Hotel Meeting Space

The Academy holds hotel meeting space from Thursday, Oct. 10 through Tuesday, Oct. 15, for alumni, exhibitor and related group events.

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

Hotel Meeting Space Hours

The following hours have been set forth by the Academy's Board of Trustees for non-Academy functions during AAO 2019:

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 2019 Academy Meeting Space Hotels

• Fairmont San Francisco
• Grand Hyatt San Francisco
• Hilton San Francisco Union Square
• Hotel Nikko San Francisco
• InterContinental San Francisco
• JW Marriott San Francisco Union Square
• Palace Hotel, a Luxury Collection Hotel, San Francisco
• Parc 55 San Francisco – a Hilton Hotel
• Park Central San Francisco
• San Francisco Marriott Marquis
• St. Regis San Francisco
• W San Francisco
• Westin St. Francis San Francisco on Union Square

Hotel Meeting Space Fees

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

Exhibitors

• Feb. 27 - Aug. 7: $250
• After Aug. 7: $350

Alumni and Related Groups

• Feb. 27 - Aug. 7: $150
• After Aug. 7: $200

Deadlines

Last day to qualify for the Early Rate: Wednesday, Aug. 7.

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 contact the exhibiting company to complete a 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:

After April 3, the primary contact for the exhibiting company must submit the Third Party Authorization form in the new Exhibitor Portal to authorize a company they have hired to work on their behalf.

Contact Academy staff at exhibitions@aao.org with any questions.

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 2019 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.