Annual Meeting FAQs

General Information

What are the dates of the 2023 Annual Meeting & OTO Experience? Where will it be held?

The 2023 Annual Meeting & OTO Experience will be held September 30 – October 4, 2023, at the Music City Center and Omni Nashville Hotel in Nashville, Tennessee. The Presidents’ Reception kicks-off this year’s Annual Meeting on Saturday evening, September 30.  The program runs October 1 – 4.

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

The 2023 Annual Meeting will be fully in person in Nashville, Tennessee.

Who typically attends the Annual Meeting & OTO Experience?

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 Experience hold meetings or events outside of the Education Program?

Yes, there are several networking events, committee meetings, and ancillary/affiliate meetings taking place. Visit the Special Events webpage and explore the full schedule to learn more.

Where can attendees find the committee meeting schedule?

Committee meetings will be held at various times. You can search the schedule for your committee meetings 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 ancillary/affiliate meetings taking place during the Annual Meeting. Boxed lunches will be served Sunday through Tuesday for attendees in the OTO Experience exhibit hall so that you have a chance to catch up with old friends and meet new colleagues. Visit the Special Events webpage and explore the full schedule to learn more.

Where can I find more information about Nashville, Tennessee?

Known as “Music City,” Nashville is teeming with live music performances, cultural landmarks, outdoor activities, incredible food and shopping, professional sports, and many other things to do that make this destination truly unique. Visit the Welcome to Nashville webpage and watch the “Tennessee Otolaryngology Community Welcomes You to Nashville for #OTOMTG23” video to start planning your trip.

Are there any new events at the 2023 Annual Meeting?

The 2023 Annual Meeting will feature another round of innovative programming and dynamic events based on attendees’ feedback. See the list below and visit the What’s New at the Annual Meeting webpage to learn more.

• International Reception (for international attendees and guests, a complimentary ticket added to your registration is required)
• Wellness Events Return – OTOs on the Run and Sunrise Yoga (Sunday-Tuesday)
• Medical student panel with program directors on matching OTO
• Medical student panel session on Private Practice
• Coffee Talk with the Private Practice Study Group (PPSG)

What is the primary airport to fly into when traveling to Nashville, Tennessee?

The primary airport is the Nashville International Airport (BNA), located at 1 Terminal Dr, Nashville, TN 37214. The Nashville International Airport website has information both on how to go from your gate to ground transportation and on options for getting to downtown Nashville.

What is the COVID-related policy?

There are no current vaccination or masking policies to attend and participate in the AAO-HNSF 2023 Annual Meeting & OTO Experience, in Nashville, Tennessee. Any updates to this policy will be communicated with all registered attendees.

Will there be an AAO-HNSF shuttle bus service?

Yes, a shuttle bus pass is included with a Full Conference, Exhibitor Full Conference, and Daily registration. Please note that Daily registrants will only have a shuttle pass for the day they registered for. All Non-Full Conference registration attendees including Guests and “OTO Experience Only” can purchase a Shuttle Bus Pass for $50 per person to ride any official AAO-HNSF shuttle bus. Shuttle transportation will be provided to non-walkable hotels, Presidents’ Reception, and International Reception. Shuttle service will not be available at the hotels listed below as they are walking distance:

