The Exhibit & Poster Hall will be open Thursday November 2 through Saturday November 4. Please visit our Exhibitor Dates & Deadlines page for hall hours and important exhibitor-specific deadlines.

Please download our 2023 Exhibitor Rules and Regulations here.

You may also download the ASHG Booth Space and Build Overview to know what to expect and how to prepare your reserved exhibit space.

ASHG’s booth build guidelines closely follow the International Association of Exhibitions and Events (IAEE) official display guidelines for North America, including rules on lines of sight to surrounding booths. Please view the full IAEE display guidelines here.

No. Admittance to the Walter E. Washington Convention Center during the Annual Meeting is restricted to those who are registered to attend or participate. This means all exhibit organizers, all booth staff, and all industry guests and speakers must be registered to attend the Annual Meeting, including people only attending specific industry sessions or visiting the exhibit hall. You may register those guests using your complimentary badges, and extra exhibitor badges may be purchased for $55.00 USD each once your allotment is used. Extra scientific badges may be purchased at the current applicable rates.

Exhibitor badges do not permit entry into scientific sessions or allow the badge holder to present a poster in the hall. All attendees, exhibitors, and guests must be registered with their own badge, and badges may not be shared, altered, or exchanged.

ASHG is pleased to offer interested and eligible companies the following rates (USD) for each 10′ x 10′ exhibit space at the ASHG 2023 Annual Meeting, with a 10% late registration rate increase for applications received after June 30.

Ready to exhibit? Reserve your space through the A2Z Events portal today!

Commercial booth space is available in 10′ x 10′ increments. Endcap and peninsula configurations are not permitted.

*Turnkey furniture package included with registration fee, depending on booth type and location.

†Limited to one (1) booth space located in the Nonprofit/Advocacy Pavilion or New Exhibitor Pavilion only, subject to availability and eligibility.

Please review the 2023 Exhibitor Rules and Regulations for details and pavilion eligibility guidelines.

We are pleased to offer eligible companies a booth in either our Nonprofit and Advocacy Pavilion or our New Exhibitor Pavilions, with a 10% late registration rate increase for applications received after June 30.

Ready to exhibit? Reserve your space through the A2Z Events portal today!

Please review the 2023 Exhibitor Rules and Regulations for details and pavilion eligibility guidelines.

A booth in the Nonprofit and Advocacy Pavilion includes the following furniture:

• Standard booth carpet in show colors (padding sold separately);
• One (1) table;
• Two (2) chairs; and
• One (1) waste basket.

A booth in one of our New Exhibitor Pavilions includes the following furniture:

• Standard booth carpet in show colors (padding sold separately);
• One (1) 1M counter with your company logo (logo only);
• Two (2) bar stools; and
• One (1) waste basket.

Any additional services and furnishings, or furnishings other than the pre-selected items, must be ordered/procured by the exhibitor. Each eligible company is limited to one (1) 10’ x 10’ booth space at this special rate and will be assigned a position in the appropriate pavilion. Companies contracting for more than one booth space or requesting space outside of these pavilions must pay the applicable commercial rate for all spaces reserved.

Please download the ASHG Booth Space and Build Overview to know what to expect and how to prepare your reserved exhibit space.

Ready to exhibit? Reserve your space through the A2Z Events portal today!

ASHG sells booth space independently from any advertising, speaking, or sponsorship offerings; all ads and sponsorships are sold a la carte. Reserve your space through the A2Z Events portal today, and contact exhibits@ashg.org to discuss bulk pricing for buying multiple ads or sponsorship items!

Visit your Exhibitor Console here in our A2Z Events portal and follow the link “Register Personnel” to register your booth staff and guests.

Visa letters may be printed from inside the registration portal. Simply follow the prompts in the registration form for each person.

Below are the quantities and guidelines on included badges:

