Exhibitor Dates and Deadlines
The following dates are subject to change as needed by ASHG Exhibits Management.
Late submissions may result in increased rates, missing or incomplete content, or other penalties. If a deadline falls on a holiday when ASHG is closed or other office closure day, payments and other submissions will be accepted up to the following open business day without penalty. Review the full exhibitor rules and regulations here.
Financial and Application Deadlines
| Deadline Type | Item Due | Due Date |
| Financial | 10% nonrefundable deposit due | Within 10 business days of submitting application / contract |
| Financial | 50% payment | March 1 |
| Financial | 100% payment / payment in full | June 1 |
| Financial | Last day for early exhibit rates | March 1 |
| Financial | Last day for standard exhibit rates | August 18 |
| Financial | Last day to apply for exhibit space (late rates) | September 8 |
| 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 10 |
| Applications | Scientific Abstract Submissions For consideration for plenary and poster presentations. Late-breaking abstract submission offers are subject to ASHG Programming Committee approval and are not guaranteed. |
June 9 |
| Applications | Ancillary Event Application Late applications accepted through September 5, subject to availability. |
June 16 Initial assignments issued by early July |
| Applications | Industry Event Purchase Form If the schedule sells out early, requests will be added to a waitlist until the deadline. |
September 5 |
| Service Discount Deadlines for Best Service Rates |
See the Freeman Exhibitor Service Manual (ESM) in mid-summer – includes order forms for furniture, material handling, catering, electrical, lead retrieval, etc.
**Individual services and deadlines will vary, |
TBD** |
Booth and Exhibitor Info Deadlines
| Deadline Type | Item Due | Due Date |
| Booth / Display Approval | Two-Story Booth Request – must include booth drawings, submit to exhibits@ashg.org | July 28 |
| Booth / Display Approval | Island Booth Drawings Submission Form Only for island booths – 400sf or larger. |
September 1 |
| Exhibitor Info | Industry & Ancillary Event Details Submission, Initial Upload Accepted sessions only, must apply in advance. |
August 18 |
| 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. |
September 22 |
| Exhibitor Info | Exhibit Promotions and F&B Request Form | September 29 |
| Exhibitor Info | Industry & Ancillary Event Details Submission, Final Updates No changes accepted after this date. |
September 29 |
| Exhibitor Info | Mandatory Exhibitor Insurance due for review to Rainprotection Submit separate proof of insurance to sales@rainprotection.net or purchase coverage from Rainprotection if necessary. |
October 6 |
| Exhibitor Info | Exhibitor Appointed Contractor (EAC) Form | October 10 |
Exhibit & Poster Hall and Onsite Registration Hours
The following dates are subject to change as needed by ASHG Exhibits Management. All times listed below are in the time zone of the host city.
| Exhibit Hall Hours | |
| Wednesday October 15 | 9:30 am – 4:30 pm |
| Thursday October 16 | 9:30 am – 4:30 pm |
| Friday October 17 | 9:30 am – 4:30 pm |
| Exhibits Installation / Move In | |
| Monday October 13 | 8:00 am – 12:00 pm, island booths only |
| Monday October 13 | 12:00 pm – 5:00 pm, all booths |
| Tuesday October 14 | 8:00 am – 5:00 pm, all booths All booths must have your booth floor fully covered by 12:00 pm or carpet will be installed for you and billed to your company at show site rates. |
| Exhibits Dismantle / Move Out | |
| Friday October 17 | 4:30 pm – 11:00 pm No early dismantle – exhibitors found packing or leaving early will be fined. |
| Saturday October 18 | 8:00 am – 12:00 pm All freight must be picked up by 12:00 pm or it will be sent back to the advance warehouse and will incur additional material handling fees. |
| Exhibitor & Scientific Registration Hours | |
| Monday October 13 | 2:00 pm – 5:00 pm Exhibitors only |
| Tuesday October 14 | 8:30 am – 6:00 pm |
| Wednesday October 15 | 7:00 am – 4:00 pm |
| Thursday November 7 | 7:00 am – 4:00 pm |
| Friday October 17 | 7:00 am – 4:00 pm |