Listed below are answers to some frequently asked questions about the Midyear meeting. If you cannot find an answer to your question here, please contact us directly.
General Information
- Where is the 44th ASHP Midyear Clinical Meeting and Exhibition being held?
- What is the attire for the Midyear Clinical Meeting?
- What is the weather like in December in Las Vegas?
- What’s new and notable about this year’s Midyear Clinical Meeting?
- Who should I contact if I require special assistance during the meeting?
- Is my child allowed at the Midyear Clinical Meeting?
- Does the Venetian Hotels and Sands Expo Center have public parking if I am planning to drive to the meeting?
- Can I smoke at the Convention Center?
- Why is the meeting called Midyear when takes place at the end of the year, and what factors determine the location and dates of the meeting?
Education/Continuing Education
- How can I use the Schedule-at-a-Glance Itinerary Planner to help me get the most out of the meeting?
- Will handouts be available for educational sessions?
- Will recordings of the educational sessions be available for purchase?
- Where do I go to record my CE for symposia?
Exhibition
- What are the exhibit hours?
- What’s included in the cost of my booth?
- What is the booth payment schedule and where do I send payment?
- When will I receive my Exhibitor Service Kit?
- Who attends the ASHP Midyear Clinical Meeting?
- What is the attire for the Midyear Clinical Meeting?
- Are there height restrictions for booths?
- Who do I contact if I need to move into my booth early?
- What if I’m using a contractor other than Freeman Decorating?
- How do I schedule VIP demos or meetings in my booth pre or post official show hours?
- How do I register exhibitor staff attending the meeting?
- How many badges will an exhibitor receive? What if I need CE?
- Do you have a room that I can use for staff or client meetings?
Hotel Information
- What is the Headquarter Hotel(s)?
- Why are guest rooms often unavailable at the Headquarter Hotel only days after housing is “open” to attendees? Why then do rooms become available at the hotel months later?
- What is the tax on the hotel rooms?
- Do the hotel rates include complimentary internet access?
- Why shouldn’t we reserve our hotel rooms directly with the hotel or a discount internet provider?
Registration
- How does the new meeting registration and hotel reservation process work?
Travel
- What is the closest airport to the Venetian Hotels and Sands Expo Center?
- How far is the airport from the Venetian Hotels and Sands Expo Center?
- Will ASHP shuttle service be provided to/from McCarran International Airport?
- Will ASHP provide shuttle service to the Venetian Hotels and Sands Expo Convention Center each day?
Events
- Can I bring a guest to the meeting?
- Can a guest attend the Opening Session on Monday?
- What is the cost to bring a guest to the Wednesday Evening Concert Finale and Thursday Networking Luncheon?
General Information
1. Where is the 44th ASHP Midyear Clinical Meeting and Exhibition being held?
The meeting is being held at the Venetian Hotels and Sands Expo Center in Las Vegas, Nevada.
2. What is the attire for the Midyear Clinical Meeting?
The attire at ASHP national meetings is business casual.
3. What is the weather like in December in Las Vegas?
When packing, keep in mind that the weather in Las Vegas in early December is typically cool during the day and cold at night. The average high is 60 degrees and the average low is 40 degrees. Hotel and Convention Centers are also cool, and thus, ASHP highly recommends that you bring a sweater with you when attending sessions.
4. What’s new and notable about this year’s Midyear Clinical Meeting?
Save Time! A new convenient, one-step, meeting registration and hotel reservation process is available, making it possible for attendees who wish to register for the meeting continue on and make their hotel reservation by clicking on a direct link to The Housing Connection, ASHP’s official housing company.
5. Who should I contact if I require special assistance during the meeting?
If you have any disability for which you require an auxiliary aid or special service while attending this meeting, please contact Krystal Stotz by November 19th, by phone at 301-664-8602 or by email at kstotz@ashp.org.
6. Is my child allowed at the Midyear Clinical Meeting?
For health and safety considerations, children under the age of 16 years will not be admitted to the exhibits, educational programs, poster sessions, PPS, or Residency Showcase.
7. Does the Venetian Hotels and Sands Expo Center have public parking if I am planning to drive to the meeting?
The Venetian has a parking garage attached to the main building. There is no charge for parking.
8. Can I smoke at the Convention Center?
The Convention Center is a non smoking facility.
Education/Continuing Education
1. How can I use the Schedule-at-a-Glance Itinerary Planner to help me get the most out of the meeting?
The Schedule-at-a-Glance Itinerary Planner lists all ASHP CE activities, networking sessions, posters, special programs, and events. You can view
- the list by day and/or by programming/practice interest track;
- descriptions, session schedules, learning objectives, and presenter bios;
- handouts and abstracts, which will be available in late November for meeting registrants.
Click on any item to add it to your Planner, which you can then print out or send to Outlook. You must be logged into the ASHP Learning Center in order to get full use of the Planner – including saving the planner, receiving automatic updates should information change, and viewing handouts.
2. Will handouts be available for educational sessions?
Access to presentation slides and abstracts will be made available free to all pre-registered meeting attendees approximately two weeks prior to the meeting through the ASHP Learning Center and the Schedule-at-a-Glance Itinerary Planner. Speaker bios will also be available to everyone using the Planner.
