Affiliate Meeting/Event Agreement

The Meetings Department will prioritize AAO-HNSF Annual Meeting & OTO EXPO sessions and assign affiliate requests based on availability. Meeting spaces are selected on a first come first served basis. It is encouraged that affiliates submit meeting requests at their earliest convenience. Submission of meeting space requests does not automatically confirm reservation of meeting rooms.

***If AAO-HNSF is unable to accommodate meeting space in the headquarter hotel, the Meetings Department will authorize the use to contract with another AAO-HNSF host hotel. Meeting space is only contracted within the headquarter hotel(s), so room rental expenses will be the responsibility of the affiliate.

AAO-HNSF Responsibilities

1. AAO-HNSF will only provide meeting space within the headquarter hotel(s) that will be used during the annual meeting.
2. AAO-HNSF will identify the affiliate as the responsible party to manage the meeting space in the hotel for the designated date/time.

Affiliate Responsibilities

1. All financial risks (i.e., food and beverage or AV fees associated with the meeting or additional meeting rooms outside of the contracted block) will be the responsibility of the affiliate. AAO–HNSF has no authority over any service charges, rental fees, set-up fees, labor contracts, etc., that are required by any hotel.
2. Affiliates are responsible for event registration/invitation distribution, and promotion of their event. AAO-HNSF will not assist with event attendance, nor will attendee lists be distributed.
3. To participate as an affiliate, a representative from your organization must be registered for the Annual Meeting by July 1, 2025.
4. The following details are required for space request submission:
   Meeting/Event name
   Requested Date
   Requested Time
   Guest count
   Requested set-up
   Promotion on mobile app/event website: yes or no
5. The affiliate will work directly with the hotel/venue contact to manage the meeting space, audio visual services and catering needs.
6. It is the affiliate group’s responsibility to distribute copies of this information to the appropriate company personnel and/or agents, representatives or contractors involved in planning activities for the AAO–HNSF Annual Meeting & OTO EXPO. It is the responsibility of organizers hosting events to make sure that those events comply with all applicable national, state and local laws and professional conduct codes, including AMA, PhRMA and AdvaMed Codes, and state laws and regulations.