Hospitality and In-Conjunction-With Events

Any group (meeting registrants and/or exhibiting companies) wishing to hold any meeting or event during the ACMG Annual Meeting must first get approval from ACMG.

Ancillary and affiliate meetings may occur only during the following times:

Tuesday, April 10:  12:00 pm – midnight
Wednesday, April 11:     7:00 am – 10:00 am and 7:30 pm – midnight
Thursday, April 12: 7:00 pm – midnight
Friday, April 13:   7:00 am – 8:30 am and 7:00 pm – midnight
Saturday April 14:  12:30 pm  5:00 pm

  
Note: Events where attendees are invited may be held only during the above noted times. Exhibitor pre-conference staff meetings/orientations and internal corporate sales, business, or staff meetings that do not include meeting attendees may be held at any time. 

 

The ACMG Annual Clinical Genetics Meeting presents a prime opportunity for affiliates of ACMG – i.e. ACMG members, patient groups and nonprofit organizations, exhibitors, corporate supporters, to hold meetings and events in connection with the ACMG Meeting. ACMG encourages affiliates to take advantage of this opportunity, and has established a set of guidelines to be followed when planning and hosting ancillary, hospitality and In-Conjunction-With meetings during the ACMG Annual Meeting. All events held in conjunction with the ACMG meeting must adhere to these guidelines, regardless of the meeting location.

How to schedule your event:

  • complete the Hospitality and ICW Guidelines and Application Form
  • submit the form to Penelope Freire pfreire@acmg.net
  • once your event is approved, the Charlotte Convention Center and hotels with an ACMG block will be notified that your event is approved, and your contact information will be sent to them
  • Contact information for event coordinators at the Charlotte Convention Center and hotels in the block will be supplied to you. 
  • You work directly with the venues to secure space and services for your event. See a list of hotels. See a list of restaurants with private spaces.

Other than the pre-approved Satellite Symposia held on Tuesday evening, Wednesday morning and Friday morning, which are supported by industry, ACMG will be the sole provider of all educational and scientific programming from Tuesday, April 10, through Saturday, April 14. Consequently, any ancillary meetings with an educational or scientific focus or intent are strictly prohibited during the ACMG Annual meeting.

All meetings, hospitality events, investigator’s meetings, focus groups, committee meetings, university alumni events, and/or other types of functions held in conjunction with the ACMG Annual Clinical Genetics Meeting by exhibiting companies, attendees or other affiliates, whether at ACMG meeting facilities or at outside venues must be approved by ACMG. Such events may not be held during official ACMG events, scientific sessions, oral abstract presentations, exhibits or poster presentations.

Meeting space is limited and In-Conjunction-With meeting requests will be considered on a first-come, first-served basis. The deadline for meeting requests is Friday, February 9, 2018. Space for these meetings will be approved only to requestors who are affiliated with ACMG, such as exhibitors, corporate sponsors, nonprofit organizations, ACMG members, and annual meeting attendees. Commercial companies must be contracted exhibitors in order to request meeting space. Requests for meeting space may be rejected if a company has not signed a contract by the Febuary 9, 2018 deadline. Hotels in the ACMG room block will not reserve meeting rooms/function space for meetings for any individuals/organizations during the ACMG meeting without prior approval from ACMG. Once approved, your company will work directly with the ACMG meeting facilities or outside venue staff to arrange for space, set up, food/beverage, audiovisual equipment, etc.

Direct questions regarding Affiliate and In-Conjunction-With meetings and events to Penelope Freire - pfreire@acmg.net or 301-718-9603.