Registration Types

Attendee Registration

All prospective attendees of the 2012 Annual Meeting & OTO EXPO should register through attendee registration with the EXCEPTION of Exhibitors, Press, Saturday Workshop Only and International Groups.

Members

To be eligible for member rates, members must pay their 2012 dues before registering. If due payments are not current, the AAO-HNSF will charge the higher, non-member registration fee and will not issue any refunds.

Member Resident/Medical Students/Fellows-in-Training

Must provide verification to AAO-HNSF in order to receive the Member Resident/Medical Student/Fellows-in-Training registration rate. Please upload a completed verification form on the profile page of your online registration.

Non-Members

Non-Members must register to attend any portion of the AAO-HNSF Annual Meeting & OTO EXPO. If you would like to receive discounted membership rates, please contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it. to apply of membership before registering.

Non-Member Resident/Medical Students

Must provide verification information to AAO-HNSF in order to receive the Non-Member Resident/Medical Student registration rate. Please upload completed verification form to the profile page of your registration.

One-Day Registration

Provides admittance for Members and Non-Members to the Scientific Program and OTO EXPO for the selected day. Instruction Course tickets must be purchased separately.

Guests

"Guest" refers to a spouse, significant other, or personal friend, NOT a business associate, colleague, or student. All registered guests will receive tickets to the President's reception and are invited to the Scientific Program. Guests are not eligible for Instruction Courses or allowed to claim CME. A guest registration DOES include entrance to the exhibit hall; however, an OTO EXPO box lunch will need to be purchased separately.

2012 Honored Guest Countries

Registrants who reside in Chile, Israel, Spain, and Vietnam will receive a $100 discount of their registration fees. This discount cannot be combined with an International Internet Subscribers discount. Regular instruction course fees still apply.

International Internet Subscribers

International Internet Subscribers receive a $100 discount off their registration fees. This discount cannot be combined with an honored guest country discount. To become a subscriber, contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

International Group Registration

International Group's offers all-Inclusive International Group Travel Packages: room, breakfast, taxes, porterage, help desk and complimentary shuttle service to/from the convention center.  One stop shop services for international attendees, planners and their groups. IGD offers the lowest hotel rates at all AAO-HNSF hotel properties with easy online group booking and secured payment options. Proceed to International Groups in order to secure your group's arrangements.

Exhibitor Registration

All exhibitors must be registered through the Exhibitor Management Console by their designated exhibitor booth contact. Exhibitor registration only allows exhibitor access to the show floor, it DOES NOT include an OTO EXPO box lunch or lunch voucher, those could be purchased separately. Any exhibitors interested in attending the Scientific Program or purchasing instruction courses, must register as an Exhibitor Full Access Registration type.

Exhibitor Full Access Registration

Exhibitor Full Access Registration gives exhibitors the opportunity to attend the scientific program, register for instruction courses, attend the President's reception and receive a box lunch or lunch voucher every day of the conference.

Press Registration

Members of the media who wish to register for the Annual Meeting & OTO EXPO MUST submit a registration request through press registration. All press registration requests will be reviewed by media relations. Once you have been approved, you will receive an offical registration confirmation via email. 

Registration Policies

Address Changes

Unless a permanent address change has been communicated, the Academy member address on file will be used in all communications. You can change your address by visiting www.entnet.org, or by calling 1-877-722-6467.

Age Restrictions

The OTO EXPO is a gathering of otolaryngologists and industry professionals. Children 16 years of age and younger are not permitted on the exhibit floor.

Attendee Conduct and Security

Admission to all official 2012 AAO-HNSF events will require a proper display of registration badges. Badges should be worn and visible at all times and are nontransferable. False certification of individuals as paid AAO-HNSF meeting attendees, misuse of badges, any method of assisting unauthorized persons to gain access to any annual meeting event, or inappropriate conduct will be just cause for repossessing badges of any individuals involved. As a result, AAO-HNSF reserves the right to expel all parties involved and has no obligation to refund.

Cancellation and Refund Policy

There will be a 25 percent processing fee on all cancellations received in writing on or before June 22, 2012. All other cancellation requests must be received in writing on or before August 3, 2012, in order to be eligible for a 50 percent refund. All Instruction Courses are non-refundable. No refunds will be processed if cancellation is received after August 3, 2012. No refunds will be given for no-shows. Refunds will be processed within 30 days following the 2012 Annual Meeting & OTO EXPO.

Remit all cancellations to:
AAO-HNSF Annual Meeting Registration
WYNDHAM JADE
6100 West Plano Parkway
Suite 3500
Plano, TX 75093, USA

 This e-mail address is being protected from spambots. You need JavaScript enabled to view it.
 

Invitation Letters

Citizens of some foreign countries will need a visa to enter the United States. Registrants will receive information on how to obtain a visa letter with their Annual Meeting & OTO EXPO registration confirmation. Registration for the Annual Meeting & OTO EXPO is required before an invitation letter can be issued. Contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it. for additional information.

OTO EXPO Box Lunches or Lunch Vouchers

Full conference attendees of the annual meeting will have two options for lunch in the OTO EXPO this year.  Attendees may select the traditional box lunch option or opt for a daily $15 meal voucher to be redeemed at any of the concession stands in the OTO EXPO.

Payment

Full payment must be received with your registration.

Registration Confirmations

All registrants will receive emailed confirmation of their registration and Instruction Course enrollment. Registration materials will be mailed in advance to those who register by August 3, 2012, and reside in the U.S. or Canada.

