Ancillary events

Application deadline: Jan. 15 Apply now

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.

Available dates and times

Friday, April 11 7:30 a.m. – 7 p.m.
Sunday, April 13 7:30 a.m. – 4 p.m.
6:30–9 p.m.
Monday, April 14 7:30 a.m. – 4 p.m.
6:30–9 p.m.
Tuesday, April 15 7:30 a.m. – 4 p.m.

Room setup options

  • Banquet rounds
  • Reception style
  • Theater seating
  • U-shape

Room setup may not be changed during the event.

Fees

Upon approval of your application, you will receive email notification with a link to enter your credit card information for payment by a specified due date. Space cannot be held without full payment by the due date.

  • $400 — single event, less than 4 consecutive hours
  • $750 — single event, 5–9 consecutive hours

Fee applies to a single event, by day, held for the number of consecutive hours noted above.

Fee includes:

  • Event listing in the online program and mobile app
  • Event listing will include event title, date, start time, end time, and a short (3-sentence max) description.
  • Standard insert sign listing the event name and time at the event door with easel
  • 6-foot table with 2 chairs outside the entrance to the event, if space allows

A separate application and fee must be submitted for each event, by day, by room. Any requests and fees for catering, audiovisual, or electrical/power strips are the sole responsibility of organizers. Only one room seating style may be chosen. Room set up may not be changed during the course of the event.

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.

Frequently asked questions

My meeting is only going to have a few people in attendance. Do I still need to submit an ancillary event application?

Yes. All events, regardless of the number of people in attendance, must be approved by ASBMB through the Ancillary Event application process.

My meeting is going to be held in a restaurant or hotel that is not part of the McCormick Place or Hyatt hotel. Do I still need to complete the Ancillary Event application?

Yes. If you are holding a meeting immediately before, during, or immediately after the ASBMB Annual Meeting, you must submit an Ancillary Event application for approval.

What dates and hours am I permitted to schedule my event?

The list of date and time options are provided above based on capacity.

Our company is not exhibiting at the ASBMB Annual Meeting. Are we still permitted to hold an event?

No. Please refer to the Exhibit and Sponsorship Opportunities.

If you have any further questions, please contact meetings@asbmb.org.