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Exhibitor Frequently Asked Questions

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Exhibitor Frequently Asked Questions

I am interested in exhibiting. Who should I contact?
Contact Jane Dahlroth, CEM, CMP-HC, Senior Director of Meetings and Exhibits: Phone: (240) 204-9649 ; email: jdahlroth@acmg.net or visit the EXHIBITOR/SPONSOR section of this website.

What are the exhibit space fees?

Commercial Companies: $4,300 per 10' x 10' or 100 square foot space 
                                                 Corner booth: $4,750 per 10' x 10' or 100 square foot space
                                                 (multiple linear spaces and island space are available) 
After January 31, 2024 late fees apply, $4,700 and $5,150 (corner) per 10' x 10' or 100 square foot space

Non-Profit Organizations 1: $2,600 per 10' x 10' or 100 square foot space
After February 1, 2023 late fees apply, $2,900 per 10' x 10' or 100 square foot space
Non-Profit Organizations 1 category include academic or medical center affiliated laboratories, programs and publishers that hold non-profit status or any other “not-for-profit entity” that sells a product or service to the professional attendees or their institutions. Note: Academic labs owned and managed by for-profit entities must pay the Commercial Company booth rate.

Non-Profit Organizations 2 (Associations and Government Agencies):  $1,050 per 10' x 10' or 100 square foot space. Price increases to $1,250 after 1/31/24
Non-Profit Associations and Government Agencies category includes membership/volunteer organizations and governmental agencies. Note: Non-profit organizations selling products or services should apply as Non-Profit 1 (see above).

Advocacy Organizations - Family/Patient Advocacy Pavilion: Option 1 (carpet only) $1,050 ($1,250 after 2/1/23); Option 2 (furnished) $1,300 ($1,500 after 1/31/24)
The Family Patient Advocacy Pavilion will be a designated area for family and patient advocacy groups. This area will be carpeted by ACMG, and exhibitors in this category who are assigned to this Pavilion will have the option of a booth package with furnishings (see above).

What is included in the booth?

  • 8′ high draped back wall and 36" side drape (inline booths).
  • 7"×44" booth identification sign with company name and booth number (inline booths).
  • Six complimentary exhibit booth personnel badges per 10'×10' booth – allows entrance to exhibit hall during all installation, dismantle and regular exhibit hours, and admittance to Educational Sessions based upon seating availability. Entry permitted by badge only. (CE hours are not awarded). Additional exhibit booth personnel badges, $75 each
  • Exclusive opportunity to participate in a “Buyers Preview Deck” pre-mailing to all attendees and ACMG’s target mail list (total of approximately 5,000 professionals.)
  • Company listing, product description and product category listing in the online exhibitor directory on the ACMG Meeting website — www.acmgmeeting.net, available approximately three (3) months pre-meeting and four (4) months post-meeting, to be used as a reference by meeting attendees.
  • Company listing, product description and product category listing in the Meeting Mobile App — available approximately three (3) weeks pre-meeting and for one month post-meeting.
  • Display unlimited Press Releases in the Press Room.
  • Booth location on floor map on www.acmgmeeting.net and the Meeting Mobile App.
  • Exclusive opportunity to host attendee hospitality events during specified times during the meeting.
  • Exclusive opportunities to provide meeting support, promotion, and advertising.
  • Exclusive opportunity to rent Exhibit Hall Meeting Rooms.
  • Opportunity to upgrade the online exhibitor listing.
  • Additional Corporate educational opportunities include Corporate Satellite Symposia and Exhibit Theaters

What are the Exhibitor Terms and Conditions and Booth Design Guidelines? 

Please download the ACMG Exhibitor Terms and Conditions here. Diagrams for inline and island booths are included in the Terms and Conditions. See the Booth Display Guidelines.

What is the deadline to sign up for exhibit space?

The deadline to have the booth assigned by Priority Points is November 8, 2023. After this date, space will be assigned on a first come, first assigned basis. We encourage exhibitors to reserve space no later than mid-January as space will be sold out around that time.

What are the exhibit dates and hours?

Wednesday, March 13    5:30 PM - 7:30 PM (Opening Reception in the Exhibit Hall)
Thursday, March 14        10:00 AM - 4:30 PM
Friday, March 15               9:30 AM - 1:00 PM

What are the Installation and Dismantle dates and hours?

Installation

Tuesday, March 12: 12:00 PM - 6:00 PM
Wednesday, March 13: 8:00 AM - 4:00 PM

To ensure an on-time and show-ready opening, official installation ends at 4:00 pm on Wednesday, March 13 with all exhibits fully installed by that time.

Dismantle

Friday, March 15: 1:00 PM - 8:00 PM
Dismantling or tear down of exhibits before the official close of the exhibition, Friday, March 15 at 1:00 PM is PROHIBITED.

