Hosting the ASHG Annual Meeting
Are you a sales representative of a city or convention center that is interested in submitting a request for proposal (RFP) for a future ASHG Annual Meeting? Learn more about ASHG Annual Meeting Requirements and how to submit a proposal.
Please submit proposals for years 2034 – 2041. Multiple years will be considered, especially if there is financial incentive – with preference of a 3-5 year gap for returning cities.
Recent Attendance History
| 2024 Denver |
2023 DC |
2022 Los Angeles |
2019 Houston |
2018 San Diego |
|
| Total Scientific | 5780 | 6479 | 5414 | 6641 | 7021 |
| Grand Total | 7288 | 8268 | 6973 | 8390 | 8992 |
Review future and past ASHG Annual Meeting dates and locations
Typical Spends
| Service | Average Spend |
| Catering Revenue from ASHG & ICWs (Center) | $350,000 – $450,000 |
| Catering Revenue from ASHG & ICWs (Hotel) | $245,000 – $345,000 |
| Concession Stand Revenue | $45,000 – $80,000 |
| Booth Catering | $~20,000 |
| Telecommunications | $100,000 – $150,000 |
| Audio/Visual (3rd party vendor usually used) | $550,000 – $650,000 |
| Electrical | $15,000 – $30,000 |
| Cleaning/Trash Removal | $15,000 – $20,000 |
| Temp Personnel | $10,000 – $12,000 |
Requirements
- Meeting Dates
-
- October or early November
- We must avoid major holidays such as Rosh Hashanah, Yom Kippur, and election days. We also monitor conflicts with other major scientific meetings e.g., Society for Neuroscience and National Society of Genetic Counselors.
- The preferred pattern starts the meeting Tuesday afternoon and goes through Saturday noon
- Move-in should begin on the prior Friday, rental ends at midnight on Saturday.
- Convention Center Space
-
- Exhibit Hall Size:
-
-
- 300,000 sq ft of contiguous space
- 320-350 10×10 booths
- 800 4’ x 6’ posterboards on 15’ centers
- Room for networking areas, theaters, etc.
-
- Meeting Room Capacity:
- Plenary/General Session: Large ballroom or exhibit hall that can accommodate 5000+ theater with staging and associated equipment
- Concurrent Sessions: 8 large sessions (500-2,000 capacity)
- Breakout Room Space: At least 3 small rooms for workshops that can fit at least 200 banquet with stage.
- Committee/Small Meeting Space: At least 3 rooms that can seat 25 people typically in U-shape with projector and screen. At least 1 of the meeting rooms will need to seat at least 45 in U-shape with projector and screen.
- Office Space: At least 9-10 rooms for office/misc use around 1,100 – 2,500 sq ft
- Exhibitor Space: Additional space needed for exhibitor suites & industry education, set in theater.
- Registration: Lobby space for registration, badge pick-up, questions/information. Up to 1,100 people within 1 hour.
- Other considerations: Airwalls are preferred for greatest flexibility
- Hotel Accommodations:
- Availability: at least 2,800 rooms within a 20-minute walk of the convention center available
- Typical Arrival/Departure Pattern
Sat Sun Mon Tues Wed Thurs Fri Sat Sun 1% 7% 20% 98% 100% 98% 70% 15% 1% - Rates:Attendees are responsible for their own housing and incidentals and are very rate sensitive. Rates must include complimentary internet. Rates in $200-$400/night range preferred.
- HQ Hotel: can be one or two properties, but one must have meeting space from Monday-Friday. ASHG hosts three receptions and ICWs have 5-10 functions on Tuesday/Wednesday/Thursday. We also request at least three complimentary suites over and above.
- Other requirements: We request reduced rates for some rooms used by Society officers, directors, and staff at 50% discount off convention rates. One complimentary sleeping room per 40 room nights, Rates are net, non-commissionable except for fees to housing bureau. No attrition is highly preferred in overflow hotels.
Submit an RFP
- If your city meets the above criteria, please submit an RFP by providing this information to meetings@ashg.org.