Annual Meeting FAQs

General Information

What are the dates of the 2024 Annual Meeting & OTO EXPO? Where will it be held? 

The 2024 Annual Meeting & OTO EXPO will be held Saturday, September 28 – Tuesday, October 1 at the Miami Beach Convention Center in Miami Beach, Florida, and the Loews Miami Beach Hotel. The Opening Ceremony kicks-off this year’s Annual Meeting on Saturday, September 28.  In the past, the Annual Meeting followed a Sunday – Wednesday schedule. The AAO-HNSF realizes your time is precious. We hope this schedule shift will help ensure you spend less time away from your busy practice and your patients. 

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

The 2024 Annual Meeting will be fully in person in Miami Beach, Florida. 

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 ancillary/affiliate meetings taking place. Visit the Special Events webpage,  explore the schedule at a glance, and Ancillary Affiliate Meeting webpage to learn more.  

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 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 explore the schedule at a glance to learn more. 

Where can I find more information about Miami Beach, Florida? 

Known as “Magic City,” Miami is famous for its art, culture, diversity, and so much more. From amazing museums and art districts to natural wonders and family-centric attractions, the options are limitless to fulfill whatever your heart desires while visiting one of the most unique cities in the United States. Visit the Welcome to Miami webpage to start planning your trip. 

What is the primary airport to fly into when traveling to Miami, Florida? 

The primary airport is the Miami International Airport (MIA), located at 2100 NW 42nd Ave, Miami, FL 33142. The Miami International Airport website has information both on how to go from your gate to ground transportation and on options for getting to Miami Beach. 

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

If you need a visa to travel to the United States, now is the time to start the visa application. Advance travel planning and submitting an early visa application are important; depending on where you are from it can take many months to secure a visa appointment. For more information about the visa process and wait times, visit the U.S. State Department website.

If you need an invitation letter to present to the Embassy/Consulate, please email us at [email protected] and we can supply you with one. 

What is the COVID-related policy? 

There are no current vaccination or masking policies to attend and participate in the AAO-HNSF 2024 Annual Meeting & OTO EXPO, in Miami Beach, Florida. Any updates to this policy will be communicated with all registered attendees. 

Will there be an AAO-HNSF shuttle bus service? 

Shuttle transportation will be provided to non-walkable hotels and the Presidents’ Reception. There will be shuttle service close to most of the Annual Meeting hotels. 

Conference Registration

What are the registration types? 

• Member Registration: To be eligible for member rates, members must pay their 2024 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 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 EXPOHall 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 EXPO 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 EXPO 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 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 2024 Annual Meeting on OTO Logic 

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

• The Worst-Case Scenarios: Managing OTO Emergencies in Practice Workshop 

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 Miami, Florida? What are the hours of operation? 

All registration areas are located in the Miami Beach Convention Center. 

Main Registration:  

Friday, September 27           1:00 pm – 6:00 pm   

Saturday, September 28      7:00 am – 5:00 pm  

Sunday, September 29         7:00 am – 5:00 pm  

Monday, September 30        7:00 am – 6:00 pm  

Tuesday, October 1            7:00 am – 12:00 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 Miami Beach Convention Center. 

Can lapsed members renew their 2024 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 1 of the Miami Beach Convention 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 5, 2024. All other cancellation requests must be received in writing on or before September 13, 2024, to be eligible for a 50% refund. There will be a $50 processing fee on all registration cancellations received on or before September 13, 2024. No refunds will be processed if a cancellation request is received after September 13, 2024. No refunds will be given for no-shows. Refunds will be processed within 30 days following the 2024 Annual Meeting & OTO EXPO. 

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 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. All event changes or additions must be submitted in writing or online to [email protected] by August 5, 2024. 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 Miami Beach Convention 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 please visit the registration area on level 1 of the Miami Beach Convention Center to ensure your needs are met. 

Hotels and Housing

What is the headquarters hotel for the 2024 Annual Meeting & OTO EXPO? 

AAO-HNSF’s designated headquarter hotel this year is the Loews Miami Beach Hotel. Several of the AAO-HNSF events will take place at the Loews Miami Beach Hotel including 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. 

When will the official AAO-HNSF room block open? 

Registration and housing will open in May. Check back soon for more information. 

What is the deadline for making hotel reservations? 

The deadline to reserve a hotel in the official block is September 5, 2024 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 2024 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) August 5, 2024. 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 13, 2024, 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].