Annual Meeting FAQs

General Information

What are the dates of the 2025 Annual Meeting & OTO EXPO? Where will it be held? 

The 2025 Annual Meeting & OTO EXPO will be held Saturday, October 11 – Tuesday, October 14, 2025, at the Indiana Convention Center and JW Marriott Indianapolis Hotel in Indianapolis, Indiana. Please make special note of these dates for your travel planning purposes. Education programming kicks off Saturday morning with the Opening Ceremony at 8:00 am (ET) and runs through 1:30 pm (ET) on Tuesday.

Will the Annual Meeting be hybrid (virtual and in person)? 

The 2025 Annual Meeting will be fully in person in Indianapolis, Indiana. 

Who typically attends the Annual Meeting & OTO EXPO? 

The Annual Meeting is targeted to U.S. and international practicing otolaryngologists and associates, researchers in otolaryngology, audiologists, senior academic professors and department chairs, leaders of international societies, fellows-in-training, residents, and medical students interested the specialty. 

Does the AAO-HNSF Annual Meeting & OTO EXPO hold meetings or events outside of the education program? 

Yes, there are several networking events, committee meetings, and affiliate meetings/events taking place. Visit the Special Events webpage, and view the full schedule. 

Where can attendees find the committee meeting schedule?  

Committee meetings will be held at various times. The full committee schedule can be viewed here. 

Are there any networking events held during the Annual Meeting? 

Yes, there will be several networking events, such as the Presidents’ Reception and General Assemblies, as well as affiliate meetings/events taking place during the Annual Meeting. Boxed lunches will be served Saturday through Monday for attendees in the OTO EXPO exhibit hall so that you have a chance to catch up with old friends and meet new colleagues. Visit the Special Events webpage, and view the full schedule. 

How do attendees and/or exhibitors obtain meeting space to hold an event at the Annual Meeting? 

Meeting space for affiliate meetings/events can be requested through Monday, August 11. Visit the Affiliate Meeting/Event Information webpage to learn more or email [email protected].  

Where can I find more information about Indianapolis, Indiana? 

Known for fast cars and blockbuster events, the city of Indianapolis is a burgeoning metropolitan area quickly becoming known for its culinary and brewing scene, thriving cultural institutions, cool neighborhoods, and much more. Join the Academy in the city affectionately known as “Indy” for the AAO-HNSF 2025 Annual Meeting & OTO EXPO℠, from October 11 – 14. Visit the Welcome to Indianapolis webpage to start planning your trip.  

Are there any new events at the 2025 Annual Meeting? 

The 2025 Annual Meeting will feature another round of innovative programming and dynamic events based on attendees’ feedback. See the list below and stay tuned for more information.

• Artificial Intelligence (AI) Mini Track
• Pardon the OTO-ruption Sessions
• Problem Based Learning Sessions 
• Ask the Experts

What is the primary airport to fly into when traveling to Indianapolis, Indiana? 

The primary airport is the Indianapolis International Airport (IND), located at 7800 Col. H. Weir Cook Memorial Dr, Indianapolis, IN 46241. The Indianapolis International Airport website has information both on how to go from your gate to ground transportation and on options for getting to the Indiana Convention Center and JW Marriott Indianapolis Hotel. 

I’m traveling internationally, what do I need to do now to prepare? 

If you require a Visa to travel to the United States of America, now is the time to begin the visa process. If you need an invitation letter to present to the embassy/consulate, please complete and submit this form. 

What is the COVID-related policy? 

There are no current vaccination or masking policies to attend and participate in the AAO-HNSF 2025 Annual Meeting & OTO EXPO, in Indianapolis, Indiana. Any updates to this policy will be communicated with all registered attendees. 

What is the dress code?

