth number or order description in the payment memo to avoid delays in applying your payment to your invoice.

Thank you for helping us keep costs down to provide the best member and attendee experience possible!

All cancellation and downsizing notices must be submitted in writing to ASHG Exhibits at exhibits@ashg.org.

• The 10% deposit for all booth spaces paid at the time of application is nonrefundable.
• If notice is received by Monday June 5, 2023, the company will be eligible for a 50% refund of eligible fees, less the 10% nonrefundable deposit paid when reserving space for booths, ads, or sponsorships.
• If notice is received between Tuesday June 6, 2023, and Monday July 31, 2023, the company will be eligible for a 25% refund of eligible fees, less the 10% nonrefundable deposit paid when reserving space for booths, ads, or sponsorships.
• No credits, rebates, or refunds for exhibit space, advertising, or sponsorship item reserved will be made after Monday July 31, 2023, with or without formal cancellation notice.

ASHG is open to reallocating eligible retained fees towards new purchases for the current meeting year only and we do not offer holding of funds toward future events, i.e. rollovers.

Any remaining fees paid will be applied towards other existing orders or refunded as necessary. Any unpaid portions of your invoice will be recalculated and due in full immediately to ASHG.

ASHG is pleased to offer interested and eligible companies the following rates (USD) for each 10′ x 10′ exhibit space at the ASHG 2023 Annual Meeting, with a late registration rate increase for applications received after June 30.

Ready to exhibit? Reserve your space through the A2Z Events portal today!

Commercial booth space is available in 10′ x 10′ increments. Endcap and peninsula configurations are not permitted.

*Turnkey furniture package included with registration fee, depending on booth type and location.

†Limited to one (1) booth space located in the Nonprofit/Advocacy Pavilion or New Exhibitor Pavilion only, subject to availability and eligibility.

Please review the 2023 Exhibitor Rules and Regulations for details and pavilion eligibility guidelines.

We are pleased to offer eligible companies a booth in either our Nonprofit and Advocacy Pavilion or our New Exhibitor Pavilions, with a late registration rate increase for applications received after June 30.

Ready to exhibit? Reserve your space through the A2Z Events portal today!

Please review the 2023 Exhibitor Rules and Regulations for details and pavilion eligibility guidelines.

A booth in the Nonprofit and Advocacy Pavilion includes the following furniture:

• Standard booth carpet in show colors (padding sold separately);
• One (1) table;
• Two (2) chairs; and
• One (1) waste basket.

A booth in one of our New Exhibitor Pavilions includes the following furniture:

• Standard booth carpet in show colors (padding sold separately);
• One (1) 1M counter with your company logo (logo only);
• Two (2) bar stools; and
• One (1) waste basket.

Any additional services and furnishings, or furnishings other than the pre-selected items, must be ordered/procured by the exhibitor. Each eligible company is limited to one (1) 10’ x 10’ booth space at this special rate and will be assigned a position in the appropriate pavilion. Companies contracting for more than one booth space or requesting space outside of these pavilions must pay the applicable commercial rate for all spaces reserved.

Please download the ASHG Booth Space and Build Overview to know what to expect and how to prepare your reserved exhibit space.

Ready to exhibit? Reserve your space through the A2Z Events portal today!

Each eligible company is limited to one (1) 10’ x 10’ booth space at the special rate and will be assigned a position in the appropriate pavilion. Once the pavilions are full, the special rates are no longer available.

Companies contracting for more than one booth space or booking space outside of these pavilions must pay the applicable commercial rate for all spaces reserved.

ASHG sells booth space independently from any advertising, speaking, or sponsorship offerings; all ads and sponsorships are sold a la carte. Reserve your space through the A2Z Events portal today, and contact exhibits@ashg.org to discuss bulk pricing for buying multiple ads or sponsorship items!

The cutoff for adding new exhibitors is October 9. Reserve your space through the A2Z Events portal today!

Visit your Exhibitor Console here in our A2Z Events portal and follow the link “Register Personnel” to register your booth staff and guests.

Visa letters may be printed from inside the registration portal. Simply follow the prompts in the registration form for each person.

