Promotional Opportunities Policies
Eligibility
Companies must be exhibitors at the Academy's annual meeting to purchase promotional opportunities.
Availability of Promotional Opportunities
All promotional opportunities are available on a first-come basis. The Academy does not have a First Right of Refusal policy.
Awarding of Promotional Opportunities
Companies submit their requests for promotional opportunities online through the Exhibitor Portal. The Academy then reviews all requests. A separate, official email will be sent outlining the specific placement(s) awarded. This letter will include instructions to complete your purchase.
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It may take several days to assign opportunities – your patience is greatly appreciated.
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Companies will have ten (10) business days from notification of placement(s) to sign their contract.
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Companies may drop an assigned promotional opportunity during this ten-day period without penalty.
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If contracts are not signed within the ten-day period the promotional opportunity will be considered released and available for purchase by other Exhibitors.
Third Parties
Third parties are event management firms, marketing firms or other organizations hired by an exhibiting company to handle exhibit details, logistics, publicity, advertising, etc.
Third parties cannot secure promotional opportunities unless an exhibiting company has first submitted a signed Third Party Authorization Form confirming permission for a specific third party to work on its behalf. This third party arrangement will not be considered when granting the extension of deadlines. Designated third parties must meet all deadlines and obligations of the promotional opportunities contract as if they were the exhibiting company.
If you are a third party, working on behalf of an exhibiting company:
If you are an employee of an exhibiting company:
Once authorized, Third Parties can log into the Exhibitor Portal, view a list of their clients and complete tasks available in the exhibitor checklist.
Promotional Opportunity Location and Production
The Academy reserves the right to re-locate any promotional opportunity if necessary. Reassigned locations will be in the best available areas to maximize visibility.
The Academy works with reputable vendors who are responsible for the production, installation and/or removal of promotional opportunities. Should the Exhibitor object to any aspect of the production, installation and/or removal of a promotional opportunity the Exhibitor must submit a written complaint prior to or during the Academy’s annual meeting so the Academy may review and/or make right any issues.
Artwork
Artwork must be pre-approved by the Academy's Promotions Manager before production. Failure to submit artwork for pre-approval may delay production or result in the rejection of artwork. Additional penalty fees may be assessed for late artwork. Any fees and/or production delay costs will be the responsibility of the Exhibitor reserving the promotional opportunity.
The Academy’s artwork guidelines are not inclusive or exhaustive. Vendors who are responsible for the production, installation and/or removal of any promotional opportunity may request modifications to artwork.
The Academy has the right to refuse any advertisement or artwork that is, or potentially is, inappropriate or incompatible with our mission.
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Exhibitors must not make unsubstantiated health claims.
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No exhibitor shall, without permission, use the name of the American Academy of Ophthalmology, or any symbol, logo, trademark, or service mark identified therewith, in any manner representing that the exhibitor or its products or services possess the approval or endorsement or are associated or affiliated with the Academy.
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No artwork may use the phrase “in conjunction with the Academy” or use similar language that in any way states, conveys, or implies Academy sponsorship, endorsement, annual presentation or support.
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Exhibitors may use the term “at AAO 2023” or “during AAO 2023” in their promotional copy.
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If the artwork promotes a meeting, seminar, event, function, booth presentation or gathering the artwork must include a disclaimer that it is not affiliated with the official program of AAO 2023. Failure to comply with this policy may result in priority point forfeiture.
Payment Terms
A non-refundable payment is due in full for assigned promotional opportunities with signed Promotional Opportunities Contracts. Payment must be received by the Academy by the date indicated on the invoice.
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Exhibitors whose 2022 payments are over 60 days passed the payment deadline will be penalized priority points and will not be allowed to reserve a promotional opportunity for 2023 until two weeks after reservations open.
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Companies with outstanding 2022 invoices will not be able to reserve a promotional opportunity for 2023.
Cancellation Policy
There is a 100% cancellation fee after an exhibitor has signed the Promotional Opportunities Contract.
The only exception is due to the cancelation of the event - see the Force Majeure policy below.
Force Majeure
The performance of Promotional Opportunities Contract by either party is subject to acts of God, war, disaster, fire, medical epidemic, strikes, terrorism or threats of terrorism, civil disorder, political or social boycott, curtailment of transportation facilities, restrictions imposed by any governmental authority, or other cause, including emergency or non-emergency conditions, beyond the control of the parties making it inadvisable, illegal, impossible, or commercially impracticable to fulfill the terms of the contract. In the case of a Force Majeure cancellation, an exhibitor’s sole remedy is a refund of its promotional opportunities fees paid, less any actual costs incurred by the Academy or its vendors to produce the promotional item. Such direct costs will be evidenced by documentation such as labor timecards or invoices.
Rates and Availability
Rates and availability are subject to change each year.