For the AAO-HNSF 2025 Annual Meeting & OTO EXPO in Indianapolis, Indiana, we encourage all attendees, including presenters and exhibitors, to adhere to a business casual dress code. Below are some examples of business casual attire:

• Tops: Collared shirts, polos, blouses, or professional tops. No tie necessary.
• Bottoms: Dress pants, chinos, skirts, or tailored slacks.
• Dresses: Simple, professional dresses.
• Footwear: Dress shoes, loafers, flats, or professional heels.
• Layers: Blazers, cardigans, or jackets are optional but can add a professional touch.

Will there be an AAO-HNSF shuttle bus service? 

Yes, shuttle transportation will be provided to non-walkable hotels. Complimentary shuttle bus information is below.

Shuttle service will not be available at the hotels listed below as they are walking distance and connected to the Indiana Convention Center by skywalk:  

• Conrad Indianapolis 
• Courtyard Indianapolis Downtown 
• Crowne Plaza Indianapolis Downtown Union Station 
• Embassy Suites Indianapolis Downtown 
• Fairfield Inn & Suites Indianapolis Downtown 
• Hyatt Regency Indianapolis 
• Indianapolis Marriott Downtown 
• JW Marriott Indianapolis 
• Omni Severin 
• SpringHill Suites Indianapolis Downtown 
• Westin Indianapolis

	Shuttles inbound from hotel to    Indiana Convention Center   Every 15-20 Minutes	Shuttles returning to hotels from    Indiana Convention Center  Every 30 Minutes
Saturday- 10/11	7:00 AM – 11:00 AM	3:00 PM – 6:00 PM
Sunday – 10/12	7:00 AM – 11:00 AM	3:00 PM – 6:00 PM
Mon – 10/13	7:00 AM – 11:00 AM	3:00 PM – 6:00 PM
Tues – 10/14	7:30 AM – 11:00 AM	11:00 AM – 1:00 PM

 

Hotel	Boarding Point
Route 1
Hilton Indianapolis	SE Corner of Illinois & Market St.
Hyatt House Indianapolis Downtown/Hyatt Place Indianapolis Downtown	Curbside, Front Entrance on Pennsylvania St.

Special Service Details 

Friday, October 10

Worst Case Scenarios: Managing OTO Emergencies in Practice 

Workshop: Service will be provided from The Indiana Convention Center departing at 11:00 am to Indiana University’s Simulation Center at Fairbanks Hall. 

Located at: 340 W 10th St, Indianapolis, IN 46202 

Return Service will be provided back to the Indiana Convention Center at 5:00 pm. 

Saturday, October 11

Presidents’ Reception at Lucas Oil Stadium

Service will be provided from the Hilton and Hyatt House/Hyatt Place hotels only to Lucas Oil Stadium from 6:00 – 7:30 pm, every 20-30 minutes. Return service will be provided back to the Hilton and Hyatt House/Hyatt Place hotels only from 8:30 – 9:30 pm, every 30 minutes.

Please Note: No service will be provided for any Walking Distance Hotel.

Is it required to have a shuttle pass to ride the AAO-HNSF shuttle?  

No, shuttle service will be available to all attendees staying at official AAO-HNSF hotels that are not in walking distance. Hotels within walking distance and connected to the Indiana Convention Center by skywalk will not provide shuttle services.

Will there be childcare available during the Annual Meeting?

Yes, full-day and half-day programs will be available for infants and children. Registration closes on September 11. Onsite registration will not be available. Learn more and register here.

Are there any resources to help first-time attendees navigate the Annual Meeting?

Yes, to better serve our first-time attendees (medical students and residents only), we’re excited to launch our new Annual Meeting Buddy Program. This initiative pairs newcomers with experienced meeting attendees who will help them navigate the Annual Meeting and maximize their experience. Residents and medical students who are first-time attendees can sign up for this program directly during the registration process.

Why should I attend the 2025 Annual Meeting?

The 2025 Annual Meeting offers unparalleled access to evidence-based education, hands-on training, and strategic networking with leaders in the field. Learn more here.

Does the Academy have any resources that can help justify my attendance to the 2025 Annual Meeting?