The complimentary scientific registrations that come with your booth rental must be finalized by Monday October 16.

For the exhibits only badges (exhibit staff and exhibit one-day guests), you will be able to make changes until October 30; however, we ask that everyone be registered by Monday October 16 so your staff will receive the master QR code email that everyone needs to pick up their badge onsite.

Reprints for badges lost onsite may be requested at the registration help desk for $50 per badge.

Visit your Exhibitor Console here in our A2Z Events portal and follow the link “Register Personnel” to register your booth staff and guests.

Below are the quantities and guidelines on included badges:

• Standard Booth Badges: Each exhibiting company receives 6 exhibitor badges for each 10’ x 10’ space reserved, as well as 6 single-day guest exhibitor badges for each 10’ x 10’ space reserved. These badges only permit access to industry sessions and the Exhibit & Poster Hall, no scientific sessions.
  • For example, a 10’ x 10’ space receives 6 exhibitor badges and 6 single-day exhibitor guest badges, while a 10’ x 20’ space receives 12 exhibitor badges and 12 single-day exhibitor guest badges, etc.
  • The guest exhibit badges are perfect for single-day industry event speakers, industry event guests, and customers you would like to meet you in your booth.
• Career Fair Booth Badges: Companies with a career fair booth (6’ x 10’) in addition to their standard commercial booth receive 2 additional exhibit badges. Companies with no commercial booth and only a career fair booth receive 3 exhibitor badges total.
• Scientific Badges: Each exhibiting company (10’ x 10’ booth or larger) receives a total of 2 complimentary full science registrations with full meeting access, regardless of booth size. There are no exhibitor discounts on additional science badges, and there are no science badges included with career fair booths.
• Non-Exhibiting Companies with Industry Events: Companies with no commercial booth (10’ x 10’ or larger) that reserve only an industry event onsite at the convention center (CoLab sessions or Industry Education sessions) receive 1 scientific badge and 2 exhibitor badges per reserved session.
• One Badge Per Person: All attendees, exhibitors, speakers, and guests must be registered with their own badge, and badges may not be shared, altered, or exchanged. If you have science staff attending sessions and also helping setup your exhibit display, please have them check in at the exhibitor registration desk for a special decal (sticker) to add to their badge.
  • Reprints for badges lost onsite may be requested at the registration help desk for $50 per badge.
• Everyone Must Register: Admittance to the Walter E. Washington Convention Center during the Annual Meeting is restricted to those who are registered to attend or participate. This means all exhibit organizers, all booth staff, and all industry guests and speakers must be registered to attend the Annual Meeting, including people only attending specific industry sessions or visiting the exhibit hall. You may register those guests using your complimentary badges, and extra exhibitor badges may be purchased for $55.00 USD each once your allotment is used. Extra scientific badges may be purchased at the current applicable rates.

Yes! Extra exhibitor badges may be purchased for $55.00 USD each in the exhibitor registration portal, once your allotment is used of your exhibit staff and single-day guest exhibit badges. The exhibitor guest badges are perfect for single-day industry event speakers, industry event guests, and customers you would like to meet you in your booth.

Extra scientific badges for full meeting access may be purchased at the current applicable rates through the standard attendee registration process. There are no exhibitor discounts on additional science badges.

Reprints for badges lost onsite may be requested at the registration help desk for $50 per badge.

Badges may be refunded for an $80.00 USD administrative fee until Wednesday October 18, 2023. We strongly encourage you assign your complimentary badges in the exhibitor registration portal (accessible through your Exhibitor Console here in our A2Z Events portal) before purchasing any badges through the standard attendee registration page. Refund requests must be submitted in writing to meetings@ashg.org. Please review the full Annual Meeting Policies here for more information.

Yes! As long as you still have complimentary badges to assign and it’s before October 16, you may change staff to the different badge types as needed before arriving onsite. Inside the exhibitor registration portal, you will need to delete the previous registration and add them as a new registrant in the preferred category, then click the link next to their name to send them a new confirmation email.

The complimentary scientific registrations that come with your booth rental must be finalized by Monday October 16. Any changes or transfers made after this date will incur a $150 transfer fee per badge.

