Hotel Meeting Space

The Academy holds hotel meeting space during AAO 2020 in Las Vegas from Thursday, Nov. 12 through Tuesday, Nov. 17, for alumni, exhibitor and related group events.

Meeting space reservations may only be requested online. Reserve early, as space is available on a first come, first serve basis and may sell out.

Space is reserved only for confirmed exhibitors, medical institutions and ophthalmic non-profits.

Official Academy Meeting Space Hotels

• Bally’s Las Vegas
• Flamingo Las Vegas
• Harrah’s Las Vegas
• LINQ Hotel & Casino
• Mirage - Limited availability
• Paris Las Vegas
• Treasure Island
• The Venetian – No availability on Saturday and Sunday. Limited availability on Thursday, Friday, Monday and Tuesday.
• Wynn Las Vegas - Availability only on Friday and Saturday

Hotel Meeting Space Hours

The following hours have been set forth by the Academy's Board of Trustees for non-Academy functions during AAO 2020:

Hotel Meeting Space Fees - Updated Dates

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

Exhibitors

• March 4 – Aug. 12: $250
• After Aug. 12: $350

Alumni & Related Groups

• March 4 – Aug. 12: $150
• After Aug. 12: $200

Deadlines to Reserve Hotel Meeting Space - Updated Dates

Last day to qualify for the Early Rate: Wednesday, Aug. 12

Last day to apply for space: Wednesday, Oct. 21 
Space may sell out prior to this date.

Reserve Hotel Meeting Space

Exhibitors: Request hotel meeting space.

Alumni/related groups: Request hotel meeting space.

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.

Third parties cannot secure meeting space, promotional opportunities, etc. 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.

If you are a third party, working on behalf of an exhibiting company:

• Fill out and sign this request form (PDF 208KB) to have the Academy contact the exhibiting company to complete a Third Party Authorization form.
• If you are an exhibiting company, do not complete or sign this form. (See below.)
• Email the completed request form to exhibitions@aao.org or fax to (415) 561-8576.

If you are an exhibiting company:

• Log into the Exhibitor Portal and complete the Third Party Authorization Form.

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 2020 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 on our website and in the Mobile Meeting Guide, in October.

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