The Academy is holding hotel meeting space from Thursday, Nov. 8 through Tuesday, Nov. 13, 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 the Joint Meeting:

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.

Links and Directions on How to Request Hotel Meeting Space
Request Hotel Meeting Space now.

• Each meeting/event you plan to hold must be associated with its own meeting space request.
• If you plan to hold a multi-day meeting, each day must have its own meeting space request.

How to request Hotel Meeting Space

1. Click: Request Hotel Meeting Space.
2. Log in. Forgot your login? Visit our help section.
3. Once logged in, select "Add to Cart" for ONE MEETING ONLY. 
4. Press "Checkout".
5. Fill out the questionnaire for the event you are submitting.
6. After completing the questionnaire, make sure to hit the "Process My Order" button at the bottom of the checkout page.
7. If you are submitting multiple events, click the link on the order summary page to direct you back to the main request page.  

*Please note that a separate questionnaire should be submitted for each meeting you are requesting.

Once your meeting space has been 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 may apply.
• You will work directly with the hotel to set up billing and menu selections.
• You may be liable to pay cancellation fees to the hotel if you cancel 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 program of the Joint Meeting.

Official 2012 Academy Meeting Space Hotels
View the 2012 Hotel Map (PDF 1MB) and the 2012 Hotel List (PDF 474KB).

• Chicago Marriott Downtown
• Fairmont Chicago
• Hilton Chicago
• Hyatt Regency Chicago
• Hyatt Regency McCormick Place
• InterContinental Chicago
• Palmer House Hilton
• Peninsula Chicago
• Renaissance Blackstone Chicago
• Renaissance Chicago Downtown
• Sheraton Chicago
• Swissotel
• Westin Chicago River North
• Westin Michigan Ave

Deadlines

Sept. 12

• Deadline for publication in the Alumni and Related Group Event listing
• Last day to get Early Rate for meeting space assignment.

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

• All administrative fees are nonrefundable.
• Payment accepted by credit card only.
• Fees are nontransferable to other events.
• A $100 change fee will be charged to change the date and/or time of a meeting after the Hotel Meeting Space Request has been submitted.

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 133KB).

• 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 Letter.

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 official program of the Joint Meeting.