Yes, if you need help making the case for your attendance to your institution, download our justification template.

 

How do I protect myself from unauthorized solicitations related to the Annual Meeting?

Important Warning
Many companies falsely claim to be affiliated with AAO-HNSF or authorized vendors. These fraudulent companies commonly offer services including attendee databases, list rentals, and hotel booking services.

Our Official Policy
AAO-HNSF will NEVER provide attendee or exhibitor lists to outside parties. Any solicitations claiming to offer AAO-HNSF affiliated lists or databases are UNAUTHORIZED.

Hotel Room Scams
AAO-HNSF has secured room blocks exclusively for individuals attending the AAO-HNSF 2025 Annual Meeting & OTO EXPO. We are not affiliated with any other companies offering rooms. No legitimate AAO-HNSF representative would make unsolicited phone calls about exclusive hotel offers. All official announcements are published on our website for all attendees and through our official channels. Please use caution when receiving any phone calls about reduced hotel rates.

Report Suspicious Activity
If you are contacted by any outside company that seems suspicious or if you’re unsure whether they are a legitimate authorized vendor for our events, please contact us at [email protected] or [email protected].

How to Stop Unwanted Emails

• Reply to the email and type “REMOVE FROM LIST” in the subject line
• Block the sender’s email address and domain in your spam settings
• Import blocked domain lists into your email filters if available

File a Fraud Report
If your company has received fraudulent emails or phone calls soliciting you to purchase attendee lists, book hotel rooms, or other services, file a report with the Federal Trade Commission (FTC). The FTC shares these reports with law enforcement partners to help with investigations and stop fraudulent practices.

 

Conference Registration

What are the registration types? 

View the Registration Rates webpage to see the pricing for all categories.

• Member Registration: To be eligible for member rates, members must pay their 2025 dues before registering. If dues payments are not current, the AAO-HNSF will charge the higher, nonmember registration fee and will not issue any refunds. Academy members registering for the Annual Meeting will need to use their member ID numbers or email address associated with their membership to receive the member-only registration rate. If you need assistance confirming your credentials, please contact the Academy’s Member Services team at [email protected]. 
• Full Conference Registration: Provides access to the entire education program, OTO EXPO, the opportunity to review the latest research in the poster area, entrance to the Opening Ceremony, Presidents’ Reception, networking opportunities, and lunch in the OTO EXPO. 
• International Attendees: Physicians, residents, and others attending from outside the United States receive discounted full conference registration rates.  Join the Academy as an international member to access the lowest rates. 
• Conference Daily Registration Pass: Provides admittance for members and nonmembers to the education program and OTO EXPO for up to two selected days. 
• OTO EXPO Only Pass: Available for Saturday, Sunday, or Monday and only allows entrance to the OTO EXPO Hall to view the exhibits and posters within the hall, and lunch in the OTO EXPO.
• Spouse/Guest: Refers to a spouse, significant other, or friend, NOT a business associate, colleague, or student. Attendees selecting this category may attend the Presidents’ Reception and Opening Ceremony. Attendees are not eligible to attend the education program or allowed to claim CME. A spouse/guest registration DOES include entrance to the exhibit hall or lunch in the OTO EXPO.
• Exhibitor Full Access Registration: Exhibitor Full Access Registration gives exhibitors the opportunity to attend the education program every day of the conference, attend the Opening Ceremony and Presidents’ Reception, and access to lunch in the OTO EXPO.
• Press Registration: Members of the media who wish to register for the Annual Meeting & OTO EXPO can access the AAO-HNSF Media Policies and Registration information online. A fully equipped newsroom will be available to reporters onsite during the conference.

I am interested in receiving the member-only Annual Meeting discount. What are the AAO-HNS member categories and how do I join the Academy? 

To learn more about the Academy’s member categories, member benefits, and to submit your application, please visit www.entnet.org/join. If you are interested in learning more about international member benefits, please visit, www.entnet.org/internationalmembership. To be eligible for the member discount, you must join the Academy before registering for the Annual Meeting. For questions about Academy membership, email [email protected]. 

