American Society of Hematology

Become an Exhibitor

The 2018 exhibitor application deadline has now passed.

Why Exhibit at Highlights of ASH?

The Highlights of ASH in North America program format is designed to allow practitioners, fellows, academicians, and allied health professionals to discuss some of the most rapidly evolving developments in the field with experts and colleagues. The presenting faculty are experts in the field and are carefully selected by ASH for their breadth of knowledge in hematology. Exhibitors have cited the intimate meeting size at each venue as a key element that encourages meaningful interaction between attendees and exhibiting companies.

Meeting Dates, Venues, and Exhibit Locations

Meeting Date  Meeting Venue  Exhibit Location  
January 12-13, 2018Nikko Hotel San Francisco
San Francisco, CA
Monterey/Carmel II/Foyer
January 12-13, 2018Washington Hilton
Washington, DC
International Terrace
January 19-20, 2018The Ritz Carlton, Dallas
Dallas, TX
Ritz-Carlton Ballroom Salon A
January 19-20, 2018Miami Marriott Biscayne Bay
Miami, FL
Grand Ballroom
January 26-27, 2018Intercontinental Chicago
Chicago, IL
Grand Ballrom
January 26-27, 2018Conrad New York
New York, NY
Gallery Pre-Function
back to top

General Information

The fees for each exhibit booth include:

  • One six-foot tabletop exhibit: ASH will provide a skirted six-foot table on site; hotel staff will ensure tables are in place when exhibit set-up begins
  • One complimentary meeting registration (does not include access to Lunch With the Experts; exhibitors are also asked not to participate in the Q&A segment at the end of each session)
  • Signage to be provided upon request

Please note: If your exhibit requires power, please contact Janet Biddle at janet.biddle@spargoinc.com by January 5, 2018.

back to top

Exhibit Schedule

The exhibit schedule for each venue is as follows:

Friday

9:00 a.m. – 10:30 a.m.Exhibitor Set-Up
(Note: Exhibit installation must be completed by 10:30 a.m. on Friday.)
11:00 a.m. – 11:45 a.m.Registration, Lunch, and Exhibits Open
2:00 p.m. – 2:15 p.m.Coffee Break and Exhibits Open

Saturday

7:00 a.m. – 7:30 a.m.Registration, Breakfast, and Exhibits Open
9:45 a.m. – 10:00 a.m.Coffee Break and Exhibits Open
12:00 noon – 1:30 p.m.Lunch and Exhibits Open
1:30 p.m.Exhibitor Breakdown
(Note: Exhibit dismantling is not permitted prior to 2:00 p.m. on Saturday.)
back to top

Registration Information

ASH will provide one complimentary badge per exhibiting company. Only the exhibiting company name, rather than the individual representative's name, will be displayed on the badge. We hope this will make registration, in general, much easier this year.

Badges allow access to the exhibit and education sessions only. The complimentary meeting registration does not include access to Lunch With the Experts. If attending sessions, please do not participate in the question and answer segment at the end of each session.

If additional full meeting registrations are needed beyond the exhibiting company’s allotment, individuals must self-register online at the non-member advanced registration rate of $665. On-site registration is also allowed, but at the non-member on-site rate of $765. ASH does not offer a one-day registration rate.

Please communicate this to all staff who may decide to attend any of the Highlights of ASH meetings so that they are prepared to pay the registration fee if there is more than one representative at any given time.

back to top

Housing Information

ASH has secured discounted hotel rooms at each Highlights of ASH meeting location. View the housing page for more information, including room rates, reservation deadlines, and important details about how to make your hotel reservation.back to top

Shipping Exhibit Materials

If you are planning to ship your exhibit materials, please use the addresses provided below for each meeting venue. Please arrange for packages to be delivered no earlier than 48 hours prior to the start date of the meeting, and ensure they are delivered by the morning of the start date of the meeting.

Please limit the number of boxes shipped to fewer than 12. The estimated attendance is between 150 and 200 people for each meeting. Please use this figure in deciding your supply of materials.

Meeting VenueShipping Information
Nikko Hotel San Francisco
San Francisco, CA
Company On-Site Contact Name
c/o American Society of Hematology
Nikko Hotel San Francisco
222 Mason Street
San Francisco, CA 94102
Arrival Date
Highlights of ASH
Meeting Dates: January 12-13, 2018
Washington Hilton
Washington, DC
Company On-Site Contact Name
c/o American Society of Hematology
Washington Hilton
1919 Connecticut Avenue NW
Washington, DC 20009
Arrival Date
Highlights of ASH
Meeting Dates: January 12-13, 2018
The Ritz-Carlton, Dallas
Dallas, TX
Company On-Site Contact Name
c/o American Society of Hematology
The Ritz-Carlton, Dallas
2121 McKinney Avenue
Dallas, TX 75201
Arrival Date
Highlights of ASH
Meeting Dates: January 19-20, 2018
Miami Marriott Biscayne Bay
Miami, FL
Company On-Site Contact Name
c/o American Society of Hematology
Miami Marriott Biscayne Bay
1633 North Bayshore Drive
Miami, FL 33132
Arrival Date
Highlights of ASH
Meeting Dates: January 19-20, 2018
Intercontinental Chicago
Chicago, IL
Company On-Site Contact Name
c/o American Society of Hematology
Intercontinental Chicago
505 Michigan Avenue
Chicago, IL 60611
Arrival Date
Highlights of ASH
Meeting Dates: January 26-27, 2018
Conrad New York
New York, NY
Company On-Site Contact Name
c/o American Society of Hematology
Conrad New York
102 North End Avenue
New York, New York 10282
Arrival Date
Highlights of ASH
Meeting Dates: January 26-27, 2018

Additional Shipping Information

Please submit a completed shipping form to Thelma Barnett at corporatesupport@hematology.org or by fax to (888) 719-7814 no later than one week prior to the meeting where you will be exhibiting. Providing this information in advance will ease the on-site process. A company representative should also have the tracking information for any shipments in the event that a package has not arrived. A company representative will need to be present to receive, sign for, and pay for (if necessary) any packages shipped to the hotel. ASH shall not be held liable in the event that any boxes shipped to the hotel do not arrive or arrive later than expected.