What are the onsite Registration dates and hours?

Tuesday, March 12:             12:00 pm - 7:00 pm
Wednesday, March 13:         6:30 am - 6:00 pm
Thursday, March 14:             7:30 am - 6:00 pm
Friday, March 15:                   7:30 am - 6:00 pm
Saturday, March 16:             7:30 am - 12:00 pm

NOTE: Badges are not mailed and will be available for pick up at the ACMG Registration area on Level 600 of the South Building, Metro Toronto Convention Center, beginning at 12:00 pm on Tuesday, March 12. 

Where can I register my booth personnel?

Exhibit Booth Personnel Badge

Exhibitor Registration & Housing are open. Instructions were sent to all exhibitor main contacts with a link to the Exhibitor Service Center at that time. If you require assistance with Exhibit personnel registration contact Christina Rayzis crayzis@acmg.net

Start-up Pavilion

Start-up Pavilion

Start-up Pavilion Qualifications:

  • Start-up Pavilion Companies must be “start-up” firms, seeking either “Seed / Start-up” funding, introducing new products, and no larger than 100 employees
  • Companies must be independently-owned. They may not be subsidiaries of larger companies or function as non-profits or divisions of government organizations.
  • Companies must have been founded within the past 5 years.
  • Companies may not have exhibited at more than two ACMG meetings in the past (2019 and previous meetings).

Availability in the Start-up Pavilion will be limited and available on a first-come/first-served basis. See floor plan for Start-up Pavilion area. When ordering booth space online, select “Start-up Pavilion Kiosk”.

Start-up Kiosk Fees:
Until January 31   $2,500                            After February 1    $3,000

How many badges are included with my booth?

Each exhibiting company is entitled to six (6) complimentary badges per 10' x 10' space for exhibit booth personnel. Exhibit Personnel Badges allow entrance to the exhibit hall during open exhibit hours and set up and dismantle hours and to the scientific plenary, concurrent and oral platform sessions. Additional Exhibit Personnel badges are $75 each.

Can anyone share or trade badges?

No. All attendees, exhibitors, and guests must be registered with their own badge.  For security and health and safety reasons, badges may not be shared or exchanged.

Can exhibitors attend sessions? 

Exhibit Personnel Badges allow admittance into scientific concurrent and Plenary sessions as well as Platform Presentations. Exhibit company personnel registered as Booth Personnel are not eligible for CME or CEUs. Exhibit company representatives who attend the meeting for the purposes of attending sessions AND accruing CE credit must register in full for the meeting and pay the appropriate registration fee. Click here for information on Full Conference registration.

How do I order services and furnishings for my booth?

All services and furnishings can be ordered from the General Services Contractor or other official vendors as listed in the Exhibitor Services Kit. A link to the Exhibitor Services Kit (available in January 2024) will be provided in the online Exhibitor Service Center.

Is there an exhibit hall-only registration fee? 

No. In order to visit the exhibits, a visitor must purchase at least a one-day full conference registration.

What is the shipping address for sending my booth and materials? 

Refer to the Shipping Section of the Exhibitor Service Kit available in the Exhibitor Services Center. There will be two options for shipping your materials - the Advance Warehouse or direct to the Convention Center. It is important to review deadline dates for each to ensure that your materials are delivered in a timely manner.

Do ACMG Exhibitors have to purchase a booth before they can book their hotel rooms in the ACMG block? 

Yes, only contracted exhibitors may have access to the ACMG hotel reservation system. A link to the hotel reservation site will be sent to approved applicants in mid-December. After that date, the Booth Confirmation email will include the link and instructions. CMR is the official ACMG Housing Partner. All reservations must be made directly through CMR. The housing system will accept individual or group reservations.

Each hotel participating in the official ACMG room block has set aside a portion of the room block for exhibitor use. These rooms have been set aside to ensure that exhibitors have the opportunity to reserve sleeping rooms as well as meeting or hospitality space in the hotels of their choice. Group Reservations for sleeping rooms will be limited to nine (9) rooms. Should your group require additional rooms, please complete the online block request form on the Exhibitor Hotel Reservations site.

Exhibitors are also reminded to look at the exhibit schedule carefully before booking hotel rooms for staff and make reservations only for nights that their staff will definitely need them.

What is the Cancellation Policy?

Cancellations of booth space, Exhibit Theaters and Sponsorships, or requests for reduction of space must be made in writing and received by ACMG no later than January 12, 2024. Cancellations and reduction of space requests received by that date will be subject to a 50% cancellation fee. All cancellations and/or downsizes are subject to the 100% fee after this date, no refunds will be given.

ACMG reserves the right to relocate exhibiting companies after downsizing and the right to resell any cancelled booth spaces.

Hotel and Mail List Scam Alert

Be aware of scammers posing as ACMG partners.  Please utilize the ACMG Meeting Website (www.acmgmeeting.net) for all information on registration, hotels and meeting services.  