What comes with full and daily conference registration?  

• Access to all education sessions 
• Entrance to the OTO EXPO (Exhibit Hall) 
• OTO EXPO Lunch with the Exhibitors 
• The opportunity to review the latest scientific research in the poster area
• Entrance to the Opening Ceremony, Presidents’ Reception, and the Meet the Scientific Poster Authors Sessions 
• Access to all the recordings of the Education Program for the 2025 Annual Meeting on OTO Logic (Only full conference registration)

Do retired members and life members receive a discount?  

Yes, retired members and life members will get an automatic $100 discount applied to their full conference registration. Discounts are only applied to full conference registrations.  

Do members of the military receive a discount?  

Yes, domestic military, government physicians, or in-training residents/fellows fall into the same category for a lower priced registration rate for members or non-members.

What are the key dates for registration savings? 

Registration is now open, so register today!

When will attendees receive their registration confirmation?  

Registration confirmations will be sent via email immediately after successful completion of the registration process via [email protected].

Where is the registration area in Indianapolis, Indiana? What are the hours of operation? 

All registration areas are located in the Indiana Convention Center. 

Main  & International Registration:  

Friday, October 10           12:00 pm – 6:00 pm   

Saturday, October 11      7:00 am – 5:00 pm  

Sunday, October 12         7:00 am – 5:00 pm  

Monday, October 13        7:00 am – 5:00 pm  

Tuesday, October 14            7:00 am – 12:00 pm 

When will attendees receive their name badge? 

In accordance with the adopted Green initiative, all registered attendees will receive an email badge confirmation with a barcode that they can bring onsite to the registration kiosks to scan before printing the name badge. You must print your badge, as it is required to attend all meeting functions.  

How can the information on my badge be revised? 

Attendees may update their name badge information online by accessing their registration record on the AAO-HNSF Annual Meeting Registration and Housing Center or by emailing  [email protected]. Changes can also be made onsite to badges. 

Do international registrants receive their registration materials in advance by mail? 

No, international registrants must pick up their badge and tickets onsite at the registration counter marked International Attendee Registration in the Indiana Convention Center.  

Can lapsed members renew their 2025 membership dues through registration to get the member discount? 

Yes, lapsed members from as far back as 2018 can pay for dues and register for the Annual Meeting through the registration system. Any new members or members who have lapsed prior to 2018 should contact Member Services at memberservices@entnet.org to ensure they have received your membership application. 

Can attendees pay for a registration by purchase order? 

No, AAO-HNSF accepts only checks, wire transfers, or credit card payments. 

What method of payment is acceptable to register online? 

Credit card payments are the only form of payment acceptable online, by VISA, MasterCard, or American Express only. 

How do attendees submit a wire transfer? 

Contact [email protected] for wire transfer instructions. All payments must be in U.S. dollar amounts. Make sure to include bank charges in the wire transfer. 

What do attendees need to bring to register onsite? 

A photo ID is required for all onsite registrants. If applicable, attendees should bring a student ID. 

What do attendees do if they forgot their name badge? 

Visit the Main Registration Desk in the Crossroads Corridor on level 1 of the Indiana Convention Center. There will be a one time reprint with ID verification at no charge. Any further reprints will incur a $25 fee. A photo ID is required at time of payment.  

What is the AAO-HNS/F cancellation policy? 

There will be a 25% processing fee on all cancellations received in writing on or before August 26, 2025. All other cancellation requests must be received in writing on or before September 26, 2025, to be eligible for a 50% refund. No refunds will be processed if a cancellation request is received after September 26, 2025. No refunds will be given for no-shows. Refunds will be processed within 30 days following the 2025 Annual Meeting & OTO EXPO. 

Please submit cancellation requests to: 

Email: [email protected] 

Fax: 703-631-1673 

How does an attendee obtain a letter of invitation? 