3. Will recordings of the educational sessions be available for purchase?
All available audio-synched downloads of educational sessions will be free to all full-time registered attendees after the meeting. Access will be through the ASHP Learning Center. Additional downloads may also be purchased by non-attendees through the ASHP Learning Center following the meeting.
4. Where do I go to record my CE for symposia?
Information on how to record your CE will be given out at each symposia. If the CE provider is ASHP Advantage you may record your CE through the ASHP Learning Center (go to www.ashp.org/ce). For other providers, please follow the directions given out at the symposium. If you have any questions, contact names and phone numbers are provided on the symposia listing.
Exhibition
1. What are the exhibit hours?
Monday, December 7, 11:00 am - 3:00 pm
Tuesday, December 8, 11:00 am - 3:00 pm
Wednesday, December 9, 11:00 am - 2:00 pm
2. What’s included in the cost of my booth?
Each inline 10’ x 10’ booth comes with 8’ high drape, 3’high side drape, and an identification sign with your company name if ordered by advance deadline. Each exhibitor is also provided with four complimentary booth personnel badges per 10 x 10 booth. Other items such as carpeting, electrical, and other services must be ordered separately from service providers (refer to your Exhibitor Service Kit for details).
3. What is the booth payment schedule and where do I send payment?
Fifty percent of the booth balance is due with your contract. The balance is due within 30 days of receipt of your invoice. All booth balances must be paid in full prior to installation of your booth onsite. Checks must be mailed to the ASHP lockbox address. This address does not accept FedEx deliveries. Please do not mail checks to the ASHP’s Wisconsin Avenue street address in Bethesda. Make checks payable to ASHP and mail to: ASHP, P.O. Box 75571,Baltimore, MD 21275-5571.
4. When will I receive my Exhibitor Service Kit?
The online service kit link will available on the ASHP website in September. Freeman offers online ordering.
5. Who attends the ASHP Midyear Clinical Meeting?
Midyear Clinical Meeting registrants typically provide services for acute care patients and work in hospitals with 400 or more beds. Attendees practice most commonly in community (not for profit) hospitals, university hospitals and integrated health systems. The majority of attendees are female (65%). The mean registrant age is 49 with 25 years of practice experience. Total expected attendance is over 18,000 attendees.
6. What is the attire for the Midyear Clinical Meeting?
The attire at ASHP national meetings is business casual.
7. Are there height restrictions for booths? There are no height restrictions for island booths. For in-line booths, the height restriction is 8 feet.
8. Who do I contact if I need to move into my booth early?
Exhibitors with large booths may be able to get an early start installing their exhibit. To do so, contact Dayna Evans at 301.664.8762.
9. What if I’m using a contractor other than Freeman Decorating?
All contractors, other than the official exhibitor contractor, must fax the Non-Official Contractor Badge form (included in the service kit) and proof of insurance to the ASHP Exhibits Manager, 301-664-8895, by November 6.
10. How do I schedule VIP demos or meetings in my booth pre or post official show hours?
If you’d like to invite attendees to your booth pre or post official show hours, send a list of the date, time and meeting attendees to devans@ashp.org prior to the meeting so that we can coordinate with meeting security. In addition, you will need a company representative outside the exhibit hall to escort attendees to your booth. The official pre and post exhibit show hours are:
Pre Show Times Post Show Times
Monday, 8:00 am – 11: 00 am and 3:00 pm – 5:00 pm
Tuesday, 8:00 am – 11: 00 am and 3:00 pm – 5:00 pm
Wednesday, 8:00 am – 11: 00 am
11. How do I register exhibitor staff attending the meeting?
All badge requests must be submitted online using the Badge Request Form. (NOTE: The request form will be live in October)
This tool allows you to request all of your badges (for booth personnel as well as those requiring make necessary edits/changes. You will need to login with your ASHP Customer number and password. Your ID number is printed on your invoice under the Bill To information. Use only the first eight digits. Your password is the same as the customer number. Contact Michelle Rasnick Tyler at mtyler@ashp.org for assistance.
12. How many badges will an exhibitor receive? What if I need CE?
Exhibitors receive four (4) complimentary exhibit badges per 10' x 10 'booth for exhibitor personnel staffing your booth. These complimentary badges will permit access to the exhibit hall and include a full registration. Additional exhibit badges may be obtained for a fee of $75.00 each badge issued which is above the (4) complimentary badges; no registration will be included for these additional badges.
Exhibit personnel who want to register and receive CE, but exceed the complimentary badge allotment, will be required to pay the applicable meeting registration rates. ASHP members will pay the member rate, non members will pay the nonmember rate, and all early and onsite registration rates will apply.
13. Do you have a room that I can use for staff or client meetings?
ASHP uses all available meeting room space at the convention center for educational sessions. If you’d like to reserve private meeting space at the convention center, you can rent an Executive Suites for a flat fee of $7,000. Each suite is 264 square feet and will have an 8’ high fabric-covered hard wall, wall-to-wall carpet, one conference table, six conference chairs, and a sign with the company name on the door. For additional fee, suites can be customized with additional furnishings, equipment and catering. For more information, contact Dayna Evans at devans@ashp.org.
