ASHG 2024 Exhibit Promotions and F&B Request Form

Submit your promos, giveaways, and catering requests for approval by October 21!

Please use this form to indicate your giveaways, promotions, and in-booth catering requests at the Colorado Convention Center! Submissions are due by Monday October 21.

Please review the full exhibitor guidelines around giveaways, catering, and other promotions in the 2024 Exhibitor Rules and Regulations. Catering must be provided by Sodexo Live, the exclusive caterer for the convention center, unless written approval is secured with Sodexo in advance.

Companies may assume their promotional item is approved unless otherwise notified. The ASHG Exhibits team will contact only those companies whose submission or drawing is deemed inappropriate.

Please reach out to exhibits@ashg.org for questions or clarifications. Thank you!

Question Title

* 1. Exhibiting / Sponsoring Company Name
Please enter the company name as contracted with ASHG.

Question Title

* 2. Booth Number or Sponsored Event
Please enter your booth number for in-booth giveaways, or enter your event type and location for sponsored events. You do NOT need to request approval for catering for Industry Education sessions or in private meeting rooms.

Question Title

* 3. Contact Name

Question Title

* 4. Contact Email

Question Title

* 5. What kind of promotion or giveaway are you requesting permission to hold?
As a reminder, live drawings are not permitted at any time and participants do not have to be present to win. No additional services are permitted for CoLab Theaters, such as wifi, catering, etc.

Food and Beverage

Product Sample

Drawing / Raffle / Lottery

Contest / Game with Prize

In-Booth Giveaway

Other (please specify)

Question Title

* 6. Description of Item
For catering requests, please list each food and beverage item and the approximate quantities where possible. Small candies in your booth do not need to be ordered from Sodexo Live.

Question Title

* 7. Terms and Conditions Acknowledgement
All exhibitors and sponsors must observe the following terms and conditions for promotional/giveaway requests. The full list of terms and guidelines for promotions and giveaways may be found in the 2024 Exhibitor Rules and Regulations. Each line must be acknowledged / selected to submit this form.

Promotional materials and giveaways advertised must be educational in nature or must be appropriate for use in the attendees’ place of work, the meeting, or travel, and their distribution must be in accordance with the ASHG Code of Conduct.

ASHG reserves the right to reject promotional materials, giveaways, and advertising, and the right to remove any promotional material, giveaway, or advertisement at any time.

Approval of any promotional material or giveaway does not indicate an endorsement by ASHG of the products or services promoted, the company, or the claims made.

ASHG is not responsible for sourcing, procuring, marketing, shipping, or distributing any materials, goods, or services, or emailing any direct links to promotional items or giveaways.

Sodexo Live is the exclusive caterer of the Colorado Convention Center. All food and beverage brought into the convention center intended for distribution must be provided by Sodexo unless expressly approved by Sodexo in advance; companies in violation are subject to financial penalties and potential removal of materials from the convention center. ASHG is not responsible for approving any outside F&B, for any orders placed by exhibitors/sponsors, or for any penalties assessed by Sodexo.

ASHG does not provide meeting attendee lists, emails, or mailing information; ASHG exhibitors and sponsors are expected to secure email and mailing addresses in an ethical manner, and compliant with GDPR guidelines where applicable.

ASHG 2024 Exhibit Promotions and F&B Request Form

Submit your promos, giveaways, and catering requests for approval by October 21!

Question Title

* 1. Exhibiting / Sponsoring Company NamePlease enter the company name as contracted with ASHG.

Question Title

* 2. Booth Number or Sponsored EventPlease enter your booth number for in-booth giveaways, or enter your event type and location for sponsored events. You do NOT need to request approval for catering for Industry Education sessions or in private meeting rooms.

Question Title

* 3. Contact Name

Question Title

* 4. Contact Email

Question Title

* 5. What kind of promotion or giveaway are you requesting permission to hold? As a reminder, live drawings are not permitted at any time and participants do not have to be present to win. No additional services are permitted for CoLab Theaters, such as wifi, catering, etc.

Question Title

* 6. Description of Item For catering requests, please list each food and beverage item and the approximate quantities where possible. Small candies in your booth do not need to be ordered from Sodexo Live.

Question Title

* 1. Exhibiting / Sponsoring Company Name
Please enter the company name as contracted with ASHG.

* 2. Booth Number or Sponsored Event
Please enter your booth number for in-booth giveaways, or enter your event type and location for sponsored events. You do NOT need to request approval for catering for Industry Education sessions or in private meeting rooms.

* 5. What kind of promotion or giveaway are you requesting permission to hold?
As a reminder, live drawings are not permitted at any time and participants do not have to be present to win. No additional services are permitted for CoLab Theaters, such as wifi, catering, etc.

* 6. Description of Item
For catering requests, please list each food and beverage item and the approximate quantities where possible. Small candies in your booth do not need to be ordered from Sodexo Live.