Hotel Name	Address	Distance to Venue
AC Hotel Nashville Downtown	410 Rep. John Lewis Way S Nashville, TN 37203	0.10 Miles
Cambria Nashville Downtown	118 8th Ave S Nashville, TN 37203	0.20 Miles
DoubleTree Nashville Downtown	315 4th Avenue North Nashville, TN 37219	0.40 Miles
Drury Plaza Hotel Nashville Downtown	300 Korean Veterans Blvd. Nashville, TN 37201	0.20 Miles
Embassy Suites by Hilton Nashville Downtown	708 Demombreun Nashville, TN 37203	Adjacent
Fairfield Inn & Suites by Marriott Nashville Near Vanderbilt	109 29th Ave N Nashville, TN 37203	2.30 Miles
Grand Hyatt Nashville	1000 Broadway Nashville, TN 37203	0.50 Miles
Hampton Inn & Suites Nashville Downtown	310 4th Avenue South Nashville, TN 37201	0.30 Miles
Hilton Garden Inn Nashville Downtown/Convention Center	305 Korean Veterans Boulevard Nashville, TN 37201	0.40 Miles
Hilton Nashville Downtown	121 4th Avenue South Nashville, TN 37201	0.20 Miles
Holiday Inn & Suites Nashville Downtown - Broadway	415 4th Avenue South Nashville, TN 37201	0.40 Miles
Holiday Inn Express Nashville Downtown Conference Center	920 Broadway Nashville, TN 37203	0.40 Miles
Home2 Suites by Hilton Nashville Downtown Convention Center	500 Rep John Lewis Way South Nashville, TN 37203	0.20 Miles
Hyatt Place Nashville Downtown	301 3rd Avenue South Nashville, TN 37201	0.20 Miles
JW Marriott Nashville	201 8th Ave Nashville, TN 37203	0.10 Miles
Nashville Marriott at Vanderbilt University	2555 West End Avenue Nashville, TN 37203	2.10 Miles
Omni Nashville Downtown - Headquarters Hotel	250 Rep. John Lewis Way S Nashville, TN 37203	0.00 Miles
Renaissance Nashville Hotel	611 Commerce Street Nashville, TN 37203	0.30 Miles
Residence Inn by Marriott Nashville Vanderbilt/West End	1801 Hayes Street Nashville, TN 37203	1.30 Miles
Residence Inn Nashville Downtown	410 Rep. John Lewis Way S Nashville, TN 37203	0.10 Miles
Sheraton Grand Nashville Downtown	623 Union Street Nashville, TN 37219	0.50 Miles
SpringHill Suites Nashville Downtown/Convention Center	410 Rep. John Lewis Way S Nashville, TN 37203	0.10 Miles
SpringHill Suites Nashville Vanderbilt/West End	1800 West End Avenue Nashville, TN 37203	1.20 Miles
Tru By Hilton Nashville Downtown Convention Center	500 Rep John Lewis Way South Nashville, TN 37203	0.10 Miles

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

Yes, it is required to have a pass to ride the shuttle. Attendees who reserved their hotel room through the official AAO-HNSF hotel block will receive a shuttle pass entitling them to ride the shuttle between AAO-HNSF official hotels and the Music City Center at no additional cost. If you have not booked in the hotel block, a $50 fee will be charged per pass. Please note, hotels within walking distance (0.5 miles and less) of the Music City Center will not provide shuttle services.

What other specialty societies and institutions will be hosting meetings in Nashville during the week?

Specialty Society	Acronym	Event Dates	Event Location
American Academy of Otolaryngic Allergy	AAOA	September 29 –October 1	Embassy Suites
American Head & Neck Society	AHNS	September 30	Omni Nashville/MCC
American Neurotology Society	ANS	September 30	Renaissance Nashville
American Rhinologic Society	ARS	September 29-30	Omni Nashville
American Society of Pediatric Otolaryngology	ASPO	September 30	Omni Nashville
International Surgical Sleep Society	ISSS	September 29	Embassy Suites
Society of Military Otolaryngology	SMO	September 30	Omni Nashville
Society of Otorhinolaryngology & Head-Neck Nurses	SOHN	September 29 – October 2	Nashville Marriott at Vanderbilt University

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 2023 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 Experience, 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 Experience.
• International Attendees: Physicians, residents, and others attending from outside the United States receive discounted 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 Experience for up to two selected days.
• OTO Experience Only Pass: Available for Sunday, Monday, or Tuesday and only allows entrance to the OTO Experience Hall to view the exhibits and posters within the hall.
• Spouse/Guest: Refers to a spouse, significant other, or friend, NOT a business associate, colleague, or student. Attendees selecting this category will receive a ticket to the Presidents’ Reception. 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; however, an OTO Experience meal voucher will need to be purchased separately.
• Exhibitor Full Access Registration: Exhibitor Full Access Registration gives exhibitors the opportunity to attend the education program and receive a box lunch every day of the conference.
• Press Registration: Members of the media who wish to register for the Annual Meeting & OTO Experience can access the AAO-HNSF Media Policies and Registration information 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 a full and daily conference registration? 

• Access to all education sessions
• Entrance to the OTO Experience (Exhibit Hall)
• OTO Experience 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 2023 Annual Meeting on OTO Logic

What is NOT included with a full and daily conference registration?

• Sunrise Yoga
• Fun Run
• The Worst-Case Scenarios: Managing OTO Emergencies in Practice Workshop

Which countries have been named the 2023 Featured Countries?

