Each year, hundreds of ancillary events are held adjacent to ASCO meetings and symposia. Ancillary events include, but are 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

ASCO aims to provide superior customer service to members, volunteers, and meeting attendees. To achieve this aim, ASCO leadership requires all organizations (commercial and non-profit) that wish to hold functions during any ASCO meeting or symposium to complete an Ancillary Event Request. This applies to functions of any size or nature, and in any location. 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 the 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

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

Policies for Exhibitors and Other Organizations at ASCO Meetings

Guidelines on Prioritizing Selection of Exhibit Space and Hotel Accommodations for 2018 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.

2017 ASCO Annual Meeting
Friday, June 2: 1:00 PM - 6:00 PM
Saturday, June 3: 8:00 AM - 6:00 PM
Sunday, June 4: 8:00 AM - 6:00 PM
Monday, June 5: 8:00 AM - 6:00 PM
Tuesday, June 6: 8:00 AM - 1:00 PM

2017 Best of ASCO San Francisco Meeting

Friday, June 16: 7:55 AM – 4:30 PM
Saturday, June 17: 8:00 AM – 4:50 PM

2017 Best of ASCO Boston Meeting

Friday, July 14: 7:55 AM – 4:30 PM
Saturday, July 15: 8:00 AM – 4:50 PM

2017 Best of ASCO New Orleans Meeting

Friday, July 28: 7:55 AM – 4:30 PM
Saturday, July 29: 8:00 AM – 4:50 PM

Deadlines and Submit Request

The following meetings do not have a formal request system:

  • Best of ASCO Meetings
  • Palliative Care in Oncology Symposium
  • Cancer Survivorship Symposium: Advancing Care and Research
  • ASCO Oncology Practice Conference
  • ASCO Quality Care Symposium

Events should still abide by the blackout times and guidelines. Contact the hotels directly to reserve space.

Requests for the following meetings must be submitted by the following dates and times:

2017 ASCO Annual Meeting
Deadline to submit a request: Wednesday, April 26, 2017 at 5:00 PM EST

Submit an Ancillary Event Request

Contact Information

Email ASCO event request

Official Housing Bureaus

ASCO Annual Meeting
Email housing
888-788-1522 or 703-449-6418

ASCO Exhibits
Email ASCO Exhibits 

Premium Ancillary Educational Event Package

The Premium Ancillary Educational Event Package provides an excellent opportunity for organizers of CME accredited events. The package provides access to hotel space and other benefits that serve to increase the visibility of the event to potential attendees. For more information on how to participate in the Premium Package for our 2017 Annual Meeting, please follow the link below. 

2017 Annual Meeting