• Hotel Meeting Space

  • The Academy holds hotel meeting space from Thursday, Oct. 13 through Tuesday, Oct. 18, for alumni, exhibitor and related group events.

    Hotel Meeting Space Hours

    The following hours have been set forth by the Academy's Board of Trustees for non-Academy functions during AAO 2016:

    Day Date Morning Evening
    Thursday Oct. 13 Any time Any time
    Friday Oct. 14 Any time Any time
    Saturday Oct. 15 End by 8:00 a.m. After 5:30 p.m.
    Sunday Oct. 16 End by 8:00 a.m. After 5:30 p.m.
    Monday Oct. 17 End by 8:30 a.m. After 5:30 p.m.
    Tuesday Oct. 18 End by 8:30 a.m. After 1:00 p.m.

    Exhibitors' Hospitality Suites

    Exhibitors' Hospitality Suites should be requested through Expovision, the official housing provider, at aaohousing@expovision.com.

    Please see the hour restrictions above for meeting times.

    Official 2016 Academy Meeting Space Hotels

    • Chicago Marriott Downtown
    • Fairmont Chicago, Millennium Park
    • Hilton Chicago
    • Hyatt Regency Chicago
    • Hyatt Regency McCormick Place
    • InterContinental Chicago
    • Palmer House Hilton
    • Peninsula Chicago
    • Radisson Blu Aqua
    • Renaissance Chicago Downtown
    • Reniassance Blackstone
    • Sheraton Grand Chicago
    • Swissotel
    • Westin Michigan Ave.
    • Westin River North

    Hotel Meeting Space Fees

    Administrative fees will be charged per event, as follows:

    Exhibitors

    $350

    Alumni and Related Groups

    $200

    Third Parties/Company Planners

    Third Parties are event management companies, marketing firms, or other organizations hired by an exhibiting company to coordinate their events. If you are working on the behalf of an exhibiting company, you must submit a Request for Third Party Authorization form in order to obtain hotel meeting space.

    1. Fill out the Request for Third Party Authorization form (PDF 81KB).
    2. Email completed request forms to exhibitions@aao.org or fax to 415-561-8576.
    3. The Academy will follow up with the exhibiting company upon receipt of the completed form.

    Meeting space will not be assigned until the exhibiting company submits the Third Party Authorization Form.

    Reserve Hotel Meeting Space

    Exhibitors - request hotel meeting space now.

    Alumni/related groups - request hotel meeting space now.

    After Your Space is Assigned

    • You must contract with the assigned hotel within three weeks of assignment. Otherwise your meeting is subject to cancellation. Food and beverage minimums and/or meeting room rental fees may apply.
    • You will work directly with the hotel to set up billing and select menus.
    • If you cancel your meeting, you may be liable to pay cancellation fees to the hotel.
    • You are allowed one sign at the entrance of your meeting.
    • Make sure that your promotional materials do not imply that your meeting is endorsed by the Academy or is related to the official AAO 2016 program.

    Sponsored and Satellite Symposia

    The Academy does not offer sponsored symposia. Unofficial satellite symposia conducted during the Academy's meeting are coordinated by commercial companies and are not affiliated with the Academy's annual meeting official program.

    Exhibitors who have secured meeting space for a satellite symposia may promote them through Promotional Opportunities offered by the Academy.