Requesting Meeting Space
The Academy is holding hotel meeting space from Thursday, Nov. 14 through Tuesday, Nov. 19, for alumni, exhibitor and related group events.

Exhibitors' Hospitality Suites
Exhibitors' Hospitality Suites should be requested through Expovision, the official housing provider, at aaohousing@expovision.com. Please see the hour restrictions below for meeting times.

Hotel Meeting Space Hours
The following hours have been set forth by the Academy's Board of Trustees for non-Academy functions during the Annual Meeting:

About Requesting Hotel Meeting Space

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

Request Hotel Meeting Space

1. Click: Request Hotel Meeting Space
2. Log in. Forgot your login? Visit our help section.
3. Once logged in, choose the type of hotel meeting space request you would like to place.
4. Select "Add to Cart" for ONE MEETING ONLY.
5. Press "Checkout" on the left.
6. Fill out questionnaire.
7. Once the questionnaire is complete, hit "Process My Order" button on the checkout page.
8. If you would like to submit another request, scroll all the way to the bottom of the order summary page and click the link to direct you back to the main request page.

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 program of the Annual Meeting.

Official 2013 Academy Meeting Space Hotels
View the 2013 Official Academy Hotel Map (PDF 763KB).

• Astor Crowne Plaza
• DoubleTree New Orleans
• Hampton Inn & Suites
• Harrah's New Orleans
• Hilton Garden Inn
• Hilton Riverside
• Hyatt Place
• InterContinental
• JW Marriott
• Loews
• Marriott New Orleans
• Marriott Convention Center
• Renaissance Arts
• Ritz-Carlton
• Royal Sonesta
• Sheraton
• The Roosevelt
• W New Orleans
• Westin New Orleans
• Windsor Court Hotel
• Wyndham Riverfront

Deadlines

Sept. 17

• 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! 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 146KB).

• 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 official program of the Annual Meeting.