Know Before You Go to the Annual Meeting
We’re looking forward to seeing you at the AAO-HNSF 2025 Annual Meeting & OTO EXPO at the Indiana Convention Center (ICC). The information below will help you make the most out of your experience.
All times listed are Eastern Time (ET).
Pro Tip: Find all this and more in the #OTOMTG25 mobile app!
Download it today in the Apple App Store (iOS) or Play Store (Android) to get the latest updates and have everything you need at your fingertips before and during the Annual Meeting.
Important Reminders
Download the Mobile App
The mobile app includes the most up-to-date, real-time information to help you navigate and plan your participation at #OTOMTG25. View the full program; build your own agenda; connect with other attendees, speakers, and exhibitors; claim CME; and more!
Mobile App Login Credentials:
To login into the mobile app, use the email address you registered with and your Annual Meeting registration ID.
Exhibitor Registration
Present your #OTOMTG25 registration confirmation onsite at the Exhibitor Registration Area located outside Expo Hall E.
- Thursday, October 9 12:00 – 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
Lead Retrieval will also be available for onsite purchase next to Exhibitor Registration.
Exhibitor Move-in/Set-up Times
- 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.
For all questions regarding booth supplies (internet, carpeting, electric outlets, monitors, etc.), please contact the Expo Group Service Desk at [email protected] or call 972.580.9000. To order lead retrieval devices, please email [email protected] or call 703-995-1800.
Exhibitor Dismantle Times
Exhibitors must keep their booths fully intact until 4:30 p.m. on October 13.
- 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.
OTO EXPO Location and Attendee Hours
Indiana Convention Center, Halls A-E
- 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
WiFi at the ICC Is Sponsored by GSK
- Username: AAO-HNSF
- Password: GSK2025!
Important Room Numbers
- Exhibitor Service Desk: Booth #: 247
- 2026 Sales Office: Booth #: 680
- Exhibitor & Sponsor Lounge: Booth #: 2138
- 2026 Exhibitor Housing Desk: Booth #: 480
- Nursing Mothers’ Room: In the Women’s Restroom near Exhibitor Registration and Lead Retrieval
- Prayer and Meditation Room: ICC, 115
Travel Info
Airport Transportation
Are You Real ID Ready?
As of May 7, 2025, U.S. travelers must be REAL ID compliant to board domestic flights and access certain federal facilities. Learn more here.
Visit the Indianapolis International Airport website for helpful information, including ground transportation options.
Hotel Shuttle
Shuttles to the ICC from hotels in the official housing block are available (unless the hotel is within walking distance). Visit the “Shuttle Bus” tile in the mobile app to learn more.
Events You Can’t Miss
Unopposed Lunch in the OTO EXPO
The unopposed lunch in the OTO EXPO ensures attendees can visit your booth without conflicting sessions—an excellent opportunity for increased engagement.
Exhibit Booth Contest
We’ll be hosting the Exhibit Booth Contest again this year with awards for 10×10, Island, and In-line booths. Judges from the Annual Meeting Program Committee will select the winners, so make sure your booth stands out!
Presidents’ Reception
Included for Full Conference Exhibitor Registrations Only
Rep Your Favorite Team: Pack Your Favorite Jersey to Show Your Team Spirit on the Field of Lucas Oil Stadium
Saturday, October 11, at 6:00 pm | Lucas Oil Stadium
Join the global otolaryngology community for a night of fun, connection, and camaraderie on Saturday, October 11, for the 2025 Presidents’ Reception. Home of the NFL’s Indianapolis Colts, Lucas Oil Stadium will transform into a dynamic networking venue where medical excellence meets championship energy.
Suggested Attire: Show your spirit for an evening of football, music, and networking! Whether it’s your favorite team jersey, Academy swag, or comfortable clothes, wear what makes you comfortable!
Attendees will have exclusive field access to Lucas Oil Stadium’s pristine playing surface for the first 90 minutes of the event, where they can live out their NFL dreams by participating in authentic NFL combine experiences.
Badges are required for attendance. Attendees may purchase guest passes at registration. There will be satellite registration available and the Pedestrian Connector entrance and North Gate entrance of the stadium.
Stay Connected
Social Media
Follow @AAOHNS on Facebook, X, Instagram, and LinkedIn and use the official conference hashtag, #OTOMTG25. Visit the “Social Media” tile in the mobile app for additional tips and to check out our social media toolkits. Please Note: Annual Meeting policies do not permit photography or videography in the OTO EXPO or of the presenters’ slides.
Meeting Daily
As an #OTOMTG25 exhibitor, you will receive an issue of the Meeting Daily each evening, delivered directly to your inbox sharing the latest conference news. You can also view the latest articles through the “Meeting Daily” tile in the mobile app and on the Meeting Daily website.
Where to Go for Help
The Annual Meeting FAQs and Mobile App’s “Meeting Information” tile offer a wealth of helpful information. If you have questions while onsite, please visit the Information Booth, located in the ICC Crossroads Corridor.
Codes of Conduct
AAO-HNS/F events and meetings are designed to increase interaction, engagement, collaboration, connectivity, and community, in a fun and safe learning environment. We value the participation of each member of the community and endeavor to deliver an enjoyable and fulfilling experience. Participants are expected to conduct themselves with integrity, courtesy, and respect for others and maintain the highest level of professionalism at all conference programs and events, whether officially sponsored by AAO-HNS/F or not. All attendees, speakers, organizers, volunteers, partners, vendors, and staff at any AAO-HNS/F event are required to observe the Code of Conduct.
- AAO-HNS/F is dedicated to providing a harassment-free conference experience for everyone, regardless of disability, physical appearance, body size, race, religion, or gender. We do not tolerate harassment of conference participants in any form. All communication should be appropriate for a professional audience including people of diverse backgrounds and cultures. Sexual language and imagery are not appropriate for the conference.
- Be kind to others. Do not insult or defame participants. Harassment in any form, sexist, racist, or exclusionary jokes are not condoned at AAO-HNS/F events.
- Participants violating these rules may be asked to leave the conference at the sole discretion of AAO-HNS/F. Thank you for helping to make this a welcoming event for all.
