Host Your Event

Satellite meetings / satellite symposia are non-ASHG hosted events with more educational material and longer times than a standard ancillary event. These events may only be held before or after the official dates of Annual Meeting (permitted only before accredited sessions begin on Tuesday or after the close of the final session on Saturday) and may not be hosted at the convention center.

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; complimentary space as part of our ancillary event reservations are not guaranteed.

Exhibitor social events are non-ASHG sponsored events with no educational component, such as a networking reception or an evening product launch 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.

Industry events are sponsored educational sessions with promotional or commercial content, held during the official Annual Meeting at the convention center. These include 30minute CoLab sessions in the Exhibit & Poster Hall and 60minute Industry Education sessions in meeting rooms outside the exhibit hall.

Industry events are for Annual Meeting attendees only, are not eligible for complimentary ancillary space, and are separate from ancillary events. Please refer to the request the exhibit prospectus for pricing and purchasing details.

Note that these events are not automatically approved and do have a separate sponsorship process.

Space is assigned based on completion of the Ancillary Event application, subject to availability. 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 workshops, committee meetings, and receptions/happy hours.

Organizers will be notified of their application approval and room assignments via email.

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). 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.

ASHG and our official hotels 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.

There is no ancillary event fee charged by ASHG, and non‑industry groups are generally not assessed room rental fees at the convention center or official hotels. However, complimentary room rentals are not guaranteed each year, so please confirm availability with ASHG before finalizing your plans.

Fees for sponsored industry events held in the convention center are available in the exhibitor prospectus.

Event organizers are responsible for arranging and purchasing all services needed for their event, such as audiovisual, signage, food and beverage, labor, and cleaning. Please note that audiovisual equipment installed in ASHG‑rented rooms may not be used for ancillary events; organizers must order their own AV services. We strongly recommend placing all service orders at least 30 days before your event to avoid rush charges and availability issues.

If your event is approved and scheduled at the convention center, your confirmation email will include links to order separate services through the convention center; for accurate service delivery, you must indicate that your event is held outside of the exhibit hall.

If your event is approved and scheduled at an ASHG host hotel, your confirmation email will include the lead contact(s) for the associated hotel, and that contact will be able to assist you with service options and estimates.

Approved receptions and social gatherings will appear in the official ASHG meeting schedule and mobile app if they are open to all attendees and submitted by the posted deadline. Listings will include the event’s date, time, location, brief title and description, and an optional hyperlink to your webpage for more details. After your event is approved and scheduled, you will receive a link to submit the information for the schedule.

Committee, editorial, and business meetings are not listed on the schedule, and ASHG does not post files or downloadable materials for industry or ancillary events. Any cancelled events will be removed from the schedule.

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 [email protected] for our Freeman AV contact to request a quote.

Photographing, videotaping, or livestreaming any exhibit booth or activity in the Exhibit Hall, the convention 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. Photos from ASHG’s official photographer are not available for forwarding or reselling.

Because this year’s Annual Meeting is an in-person gathering, ASHG will only consider applications for schedule listings for in-person ancillary events happening in the host city and during the approved event times noted above. Virtual-only events do not qualify for complimentary schedule listings or promotions. Contact [email protected] for advertising opportunities to promote your virtual event instead.

Each approved session receives a basic listing on our online schedule 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 additional paid advertising and promotional activities, if desired.

Review more details on our Exhibits webpages or contact [email protected] for more information.

ASHG expects that all attendees and personnel associated with any ASHG sponsored/related event will adhere to the following principles:

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. When submitting their application, organizers must confirm 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:

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.