Exhibitor Dates & Deadlines
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Our official scientific schedule will be posted around late August. Please visit our Program pages for more information.
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Onsite Dates, Times, and Hall Hours
Exhibit Hall Hours | |
Wednesday November 6 | 9:30 am – 4:30 pm |
Thursday November 7 | 9:30 am – 4:30 pm |
Friday November 8 | 9:30 am – 4:30 pm |
Exhibits Installation | |
Monday November 4 | 8:00 am – 12:00 pm, island booth install (approved booths only) |
Monday November 4 | 12:00 pm – 5:00 pm, all booths |
Tuesday November 5 | 8:00 am – 5:00 pm, all booths |
Exhibits Dismantle | |
Friday November 8 | 4:30 pm – 11:00 pm |
Saturday November 9 | 8:00 am – 12:00 pm (freight pickup) |
Exhibitor Registration Hours | |
Monday November 4 | 2:00 pm – 5:00 pm |
Tuesday November 5 | 8:00 am – 5:00 pm |
Wednesday November 6 | 8:00 am – 5:00 pm |
Thursday November 7 | 8:00 am – 2:00 pm (assistance available at attendee registration after this time) |
Important Exhibitor Deadlines and Links
All dates subject to change.
Download a PDF copy of these dates and deadlines for easy reference.
Deadline Type | Item Due | Due Date |
Financial | 10% nonrefundable deposit due After submitting signed contract; applies to all booth bookings after priority and presale |
Within 10 business days of submitting application |
Financial | 50% payment | March 4 |
Financial | 100% payment / payment in full | June 3 |
Financial | Last day for early exhibit rates | March 4 |
Financial | Last day for standard exhibit rates | September 9 |
Financial | Last day to apply for exhibit space (late rates) | October 14 |
Financial | Last day for 50% payment or space is vacated | April 1 |
Financial | Last day for 50% refund / 50% cancellation fee of eligible exhibit/sponsorship funds | May 1 |
Financial | Last day to make 100% payment or space is vacated | July 1 |
Financial | Last day for 25% refund / 75% cancellation fee of eligible exhibit/sponsorship funds | July 1 |
Applications | Featured Symposia and Interactive Workshop Abstract Submissions | February 12 |
Applications | Scientific Abstract Submissions For consideration for plenary and poster presentations. |
June 5 |
Applications | Ancillary Event Application Initial assignments issued by late July. |
June 26 |
Applications | Industry Event Request Form If schedule fills up early, requests will be added to a waitlist until the deadline. |
September 30 |
Service Discount Deadlines for best rates | See the Freeman Exhibitor Service Manual (ESM) – includes order forms for furniture, material handling, catering, electrical, lead retrieval, etc. **Individual services and deadlines will vary. We strongly encourage exhibitors to check each provider’s unique deadlines to see when prices will go up! |
October 7** |
Booth / Display Approval | Two-Story Booth Request – must include booth drawings, submit to exhibits@ashg.org | July 29 |
Booth / Display Approval | Island Booth Drawings Submission and Early Move-In Request Only for island booths – 400sf or larger |
September 16 |
Exhibitor Info | Industry & Ancillary Event Details Submission, Initial Upload Accepted sessions only; must apply in advance. |
August 26 |
Exhibitor Info | Last day to update complimentary scientific registrations Any changes or transfers to scientific badges after this date will incur transfer and/or cancellation fees. |
October 14 |
Exhibitor Info | Exhibit Promotions and F&B Request Form | October 21 |
Exhibitor Info | Industry & Ancillary Event Details Submission, Final Updates No changes accepted after this date. | October 21 |
Exhibitor Info | Exhibitor Insurance due for review to Rainprotection – review their brochure and sample COI for compliance requirements Submit separate proof of insurance to sales@rainprotection.net. You may also purchase coverage from Rainprotection if necessary. |
October 28 |
Exhibitor Info | Exhibitor Appointed Contractor (EAC) Form | October 28 |
Questions on Exhibiting with ASHG?
Visit our Exhibitor FAQs or contact
301-634-7326 | exhibits@ashg.org