Canada, Dominican Republic, India, and the United Arab Emirates have been named the 2023 featured countries.

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 Nashville, Tennessee? What are the hours of operation?

All registration areas are located in the Music City Center.

Level 2 Main Registration

Saturday, September 30           10:00 am – 6:00 pm

Sunday, October 1                   6:00 am – 6:00 pm

Monday, October 2                 6:00 am – 6:00 pm

Tuesday, October 3                 6:00 am – 6:00 pm

Wednesday, October 4          7:30 am – 12:00 pm

Level 1 Express Registration:

Saturday, September 30           10:00 am – 6:00 pm

Sunday, October 1                   6:00 am – 6:00 pm

Monday, October 2                 6:00 am – 6:00 pm

Tuesday, October 3                 6:00 am – 12:00 pm

Level 3 Exhibitor Registration

Saturday, September 30           7:00 am – 5:00 pm

Sunday, October 1                   7:00 am – 5:00 pm

Monday, October 2                 8:00 am – 5:00 pm

Tuesday, October 3                 8:00 am – 2:00 pm

When will attendees receive their name badge?

In accordance with the adopted Green initiative and our continuance to encourage sustainable practices, conference badges will not be mailed. 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 stop by the Registration Center to print your badge, which 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 already printed out.

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 Music City Center.

Can lapsed members renew their 2023 membership dues through registration to get the member discount?

Yes, lapsed members from as far back as 2020 can pay for dues and register for the Annual Meeting through the registration system. Any new members or members who have lapsed prior to 2020 should contact Member Services at [email protected] 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 registration area on level 2 of the Music City Center. A name badge may be replaced onsite for a fee of $25. 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 4, 2023. All other cancellation requests must be received in writing on or before September 15, 2023, to be eligible for a 50% refund. There will be a $50 processing fee on all registration cancellations received on or before September 15, 2023. No refunds will be processed if a cancellation request is received after September 15, 2023. No refunds will be given for no-shows. Refunds will be processed within 30 days following the 2023 Annual Meeting & OTO Experience.

Please submit cancellation requests to:

Mail: AAO-HNSF Annual Meeting Registration, 11208 Waples Mill Road, Suite 112 Fairfax, VA 22030

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 Experience 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. All event changes or additions must be submitted in writing or online to [email protected] by August 4, 2023. 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 Music City Center, comply with the Americans with Disabilities Act. If you require special assistance, please enter it in the accessibility field within registration. Any participant in need of special assistance or with dietary restrictions, please visit the registration area on level 2 of the Music City Center to ensure your needs are met.

Hotels and Housing

What is the headquarters hotel for the 2023 Annual Meeting & OTO Experience?

AAO-HNSF’s designated headquarter hotel this year is the Omni Nashville Hotel. Several of the AAO-HNSF events will take place at the Omni Nashville Hotel as well as the Simulation Center, some committee meetings, and a portion of the Academy’s partner programs.

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 8, 2023 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 2023 Annual Meeting & OTO Experience Housing Bureau at [email protected]. Hotel cancellations must be received in writing to the AAO-HNSF by 5:00 pm (ET) September 7, 2023. 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 7, 2023, 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.
• Rapid Poster Presentations: Hear from the lead authors on the most highly ranked poster submissions in each subspecialty.
• 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.
• Coffee Talk with the Private Practice Study Group (PPSG): Roundtable discussions on key business challenges, led by thought leaders from the AAO-HNSF Private Practice Study Group.
• EVP/CEO Spotlight Series: This series, identified by the EVP/CEO, James C. Denneny III, MD, includes featured sessions on developments in the specialty that are important for members to be aware of.
• 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.
• Office Hours: 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 Nashville can be viewed via the online schedule and through the Annual Meeting mobile app.

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.

When does the Call for Science open for the 2024 Annual Meeting & OTO Experience?

The 2024 Call for Science submission site will open December 1, 2023, and will close on January 22, 2024. Stay tuned for more information. The 2024 Annual Meeting & OTO Experience will take place Friday, September 27 – Tuesday, October 1 in Miami, Florida.   

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.

When are the Annual Meeting Webcast recordings of the education sessions available?

