ASHG 2025 Exhibit Promotions and F&B Request Form Survey

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

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.(Required.)

3.Contact Name(Required.)

4.Contact Email(Required.)

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. Only lead retrieval and video recording services are permitted for CoLab Theaters, no wifi, catering, other furniture, etc.(Required.)

Other (please specify)

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 Levy Catering.(Required.)

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 2025 Exhibitor Rules and Regulations. Each line must be acknowledged / selected to submit this form.(Required.)

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.

Levy Catering is the exclusive caterer of the Boston Convention and Exhibition Center. All food and beverage brought into the convention center intended for distribution must be provided by Levy unless expressly approved by Levy 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 Levy.

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.

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ASHG 2025 Exhibit Promotions and F&B Request Form

Submit your promos, giveaways, and catering requests for approval by September 29!