• Standard Booth Badges: Each exhibiting company receives 6 exhibitor badges for each 10’ x 10’ space reserved, as well as 6 single-day guest exhibitor badges for each 10’ x 10’ space reserved. These badges only permit access to industry sessions and the Exhibit & Poster Hall, no scientific sessions.
  • For example, a 10’ x 10’ space receives 6 exhibitor badges and 6 single-day exhibitor guest badges, while a 10’ x 20’ space receives 12 exhibitor badges and 12 single-day exhibitor guest badges, etc.
• Career Fair Booth Badges: Companies with a career fair booth (6’ x 10’) in addition to their standard commercial booth receive 2 additional exhibit badges. Companies with no commercial booth and only a career fair booth receive 3 exhibitor badges total.
• Scientific Badges: Each exhibiting company (10’ x 10’ booth or larger) receives a total of 2 complimentary full science registrations with full meeting access, regardless of booth size. There are no discounts on additional science badges, and there are no science badges included with career fair booths.
• Non-Exhibiting Companies with Industry Events: Companies with no commercial booth (10’ x 10’ or larger) that reserve only an industry event onsite at the convention center (CoLab sessions or Industry Education sessions) receive 1 scientific badge and 2 exhibitor badges per reserved session.
• One Badge Per Person: All attendees, exhibitors, speakers, and guests must be registered with their own badge, and badges may not be shared, altered, or exchanged. If you have science staff attending sessions and also helping setup your exhibit display, please have them check in at the exhibitor registration desk for a special decal (sticker) to add to their badge.
• Everyone Must Register: Admittance to the Walter E. Washington Convention Center during the Annual Meeting is restricted to those who are registered to attend or participate. This means all exhibit organizers, all booth staff, and all industry guests and speakers must be registered to attend the Annual Meeting, including people only attending specific industry sessions or visiting the exhibit hall.You may register those guests using your complimentary badges, and extra exhibitor badges may be purchased for $55.00 USD each once your allotment is used. Extra scientific badges may be purchased at the current applicable rates.

No. Exhibitor badges and exhibitor single-day guest badges permit access to the Exhibit & Poster Hall and industry sessions only. Guests must be registered with a full scientific badge for access to any scientific sessions. If you have exhibit staff who wish to attend scientific sessions, they should register for the meeting with the scientific badge, check in through the standard attendee check-in lines, and then stop by the exhibitor registration desk for a special decal (sticker) to add to their badge onsite.

No. Each person presenting a poster at the Annual Meeting is required to register for a full science registration, as acknowledged in the abstract submission agreement. You are welcome to assign one of your company’s complimentary science badges to a poster presenter.

No. Only attendees with science registrations are permitted to purchase and attend ticketed ASHG events, such as ticketed workshops, the trainee and DEI receptions, and the 75th anniversary reception. Exhibitor staff and exhibitor guest badges are not permitted to attend these events. If you have a staff member or guest who wishes to attend a ticketed event, they will need to purchase a science attendee registration at the current applicable rate and purchase the additional ticket through the registration form.

Yes! Please register them for the meeting with the science badge and have them check in onsite through the standard attendee registration lines. Once they have their badge, they will need to stop by the exhibitor registration desk for a special decal (sticker) we will add to their badge.

No. All attendees, exhibitors, and guests must be registered with their own badge, and badges may not be shared, altered, or exchanged.

We are excited to be working with Maritz Global Housing this year as our exclusive housing provider for hotel rooms and room blocks for attendees and exhibitors at ASHG 2023. Visit our exhibitor housing portal and login using your A2Z Events password. Room block requests of 10 or more rooms require separate contracts and can take between 24-48 hours to confirm, depending on the quantity and hotel(s) requested.

For exhibitor housing support, contact 864-208-2101 or ahgexh@maritz.com.

Be alert! Only Maritz Global Housing will provide housing and reservation management for ASHG 2023, and no other companies or offers are endorsed or protected against by Maritz or ASHG. Please contact meetings@ashg.org to report suspicious contacts.

You can find the full exhibitor group attrition policy on the Maritz housing portal here. You may need to be logged into the Maritz portal to access the PDF; if so, please log into the exhibitor housing portal using your company’s A2Z password (it works in both locations).

For exhibitor housing support, contact 864-208-2101 or ahgexh@maritz.com.

Be alert! Only Maritz Global Housing will provide housing and reservation management for ASHG 2023, and no other companies or offers are endorsed or protected against by Maritz or ASHG. Please contact meetings@ashg.org to report suspicious contacts.

Download the ASHG Booth Space and Build Overview to know what to expect and how to prepare your reserved exhibit space.

ASHG’s booth build guidelines closely follow the International Association of Exhibitions and Events (IAEE) official display guidelines for North America, which employ different standards than non-U.S. shows regarding mandatory open booth sides / lines of sight to surrounding booths. Please view the full IAEE display guidelines here.

New for 2023: ASHG now requires a 4’ setback for island booths. Please review the guidelines in the 2023 Exhibitor Rules and Regulations and contact exhibits@ashg.org with questions.