Annual Meeting “full” conference registrants will receive access to the 2023 Annual Meeting Webcast package which will include the education sessions released by the speakers. These will be made available in the coming weeks and hosted in OTO Logic, the Academy’s online learning management system. The webcast package will provide CME/MOC credit as an enduring activity for three years, set to expire October 2026. Full conference registrants will receive an email when the 2023 Annual Meeting Webcast Package is available in OTO Logic.

Additionally, attendees can also access recorded sessions for replay in the app under the session description. Recorded session replays will be available approximately 24 hours after the session for those sessions granted permission to release. The recorded session can be found in the app under the session description; if the session is available, you will see a link for “VIEW SESSION RECORDING” at the top of the description. These do not carry CME/MOC credits.

The webcast sessions will also be available for purchase at www.otologic.org in the coming weeks.

For questions, please contact [email protected].

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 27 AMA PRA Category 1 Credits™ for the concurrent sessions. The new CME ENThusiast Track provides the opportunity to earn up to 35 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 2023 Annual Meeting & OTO Experience. 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 2023 Annual Meeting & OTO Experience Evaluation in its entirety. Evaluations may be completed onsite or through the mobile app until October 25 2023, at 11:59 pm (ET).

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 a Certificate of Participation?

A Certificate of Participation verifies attendance/participation in the conference but does not indicate continuing education credit obtained at the meeting.

Who receives a Certificate of Participation?

Attendees can access their Certificate of Participation under the Claim CME site once their session evaluations and overall meeting evaluation is completed.

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. AAO-HNSF does not mail/print out these reports.

When will my 2023 Official Transcript be available?

Your 2023 Official Transcript will be available in your OTO Logic, learner account early-February 2024.

Mobile App FAQs

How do I download the Annual Meeting mobile app?

The Annual Meeting mobile app is available to download to your phone or tablet in the Apple and Google Play stores.

What are the benefits of logging into the mobile app? How do I login?

Login to the mobile app to create your own individual Annual Meeting experience, including building your own schedule, connecting with other attendees and exhibitors, claiming CME, taking notes, accessing handouts, and much more. To login to the mobile app, download the app and click on the login button on the home screen. Make sure to use the same email address you used to register for the Annual Meeting.

How can I access the information on the mobile app if I do not have a smartphone or a tablet?

A browser version of the Annual Meeting app can be accessed at otomtg23.d365.events.

Is there a mobile app guide?

Once you download the mobile app, click the “Meeting Information” tile and navigate to “App Guide.”

Who should I contact if I have questions about accessing the Annual Meeting mobile app?

If you have questions related to the Annual Meeting mobile app, please contact [email protected].

Exhibitors, Sponsors, and OTO Experience 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 Experience?

Yes, you must register to participate in the AAO-HNSF Annual Meeting & OTO Experience. 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 Exhibit Hall hours?

Sunday, October 1          9:15 am – 4:30 pm

Monday, October 2        9:00 am – 4:30 pm

Tuesday, October 3        9:00 am – 2:00 pm

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

Wednesday, September 27         12:00 pm – 5:00 pm *20×20 or larger*

Thursday, September 28             8:00 am – 5:00 pm

Friday, September 29                   8:00 am – 5:00 pm

Saturday, September 30              8:00 am – 12:00 pm *light setup, no machinery*

**All exhibits must be fully installed, empty containers removed and moved to storage, by 12:00 pm on Saturday, September 30, 2023.

Dismantle Times:

Tuesday, October 3 (2:00 pm – 8:00 pm) and Wednesday, October 4 (8:00 am –  4:00 pm)

**All exhibitor materials must be removed from the exhibit facility by October 4, 2023.

What comes with my booth?

• Three 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 drink ticket for the Presidents’ Reception along with attendees?

No, exhibitors need to purchase an Exhibitor Full Access pass to receive a drink ticket. They can attend the 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 2024 Annual Meeting & OTO Experience onsite at this year’s meeting?

Yes, all 2023 exhibitors will be given the opportunity to book their booth space for the 2024 Annual Meeting & OTO Experience at or before this year’s meeting.

Can companies secure exhibitor group housing blocks for the 2024 Annual Meeting during this year’s meeting?

Yes, an exhibitor group housing representative will be accepting group housing requests for the 2024 Annual Meeting & OTO Experience onsite at the 2023 Annual Meeting & OTO Experience.

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 Experience (show floor), please email [email protected].

Off the show floor (hotel space)
To reserve meeting space during the Annual Meeting, send meeting details to [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.