Registrants will receive a link for a visa letter on their Annual Meeting & OTO EXPO registration confirmation.  If you need an invitation letter for visa purposes before registering, contact [email protected]. 

Are Annual Meeting registration substitutions allowed? 

Registration substitutions are not allowed. This policy will be strictly enforced in order to maintain equal access for all participants. Registrants will be asked to provide photo identification when picking up registration materials onsite. All event changes or additions must be submitted in writing or online to [email protected] by August 18, 2025. After this date, changes must be made onsite.   

Who should attendees contact if they have accessibility needs? 

All official AAO-HNSF hotels, as well as the Indiana Convention Center, comply with the Americans with Disabilities Act. If you require special assistance, please enter it in the accessibility field within registration.  

Hotels and Housing

Hotel Name	Address	Base Rate (Up to 2 occupants)	Distance to Venue
JW Marriott Indianapolis (Headquarter)	10 S West Street Indianapolis, IN 46204	$294	0.10 Mile
Indianapolis Marriott Downtown (Headquarter)	350 West Maryland Street Indianapolis, IN 46225	$284	0.10 Mile
Conrad Indianapolis	50 West Washington Street Indianapolis, IN 46204	$284	0.20 Mile
Courtyard Indianapolis Downtown	601 West Washington Street Indianapolis, IN 46204	$264	0.20 Mile
Crowne Plaza Indianapolis Downtown Union Station	123 West Louisiana Street Indianapolis, IN 46225	$262	0.10 Mile
Embassy Suites by Hilton Indianapolis Downtown	110 W. Washington Street Indianapolis, IN 46204	$259	0.10 Mile
Fairfield Inn & Suites Indianapolis Downtown	501 W Washington Street Indianapolis , IN 46204	$254	0.20 Mile
Hilton Indianapolis	120 W Market St Indianapolis, IN 46204	$220	0.20 Mile
Hyatt Place Indianapolis Downtown	130 S Pennsylvania Street Indianapolis, IN 46204	$261	0.30 Mile
Hyatt Regency Indianapolis	One South Capitol Avenue Indianapolis, IN 46204	$264	0.10 Mile
Omni Severin	40 W. Jackson Place Indianapolis, IN 46225	$274	0.10 Mile
SpringHill Suites Indianapolis Downtown	601 Washington Street Indianapolis, IN 46204	$264	0.20 Mile
The Westin Indianapolis	241 W. Washington Street Indianapolis, IN 46204	$284	141 Feet

What is the headquarters hotel for the 2025 Annual Meeting & OTO EXPO? 

The AAO-HNSF 2025 Annual Meeting & OTO EXPO℠ will take place at the Indiana Convention Center in Indianapolis, Indiana, and the JW Marriott Indianapolis (Headquarter Hotel). While the JW Marriott Indianapolis and Indianapolis Marriott Downtown are both this year’s Headquarter Hotels, the AAO-HNSF official housing block offers several conveniently located hotels. 

The Indiana Convention Center links directly to over 4,700 hotel rooms via climate-controlled skywalks—connecting you seamlessly to the JW Marriott, Indianapolis Marriott Downtown, and numerous other premium accommodations within our hotel block. From morning sessions to evening receptions, you’ll move effortlessly through your day without ever checking the weather forecast or worrying about getting lost! 

Can registrants make a hotel reservation in the AAO-HNSF hotel room block if they are not registered for the Annual Meeting? 

Yes, it is no longer required to register first to secure hotel accommodations for the Annual Meeting. 

Where is the list of hotels? 

Visit the Hotel and Travel webpage to learn more about the official housing block. 

What is the deadline for making hotel reservations? 

The deadline to reserve a hotel in the official block is September 18, 2025, at 11:59 pm (ET). 

Can an attendee book more than one reservation at a time for colleagues? 

Yes, the housing site now allows for multiple reservations at once instead of having to book each reservation individually. 

Can attendees/exhibitors contact the hotels directly to make hotel reservations? 