Exhibitors with island booths and/or two-story “double-decker” booths must submit a detailed diagram or drawing of the booth to Exhibits Management for approval prior to installing their display onsite. Exhibitors with island or two-story booths will not be permitted to install their display onsite without receiving diagram approval from Exhibits Management.

Booth diagrams must include heights and dimensions on all structures (including hanging signs and their hang heights), and clear labels identifying all structures in the booth. Dimensions must be shown in feet/inches. Please review the guidelines in the 2023 Exhibitor Rules and Regulations and contact exhibits@ashg.org for approvals or questions.

New for 2023: ASHG now requires a 4’ setback for island booths.

Booths in standard aisle spaces (corner and inline) do not have to submit booth drawings for approval. Download the ASHG Booth Space and Build Overview to know what to expect and how to prepare your reserved exhibit space.

ASHG’s booth build guidelines closely follow the International Association of Exhibitions and Events (IAEE) official display guidelines for North America, which employ different standards than non-U.S. shows regarding mandatory open booth sides / lines of sight to surrounding booths. Please view the full IAEE display guidelines here.

Yes! Two-story exhibit structures intended to support attendees standing above the exhibit floor (also called “double-decker” booths) are permitted in island booths only and must adhere to all island booth build guidelines in the 2023 Exhibitor Rules and Regulations.

Requests to build two-story exhibit structures must be submitted to Exhibits Management by Friday June 30, 2023, along with detailed booth diagrams or drawings. Booth diagrams must include heights and dimensions on all structures (shown in feet/inches) and clear labels identifying all structures in the booth. Requests are subject to ASHG and convention center approval, as well as additional building, fire escape, and safety regulations and guidelines from the convention center, Freeman, and/or city ordinances as applicable.

Please review the guidelines in the 2023 Exhibitor Rules and Regulations and contact exhibits@ashg.org for approvals or questions.

We are proud to continue our in-person event partnership with Freeman. The official Freeman ESM is available here (available in July).

The following services are provided exclusively by the vendors noted below at the convention center for the 2023 Annual Meeting. No outside contractor may provide these services at the convention center, and violations are subject to fines and/or removal of the offending materials, services, or staff.

• Booth Cleaning / Porter Service (vacuuming, trash emptying, etc.): Aramark Facility Services
• Catering / Food & Beverage: Aramark Catering
• Digital Signage: Digital Conventions
• Electrical and Utilities (compressed air, water/drainage, etc.): Hi-Tech Electric
• Lead Retrieval: Convention Data Services (CDS)
• Material Handling, Mechanical Lifts (forklifts, scissor lifts/cherry pickers, etc.): Freeman
• Rigging (hanging signs, banners, rigged lighting): Hi-Tech Electric
• TV and Telecommunications: Smart City (internet, wifi, cable TV, etc.)

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 services page in the section “Non-Freeman Services”.

Advance Warehouse:
Exhibiting Company Name / Booth # _________
ASHG 2023 Annual Meeting
C/O TForce Freight / Freeman
6571 Washington Blvd
Elkridge, MD 21075
USA

Show Site:
Exhibiting Company Name / Booth # _________
Walter E Washington Convention Center
C/O Freeman
801 Mount Vernon Pl NW
Washington, DC 20001
USA

ASHG advises shipping to the advance warehouse for the Annual Meeting whenever possible, especially for palletized or crated shipments, as the material handling charges are typically cheaper and the logistics are much simpler. Should you need to ship materials to show site, make sure to forward any marshalling yard instructions to your carrier, if applicable.

For shipping labels and deadlines, please see the shipping section in the Freeman exhibitor services manual (ESM).

Yes, we encourage this as a fun way to engage with attendees and promote your brand! We ask all exhibitors to complete the Exhibit Promotions and F&B Request Form by October 16 to inform us of what items and how many they will be giving away. Please review the 2023 Exhibitor Rules and Regulations for promotional guidelines.

Giveaways may only be handed out at your booth, during your approved time slot in a CoLab Theater, or inside a room reserved for your company’s Industry Education session, as applicable.

Yes, we encourage this as a fun way to engage with attendees! Catering may be provided in your booth in the Exhibit & Poster Hall, during your approved time slot in your assigned Industry Education session room, and in your reserved exhibitor suite. Catering is not allowed in the CoLab Theaters. Additional locations away from the exhibit hall for specialty food activations must be booked separately with ASHG; contact exhibits@ashg.org to discuss these specialty sponsorship opportunities!

