Ancillary Events

Each year, hundreds of ancillary events are held adjunct to ASCO meetings and symposia, including but not limited to:

  • Advisory Board Meetings
  • Educational Events
  • Focus Groups
  • Hospitality Suites (in a meeting room)
  • Hospitality Desks
  • Internal Corporate Business Meetings
  • Investigator Meetings
  • Investor Meetings
  • Offices
  • Social Events

In an effort to provide superior customer service to members, volunteers, and meeting attendees, ASCO leadership requires all organizations (commercial and non-profit) that wish to hold functions of any size or nature in any location during any ASCO meeting or symposium to complete an Ancillary Event Request. A completed Ancillary Event Request provides ASCO with the necessary information to assist members, volunteers, and meeting attendees with any questions that may arise.

Guidelines and Policies

Organizations submitting an ancillary event request should review Ancillary Event Guidelines for additional information including:

  • Approved activities within ancillary space
  • Mailing lists
  • Marketing guidelines
  • Procedures for activities and events held within and outside of Symposia and Meeting space

View the Ancillary Event Guidelines

In addition to the Guidelines above, ancillary event hosts must comply with the same policies as exhibiting companies.

View the Policies for Exhibitors and Other Organizations at ASCO Meetings

View the Guidelines on Prioritizing Selection of Exhibit Space, Hotel Accommodations, and Ancillary Space for 2016 ASCO Annual Meeting

Blackout Times for Meetings

Organizations may not hold functions during the defined “blackout” times. ASCO strictly enforces the blackout times at the request of our members.

2015 Best of ASCO Boston
Friday, July 31, 2015: 8:00 AM - 5:00 PM
Saturday, August 1, 2015: 8:00 AM - 4:30 PM

2015 Best of ASCO San Francisco
Friday, August 7, 2015: 8:00 AM - 5:00 PM
Saturday, August 8, 2015: 8:00 AM - 4:30 PM

2015 Best of ASCO Chicago
Friday, August 28, 2015: 8:00 AM - 5:00 PM
Saturday, August 29, 2015: 8:00 AM - 5:00 PM

2015 Breast Cancer Symposium
Friday, September 25, 2015: 7:45 AM - 5:30 PM
Saturday, September 26, 2015: 7:55 AM - 5:45 PM
Sunday, September 27, 2015: 7:55 AM - 11:45 AM

2015 Palliative Care in Oncology Symposium
Friday, October 9, 2015: 7:45 AM - 6:15 PM
Saturday, October 10: 7:45 AM - 5:00 PM

2016 Genitourinary Cancers Symposium
Thursday, January 7, 2016: 7:45 AM - 6:45 PM
Friday, January 8, 2016: 7:00 AM - 7:00 PM
Saturday, January 9, 2016: 7:00 AM - 4:15 PM

Cancer Survivorship Symposium: Advancing Care and Research
Friday, January 15, 2016: 7:45 AM - 6:30 PM
Saturday, January 16, 2016: 7:00 AM - 5:00 PM

2016 Gastrointestinal Cancers Symposium
Thursday, January 21, 2016: 7:45 AM - 7:00 PM
Friday, January 22, 2016: 6:55 AM - 7:00 PM
Saturday, January 23, 2016: 6:55 AM - 5:30 PM
 

Deadlines and Submit Request

The Best of ASCO Meetings, Palliative Care in Oncology Symposium, and Cancer Survivorship Symposium: Advancing Care and Research do not have a formal request system. Events should still abide by the blackout times and guidelines. Contact the hotels directly to reserve space.

Requests must be submitted by the following dates and times.

2015 Breast Cancer Symposium
Wednesday, August 19, 2015 at 5:00 PM (EST)

2016 Genitourianry Cancers Symposium
Wednesday, December 2, 2015 at 5:00 PM (EST)

2016 Gastrointestinal Cancers Symposium
Wednesday, December 16, 2015 at 5:00 PM (EST)

Submit an Ancillary Event Request

Contact Information

2015 ASCO Annual Meeting
ascoeventrequest@jspargo.com
704-631-6200

2015 Breast Cancer Symposium
ascoeventrequest@jspargo.com
704-631-6200

2016 Genitourinary Cancers Symposium
ascoeventrequest@jspargo.com
704-631-6200

2016 Gastrointestinal Cancers Symposium
ascoeventrequest@jspargo.com
704-631-6200

Official Housing Bureaus

2015 Breast Cancer Symposium
Email: bcshousing@jspargo.com
Phone: 888-788-1522 or 703-449-6418

2016 Genitourinary Cancers Symposium
Email: guhousing@jspargo.com
Phone: 888-788-1522 or 703-449-6418

2016 Gastrointestinal Cancers Symposium
Email: gihousing@jspargo.com
Phone: 888-788-1522 or 703-449-6418

Policies

ASCO Exhibits
exhibits@asco.org
571-483-1300