Key Deadlines
January 27
Exhibits
Last day to cancel or downsize exhibit space without penalty.
Last day to cancel or downsize exhibit space without penalty.
January 28
Action Required
Payment Deadline
50% deposit due for all purchases (exhibit space, meeting rooms, support & marketing opportunities, etc.).
50% deposit due for all purchases (exhibit space, meeting rooms, support & marketing opportunities, etc.).
January 28
Support & Marketing Opportunities
Right of first refusal for support & marketing opportunities expires.
Right of first refusal for support & marketing opportunities expires.
February 6
Action Required
Housing
Deadline to submit your hotel room block preferences.
Deadline to submit your hotel room block preferences.
April 27
Housing
Hotel room block assignments and confirmations sent.
Hotel room block assignments and confirmations sent.
April 28
Housing
Exhibitors that did not previously submit hotel preferences can begin reserving their room block based on remaining availability.
Exhibitors that did not previously submit hotel preferences can begin reserving their room block based on remaining availability.
June
Exhibits
Exhibitor Service Manual made available.
Exhibitor Service Manual made available.
June 3
Action Required
Payment Deadline
100% payment due for all exhibit and support purchases and 100% cancellation penalty period begins. Payment in full will still be owed for purchases cancelled after this date.
100% payment due for all exhibit and support purchases and 100% cancellation penalty period begins. Payment in full will still be owed for purchases cancelled after this date.
July
Exhibits
First Exhibitor Town Hall
First Exhibitor Town Hall
July 29
Ancillary Events
Request portal opens
(11:00 a.m. Eastern time)
Request portal opens
(11:00 a.m. Eastern time)
August 12
Registration
Exhibitor registration portal opens.
Exhibitor registration portal opens.
August 12
Housing
Room block management portal opens for exhibitors with reserved room blocks. Individual exhibitor housing opens for exhibitors without room blocks.
Room block management portal opens for exhibitors with reserved room blocks. Individual exhibitor housing opens for exhibitors without room blocks.
August 28
Action Required
Corporate Presentations
Submission forms with presentation details due to SPARGO for ASH review.
Submission forms with presentation details due to SPARGO for ASH review.
September 25
Action Required
Exhibits
Company information for printed Exhibitor Listing due. Submit through the Exhibitor Resource Center.
Company information for printed Exhibitor Listing due. Submit through the Exhibitor Resource Center.
September 25
Action Required
Support & Marketing Opportunities
Artwork due to SPARGO for ASH review.
Artwork due to SPARGO for ASH review.
October
Exhibits
Second Exhibitor Town Hall
Second Exhibitor Town Hall
October 1
Action Required
Payment Deadline
All contracts and payments must be received in order to receive priority points for 2027 meeting.
All contracts and payments must be received in order to receive priority points for 2027 meeting.
October 2
Action Required
Housing
Deadline for exhibitors to assign rooms in hotel blocks and submit payment for all booked rooms. Any unpaid rooms are released back to general inventory on this date.
Deadline for exhibitors to assign rooms in hotel blocks and submit payment for all booked rooms. Any unpaid rooms are released back to general inventory on this date.
Week of October 2
Action Required
Corporate Presentations
Following ASH notifying organizers of assigned date, time, and location; confirmation of presentation title and speaker(s) due from organizer.
Following ASH notifying organizers of assigned date, time, and location; confirmation of presentation title and speaker(s) due from organizer.
October 7
Action Required
Corporate Presentations
Last day to submit updates to presentation details for inclusion in ASH News Daily and the printed Program-at-a-Glance.
Last day to submit updates to presentation details for inclusion in ASH News Daily and the printed Program-at-a-Glance.
October 16
Action Required
Support & Marketing Opportunites
Production-ready artwork due to SPARGO for creation of production proofs.
Production-ready artwork due to SPARGO for creation of production proofs.
Mid-October
Action Required
Exhibits
Deadlines to submit booth rendering, in-booth activities forms, and contractor forms.
Deadlines to submit booth rendering, in-booth activities forms, and contractor forms.
October 30
Action Required
Support & Marketing Opportunities
Approval of production proofs due to SPARGO.
Approval of production proofs due to SPARGO.
November 14
Action Required
Housing
Final deadline to make room assignment changes and pay for any remaining balance due.
Final deadline to make room assignment changes and pay for any remaining balance due.
November 20
Action Required
Corporate Presentations
All promotional materials due for ASH review.
All promotional materials due for ASH review.
November 20
Ancillary Events
Request portal closes
(11:59 p.m. Eastern time)
Request portal closes
(11:59 p.m. Eastern time)
November 27
Exhibits
Final deadline to book exhibit space.
Final deadline to book exhibit space.
December 11
Action Required
Exhibits
Exhibits MUST be fully set and ready for opening of exhibit hall.
(4:30 p.m. Central time)
Exhibits MUST be fully set and ready for opening of exhibit hall.
(4:30 p.m. Central time)