Hotel Reservations:
CMR is the official hotel management company for the 2024 ACMG Meeting. No other hotel management company or travel agency is authorized to place reservations on behalf of ACMG. Please be aware that you may be contacted by telephone or email by companies or hotels claiming to be the official 2024 ACMG Annual Meeting housing providers. While these companies may appear to be affiliated with the ACMG Meeting and the ACMG block, they are not. ACMG and CMR cannot provide assistance in resolving any disputes. Should you be contacted by any agency other than CMR, please contact ACMG with their information so that we may follow up with these companies. NOTE: All official emails will come from an email address ending in acmg.net or cmrus.com.

Mail Lists:
ACMG members, meeting attendees and exhibitors are approached by companies that falsely claim to have ACMG member and meeting attendee lists.  ACMG does not sell, rent or share contact lists of members and meeting attendees and these offers are scams.  Do not reply to these offers.  

Please direct any questions you may have regarding this to acmgmeeting@acmg.net

What company is the Official Services Contractor?

Shepard is the Official Services Contractor for the 2024 ACMG Annual Clinical Genetics Meeting.

What educational sessions are available to sponsor?

ACMG recognizes that exhibitors and corporate supporters wish to reach attendees through educational formats. ACMG must adhere to ACCME guidelines and protect the College’s standing as an ACCME provider. In keeping with this, ACMG will be the sole provider of all educational and scientific programming from Tuesday, March 12 through Saturday, March 16.

The following opportunities are available to exhibitors, corporate supporters and industry during the ACMG Annual Meeting:

  • Corporate Educational Satellite Sessions – more information here.
  • Exhibit Theaters – more information here.
  • Abstract Presentations – more information here.

What advertising and sponsorship items are available?

Please visit our Support, Advertising & Sponsorships page for more details on items available for sponsorship of the Annual Meeting and other advertising opportunities.

Can I order an attendee list or do an email blast?

No.  ACMG no longer sells the mailing list of its attendees to comply with data privacy laws and regulations domestically and abroad.  Exhibitors are encouraged to order lead retrieval equipment through our registration partner CMR.  Additional information and pricing will be provided in the Exhibitor Service Kit.

For exhibitor pre-mailers – the Buyer’s Preview Deck (a pre-show mailing card deck) will be the official way to reach registered attendees and ACMG’s targeted mail list before the meeting. The Buyers Preview Deck will be mailed to all pre-registered attendees and past meeting attendees (total of approximately 5,000) approximately 3 weeks before the meeting by Expomarkit Media Group on behalf of ACMG.   For more information on this marketing opportunity proven to help exhibitors increase sales, drive booth traffic and create brand awareness without the worry of creating, printing, and mailing of your piece see here.

Be alert! ACMG exhibitors, members, meeting attendees may be contacted by companies that falsely claim to offer the official attendee email list for the 2024 ACMG Meeting. ACMG does not rent, share or sell attendee contact information to third parties.  No third company is authorized to distribute or sell any lists for the meeting.  These offers constitute consumer fraud as the lists they are claiming to have are non-existent.   Please do not engage with and/or acquire/purchase any list from any company claiming to have use of ACMG members or attendees contact information as responding to these emails (even to “unsubscribe”) confirms to them that they have reached a valid email address.   None of these companies are legitimate, and any solicitations for ACMG mailing lists are scams and are in no way endorsed, promoted, or protected by ACMG. Please direct any questions you may have regarding this to acmgmeeting@acmg.net

Are there plans to incorporate a hybrid or virtual component to the 2024 ACMG Annual Meeting?

Registered attendees will participate in the meeting in Toronto, Canada. There is an option to add the session recordings to your registration for extended access beginning in April, 2024. Can't join us in Toronto? Purchase the Digital Edition - see the Registration Information page for details.

Liability Waiver and Duty of Care

Liability Waiver and Assumption of Risk

Traveling to and participating in group events, including the ACMG Annual Clinical Genetics Meeting, may increase the risk of exposure to communicable diseases, and exhibitors and attendees knowingly assume that risk. All participants are required to release from liability and waive all claims against ACMG, its directors, officers and employees, from and against any and all damages, liability, claims, and expenses arising from the contraction or spread of any disease, including but not limited to that resulting from COVID-19, in connection with travel to or participation in any aspect of the meeting.   

Duty of Care and Self-monitoring Responsibilities

Participants agree to comply with all COVID-related policies and procedures that may be implemented by ACMG and the meeting facility in order to protect the health and safety of all meeting participants as much as possible.

Participants agree to self-monitor for signs and symptoms of COVID-19 and notify ACMG if they test positive for COVID-19 during or within 10 days after attending the ACMG Annual Clinical Genetics Meeting.


 

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