GUIDELINES

The ACMG Annual Clinical Genetics Meeting presents a prime opportunity for affiliates of ACMG – 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 18: 12:00 pm - midnight
Wednesday, March 19: 6:00 am - 7:30 am; 7:30 pm - midnight
Thursday, March 20: 6:00 am - 7:30 am; 6:30 pm - midnight
Friday, March 21: 6:00 am - 7:30 am; 7:30 pm - midnight

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.

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 2025 in Los Angeles from Tuesday, March 18 through Friday, March 21, 2025 (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 2024 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 2024 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 19, 2025. 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 5, 2024 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:

Non-exhibiting companies 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.

AGREEMENT: The individual signing this application form is an authorized representative of the company with the full power and authority to sign and deliver this agreement. A signature on this application indicates understanding and agreement to comply with all policies, terms and conditions outlined in the Ancillary and In-Conjunction-With Guidelines. Additionally, as the organizer, I am aware that our organization is responsible for all costs associated with this meeting or event, including food and beverage, audio/visual equipment and service, music license fees, hotel labor costs, etc. The function organizer will also take full responsibility for the event/meeting and will hold harmless ACMG, their officers, agents, and employees from any and all liability associated with the ancillary or In-Conjunction-With meeting.