The following information includes rules, regulations, and schedules for exhibitors and sponsors at the 23rd ASGCT Annual Meeting. Any questions related to this information should be directed to rfadness@asgct.org.
Hynes Convention Center
900 Boylston St.
Boston, MA 02115
May 12-15, 2020
Exhibitors and sponsors are eligible to receive the room rate offered to all attendees at the Sheraton Boston Hotel and the Boston Marriott Copley Place. An ASGCT dedicated housing link will be available on the Annual Meeting website on December 2, 2019. Book early, rooms sell out months in advance!
Some sponsorship opportunities are subject to change. All advertisements must be approved by ASGCT prior to printing. ASGCT adheres to a right of first refusal process for organizations who have supported certain programs or activities the previous year. This process does not guarantee that prices or logistics will remain same as the previous year.
ASGCT is committed to providing a discrimination, harassment, and retaliation-free environment for all participants in Society events. All attendees and participants must conduct themselves in a respectful and professional manner throughout the event and adhere to the Discrimination & Harassment Policy as posted on www.asgct.org.
The exhibit hall will be open from 10:00 am - 6:30 pm Tuesday through Thursday of the Annual Meeting. Packing of equipment, literature or dismantling of exhibits is strictly prohibited before 6:30 pm on Thursday, May 14. Dismantlement of booths may only occur on Thursday, May 14 from 6:30 pm-9:30 pm and on Friday, May 15 from 8:00 am – 11:00 am. There will be no storage of booths after 11:00 am on May 15.
ASGCT reserves the right to: (a) reject for any reason, without explanation, any exhibit application submitted for the ASGCT Annual Meeting; (b) reject, prohibit, restrict, or otherwise require modification of any exhibit for any reason; and (c) evict or bar any exhibitor whose exhibit, materials, or conduct is objectionable to show management for any reason. Violation of any regulations on the part of the exhibitor, its employees or agents shall void the right to occupy space, and such exhibitor will forfeit to ASGCT all monies which may have been paid. Upon evidence of violation, management may re-enter and take possession of the space occupied by the exhibitor, and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages which management may incur thereby.
If an exhibitor wishes to cancel or reduce exhibit space after assignment has been made, written notification must be sent to the ASGCT Executive Office by January 31, 2020. A 50% refund will be granted if the cancellation is made prior to January 31, 2020. Any exhibitor who cancels after this date will be responsible for the total booth cost. No refund will be provided.
The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or damage to the exhibitor’s displays, equipment and other property brought upon the premises of the exhibit facility and shall indemnify and hold harmless the American Society of Gene & Cell Therapy, the John B. Hynes Convention Center, Heritage Trade Show Services and each of their employees and agents from any and all such losses, damages and claims. In addition, the exhibitor acknowledges that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor.
Exhibitor shall be fully responsible to pay for any and all damages to property owned by John B. Hynes Convention Center, its owners or managers which result from any act or omission of exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, the John B. Hynes Convention Center, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees, and business invitees which arise from or out of the exhibitor’s occupancy and use of the exhibition premises, the convention center or any part thereof.
Every exhibit space should allow for the visibility of other spaces to ensure that every exhibitor has reasonable site lines to the aisle. No obstructions above a height of 48-inches are permitted. Hanging signs are only allowed for island booths and can be suspended from the ceiling of the exhibit hall as long as they adhere to the height restrictions as outlined in the Exhibit Service Kit. All island booth suspended signs from the ceiling must be confirmed and approved by ASGCT Exhibit Management. Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. No part of any equipment, or signs relating thereto, shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture. Damage arising by failure to observe these rules shall be payable by the exhibitor.
The subletting, assignment, or apportionment of the whole or any part of space by an exhibitor is prohibited. No exhibitors may permit any other party to exhibit in their space any good other than those manufactured or handled by the contracting exhibitor, or permit the solicitation of business by others within their space.
With prior approval from the ASGCT Exhibit Management, food and beverage services are permitted at the exhibitor’s booth at the exhibitor’s expense. All food service must be coordinated through the convention center caterer. Food preparation and cooking are prohibited in the exhibit hall.
Canvassing or distributing advertising materials outside the exhibitor’s own booth is not permitted. Signs, banners, posters, or flyers advertising a booth may not be posted or displayed at any location inside the convention center other than the exhibitor’s booth. Advertisements and promotional materials may not be displayed or distributed in the educational space at any time. No product advertisements will be permitted in the same room as the educational activity. Exhibitor staff may attend an educational activity, but may not engage in sales activities while in the room where the activity takes place.
Giveaways and product samples approved by ASGCT may be distributed from your exhibit booth. Requests for items other than product samples or educational materials must be submitted to ASGCT with a sample by March 31, 2020. Samples will not be returned. Written notification will be sent upon ASGCT approval of the items.
Prize contests, awards, drawings, raffles, spin wheels or lotteries of any kind held at any time or place within the ASGCT Annual Meeting are not permitted. Attendees may not be registered for drawings, raffles, or lotteries, which might be conducted after the Annual Meeting. Gaming devices of any description are not allowed in the exhibit hall.
Abstract Submission
November 18
Registration and Hotel Blocks
December 2
Abstract Submission Closes
January 29, 2020
Abstract Notifications Sent
April 6, 2020
Early Registration Ends
April 10, 2020
Abstracts Released
April 28, 2020
23rd ASGCT Annual Meeting
May 12 – 15, 2020
Hynes Convention Center
900 Boylston St, Boston, MA 02115