On this page:
Requesting Function Space
Official 2008 Academy Function Space Hotels
Deadlines
Function Space Fees
Third Party/Company Planners
Unofficial Satellite Symposia Locator
Related Links

Requesting Function Space

The Academy is holding hotel function space from Friday, Nov. 7 through Tuesday, Nov. 11, for Alumni, Exhibitor and Related Group events.

Before requesting space, please keep in mind the following hours which have been set forth by the Academy's Board of Trustees for non-AAO meetings during the Joint Meeting:

To request function space:

• Submit your Function Space Request Form online.
• Exhibitors' Hospitality Suites may be requested on the Exhibitor Housing Application Form, which will be mailed by May 9.

Once your space is assigned:

• You will receive confirmation within five business days of form submission.
• Once you receive confirmation you will work directly with the hotel to set up billing and select menus.
• Within three weeks of assignment you must contract with the assigned hotel or your function is subject to cancellation. Food and beverage minimums and/or meeting room rental may apply.
• If you cancel your function, you may be liable to pay cancellation fees to the hotel.
• You are allowed one sign at the entrance of your function.
• Make sure that your promotional materials do not imply that your function is endorsed by the Academy or is related to the official program of the Joint Meeting.

Official 2008 Academy Function Space Hotels

• Atlanta Marriott Downtown
• Atlanta Marriott Marquis
• Embassy Suites at Centennial Olympic Park
• Hilton Atlanta
• Holiday Inn Atlanta Downtown
• Hyatt Regency Atlanta
• Omni at CNN Center
• Ritz Carlton Atlanta
• Sheraton Atlanta
• Westin Peachtree Plaza

Deadlines

Sept. 12

• Deadline for publication in the Alumni & Related Group Event listing
• Deadline for publication in the Unofficial Satellite Symposia Locator

October 24

• Deadline to submit forms for assignment.

Function Space Fees

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

• All administrative fees are nonrefundable.
• Payment accepted by credit card only.
• Fees are nontransferable to other events.
• A $50 change fee will be charged to change the date and/or time of a meeting after the Function Space Form has been submitted.

Submit your function space request now.

Third Party/Company Planners

If you plan on using a third party/company to coordinate your event, you must submit a Third Party Authorization Letter (PDF 8K).

• The authorization letter must be on company letterhead and signed by an employee of the exhibiting company, or it will not be accepted.
• Fax the completed authorization letter to Stephanie Zundel at 415.561.8576.
• No Function Space Form from a third party will be processed without the Third Party Authorization Letter.

For more information, contact Stephanie Zundel, Function Space Coordinator.

Unofficial Satellite Symposia Locator

Symposia booked through the Academy will automatically be listed in the Unofficial Satellite Symposia Locator. After booking your symposium, be sure you keep the Academy (Stephanie Zundel) updated with the current event details including time, room, and event name.  The Unofficial Satellite Symposia Locator brochure will be included in each professional attendee's bag and posted on the Academy's Web site several weeks before the meeting. Although the basic listing is free, you may upgrade your listing by advertising in the Locator; contact Maureen Mauer at Ascend Media for more information.
 
The Academy does not offer sponsored symposia. Symposia conducted during the Academy's meeting are coordinated by commercial companies and are not affiliated with the Academy's official program of the Joint Meeting.

Related Links

• Exhibitor Central
• About Exhibiting
• Exhibitor Registration
• Important Exhibitor Dates
• Marketing Opportunities
• Advertising Opportunities