Hotel Information
1. What is the Headquarter Hotel(s)?
The Headquarter Hotel is the Venetian Hotels.
2. Why are guest rooms often unavailable at the Headquarter Hotel only days after housing is “open” to attendees? Why then do rooms become available at the hotel months later?
Over the past several years, ASHP has communicated the “opening” date of our meeting registration site well in advance of the meeting. Attendees and exhibitors have started to “mark their calendars” for the opening of the Midyear Clinical Meeting in mid-July. ASHP reserves the largest number of guest rooms offered to us by each hotel and also reserves rooms in a variety of hotels to meet all budgets. The Headquarter Hotel is the most popular, and thus, receives the largest number of reservations in the first several days. This results in the room block selling out. However, hotel reservations are constantly in a state of fluxuation. As the meeting approaches, attendees and exhibitors cancel and/or change their dates making rooms available again. ASHP recommends that if you are unable to book a room that you periodically check with the ASHP Housing Company regarding availability.
3. What is the tax on the hotel rooms?
The current tax on hotel rooms is 12% and subject to change.
4. Do the hotel rates include complimentary internet access?
Access to the internet and the cost, varies from hotel to hotel. Please check the hotel description located on the on-line hotel reservation section of the meeting web site or with the hotel directly.
5. Why shouldn’t we reserve our hotel rooms directly with the hotel or a discount internet provider?
When attendees reserve rooms directly with the hotels or through internet providers, ASHP is exposed to penalties for not fulfilling our room block commitments, we risk our ability to rebook preferred meeting hotels and receive reduced rates, possibly lose qualification for the amount of space needed at the convention center and/or are subject to higher convention center usage fees. This is turn could translate to higher registration fees. In addition, when attendees do not use the official ASHP Housing Company, The Housing Connection, ASHP is unable to plan properly (ex: shuttle buses), communicate to attendees via the door drops, front desk, and in room TV. Help ASHP make this meeting a success! Remember to book early and through The Housing Connection!
Registration
1. How does the new meeting registration and hotel reservation process work?
Save Time! New this year, ASHP is providing the option to register for the meeting and make your hotel reservation in one seamless and convenient process! Once you have completed your meeting registration, you will be provided with a personal link that will allow you to directly access the hotel reservation page. Hotel reservations may be made separately and prior to registering for the meeting; however, in order to guarantee the convention rates upon check-out, attendees must register for the meeting.
Travel
1. What is the closest airport to the Venetian Hotels and Sands Expo Center?
McCarran International Airport (LAS) is the central airport serving the Las Vegas Area. It serves over 40 air carriers, offers over 1,100 flights arriving and departing daily, and offers direct flights to more than 125 U.S. cities. Flight status and contact information for individual air carriers can be found on the McCarran Airport's website.
2. How far is the airport from the Venetian Hotels and Sands Expo Center?
McCarran is approximately one mile from the Las Vegas Strip. Taxicabs and airport shuttle service are available.
3. Will ASHP shuttle service be provided to/from McCarran International Airport?
ASHP does not provide shuttle service to/from the airport and the hotels. A variety of shuttle/limousine services are available at McCarran, and are located on the west side of baggage claim, outside door exits 7-13. Please note that there are both group shuttle and "for-hire" stretch limousine services. Visit McCarran Airport's website for more information.
4. Will ASHP provide shuttle service to the Venetian Hotels and Sands Expo Convention Center each day?
Yes, ASHP will provide shuttle service to/from the Venetian Hotels and Sands Expo Center and all official meeting hotels, Sunday, December 6 – Thursday, December 10. Please visit the Travel section of the meeting web site in October for a detailed shuttle schedule.
Events
1. Can I bring a guest to the meeting?
Yes, guests are welcome; however, new this year, the ASHP Guest Program package is not scheduled and available during the meeting. Registrants may purchase tickets for guests, on an a-la-carte basis, to the specially planned events (ex: Wednesday Evening Concert Finale and Thursday Networking Luncheon). Venetian Concierge Services are also available to assist with world-class dining, shopping and entertainment arrangements. Concierge Services include, but are not limited to, the following: Show reservations, Restaurant reservations, Tour Reservations for the Grand Canyon and surrounding areas, Spa Reservations, and Shopping Recommendations. Concierge Services Hours (subject to change): Monday - Thursday & Sunday: 7:00 am – 9:00 pm and Friday & Saturday: 7:00 am – 10:00 pm. Phone Reservations: 702-414-4300. E-mail your reservation request: concierge@venetian.com
2. Can a guest attend the Opening Session on Monday?
Yes, guests may attend the session but must have a badge. Badges can be purchased in the Registration area for a fee.
3.What is the cost to bring a guest to the Wednesday Evening Concert Finale and Thursday Networking Luncheon?
A ticket to the Wednesday Evening Concert Finale is $25.00. A ticket to the Thursday Networking Luncheon is $35.00. Tickets can be purchased in advance of the meeting during the registration process or at the meeting, no later than Monday.