No, attendees/exhibitors must make their reservation through the AAO-HNSF Housing Center to take advantage of AAO-HNSF’s contracted discounted rates. 

If the nights attendees/exhibitors need are not available at any of the AAO-HNSF blocked hotels, what should they do? 

Send an email to [email protected] with the dates that you are requesting and every effort will be made to try and accommodate your request. 

Can attendees/exhibitors request a hospitality suite? 

AAO-HNSF does not have suites contracted in the room blocks. Attendees/exhibitors should submit a meeting request form and send their request for a hospitality suite to [email protected] to see if we are able to accommodate your request and we will notify you via email. 

When will attendees/exhibitors receive their hotel confirmation? 

Housing confirmations will be sent via email, immediately after receipt of your housing request via [email protected]. 

Do attendees/exhibitors need to provide a credit card for incidentals upon checking in at the hotel? 

Yes, a credit card is required upon check-in at the hotel for incidentals. 

What is the AAO-HNSF hotel cancellation policy? 

Cancelling your conference registration does not automatically cancel your hotel reservation. To cancel your hotel room(s), please contact the AAO-HNSF 2025 Annual Meeting & OTO EXPO Housing Bureau at [email protected]. Hotel cancellations must be received in writing to the AAO-HNSF by 5:00 pm (ET) September 18, 2025. Cancellations received by this date will receive a full refund of the hotel deposit by AAO-HNSF. Please allow 60 days for refund processing. Failure to check in to your hotel on the confirmed date of arrival will result in forfeiture of the entire room deposit. After September 18, 2025, any changes to the hotel must be made directly with the hotel. Cancellation may be submitted to [email protected]. 

Who should an attendee contact if they want to reserve International Group Housing? 

International group housing inquiries/requests should be sent to [email protected]. 

Who should a travel company contact for group registrations? 

Any company or tour group planning on registering multiple physicians should contact [email protected].

Education and CME

What types of education courses are provided as part of the Scientific Program at the Annual Meeting?  

• Panel Presentations: Interactive, in-depth, state-of-the-art presentations on controversial topics with a variety of viewpoints. 
• Expert Lectures: Sessions led by recognized experts on current diagnostic approaches, therapeutic approaches, and practice management topics. 
• International Symposium: Panel discussions featuring expert international panelists employing a variety of didactic and interactive education formats. 
• Master of Surgery Video Presentations: Demonstration videos of key surgical procedures performed by otolaryngologist-head and neck surgeons. 
• Scientific Oral Presentations: Short podium presentations focusing on current evidence-based research, surgical procedures, and approaches in the clinical sciences and their application to patient care. 
• Simulation Education: Interactive, hands-on sessions to enhance surgical skills training. 
• Honorary Guest Lectures: Invited luminaries in the field of otolaryngology providing expert opinion presentations. 
• CME ENThusiast Track: For the attendee who wants to optimize their CME/MOC credit-earning potential, this new track will offer back-to-back sessions every hour of the meeting. 
• OPPS Coffee Talks with ASCENT: Roundtable discussions on key business challenges, led by thought leaders from the AAO-HNSF Otolaryngology Private Practice Section (OPPS). 
• Great Debates: Structured debates with prominent thought leaders on some of the specialty’s most contentious issues. 
• Meet the Scientific Poster Authors: Ask questions and share experiences with the poster presenters in a truly interactive session offering CME/MOC credit. 
• Ask the Experts: Large, but casual discussions, led by subject matter experts focused on clinical and professional topics. 

How can I access the full program? 

A complete listing of education and events taking place in Indianapolis can be viewed via the full schedule and through the Annual Meeting mobile app. The mobile app will be available later this summer. 

Where can I find education resources (formerly known as handouts) referenced by the speakers? 

All resources (handouts) made available by speakers are available to view/download in the mobile app under the associated education session

How do attendees select the sessions that they want to attend at the Annual Meeting?  

