Hotel Meeting Space

During AAO 2023, the Academy holds hotel meeting space from Thursday, Nov. 2 through Monday, Nov. 6 for alumni, exhibitors and related group events.

Meeting space reservations will open on March 1 and may only be requested online. Mark your calendar to 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 2023 Academy Meeting Space Hotels

• Fairmont San Francisco
• Grand Hyatt San Francisco
• Hilton San Francisco
• Hotel Nikko San Francisco
• Hyatt Regency San Francisco Downtown Soma
• InterContinental San Francisco
• JW Marriott
• Palace Hotel
• Parc 55 Hotel San Francisco, A Hilton Hotel
• San Francisco Marriott Marquis
• St. Regis Hotel
• W San Francisco
• Westin St. Francis

Hotel Meeting Space Hours

The following hours have been set forth by the Academy’s Board of Trustees for non-Academy functions during AAO 2023.

Reserve Hotel Meeting Space

Exhibitors: Request hotel meeting space.

Alumni & Related Groups: Request hotel meeting space.

Hotel Meeting Space Fees

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

Exhibitors

• March 1 – Aug. 16: $275
• Aug. 17 - Oct. 11: $375

Alumni & Related Groups

• March 1 – Aug. 16: $175
• Aug. 17 - Oct. 11: $225

Deadlines

Last day to qualify for the Early Rate: Wednesday, Aug. 16

Last day to apply for space: Wednesday, Oct. 11
Space may sell out prior to this date.

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 will 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 2023 program.

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. Designated third parties are required to meet all deadlines as though they were the exhibitor.

In order for a third-party firm to work on behalf of an exhibitor, the exhibiting company must complete a Third-Party Authorization Form. Contact Academy staff at exhibitions@aao.org for this form.

If you are a third party, working on behalf of an exhibiting company, fill out and sign this request form (PDF 67KB) and email it to exhibitions@aao.org. Once received, the Academy will contact the exhibiting company to confirm the arrangement.

Industry Showcases

The Academy sells a limited number of opportunities for exhibiting companies to present information on products and services to attendees in the Expo. Industry Showcases are sold separately.

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, however, post listings of all events using hotel meeting space on our website and in the Mobile Meeting Guide.

Exhibitors who have secured meeting space for a satellite symposia are encouraged to promote their events through promotional opportunities offered by the Academy.