American Society of Hematology

Exhibit at Highlights of ASH in North America

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 include world-class experts, 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.

Exhibitor application

Meeting Dates, Venues, and Exhibit Locations

Meeting Date  Meeting Venue  Exhibit Location  
January 11-12, 2019Parc 55
San Francisco, CA
Cyril Magnin Foyer
January 11-12, 2019Omni Shoreham
Washington, DC
Blue Room Foyer
January 18-19, 2019Fairmont Chicago Millennium Park
Chicago, IL
Gold Room
January 18-19, 2019Fairmont Olympic Hotel
Seattle, WA
Metropole
January 25-26, 2019The Ritz-Carlton Dallas
Dallas, TX
Ritz-Carlton Ballroom Salons B-C-D
January 25-26, 2019Conrad New York
New York, NY
West Ballroom
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General Information

The $10,000 fee for each exhibit booth includes:

  • Six-foot tabletop exhibit and signage
  • One complimentary full-meeting registration
  • Two company badges for company reps working the booth
  • Company description in the meeting workbook
  • Recognition on the ASH website
  • Tier #3 Priority Points

ASH offers a $2,500 overall discount for companies exhibiting at all six meeting venues.

Please note: If your exhibit requires power, please contact Janet Biddle at janet.biddle@spargoinc.com by January 4, 2019.

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Exhibit Schedule

The exhibit schedule for each venue is as follows:

Friday

Exhibitor Set-Up
Note: Exhibit installation must be completed by 11:00 a.m. on Friday.
Registration, Lunch, and Exhibits Open
Coffee Break and Exhibits Open

Saturday

Registration, Breakfast, and Exhibits Open
Coffee Break and Exhibits Open
Lunch and Exhibits Open
Exhibitor Breakdown
Note: Exhibit breakdown is not permitted prior to 1:30 p.m. on Saturday.
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Registration Information

ASH will provide two complimentary badges per exhibiting company. Only the exhibiting company name, rather than the individual representatives' names, will be displayed on the badges. We hope this will make registration, in general, much easier this year.

Badges allow access to the exhibit and education sessions. If additional full-meeting registrations are needed beyond the exhibiting company’s allotment, each individual is responsible for self-registering at the non-member registration rates ($695 in advance online or $795 on site). Please note that ASH does not offer a one-day registration for this meeting.

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.

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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 meeting start date, but ensure they are delivered by the morning of the meeting start date.

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
Parc 55
San Francisco, CA
Company On-Site Contact Name
c/o American Society of Hematology
Parc 55
55 Cyril Magnin St.
San Francisco, CA 94102
Arrival Date
Highlights of ASH
Meeting Dates: January 11-12, 2019
Omni Shoreham
Washington, DC
Company On-Site Contact Name
c/o American Society of Hematology
Omni Shoreham
2500 Calvert St NW
Washington, DC 20008
Arrival Date
Highlights of ASH
Meeting Dates: January 11-12, 2019
Fairmont Chicago Millennium Park
Chicago, IL
Company On-Site Contact Name
c/o American Society of Hematology
Fairmon Chicago Millennium Park
200 N Columbus Dr.
Chicago, IL 60601
Arrival Date
Highlights of ASH
Meeting Dates: January 18-19, 2019
Fairmont Olympic Hotel
Seattle, WA
Company On-Site Contact Name
c/o American Society of Hematology
Fairmont Olympic Hotel
411 University St.
Seattle, WA 98101
Arrival Date
Highlights of ASH
Meeting Dates: January 18-19, 2019
The Ritz-Carlton Dallas
Dallas, TX
Company On-Site Contact Name
c/o American Society of Hematology
The Ritz-Carlton Dallas
2121 McKinney Ave.
Dallas, TX 75201
Arrival Date
Highlights of ASH
Meeting Dates: January 25-26, 2019
Conrad New York
New York, NY
Company On-Site Contact Name
c/o American Society of Hematology
Conrad New York
102 North End Ave.
New York, NY 10282
Arrival Date
Highlights of ASH
Meeting Dates: January 25-26, 2019

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 and sign for 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 inbound and outbound 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.

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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.

All booths must be manned at all times during the 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.

The complimentary meeting badge allow exhibitors access to the meeting sessions; however, we ask that exhibitors not participate in the question-and-answer period at the end of each session.

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.

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.

Displaying of Investigational Products

According to the Healthcare Convention Exhibitors Association, to remain within the expectations and limitations of the U.S. 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, 2018, will incur a 50 percent cancellation penalty.

Any cancellations received in writing on or after December 2, 2018, 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.

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