Affiliate Meeting/Event Guidelines

For JW Marriott Indianapolis Hotel (Headquarter Hotel) Only. Indiana Convention Center space is not available.

Breakout Meeting Room

$650 | Accommodates for small meetings Conference/U-Shape Setup or small receptions

Multi-Room/Ballroom

$1,250-$3,250 | Accommodates for large meetings/events with flexible setup

  • Two rooms combined: $1,250
  • Four rooms or one ballroom section: $2,500
  • Five rooms: $3,250

What Qualifies as an Ancillary Event?

Any event including participation of AAO-HNSF Annual Meeting attendees, including exhibitor staff meetings, scheduled outside of the official AAO-HNSF program and hosted outside of the Indiana Convention Center & Lucas Oil Stadium, including but not limited to:

Types of Function(s):

  • Alumni/Social Receptions
  • Annual Meetings
  • Committee and Board Meetings
  • Staff Meetings
  • Exhibitor Pre-Conference Meetings
  • Sales Training
  • Study Groups
  • Task Force

Approved Affiliate Meeting/Event Schedule Times

There are no AAO-HNSF events scheduled during the following times:

  • Tuesday, October 7 | any time
  • Wednesday, October 8 | any time
  • Thursday, October 9 | any time
  • Friday, October 10 | any time
  • Saturday, October 11 | 6:00 – 8:00 am
  • Sunday, October 12 | 6:00 – 9:00 am, 5:00 – 9:00 pm
  • Monday, October 13 | 6:00 – 9:00 am, 5:00 – 9:00 pm
  • Tuesday, October 14 | 6:00 – 9:00 am

Mobile App Promotion

Affiliates have the option to have their meeting/event details included within the schedule on the mobile app/event website. This is a schedule-listing only and will not be featured on the Registration site. Mobile App promotion is included in the reservation fee and will not be listed without Affiliate’s approval.

Promotion will be displayed in the following format:

  • Date
  • Start Time
  • End Time
  • Affiliate Company Name – Meeting/Event Name (Affiliate)
  • Meeting Room Location
  • Optional: text-only description

Offsite affiliates have the option to list their meeting/event on the official AAO-HNSF mobile app/event website for a flat rate fee of $500.

Affiliate Meeting/Event Request Form

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