- All meeting requests and off-site events must be approved and reserved through the AAO–HNSF Meetings Department. It is a violation of the AAO–HNSF Exhibit regulations to reserve space directly at any facility (convention center, official hotels, and surrounding venues).
- Affiliates are asked not to conduct functions during AAO–HNSF education program hours or AAO–HNSF officially sponsored evening event function times. The times listed above are based on what is currently available to rent within the AAO–HNSF contracted space
- If an affiliate is offered space originally contracted for AAO–HNSF, it will be utilized exclusively by the affiliate. Reselling meeting rooms to other affiliates without AAO–HNSF approval is prohibited.
- Reservation Fee: Fees are non-refundable. Reservation Fee is required upon authorizing the meeting request. Any request without payment information will not be approved. Payment covers the cost to utilize space originally reserved for the AAO–HNSF Annual Meeting. Promotion for your event on the event website and mobile application is included in the fee with affiliates consent. Payment must be made within two weeks of request.
- Once submitted, AAO–HNSF will review the request. If approved, function space will be assigned on a first-come, first-served basis. Please be advised that no event will be confirmed, approved, or have space released until the administrative fee has been received. Confirmation of reservation and introduction to hotel contact will proceed within one week of payment.
- The Submission Deadline for all inquiries and payments is Monday, August 11, 2025, in order to have the function published in the conference app and website. An email notification will be sent to verify receipt of payment. Late submissions will result in an additional $200 late fee.
- Affiliate event requests will be reviewed weekly. Please advise, meetings space assignments will not be confirmed until February 2025. Please do not contact the hotel/venue prior to receiving approval.
- AAO–HNSF reserves the right to accept, reject, or conditionally accept, based on AAO–HNSF’s sole discretion, for any reason, which need not be disclosed to the applicant.
- All outstanding obligations to AAO–HNSF by the submitter, including payment of all debts, must be fulfilled.
- AAO–HNSF has the full authority to interpret or amend rules at its sole discretion. All decisions will be final. Affiliates agree to abide by any rules and guidelines that may hereafter be adopted. All matters or questions not covered by the above rules and guidelines are subject to the discretion of AAO–HNSF. These rules and guidelines may be amended at any time by AAO–HNSF, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by AAO–HNSF to such parties.
HomeEventsAnnual Meeting & OTO EXPOAncillary/Affiliate Meeting InformationAffiliate Meetings/Events Terms & Conditions