Each exhibitor should have a representative who will prepare shipment of materials at the close of the meeting. This process will begin at 1:30 p.m. on Saturday. Any shipping and receiving charges from the hotel are the responsibility of the company. The company representative(s) will be responsible for boxing all materials and providing payment for the shipping charges – either by shipping account number or credit card.

back to top

Guidelines, Rules, and Regulations

ASH is committed to providing the highest quality Highlights of ASH meetings possible. ASH’s policies for exhibitors are part of a contract between the exhibitor and ASH; and the submission of the application for exhibit space constitutes the exhibitor’s agreement to abide by these regulations.

The complimentary meeting badge allows exhibitors access to the meeting sessions. However, please keep the following in mind: We ask that you not participate in the question-and-answer period at the end of each session.

All booths must be manned at all times during exhibition hours. Please ensure that all staff attending this meeting adhere to this requirement.

Conduct and Character of Exhibits

ASH is solely responsible for the selection and presentation of all educational program sessions and their content, including the selection of topics, authors, speakers, moderators, and materials presented or distributed during educational sessions. No exhibitor shall influence or seek to influence any decisions relating to the educational program or sessions. Exhibitor status is not required in order to provide commercial support for the educational sessions. Any such commercial support by an exhibitor must be pursuant to a separate agreement which shall specifically provide that the commercial supporter has no influence over the content of the educational program sessions or content, for which ASH remains solely responsible as set forth above.

Character of the exhibits is subject to the approval of ASH. ASH reserves the right to curtail exhibits or parts thereof that do not reflect the character of the meeting. This reservation applies without limitation to persons, conduct, articles of merchandise, printed materials, or any other items that affect the character of the exhibit. Exhibits are restricted to products and services related to hematology.

Promotional Activities

Small demonstrations and the distribution of literature or samples must be made within the immediate area around the tabletop exhibit. Interviews will not be allowed.

Exhibitor and its representatives are prohibited from conducting any sales or promotional activities within the space used for educational sessions. All exhibits and promotional materials shall be confined to the exhibitor space. Canvassing or distributing promotional materials outside the exhibitor’s booth space is not permitted. No literature is to be distributed anywhere else in the hotel.

No meetings or social events that include meeting speakers or attendees are allowed during official meeting hours.

Distribution of Materials

Exhibitors are permitted to distribute promotional materials and other related items in their exhibit booths. All items distributed must be useful to the participants at the meeting and/or in the professional activities of the booth visitors. Items must be small in size and made available to all ASH attendees regardless of demographics, as long as supplies last. ASH reserves the right to discontinue the distribution of any items deemed inappropriate.

Food and Beverage

ASH prohibits the distribution of any food and/or beverages at exhibit booths as these will be provided by ASH within the exhibit space. Wrapped candy is permitted at the exhibit booths.

Security

Each venue will provide security on the premises. This does not, however, guarantee or insure the exhibitor against loss. ASH is not liable for any of the exhibitors’ property. It is recommended that exhibitors not leave anything of value unattended at the tabletop exhibit.

Displaying of Investigational Products

According to the Healthcare Convention Exhibitors Association, to remain within the expectations and limitations of the Food and Drug Administration’s (FDA) guidelines on Notices of Availability, any investigational product that is graphically depicted on a commercial exhibit should: 1) contain only objective statements about the product, 2) contain no claims of safety, effectiveness or reliability, 3) contain no comparative claims to other marketed products, 4) exist solely for the purpose of obtaining investigators, 5) be accompanied by directions for becoming an investigator and a list of responsibilities, and 6) contain a statement: "Caution-Investigational Device-Limited to Investigational Use" (or similar statement) in prominent size and placement. For more information, please contact the FDA.

Limitations and Liability

Exhibitors agree to protect, save, and keep the American Society of Hematology and the occupied hotels forever harmless from any damage or charges imposed for violation of any law or ordinance by the exhibitor, its employees or agents. The exhibitor also agrees to strictly comply with the applicable terms and conditions contained in the agreement between the American Society of Hematology and the Highlights of ASH venue. Further, the exhibitor shall at all times protect the American Society of Hematology and the Highlights of ASH venue against any and all loss, cost damage, liability, or expense which arises out of, from, or by reason of any act or omission of exhibitor, its employees or agents.

Cancellation of Meeting

It is mutually agreed that in the event of cancellation of the Highlights of ASH meeting(s) as a result of strikes, acts of God, war, terrorism, disaster, government regulations, or other causes that prevent its scheduled opening or continuance, this agreement will be terminated immediately. ASH shall determine an equitable basis for refund of a portion of the exhibit fee as possible, after due consideration of expenditures and commitments already made.

Cancellation of Exhibit Booth

Any cancellations received in writing up to December 1, 2017, will incur a 50 percent cancellation penalty.

Any cancellations received in writing on or after December 2, 2017, will incur a 100 percent cancellation penalty and the host will be issued no refund of any monies received by ASH for cancellation.

Noise

Small demonstrations are allowed at the tabletop exhibits, but no microphones or sound systems will be allowed.

Amendment by ASH

ASH reserves the right to interpret, amend, and enforce these contract conditions and rules and regulations at any time. Written notice of any amendments or interpretations shall be given to all contracted exhibitors. All amendments that may be made shall be equally binding (upon publication) for all parties as if contained in the original regulation.

back to top