For the exhibits only badges (exhibit staff and exhibit one-day guests), you will be able to make changes until October 30; however, we ask that everyone be registered by Monday October 16 so your staff will receive the master QR code email that everyone needs to pick up their badge onsite.

Visit your Exhibitor Console here in our A2Z Events portal and follow the link “Register Personnel” to register your booth staff and guests.

Please have any registration changes made by Monday October 16 to ensure your staff receive the correct QR code for picking up their badge onsite, and to limit potential wait times onsite.

No. Exhibitor badges and exhibitor single-day guest badges permit access to the Exhibit & Poster Hall and industry sessions only. Guests must be registered with a full scientific badge for access to any scientific sessions and to present sessions and posters. If you have exhibit staff who wish to attend scientific sessions or will be presenting, they should register for the meeting with the scientific badge, check in through the standard attendee check-in lines, and then stop by the exhibitor registration desk for a special decal (sticker) to add to their badge onsite.

No. Each person presenting a session or poster at the Annual Meeting is required to register for a full science registration, as acknowledged in the abstract submission agreement. You are welcome to assign one of your company’s complimentary science badges to a presenter.

Only attendees with science registrations are permitted to purchase and attend ticketed ASHG events, such as ticketed workshops, the trainee reception, and the DEI reception. The complimentary scientific registrations that come with your booth rental are permitted to purchase these additional event tickets through the registration portal. Exhibitor staff and exhibitor guest badges are not permitted to attend these events. If you have a staff member or guest who wishes to attend a ticketed event, they will need to purchase a science attendee registration at the current applicable rate and purchase the additional ticket through the registration form.

The personnel assigned to one of the complimentary scientific registrations that come with your booth rental are permitted to purchase up to four tickets to attend the 75th Anniversary Gala Celebration on Saturday November 4, sharable with whomever they choose to invite. You may purchase these tickets through each person’s registration in the exhibitor registration portal.

Attendees with science registrations are permitted to purchase up to four tickets to attend the 75th Anniversary Gala Celebration on Saturday November 4. The personnel assigned to one of the complimentary scientific registrations that come with your booth rental are also permitted to purchase these additional event tickets, sharable with whomever they choose to invite. You may purchase these tickets through each person’s registration in the exhibitor registration portal. (Exhibitor staff and exhibitor guest badges are not permitted to purchase additional tickets.)

Want more tickets to the gala? Purchase a sponsorship package and you’ll receive additional tickets to share, based on our level of participation! Contact exhibits@ashg.org for more details!

Yes! Please register them for the meeting with the science badge and have them check in onsite through the standard attendee registration lines. Once they have their badge, they will need to stop by the exhibitor registration desk for a special decal (sticker) we will add to their badge.

No. All attendees, exhibitors, and guests must be registered with their own badge, and badges may not be shared, altered, or exchanged.

Reprints for badges lost onsite may be requested at the registration help desk for $50 per badge.

We are excited to be working with Maritz Global Housing this year as our exclusive housing provider for hotel rooms and room blocks for attendees and exhibitors at ASHG 2023. Visit our exhibitor housing portal and login using your A2Z Events password. Room block requests of 10 or more rooms require separate contracts and can take between 24-48 hours to confirm, depending on the quantity and hotel(s) requested.

For exhibitor housing support, contact 864-208-2101 or ahgexh@maritz.com.

Be alert! Only Maritz Global Housing will provide housing and reservation management for ASHG 2023, and no other companies or offers are endorsed or protected against by Maritz or ASHG. Please contact meetings@ashg.org to report suspicious contacts.

• Friday September 1: Deadline for submitting room block request.
• Friday September 15: Final rooming list is due; any unused rooms in your block will be released back into inventory. Releasing any rooms after this date will be considered a room night not picked up and subject to attrition per the Maritz exhibitor group attrition policy here.
• Tuesday October 17, 2023 Deadline to complete any name changes in your rooming block.
• Wednesday October 18, 2023 Your company will be charged a nonrefundable deposit, equal to one night’s room and tax, for each room in your block.

Log into the exhibitor housing portal using your company’s A2Z password (it works in both locations). For exhibitor housing support, contact 864-208-2101 or ahgexh@maritz.com.

