Ancillary and In-conjunction-with Meetings

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Ancillary and In-conjunction-with Meetings

Guidelines

The ACMG Annual Clinical Genetics Meeting presents a prime opportunity for affiliates of ACMG – i.e. ACMG members, patient groups and nonprofit organizations, and exhibitors 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.

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

Tuesday, March 22: 12:00 pm – midnight
Wednesday, March 23: 7:00 am – 10:00 am and 7:30 pm – midnight 
Thursday, March 24: 7:00 pm – midnight
Friday, March 25: 7:00 am – 8:30 am and 7:00 pm – midnight
Saturday, March 26: 3:30 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.

Deadline for submission: No later than February 16, 2022

Types of Approved Meetings or Events

Exhibitors, Academic Institutions, hospitals, etc. may, with the prior written approval of the ACMG, hold certain types of events during ACMG 2022 in Nashville from Tuesday, March 22 through Saturday, March 26, 2022 (time restrictions also apply, please see times above).

Exhibit Company Staff Rooms
Offices: Rooms reserved on a 24-hour basis for exhibit company staff to use as an office, workroom, hospitality suite or meal room. ACMG 2022 attendees are not permitted in this space unless they are a full-time employee of the exhibiting company for which the room is reserved.
Meeting Rooms: Rooms reserved for exhibit company staff to use as a space to hold a pre-con meeting or a daily debrief meeting. ACMG 2022 attendees are not permitted in this space unless they are a full-time employee of the exhibiting company for which the room is reserved.

Social Functions
Receptions and hospitality events, university and hospital alumni events. Social functions are networking events only with no educational components. This includes events such as receptions and dinners held at nearby restaurants or special event venues.

Committee Meetings / Advisory Board Meetings / Investigator Meetings / Focus Groups
Committees, task forces, advisory/executive boards, investigator meetings or focus groups of or for exhibiting companies, universities, or nonprofit organizations, academic centers or nonprofits.

Any type of function 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 Wednesday, February 16, 2022. 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 February 16, 2022 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.

Prohibited Events

Competing educational functions of any kind will not be allowed during the ACMG Annual Clinical Genetics Meeting (Tuesday, March 22 through Saturday, March 26, 2022):

With the exception of ACMG-approved Satellite Symposia, the ACMG does not permit the presentation (in any media form) of symposia, educational activities or special programs supported by commercial firms, organizations, third-party firms or universities that are directed toward meeting attendees at any time during the Annual Meeting.

Non-exhibiting firms are prohibited from holding events during the ACMG Meeting. 

Application Form

Utilize this form for review/approval of the planned function. The request will be reviewed, and approval/denial will be sent to the contact person submitting the request. Upon approval, for those companies wishing to utilize space at the Convention Center or ACMG Hotels, ACMG will communicate approval to the facility and provide your company with contacts to arrange for space, set up, food/beverage, audiovisual equipment, etc. The company is responsible for all costs associated with the approved Ancillary and In-Conjunction-With meeting (food/beverage, audio/visual, equipment, labor costs, etc.). It is the main contact’s responsibility to work with the designated facility to make arrangements and finalize billing. If you have questions or require additional information about Ancillary and In-conjunction-with meeting requests, please contact Jenna Cohen at jcohen@acmg.net.