OTO Forum – Exhibitors and Sponsors Know Before You Go

Important Reminders

Exhibitor Set-Up and Dismantle Schedule:  

Set-Up:
Thursday, March 19                 1:00 – 5:00 pm

Dismantle:
Saturday, March 21                  1:00 – 3:00 pm

**All exhibitor materials must be removed from the foyer by 4:00 pm on Saturday, March 21

OTO Forum Exhibit Hours

Friday, March 20        7:00 am – 6:30 pm

Saturday, March 21    7:00 am – 1:00 pm

Exhibitor Shipping

Please be sure to label your package(s) carefully. We recommend adding package tracking to accurately track your shipment. The hotel will begin to accept packages on Tuesday, March 17. Please note that the hotel will apply fees each way.

Any materials being sent to the Hotel must be marked as follows:

Louisville Marriott Downtown
Attn: AAO-HNSF OTO Forum-Company Name-Booth #
Box _ of _
Hotel Contact: Rohana Sinha
280 West Jefferson Street
Louisville, KY 40202

Please note the hotel will apply the following fees each way:

• $10.00 per box, handled
• $20.00 per box, handled over 50 lbs.
• $50.00 per display box, poster, large tube, or oversized box, handled
• $70.00 per display case, handled
• $150.00 per shrink-wrapped pallet, handled (pallets must be self-contained and properly sealed)
• $300.00 per crate, handled over 150 lbs.

A few reminders before you arrive at the Louisville Marriott Downtown:

• Exhibitor Tabletops include (1) 6’ draped table with 2 chairs and a wastebasket. Power strips will also be provided.
• Louisville Marriott Downtown’s in-house audio-visual provider, Markey’s, is the only company authorized to set up AV equipment in the hotel.
  • Should you require additional AV needs, you can order through this exhibitor link: Marriott Louisville Exhibitor Order Form
  • For any AV related questions, contact Michael Holladay: [email protected]
• All attendees must wear their OTO Forum badge during the conference weekend.

Conference WiFi:

• Network Name: MARRIOTTBONVOY_Conference
• Password: OTOFORUM26

EVENTS YOU CAN’T MISS

Networking Reception: Friday, March 20, 5:15 – 6:30 pm
Location: Marriott Ballroom Foyer

The Networking Reception at the Louisville Marriott Downtown will provide the perfect backdrop for you to connect with attendees. You are invited to mix and mingle with otolaryngology’s finest and experience the elegance of Louisville, Kentucky.

Travel Information

The Official Website of the Louisville Muhammad Ali International Airport (SDF) has helpful information travelers. The estimated time to/from the airport is about 15-20 minutes and can vary slightly based on traffic and demand.

Conference Hotel
Louisville Marriott Downtown
280 W Jefferson St, Louisville, KY 40202
(502) 627-5045

Cancellation Policy: 48 hours
Check-in: 4:00 pm
Check-out: 11:00 am
*Guests may drop their bags off at the front desk to hold before check-in

Meeting Room Details
Marriott Ballroom Foyer | Registration, Exhibit tables, and meal functions
Salon 1-2 | Exhibitor Lounge

Schedule of Events

View the program schedule to plan your team’s time and maximize booth traffic.

Stay Connected

Follow us on Facebook, X, Instagram, and LinkedIn and use #OTOForum26 to join the conversation. Exhibitor social media toolkits are available to help you amplify your presence. Please note: Annual Meeting policies do not permit photography or videography of presenters’ slides.

Code of Conduct

AAO-HNS/F Events and meetings designed to increase interaction, engagement, collaboration, connectivity and community, in a fun and safe learning environment.

We value the participation of each member of the community and endeavor to deliver an enjoyable and fulfilling experience. Participants are expected to conduct themselves with integrity, courtesy and respect for others and maintain the highest level of professionalism at all conference programs and events, whether officially sponsored by AAO-HNS/F or not. All attendees, speakers, organizers, volunteers, partners, vendors and staff at any AAO-HNS/F event are required to observe the following Code of Conduct.

AAO-HNS/F is dedicated to providing a harassment-free conference experience for everyone, regardless of disability, physical appearance, body size, race, religion, or gender. We do not tolerate harassment of conference participants in any form. All communication should be appropriate for a professional audience including people of diverse backgrounds and cultures. Sexual language and imagery are not appropriate for the conference.

Be kind to others. Do not insult or defame participants. Harassment in any form, sexist, racist, or exclusionary jokes are not condoned at AAO-HNS/F events.

Participants violating these rules may be asked to leave the conference at the sole discretion of AAO-HNS/F. Thank you for helping to make this a welcoming event for all.