Education sessions are open to all “full” and “daily” conference registrants on a first-come first-served basis. Pre-registration or sign-ups are not required.  

Will Annual Meeting Webcast recordings of the education sessions be available?  

Annual Meeting “full” conference registrants will receive access to the Annual Meeting Webcasts package which includes the education sessions released by the speakers. The recorded sessions can be accessed for either replay or to earn CME/MOC credit as an enduring activity for three-years (set to expire October 2028). 

The sessions will also be available for purchase at www.otologic.org. For questions, please contact [email protected] or visit the OTO Logic booth, located in Academy Central.   

Can I claim CME/MOC credit? How many credits can be claimed? 

The American Academy of Otolaryngology–Head and Neck Surgery Foundation designates this live activity for a maximum of 21 AMA PRA Category 1 Credits™ for the concurrent sessions. The CME ENThusiast Track provides the opportunity to earn up t0 28 AMA PRA Category 1 Credits™. Additionally, a maximum of 40 AMA PRA Category 1 Credits™ will be available for the Scientific Poster Presentations either in-person or via the online gallery. Physicians should claim only the credit commensurate with the extent of their participation in the activity.  

Can you get CME by attending the Honorary Guest Lectures?  

Yes, credits can be obtained by attending Honorary Guest Lectures. A maximum of five credits can be earned.  

Who can receive CME/MOC Credit? 

CME is offered to all physicians (domestic/international). The Foundation is not accredited to offer credit to non-physicians. To determine if activities designated for AMA PRA Category 1 Credit™ are acceptable for your licensing or certification needs, please contact your credentialing body directly. 

What is a CE Transcript? 

A CE Transcript can be found in the “Claim Credit” link in your account. This document lists the number of CME/MOC credits obtained by attending the education session and completing the session evaluation.   

What is a Certificate of Participation?

A Certificate of Participation documents the individual has participated in the AAO-HNSF 2025 Annual Meeting & OTO EXPO. This document can be found in the “Claim Credit” link located in your account.   

Who receives a Certificate of Participation?  

All non-physicians, including allied health professionals, scientific fellows (PhD), registered nurses, nurse practitioners, physician assistants, and all others wishing to claim credit from an outside accrediting body for participation in this activity. 

How do attendees receive their CE Transcript or Certificate of Participation? 

All participants who wish to receive either a CME Award Certificate or a Certificate of Participation must complete the AAO-HNSF 2025 Annual Meeting & OTO EXPO Evaluation in its entirety including individual session evaluations. Evaluations may be completed onsite or through the mobile app until November 2025.   

Does the AAO-HNSF offer CME Certificates for those attending the Annual Meeting from outside of the U.S.?  

Yes, all international physicians are eligible to be awarded CME credit.  

What is an Official Transcript? 

An Official Transcript documents all CME/MOC education activities an individual has participated in and obtained credit for with the AAO-HNSF for the calendar year. The transcript can be found online in your OTO Logic, learner account; credits from the 2025 Annual Meeting will be available in OTOLogic in January 2026. AAO-HNSF does not mail/print out these reports.   

When will my 2025 Official Transcript be available? 

Your 2025 Official Transcript will be available in your OTO Logic, learner account in January 2026.  

Exhibitors, Sponsors, and OTO EXPO FAQs

I am a sponsor or exhibiting company. To whom do I address questions?

Any sponsorship or exhibitor questions can be directed to [email protected].   

As an exhibitor, do I need to register to participate in the AAO-HNSF Annual Meeting & OTO EXPO?

Yes, you must register to participate in the AAO-HNSF Annual Meeting & OTO EXPO. Booth Personnel Registration will begin once you have secured your booth, and an account representative from Spargo will be in contact to help you book your housing and register your booth personnel.  

What are the 2025 Exhibitor Booth Fees? 