Be alert! Only Maritz Global Housing will provide housing and reservation management for ASHG 2023, and no other companies or offers are endorsed or protected against by Maritz or ASHG. Please contact meetings@ashg.org to report suspicious contacts.

You can find the full exhibitor group attrition policy on the Maritz housing portal here. You may need to be logged into the Maritz portal to access the PDF; if so, please log into the exhibitor housing portal using your company’s A2Z password (it works in both locations).

For exhibitor housing support, contact 864-208-2101 or ahgexh@maritz.com.

Be alert! Only Maritz Global Housing will provide housing and reservation management for ASHG 2023, and no other companies or offers are endorsed or protected against by Maritz or ASHG. Please contact meetings@ashg.org to report suspicious contacts.

Download the ASHG Booth Space and Build Overview to know what to expect and how to prepare your reserved exhibit space.

ASHG’s booth build guidelines closely follow the International Association of Exhibitions and Events (IAEE) official display guidelines for North America, which employ different standards than non-U.S. shows regarding mandatory open booth sides / lines of sight to surrounding booths. Please view the full IAEE display guidelines here.

New for 2023: ASHG now requires a 2’ setback for island booths for materials taller than 2′ high. Please review the guidelines in the 2023 Exhibitor Rules and Regulations and contact exhibits@ashg.org with questions.

Exhibits, displays, equipment, stock, or supplies will not be allowed to enter or leave by way of the front entrances of the convention center. The loading/unloading of equipment and/or freight from the main guest exterior entrance areas in front of the building is strictly prohibited.

Exhibitors may hand-carry limited materials into the Exhibit Hall through the front doors, provided that the materials can be carried safely by one person in only one trip, and it must fit through the doors without modification or damage to the building. The use of dollies, hand trucks, wagons, pump trucks, and other mechanical moving equipment is not permitted. Freeman will control access to the loading docks to provide for a safe and orderly move-in/move-out.

Exhibitors with island booths and/or two-story “double-decker” booths must submit a detailed diagram or drawing of the booth to Exhibits Management for approval prior to installing their display onsite. Exhibitors with island or two-story booths will not be permitted to install their display onsite without receiving diagram approval from Exhibits Management.

Booth diagrams must include heights and dimensions on all structures (including hanging signs and their hang heights), and clear labels identifying all structures in the booth. Dimensions must be shown in feet/inches. Please review the guidelines in the 2023 Exhibitor Rules and Regulations and contact exhibits@ashg.org for approvals or questions.

New for 2023: ASHG now requires a 2’ setback for island booths for materials taller than 2′ high.

Booths in standard aisle spaces (corner and inline) do not have to submit booth drawings for approval. Download the ASHG Booth Space and Build Overview to know what to expect and how to prepare your reserved exhibit space.

ASHG’s booth build guidelines closely follow the International Association of Exhibitions and Events (IAEE) official display guidelines for North America, which employ different standards than non-U.S. shows regarding mandatory open booth sides / lines of sight to surrounding booths. Please view the full IAEE display guidelines here.

Yes! Two-story exhibit structures intended to support attendees standing above the exhibit floor (also called “double-decker” booths) are permitted in island booths only and must adhere to all island booth build guidelines in the 2023 Exhibitor Rules and Regulations.

Requests to build two-story exhibit structures must be submitted to Exhibits Management along with detailed booth diagrams or drawings. Booth diagrams must include heights and dimensions on all structures (shown in feet/inches) and clear labels identifying all structures in the booth. Requests are subject to ASHG and convention center approval, as well as additional building, fire escape, and safety regulations and guidelines from the convention center, Freeman, and/or city ordinances as applicable.

Please review the guidelines in the 2023 Exhibitor Rules and Regulations and contact exhibits@ashg.org for approvals or questions.

We are proud to continue our in-person event partnership with Freeman. The official Freeman ESM is available here.

No, wifi is not included in the exhibit hall; however, it will be available throughout the rest of the convention center. You can find the order form and pricing for wifi in the Freeman ESM, available here.

