Review information and find links to reserve hotel meeting space during AAO 2018. All meeting space at official Academy hotels must be reserved through the Academy. It is a violation of Academy regulations to reserve space directly at official Academy meeting space hotels and will result in a loss of priority points.
Exhibitors may not plan, be part of, or encourage AAO 2018 attendee participation in any scientific, technical, informational, or other meeting, seminar, event, function, or gathering off the premises of McCormick Place during meeting hours. Review hours set forth by the Academy's Board of Trustees for non-Academy functions during AAO 2018.
Note: 24-hour room holds will not be allowed.
Exhibitors must request space online by providing details on meeting space requirements, contact information and payment. Space is assigned on a first-come basis. Review meeting space fees.
If companies use outside management or a third party to coordinate the company’s event, meeting space will not be assigned until the exhibiting company submits the signed Third Party Authorization Form, confirming authorization for a specific third party to work on its behalf. This third party arrangement will not be taken into account when granting the extension of deadlines.
If you are a third party, working on the behalf of an exhibiting company:
- Fill out and sign this request form (PDF 67KB) to have the Academy send the exhibiting company the Third Party Authorization Form.
- Email the completed request form to firstname.lastname@example.org or fax to 415-561-8576.
If you are an exhibiting company meeting contact:
- Email email@example.com to ask for the Third Party Authorization Form.
- Fill out and sign the form. Only the exhibiting company may sign this form.
- Email the completed form to firstname.lastname@example.org or fax to 415-561-8576.
Once the meeting space request has been submitted, a confirmation will be sent within five (5) business days that will contain the contact information for hotel staff. Exhibitors will work directly with the hotel and must finalize a contract with the assigned hotel within three (3) weeks of the space assignment or the meeting space is subject to cancellation.
All time and/or date changes should be made directly with the Academy’s Meeting Services Specialist, Ashley Warriner. Do not make these changes directly with the hotel. Food and beverage minimums may apply. If your company cancels the event, they may be liable for cancellation fees to the hotel.
Exhibitors are allowed one sign at the entrance of the assigned meeting space.
Before preparing promotional materials for the event, carefully review the Marketing section of the Exhibitions Rules & Regulations for guidelines on how these events may be publicized.
Exhibitors may not use the official shuttle bus routes to transport attendees to any offsite function unless they have notified the Academy of this intention and have paid for the additional vehicles to supplement the route. Exhibitors may work with the official shuttle bus service provider, Kushner & Associates, to make arrangements for their own transportation needs. Contact email@example.com for instructions.
Meeting Space questions should be directed to:
Ashley Warriner, CMP
Meeting Services Specialist
The Academy has contracted over 15,000 hotel rooms at over 50 Chicago hotels for AAO 2018. Thirty-five percent (35%) of the hotel rooms have been designated for exhibitor representatives. Hotels included in the Academy’s block are considered official hotels.
Exhibitors are required to secure all guest rooms at official Academy hotels through the Academy’s official hotel reservation provider, Expovision. The Exhibitor Housing information is now available in the Exhibitor Portal. Log into the Portal to view hotel reservation policies, important dates, map of hotels and preview of official Academy hotels that are considered part of the Exhibition Rules and Regulations.
Exhibitor hotel reservations opens in two tiers:
- Exhibiting companies in the top 50 in priority points, and those who secure 20 or more rooms will receive a hotel reservation form. The hotel reservation form is due Wednesday, May 9.
- On Wednesday, May 30, exhibitor hotel reservations open online for all other exhibiting companies.
A deposit for the first night’s room and tax will be required at the time of booking for each room requested. With immediate confirmation, booking hotel reservations online is the most efficient way to secure rooms.
Exhibitor guest room blocks are for exhibiting company personnel only. They may not be used for physician attendees.
Exhibitors are allocated a number of sleeping rooms based on the booth size they have secured for AAO 2018. The same calculation is used for the number of complimentary exhibitor badges they may have for employees to staff the booth or attend the meeting.
Cancellation of exhibit space will result in the cancellation of all exhibitor hotel reservations.
Subspecialty Day exhibitors not participating in AAO 2018 will only be allowed to secure hotel reservations over the dates of Thursday, Oct. 25 through Sunday, Oct. 28.
Expovision is the official housing company of the Academy. If you book through another housing company that solicits your business, rooms may not actually be secured when representatives arrive to check-in. Remember to look for the Academy’s Official Contractor designation on promotional information you receive in your email inbox!
American Academy of Ophthalmology AAO 2018
Exhibitors must secure all sleeping rooms at official Academy hotels through Expovision over the dates of Oct. 22 – Nov. 2. Exhibitors who do not will be penalized priority points.
Exhibitors who use ninety-five percent (95%) or more of their initial reserved hotel block through the Academy’s official hotel reservation provider will receive two (2) priority points.