Linear and Corner: $39/square foot 

Island Booth: $42/square foot 

Non-profit: $11/square foot 

Exhibitor Registration:  

Thursday, October 9     12:00 pm – 5:00 pm 

Friday, October 10          8:00 am – 6:00 pm  

Saturday, October 11     8:00 am – 5:00 pm  

Sunday, October 12        8:00 am – 5:00 pm  

Monday, October 13      8:00 am – 12:00 pm  

What are the Exhibit Hall hours? 

Saturday, October 11      9:30 am – 5:00 pm 

Sunday, October 12       9:00 am – 4:30 pm 

Monday, October 13       9:00 am – 4:30 pm 

When is the move-in/set-up date and time for exhibitors? 

Thursday, October 9              8:00 am – 5:00 pm *20×20 or larger* 

Friday, October 10                    8:00 am – 5:00 pm 

**All exhibits must be fully installed, empty containers removed and moved to storage, by 8:00 am on Saturday, October 10, 2025.  

If needed, companies can request to move-in on Wednesday, October 8. These are typically companies that have large booth spaces and need additional time to set up. All booths are required to be set by 6:00 pm on Friday, October 10, however special arrangements can be made to stay later. 

Dismantle Times: 

Monday, October 13 (4:30 pm – 10:00 pm) 

Tuesday, October 14 (7:00 am – 3:00 pm)  

**All exhibitor materials must be removed from the exhibit facility by October 14, 2025, at 3:00 pm. 

What comes with my booth? 

• Two printed badges per 100 sq. ft. for booth only 
• 1 Full Conference badge per 100 sq. ft.  
• Standard pipe and drape set up for linear and corner booth spaces 
• Promotion on annual meeting website 
• Listing in the mobile app and online Exhibitor Directory by company and product (deadlines need to be met to be included) 
• One 7”x 44” identification sign (linear and corner booths only) 
• Access to the Exhibitor Lounge  
• Opportunity to take advantage of sponsorship opportunities 

Does the exhibitor regular registration badge allow access to all the sessions? 

No, exhibitor regular registration badges only allow individuals on the exhibit floor. If exhibitors would like to attend the scientific program, they MUST register for an Exhibitor Full Access badge. 

Do exhibitors get a ticket for the Presidents’ Reception along with attendees?

No, exhibitors need to purchase an Exhibitor Full Access pass to access or purchase a ticket for access for $75 .This ticket will allow them access to both the Opening Ceremony and the Presidents’ Reception. 

How much does it cost to reprint my exhibitor badge?

The price is $100 per reprint, no exceptions. 

Will companies be able to book exhibit space for the 2026 Annual Meeting & OTO EXPO onsite at this year’s meeting?

Yes, all 2025 exhibitors will be given the opportunity to book their booth space for the 2026 Annual Meeting & OTO EXPO at or before this year’s meeting. 

Can companies secure exhibitor group housing blocks for the 2026 Annual Meeting during this year’s meeting?

Yes, an exhibitor group housing representative will be accepting group housing requests for the 2026 Annual Meeting & OTO EXPO onsite at the 2025 Annual Meeting & OTO EXPO. 

Are organizations not exhibiting allowed to take advantage of sponsorship opportunities?

Yes, we recognize that sometimes an exhibit space is not the right option for your success. We will work with you to craft the proper sponsorship program to get the return you are looking for. Please visit the Sponsorship webpage or contact us directly at [email protected] to learn more. 

What types of meeting space will be available for exhibitors/sponsors at the Annual Meeting? 

On the show Floor:
To book meeting suites in the OTO EXPO (show floor), please email [email protected]. 

Off the show floor (hotel space)

Please see our Affiliate Meeting/Event Information page and complete a request form. For any additional questions, please contact [email protected]. Space is very limited and is available on a first come first served basis.    

Are there any other Industry Program opportunities available?

The Corporate Champions program allows our vital strategic partners a chance to engage with the Academy in new and meaningful ways. This comprehensive, year-round partnership demonstrates our commitment to fostering a mutually beneficial dialogue. Both the ENTerprise Circle and the OTO Partners Circle represent the pinnacle of the partnership experience.