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 2019 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.

2018 Annual Meeting

Friday, June 1        1:00 PM – 6:00 PM
Saturday, June 2    8:00 AM – 6:00 PM
Sunday, June 3      8:00 AM – 6:00 PM
Monday, June 4      8:00 AM – 6:00 PM
Tuesday, June 5     8:00 AM – 1:00 PM

Deadlines and Submit Request

The following meetings do not have a formal request system:

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

2018 Annual Meeting
Deadline to submit event request: Wednesday, April 25

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

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 CE accredited events. The package provides marketing benefits and can offer hotel space to increase the visibility of the event to potential attendees. Submission is currently open for the 2018 Annual Meeting. Please follow the link below for additional information.

2018 Annual Meeting