During AAO 2024, the Academy holds hotel meeting space from Thursday, Oct. 17 through Monday, Oct. 21 for alumni, exhibitors, and related group events.
Meeting space reservations are now open. Requests must be made 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 2024 Academy Meeting Space Hotels
-
Blackstone Hotel, Autograph Collection
-
Chicago Marriott Downtown Magnificent Mile
-
Fairmont Chicago Millenium Park
-
Hilton Chicago
-
Hyatt Regency McCormick Place
-
Hyatt Regency Chicago
-
Intercontinental Chicago Magnificent Mile
-
Loews Chicago Hotel
-
Marriott Marquis Chicago McCormick Place
-
Peninsula Chicago
-
Raddison Blu Aqua Chicago Hotel
-
Renaissance Chicago Downtown Hotel
-
Swissotel Chicago
-
Westin Chicago River North
-
Westin Michigan Avenue
Hotel Meeting Space Hours
The Academy’s Board of Trustees has set official program hours for AAO 2024. Events may take place per the following schedule:
Date |
Approved Times |
Thursday, Oct. 17 |
No restrictions, events can be held at any time. |
Friday, Oct. 18 |
No restrictions, events can be held at any time. |
Saturday, Oct. 19* |
No events can take place between 8:00 a.m. and 5:30 p.m. |
Sunday, Oct. 20 |
No events can take place between 8:00 a.m. and 5:30 p.m. |
Monday, Oct. 21 |
No events can take place between 8:00 a.m. and 3:30 p.m. |
*New! Saturday, Oct. 19, 7:30 p.m. - 10:30 p.m., the Academy is holding a new, must-attend Saturday Night Celebration. This meeting-wide event supports the Academy’s ophthalmic education initiatives. Additional event details will be available in June.
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 6 – August 7: $275
-
After August 7: $375
Alumni & Related Groups
-
March 6 – August 7: $175
-
After August 7: $225
Deadlines
Last day to qualify for the Early Rate: Wednesday, Aug. 7
Last day to apply for space: Wednesday, Sept. 25 – Space may sell out prior to this date.
After Your Space is Assigned
-
You must contract with the assigned hotel within three (3) weeks of assignment. Otherwise your meeting is subject to cancellation.
-
Food and beverage minimums will apply.
-
Meeting room rental fees may apply.
-
You will work directly with the hotel to establish billing, select menus, confirm function room setup, etc.
-
If you cancel your meeting, you may be liable to pay cancellation fees to the hotel.
-
You are only allowed one (1) sign at the entrance of your meeting room.
-
Make sure that your promotional materials do not imply that your meeting is endorsed by the Academy or is related to the official AAO 2024 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 to receive 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 Industry Showcase opportunities for exhibiting companies to present information on products and services to attendees in the Expo. Review promotional opportunities.
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 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.