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Annual Meeting
Annual Meeting
Hotel Meeting Space Requests

The Academy is holding hotel meeting space from Thursday, Oct. 16 through Tuesday, Oct. 21, 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 2014:

Day, Date Morning Evening
Thursday, Oct. 16 Any time Any time
Friday, Oct. 17 Any time Any time
Saturday, Oct. 18 End by 8:00 a.m. After 5:30 p.m.
Sunday, Oct. 19 End by 8:00 a.m. After 5:30 p.m.
Monday, Oct. 20 End by 8:30 a.m. After 5:30 p.m.
Tuesday, Oct. 21 End by 8:30 a.m. After 1:00 p.m.

Exhibitors
Exhibitors may request meeting space now. Multiple requests can be submitted at one time.

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.

Alumni and Related Groups
Alumni and related groups may request meeting space now. Multiple requests can be submitted at one time.

Third Party/Company Planners
If you are using a third party/company to coordinate your event, you must submit a Third Party Authorization Form (PDF 158KB).

  • The authorization letter must be signed by an employee of the exhibiting company, or it will not be accepted.
  • E-mail the completed authorization letter to Meredith Johnson, mjohnson@aao.org.
  • No Meeting Space Form from a third party will be processed without the Third Party Authorization Form.

The Academy does not offer sponsored symposia. Unofficial satellite symposia conducted during the Academy's meeting are coordinated by commercial companies and are not affililated with the Academy's AAO 2014 official program.

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 2014 program.

Official 2014 Academy Meeting Space Hotels

  • Chicago Marriott Downtown Magnificent Mile
  • Fairmont Chicago, Millennium Park
  • Hilton Chicago
  • Hyatt Regency Chicago
  • Hyatt Regency McCormick Place
  • InterContinental Chicago Magnificent Mile
  • Palmer House Hilton
  • Peninsula Chicago
  • Radisson Blu Aqua Hotel Chicago
  • Renaissance Blackstone Chicago Hotel
  • Renaissance Chicago Downtown Hotel
  • Sheraton Chicago Hotel & Towers
  • Swissotel Chicago
  • Westin Chicago River North
  • Westin Michigan Avenue

Deadlines
Last day to get Early Rate for meeting space assignment: August 20.

Hotel Meeting Space Fees
Request space early and save money! Administrative fees will be charged per event, as follows:

  March 6 - Aug. 20 After Aug. 20
Exhibitors $250 $350
Alumni and Related Groups $150 $200