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.

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, committee meetings, and receptions/happy hours.

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.

ASHG does not collect leads, RSVPs or registration interests for ancillary events, and photography/videography services are not included. Lead retrieval service is available for purchase through our official registration partner for approved ancillary events, and organizers may hire photography/videography services through Freeman or the provider of their choice. Contact exhibits@ashg.org for our Freeman AV contact to request a quote.

Photographing, videotaping, or livestreaming any exhibit booth or activity in the Exhibit Hall, Boston Convention and Exhibition Center or any other official Annual Meeting venue is strictly prohibited other than one’s own contracted booth, sponsored session or private meeting room. An exhibit booth and/or product(s) may be photographed or recorded only with the expressed permission of the contracted exhibitor of that booth or session organizer.

Official photos will be taken at the Annual Meeting by a professional photographer hired by ASHG. By registering for this meeting, you agree to allow ASHG to use your photo in any ASHG-related publications, including the ASHG website and social media outlets.

Each approved session receives a basic listing on our online planner and mobile app, and basic room listings on applicable onsite signage, if available. No other marketing is provided in relation to these events.

Organizers of approved meetings 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 fees and sign contracts for other services, as applicable, with the host venue for those 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 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.

To help our organizers budget for their events, we have compiled the below list of vendors at the Boston Convention & Exhibition Center that offer services relevant to Industry Education sessions and ancillary events.

Vendors indicated with an asterisk (*) are the exclusive provider for that service at the convention center; no other company may provide that service, or the sponsor may incur fines or other penalties, including having materials or persons removed from the center.

• AV – Freeman (exclusive provider for industry and ancillary events, but not exclusive for AV orders in the Exhibit Hall)
• Business Center – FedEx
• Catering – Levy Restaurants*
• Cleaning – BCEC / MCCA*
• Digital Signage and Podcast Studio – BCEC / MCCA*
• Electrical – BCEC / MCCA*
• Plumbing/Gas – BCEC / MCCA*
• Rigging – JCALPRO*
• Security – BCEC / MCCA*
• Internet – BCEC / MCCA*

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 Products & Services page in the section “Non-Freeman Services”. The Freeman ESM and links for all services above will be available this summer.

It is the organizer’s responsibility to arrange and purchase any and all services required or desired for your event, including audiovisual (AV), room signs, food and beverage, labor services, etc.