Notification of an exhibitor’s decision to cancel assigned exhibit space at the annual meeting exhibition or the Retina Subspecialty Day exhibit program must be submitted in writing. Cancellation of exhibit space means that the exhibitor:
- Forfeits access to AAO 2018 and/or the Retina Subspecialty Day exhibit program;
- Forfeits the use of the assigned exhibit space; and
- Releases previously assigned hotel rooms and meeting space over those meeting dates.
An exhibitor who submitted their application by the priority point deadline may cancel its participation without penalty until Friday, July 6. The Academy’s receipt of an exhibitor’s notice of cancellation from Monday, July 9 through Friday, Aug. 24, subjects the exhibitor to a cancellation penalty equal to thirty percent (30%) of the total cost of space assigned.
The Academy’s receipt of an exhibitor’s notice of cancellation on or after Monday, Aug. 27, subjects the exhibitor to a cancellation penalty equal to one hundred percent (100%) of the total cost of space assigned. However, in the event the canceled space is resold and the entire exhibition is sold out, the cancellation penalty will revert to thirty percent (30%) of the total cost of space assigned.
The Academy’s receipt of an exhibitor’s notice to downsize booth space after Monday, Aug. 27, will result in a twenty-five percent (25%) penalty on the original island booth size and fifty percent (50%) of the linear booth cost.
A refund due as a result of cancellation will be processed at the time of the cancellation.
An exhibitor that cancels its participation on or after Monday, Aug. 27, and has an unpaid balance must pay the balance before exhibiting at future Academy meetings.