Hotel Meeting Space

The Academy holds hotel meeting space from Thursday, Oct. 25 through Tuesday, Oct. 30, for alumni, exhibitor and related group events.

Hotel Meeting Space Hours

The following hours have been set forth by the Academy's Board of Trustees for non-Academy functions during AAO 2018:

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 2018 Academy Meeting Space Hotels

View a map (PDF 621KB) of Academy hotels providing meeting space in 2018.

• Chicago Marriott Downtown Magnificent Mile
• Fairmont Chicago, Millennium Park
• Hilton Chicago
• Hyatt Regency Chicago
• Hyatt Regency McCormick Place
• InterContinental Chicago Magnificent Mile
• Marriott Marquis Chicago at McCormick Place
• Palmer House Hilton
• Peninsula Chicago
• Radisson Blu Aqua Hotel Chicago
• Renaissance Chicago Downtown Hotel
• Blackstone, Autograph Collection
• Sheraton Grand Chicago
• Swissotel Chicago
• Westin Michigan Avenue Chicago
• Westin Chicago River North

Hotel Meeting Space Fees

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

Exhibitors

• March 7 - Aug. 15: $250
• After Aug. 15: $350

Alumni and Related Groups

• March 7 - Aug. 15: $150
• After Aug. 15: $200

Deadlines

Last day to qualify for the Early Rate: Wednesday, Aug. 15.

Third Parties

Third parties are event management firms, marketing firms or other organizations hired by an exhibiting company to handle exhibit details, logistics, publicity and advertising, etc. Meeting space, promotional opportunities, etc. 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:

1. Fill out and sign this request form (PDF 67KB) to have the Academy send the exhibiting company the Third Party Authorization Form.
2. Email the completed request form to exhibitions@aao.org or fax to 415-561-8576.

If you are an exhibiting company meeting contact:

1. Email exhibitions@aao.org to ask for the Third Party Authorization Form.
2. Fill out and sign the form. Only the exhibiting company may sign this form.
3. Email the completed form to exhibitions@aao.org or fax to 415-561-8576.

Reserve Hotel Meeting Space

Exhibitors: Request hotel meeting space.

Alumni/related groups: Request hotel meeting space.

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 2018 program.

Sponsored and Satellite 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. The Academy does post listings of these symposia, which will be available in September.

Exhibitors who have secured meeting space for a satellite symposia may promote them through Promotional Opportunities offered by the Academy.