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Hotel Meeting Space Requests

The Academy is holding hotel meeting space from Thursday, Nov. 12 through Tuesday, Nov. 17, for alumni, exhibitor and related group events.

The Hotel Meeting Space Request link will be available starting Wednesday, March 4.

Hotel Meeting Space Hours

The following hours have been set forth by the Academy's Board of Trustees for non-Academy functions during AAO 2015:

Day Date Morning Evening
Thursday Nov. 12 Any time Any time
Friday Nov. 13 Any time Any time
Saturday Nov. 14 End by 8:00 a.m. After 5:30 p.m.
Sunday Nov. 15 End by 8:00 a.m. After 5:30 p.m.
Monday Nov. 16 End by 8:30 a.m. After 5:30 p.m.
Tuesday Nov. 17 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 2015 Academy Meeting Space Hotels

Check back in March for a list of official Academy hotels.

Hotel Meeting Space Fees

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

Exhibitors

  • March 4 - Aug. 18: $250
  • After Aug. 18: $350

Alumni and Related Groups

  • March 4 - Aug. 18: $150
  • After Aug. 18: $200

Deadlines

Last day to qualify for the Early Rate: Tuesday, Aug. 18.

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 2015 program.

Third Party/Company Planners

If you are using a third party/company to coordinate your event, you must submit a Third Party Authorization Form (available in March).

  • 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.

Sponsored 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.