The following services are provided exclusively by the vendors noted below at the convention center for the 2023 Annual Meeting. No outside contractor may provide these services at the convention center, and violations are subject to fines and/or removal of the offending materials, services, or staff.

• Booth Cleaning / Porter Service (vacuuming, trash emptying, etc.): Aramark Facility Services
• Catering / Food & Beverage: Aramark Catering
• Digital Signage: Digital Conventions
• Electrical and Utilities (compressed air, water/drainage, etc.): Hi-Tech Electric
• Lead Retrieval: Convention Data Services (CDS)
• Material Handling, Mechanical Lifts (forklifts, scissor lifts/cherry pickers, etc.): Freeman
• Rigging (hanging signs, banners) under 200 lbs. with no electrical, motors, or lighting: Freeman
• Rigging more than 200 lbs., and any rigging requiring electrical, motors, or lighting: Hi-Tech Electric
• TV and Telecommunications: Smart City (internet, wifi, cable TV, etc.)

Services can be ordered in advance via the Freeman ESM online or with the respective vendors. Services provided by vendors other than Freeman will be listed at the bottom of the services page in the section “Non-Freeman Services”.

Yes, exhibitors may hire the labor provider of their choice, plus additional vendors to support them onsite such as photographers, etc. The convention center requires a list of EACs working in the facility along with current and valid certificates of insurance (COIs) for each EAC, or they will not be allowed into the facility. Please complete the ASHG 2023 EAC Form here for each EAC you will have supporting you onsite by October 9.

Advance Warehouse:
Exhibiting Company Name / Booth # _________
ASHG 2023 Annual Meeting
C/O TForce Freight / Freeman
6571 Washington Blvd
Elkridge, MD 21075
USA

Show Site:
Exhibiting Company Name / Booth # _________
Walter E Washington Convention Center
C/O Freeman
801 Mount Vernon Pl NW
Washington, DC 20001
USA

ASHG advises shipping to the advance warehouse for the Annual Meeting whenever possible, especially for palletized or crated shipments, as the material handling charges are typically cheaper and the logistics are much simpler. Should you need to ship materials to show site, make sure to forward any marshalling yard instructions to your carrier, if applicable.

For shipping labels and deadlines, please see the shipping section in the Freeman exhibitor services manual (ESM).

Yes, brief in-booth talks and demos are permitted provided they follow these guidelines:

• The presentation and audience must be held inside your booth space and cannot block aisle traffic.
• Any audio from the presentation may not bleed past your immediate area (no large speakers).
• All supporting presentation materials such as posters, pop-up banners, TVs/monitors, etc. must meet the height guidelines in the ASHG Booth Space and Build Overview.

Looking to draw attendees to your booth and see your talks and demos? Please visit our Advertising & Sponsorships page to see the great pre-meeting, onsite digital, and onsite print advertising options available!

Yes, we encourage this as a fun way to engage with attendees and promote your brand! We ask all exhibitors to complete the Exhibit Promotions and F&B Request Form by October 16 to inform us of what items and how many they will be giving away. Please review the 2023 Exhibitor Rules and Regulations for promotional guidelines.

Giveaways may only be handed out at your booth, during your approved time slot in a CoLab Theater, or inside a room reserved as an exhibitor suite or for your company’s Industry Education session, as applicable.

Yes, we encourage this as a fun way to engage with attendees! Catering may be provided in your booth in the Exhibit & Poster Hall, during your approved time slot in your assigned Industry Education session room, and in your reserved exhibitor suite. Catering is not allowed in the CoLab Theaters. Additional locations away from the exhibit hall for specialty food activations must be booked separately with ASHG; contact exhibits@ashg.org to discuss these specialty sponsorship opportunities!

We ask all exhibitors to complete the Exhibit Promotions and F&B Request Form by October 16 to inform us of what catering they’re ordering for the exhibit floor and how much they will be providing so we can account for catering demand in the exhibit hall. (This is not required for catering in exhibitor suites or in Industry Education sessions.)

Aramark Catering is the exclusive caterer of the Walter E. Washington Convention Center. All food and beverage brought into the convention center intended for distribution must be provided by Aramark unless expressly approved by Aramark in advance; companies in violation are subject to financial penalties and potential removal of materials from the convention center. ASHG is not responsible for approving any outside catering requests, for any orders placed by exhibitors/sponsors, or for any penalties assessed by Aramark.

