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Ancillary events

ASBMB provides opportunities for the BMB community to host events at the 2025 ASBMB Annual Meeting, to be held at the McCormick Center Lakeside building in Chicago, April 12–15. All expenses for ancillary events are the responsibility of the event organizer. ASBMB bears no financial or event-management responsibility for ancillary events. To request space, please complete the event application.

While ancillary events are not typically encouraged during the annual meeting’s official schedule, exceptions may be possible depending on the type of event and number of attendees. Ancillary events for a maximum of 50 people may be approved for scheduling during the annual meeting’s official program.

All ancillary events at the McCormick Center must be approved by ASBMB. The online event application must be submitted for each event you wish to hold.

ASBMB reserves the right to approve or decline any request for ancillary meetings at its sole discretion.

All participants of an ancillary event at the McCormick Center must be registered for the 2025 ASBMB Annual Meeting to access the event space.

Cancellation

In the event of cancellation, organizers must email meetings@asbmb.org with written notification. The event will be removed from the program and mobile app, if applicable. The application fee is non-refundable. NOTE: Organizers MUST directly contact and notify the facility caterer, audio-visual provider or any other suppliers to which the organizer has placed an order. Please refer to the cancellation policies outlined in your order with suppliers. ASBMB is not responsible for the logistical planning, management, financial obligation or supervision of events.

Policies

• The costs for catering, audio visual equipment, labor, and any other charges at the McCormick Place are the sole responsibility of organizers.
• Upon approval of the event by ASBMB, organizers are responsible for making arrangements for the event directly with suppliers as needed (catering, AV, etc.). Contact information will be provided in the notification of approval from ASBMB.
• Organizers must agree to all policies and the ASBMB code of conduct.
• Events cannot be commercial in nature (i.e. sales or marketing pitches).
• Organizers are not permitted to record event without explicit written approval from all participants at the event.
• Room set up may not be changed during the course of the event.
• Online requests will be accepted through Jan. 15, 2025.
• Upon approval of your event, a link will be sent to you to make payment by credit card. Once the fee is processed, you will receive an email confirmation. Application fees are non-refundable.
• ASBMB reserves the right to decline event applications, to change assigned space due to the needs of the annual meeting, and/or close down an event at its sole discretion without a refund.
• All materials promoting ancillary events must clearly indicate the name(s) of the organizer(s) and/or the organizations(s) providing financial support for the event. Organizers may not use language in promotional material implying support or sponsorship of event by ASBMB.
• Organizers are permitted to access the event space 30 minutes prior to the event start time and no earlier at which point the event sign insert will be placed. Promotional signs for the event are not permitted in any other place at the McCormick Place or Hyatt hotel. Organizers and attendees must vacate the event space within 15 minutes of the event end time and no later.