Host an Event with Us – ASHG Ancillary Events
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 2025 is the best place to engage with the human genetics and genomics community. To facilitate gatherings, space will be available in the Boston Convention & Exhibition Center or the headquarter hotel, the Westin Boston Seaport District. Read through the information below for full details on event types, guidelines, and policies.
Ancillary Event ApplicationDisclaimer: 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 (local time) which are subject to change by the Program Committee based on the final schedule:
| Monday October 13 |
Anytime |
| Tuesday October 14 |
Before 9:00 am, during the open period 1:00-2:00 pm, or after 6:30 pm |
| Wednesday October 15 |
Before 8:30 am, during the midday break from 11:45 am – 1:15 pm, or after 6:30 pm |
| Thursday October 16 |
Before 8:30 am, during the midday break from 11:45 am – 1:15 pm, or after 6:30 pm |
| Friday October 17 |
Before 8:30 am, during the midday break from 11:45 am – 1:15 pm, or after 6:30 pm |
| Saturday October 18 |
Before 8:30 am or after 12:45 pm |
Satellite Meetings / Satellite Symposia are non-ASHG sponsored events held before or after the official dates of Annual Meeting (permitted only before Tuesday October 14 or after 12:30 pm on Saturday October 18). Organizations that wish to schedule a satellite event must complete the form above and make arrangements directly with a hotel for meeting space and sleeping rooms.
Industry Events are non-ASHG sponsored events held during the official Annual Meeting dates and will be held at the Boston Convention & Exhibition Center. These include CoLab sessions (held in pre-set theaters in the Exhibit & Poster Hall floor), and Industry Education sessions (held in meeting rooms inside the convention center). Industry events are for ASHG 2025 attendees, not for sales/marketing representatives from other companies. All industry events will be held during breaks, the breakfast or midday periods, and during poster presentations on the open days for the Exhibit & Poster Hall (October 15-17).
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. Exhibitor social events must be submitted through the ancillary event application for review and approval to be posted on our official planner and mobile app.
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 complete the form above and reach out to your desired venue directly.
Rules and Approval Process
Space is assigned on a space-available basis based on completion of the Ancillary Event application. This application is due by June 16, and assignments will be made according to the priority list below in a manner that will best accommodate as many events as possible.
- Official ASHG-related events.
- Events that relate to scientific scholarship, conduct of research, delivery of services, and/or public information related to science.
- All other requests, such as exhibitor workshops and committee meetings.
Organizers will be notified of their room assignments via email in early July. Evening events after official programming are not scheduled at the convention center.
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. Late applications will be reviewed and accepted based on meeting the ancillary event criteria and remaining availability.
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 18; organizers will receive a link to submit their event information upon approval and scheduling of their event.
Organizers of the approved meetings above will have access to advertising and promotional activities. See more details on our Ads & Sponsorships page or contact exhibits@ashg.org for more information.
There is no fee due to ASHG to host or apply to host an ancillary event, and there are no room rental fees for non-industry groups at the convention center or headquarter hotel. Fees for industry groups are assigned based on the room size requested.
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.
.
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 15 to avoid any potential rush charges. A listing of service providers will be provided later this summer to help our organizers budget for their events at the Boston Convention & Exhibition Center and at the Westin Boston Seaport District.
.
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?
Visit our Exhibitor pages or contact
301-634-7326 | exhibits@ashg.org