Companies may apply to host the following event types at an ASHG Annual Meeting:

• CoLab sessions: 30-minute commercial/promotional education sessions held in open-air theaters on the exhibit hall floor, included on the official planner/schedule.
• Industry Education sessions: 60-minute deep-dive commercial/promotional education sessions in separate rooms at the Walter E. Washington Convention Center, included on the official planner/schedule.
• Ancillary events: Non-commercially focused events (e.g., consortia meetings, nonprofit talks, evening receptions) held at either the convention center or the host hotel, included on the official planner/schedule.
  • Ancillary event organizers may also host the event at another location of the organizer’s choosing; however, organizers must apply as an ancillary event and pay a separate offsite event listing fee to have your offsite event listed on the official planner/mobile app.
  • Industry sponsors of ancillary events, such as receptions and after hours promotional events/parties, must also apply as an ancillary event and pay a separate offsite event listing fee to have your offsite event listed on the official planner/mobile app.

ASHG does not offer sponsored keynote/plenary/general sessions, in accordance with our education accreditation standards. Industry and ancillary events are not permitted to overlap official scientific programming.

Please visit our Industry Speaking Opportunities page for more details and pricing on industry events, and the form to apply.

Please visit our Ancillary Events page for more details and qualification guidelines, and the form to apply.

Ancillary event applications are due by Monday June 13. There is also a late application deadline of Monday July 31, pending availability. Please visit our Ancillary Events page for more details and qualification guidelines, and the form to apply.

Industry events are first come first served until October 9 or until all spaces are filled, whichever comes first. Please visit our Industry Speaking Opportunities page for more details and pricing on industry events, and the form to apply.

Current exhibitors receive their badge allotment as part of their booth registration. Non-exhibiting industry event sponsors (companies with no commercial booth sized 10’ x 10’ or larger) that reserve only an industry event onsite at the convention center receive 1 scientific badge and 2 exhibitor badges per reserved session. (Non-exhibiting companies may sponsor a maximum of 2 sessions without a booth reservation). There are no badges provided for hosting an ancillary event.

See the Badges, Registration, & Housing section above for more information.

Yes. All attendees, guests, staff, onsite vendors, and speakers for all events held at the Walter E. Washington Convention Center during official meeting and exhibit hall hours, including industry and ancillary events, must be registered to attend the ASHG 2023 Annual Meeting, subject to the registration terms and conditions, and meet any health and safety criteria outlined by ASHG and the Washington Convention Center.

Current exhibitors receive their badge allotment as part of their booth registration. Non-exhibiting industry event sponsors (companies with no commercial booth sized 10’ x 10’ or larger) that reserve only an industry event onsite at the convention center receive 1 scientific badge and 2 exhibitor badges per reserved session. (Non-exhibiting companies may sponsor a maximum of 2 sessions without a booth reservation). There are no badges provided for hosting an ancillary event.

See the Badges, Registration, & Housing section above for more information.

ASHG does not record or live stream industry events. Exhibitors / session sponsors are welcome to bring in a videographer to record or livestream their own session and/or the activities in their booth, as long as it’s not disruptive to Freeman or our schedule. No other photography or videography of any kind is permitted in the convention center, of nearby/competing exhibits, other activities in the exhibit hall, etc. Please refer to the rules and regulations here for additional information.

Yes, under certain conditions. Non-exhibiting companies may sponsor up to two (2) industry speaking opportunities and purchase select email advertising and sponsorship opportunities. Non-exhibiting companies that sponsor speaking sessions may purchase select onsite and digital advertising that must display content relevant to their ASHG sessions only. Non-exhibiting companies are not eligible to purchase banner ads in Annual Meeting emails and may not rent meeting room space / exhibitor suites during the Annual Meeting. Visit our Advertising & Sponsorships page to learn more.

ASHG also offers digital advertising and content hosting options for all companies to reach our members year-round! Download the ASHG Media Kit for more details.

