Exhibitor Dates and Deadlines
The following dates are subject to change as needed by ASHG Exhibits Management. All links will be posted on the ASHG Annual Meeting website.
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.
Financial and Application Deadlines
| 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 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 Request Form If the schedule fills up early, requests will be added to a waitlist until the deadline. |
September 8 |
| 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, check each provider’s unique deadlines to see when prices will go up! |
TBD** |
| **Individual services and deadlines will vary, check each provider’s unique deadlines to see when prices will go up! | ||
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 and Early Move-In Request 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 | 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 6 |
Exhibit & Poster Hall and Onsite Registration Hours
The following dates are subject to change as needed by ASHG Exhibits Management. All links will be posted on the ASHG Annual Meeting website. 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 booth install (approved booths only) |
| Monday October 13 | 12:00 pm – 5:00 pm, all booths |
| Tuesday October 14 | 8:00 am – 5:00 pm, all booths |
| 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 (Freight pickup) |
| 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 |