We ask all exhibitors to complete the Exhibit Promotions and F&B Request Form by October 16 to inform us of what catering they’re ordering for the exhibit floor and how much they will be providing so we can account for catering demand in the exhibit hall. (This is not required for catering in exhibitor suites or in Industry Education sessions.)

Aramark Catering is the exclusive caterer of the Walter E. Washington Convention Center. All food and beverage brought into the convention center intended for distribution must be provided by Aramark unless expressly approved by Aramark in advance; companies in violation are subject to financial penalties and potential removal of materials from the convention center. ASHG is not responsible for approving any outside catering requests, for any orders placed by exhibitors/sponsors, or for any penalties assessed by Aramark.

Companies may apply to host CoLab sessions (30 minutes) and Industry Education sessions (60 minutes) onsite at the Walter E. Washington Convention Center, as well as non-educational ancillary events offsite (e.g., evening receptions). Please visit our Industry Speaking Opportunities page for more details and pricing.

ASHG does not offer sponsored keynote/plenary/general sessions or sponsored scientific sessions, in accordance with our education accreditation standards.

Current exhibitors receive their badge allotment as part of their booth registration. Non-exhibiting industry event sponsors (companies with no commercial booth sized 10’ x 10’ or larger) that reserve only an industry event onsite at the convention center receive 1 scientific badge and 2 exhibitor badges per reserved session. (Non-exhibiting companies may sponsor a maximum of 2 sessions without a booth reservation). See the Badges, Registration, & Housing section above for more information.

ASHG does not record or live stream industry sessions. Exhibitors / session sponsors are welcome to bring in a videographer to record or livestream their own session and/or the activities in their booth, as long as it’s not disruptive to Freeman or our schedule. No other photography or videography of any kind is permitted in the convention center, of nearby/competing exhibits, other activities in the exhibit hall, etc. Please refer to the rules and regulations here for additional information.

Non-exhibiting companies may sponsor up to two (2) industry speaking opportunities and purchase select email advertising and sponsorship opportunities. Non-exhibiting companies are not eligible to purchase banner ads in Annual Meeting emails and may not rent meeting room space / exhibitor suites at the convention center during the Annual Meeting. Non-exhibiting companies that sponsor speaking sessions may purchase select onsite and digital advertising that must display content relevant to their ASHG sessions only. Visit our Advertising & Sponsorships page to learn more.

ASHG also offers digital advertising and content hosting options for all companies to reach our members year-round! Download the ASHG Media Kit for more details.

ASHG sells booth space independently from any advertising, speaking, or sponsorship offerings; all ads and sponsorships are sold a la carte. Reserve your space through the A2Z Events portal today, and contact exhibits@ashg.org to discuss bulk pricing for buying multiple ads or sponsorship items!

Please visit our Advertising & Sponsorships page for more details on items available for the Annual Meeting.

ASHG also offers digital advertising and content hosting options to reach our members year-round! Download the ASHG Media Kit for more details.

No. ASHG does not sell, rent, or share contact/lead lists of members or meeting attendees. ASHG also does not sell direct emails to our members or attendees. Exhibitors may order lead collection for the Annual Meeting through our registration partner CDS.

Be alert! ASHG exhibitors are being approached by companies or visiting websites that falsely claim to offer the official attendee email list for ASHG 2023. None of these companies are legitimate, and any solicitations for ASHG mailing lists are scams and are in no way endorsed, promoted, or protected by ASHG. Please contact exhibits@ashg.org to report suspicious contacts.

ASHG sells booth space independently from any advertising, speaking, or sponsorship offerings; all ads and sponsorships are sold a la carte. Reserve your space through the A2Z Events portal today, and contact exhibits@ashg.org to discuss bulk pricing for buying multiple ads or sponsorship items!

ASHG is not currently requiring proof of vaccination to attend this year’s Annual Meeting. ASHG reserves the right to enforce a vaccination policy should our Board of Directors deem it necessary, and any onsite policies enacted by the convention center and local venues will also be enforced. Please visit the Annual Meeting Policies page to review our full ASHG Annual Meeting Assumption of Risk Waiver and Release.

More information on the 2024 Annual Meeting, to be held in Denver, CO, will be available in late 2023. Booth reservations will follow our standard priority point structure as outlined in the exhibitor rules and regulations. Please contact exhibits@ashg.org for more information.