ASHG sells booth space independently from any advertising, speaking, or sponsorship offerings; all ads and sponsorships are sold a la carte. Reserve your space through the A2Z Events portal today, and contact exhibits@ashg.org to discuss bulk pricing for buying multiple ads or sponsorship items!

Each CoLab Theater in the Exhibit & Poster Hall comes equipped with a basic AV package (projector with screen, speakers, podium with mic, and audience mic) and chairs set up theater style for around 75 people, so all your speaker has to do is plug in their laptop and present! Additional services (such as catering, wifi, extra AV, etc.) are not permitted for the CoLab Theaters because of the tight scheduling between sessions.

Each Industry Education session room comes with chairs set up theater style based on the room’s capacity. It is the organizer’s responsibility to arrange and purchase any and all other services required or desired for your event, including audiovisual, food and beverage, labor services, etc.

At a minimum, sponsors of Industry Education sessions should order AV services so your speakers have equipment on which to give their presentation. We recommend a basic package of projector, screen, sound mixer, speakers, and three microphones – two mics for the speaker table/podium (either table tops or lavs) and one standing mic for audience questions.

Catering of some kind is also recommended as a great way to attract and retain attendee’s attention throughout your session (either lunch for a lunch session or snacks and beverages for an afternoon session), as ASHG does not provide attendee meals.

No. Additional services (such as catering, wifi, extra AV, etc.) are not permitted for the CoLab Theaters on the exhibitor floor because of the tight scheduling between sessions. Each CoLab Theater comes equipped with a basic AV package (projector with screen, speakers, podium with mic, and audience mic) and chairs set up theater style for around 75 people, so all your speaker has to do is plug in their laptop and present!

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.
  • 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 event is not in the exhibit hall.

Please visit our Advertising & Sponsorships page for more details on items available for the Annual Meeting.

ASHG also offers digital advertising and content hosting options to reach our members year-round! Download the ASHG Media Kit for more details.

No. Per the ASHG Privacy Policy, ASHG does not sell, rent, or share contact/lead lists of members or meeting attendees. ASHG also does not sell direct emails to our members or attendees. Our attendees do have the ability to opt in to sharing whether they will be attending the meeting; you can find that list of voluntary information in the ASHG 2023 Attendee Search here.

Registered exhibitors and sponsors may also order lead collection for the Annual Meeting through our registration partner CDS at XpressLeadsPro.com. This year’s show code is “ashg1123”.

Be alert! ASHG exhibitors are being approached by companies or visiting websites that falsely claim to offer the official attendee email list for ASHG 2023. None of these companies are legitimate, and any solicitations for ASHG mailing lists are scams and are in no way endorsed, promoted, or protected by ASHG. Please contact exhibits@ashg.org to report suspicious contacts.

Registered exhibitors and sponsors may order lead collection for the Annual Meeting through our registration partner CDS at XpressLeadsPro.com. This year’s show code is “ashg1123”.

Be alert! ASHG exhibitors are being approached by companies or visiting websites that falsely claim to offer the official attendee email list for ASHG 2023. None of these companies or offers are legitimate, and any solicitations for ASHG mailing lists are scams and are in no way endorsed, promoted, or protected by ASHG. Please contact exhibits@ashg.org to report suspicious contacts.

ASHG sells booth space independently from any advertising, speaking, or sponsorship offerings; all ads and sponsorships are sold a la carte. Reserve your space through the A2Z Events portal today, and contact exhibits@ashg.org to discuss bulk pricing for buying multiple ads or sponsorship items!

ASHG is not currently requiring proof of vaccination to attend this year’s Annual Meeting. ASHG reserves the right to enforce a vaccination policy should our Board of Directors deem it necessary, and any onsite policies enacted by the convention center and local venues will also be enforced. Please visit the Annual Meeting Policies page to review our full ASHG Annual Meeting Assumption of Risk Waiver and Release.

More information on the 2024 Annual Meeting, to be held November 5-9 in Denver, CO, will be available in late 2023. Booth reservations will follow our standard priority point structure as outlined in the exhibitor rules and regulations. Please contact exhibits@ashg.org for more information, and sign up in our A2Z Events portal to join the mailing list for updates.