Special Assistance

All of the official AAO-HNSF hotels, as well as the Walter E. Washington Convention Center, comply with the Americans with Disabilities Act. If you require special assistance, please call the AAO-HNSF Registration Center at toll free 1-866-212-0683 or 1-972-349-5970.

Substitutions

No substitution of one individual for another is 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.

Suitcasing Policy

Suitcasing is the act of soliciting business in the aisles during the exhibition or in other public spaces, including another company's booth or a hotel lobby.  Please note that while all meeting attendees are invited to the exhibition, any attendee who is observed to be soliciting business in the aisles or other public spaces, in another company's booth, or in violation of any portion or AAO-HNSF's exhibition policy will be asked to leave immediately.  Additional penalties may be applied. Please report any violations you may observe to show management.

Wire Transfer Instructions

Contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it. for wire transfer instructions. All payments must be in U.S. dollar amounts. Make sure to include bank charges in the wire transfer.

Questions?

Toll-Free Phone: 1-866-212-0683 (within the U.S. and Canada)
1-972-349-5970 (outside the U.S. and Canada)
Email: This e-mail address is being protected from spambots. You need JavaScript enabled to view it.

Hotel FAQ

What is the headquarters hotel for the Annual Meeting?

Renaissance Washington, DC Downtown

Can I make a hotel reservation in the AAO-HNSF hotel room block if I am not registered for the 2012 AAO-HNSF Annual Meeting?

Yes, you can book your housing reservation before registering for the Annual Meeting.

What is the deadline for making hotel reservations?

August 3, 2012.

Can I book more than one reservation at a time for my colleagues?

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

How do I reserve a block of 10 or more rooms?

Submit a group housing request online at www.entnet.org/annual_meeting or send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. with the dates that you are requesting and every effort will be made to try and accommodate your request.

Can I contact the hotels directly to make my hotel reservations?

No. Attendees must make their reservation through the AAO-HNSF Housing Center in order to take advantage of AAO-HNSF’s contracted discounted rates.

The nights I need are not available at any of the AAO-HNSF blocked hotels, what should I do?

Send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. with the dates that you are requesting and every effort will be made to try and accommodate your request.

I am requesting a Suite, are there any available?

AAO-HNSF does not have suites contracted in the room blocks. Please send your request for a suite to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. to see if we are able to accommodate your request and we will notify you via email.

Can I pay for my entire hotel stay upfront?

Yes, contact the AAO-HNSF Housing Center at 972-349-5970 or email at This e-mail address is being protected from spambots. You need JavaScript enabled to view it. , provide them your hotel name and web ID and they will be able to assist you on what you will need to complete for the specific hotel you are staying at.

When will I receive my hotel confirmation?

Housing confirmations will be sent via e-mail, immediately after receipt of your housing request via web.

Do I need to give a deposit for my hotel room? If so, how can I give my deposit?

Yes. All reservations require a deposit in the amount of one night's room and tax for each sleeping room. All hotel reservations must be processed through AAO-HNSF Registration & Housing Center. No reservation will be made without a method of payment to guarantee each room. To avoid losing your hotel deposit, you must cancel your reservation at least 72 HOURS PRIOR TO ARRIVAL.

Do I 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.

If I need to cancel my hotel reservation, what is the AAO-HNSF cancellation policy?

Hotel cancellations must be received in writing to the AAO-HNSF by 5:00 pm Central Time on August 3, 2012.  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 August 3,2012, any changes to the hotel must be made directly with the hotel.  Cancellation may be submitted to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Who should I contact if I want to reserve Exhibitor Group Housing?

Exhibitor inquiries/requests should be sent This e-mail address is being protected from spambots. You need JavaScript enabled to view it. or call 1-866-212-0683 (within the U.S. and Canada); 1-972-349-5970 (outside the U.S. and Canada).

Who should I contact or where do I go if I want to reserve International Group Housing?

International inquiries/requests should be sent to: This e-mail address is being protected from spambots. You need JavaScript enabled to view it. . For more information, please visit our International Groups Department (IGD) website at: http://www.igd-otoexpo.com.

FAQ

Frequently Asked Questions

What comes with a full attendee conference registration?

• Access to all Scientific Sessions and Honorary Guest Lectures
• Entrance to the OTO EXPO
• The opportunity to review the latest scientific research in the poster area
• Access to the complimentary shuttle service to and from most official AAO-HNSF hotels and the Walter E. Washington Convention Center
• Entrance to the Opening Ceremony and President’s Reception

What is not included with a full attendee conference registration?

• Instruction Courses
• International Reception
• Saturday workshop
• Otolaryngology Historical Society Meeting & Reception

What is a guest registration and what is included?
Guest refers to a spouse, significant other, or personal friend, not a business associate, colleague, or student. All registered guests will receive tickets to the President’s Reception and are invited to attend the scientific program. Guests are not eligible for Instruction Courses or allowed to claim CME. A guest registration DOES include entrance to the exhibit hall; however, an OTO EXPO box lunch or lunch voucher will need to be purchased separately.

How do I register as Press?
You must complete a press registration request through presss registration and be approved by Media Relations in order for your registration to be completed.

What are the 2012 Honored Guest Countries? What type of discount do the registrants from these countries receive?
Registrants who reside in Chile, Israel, Spain, and Vietnam receive a $100 discount off of their registration fees. Regular instruction course fees will still apply.

What type of discount do International Internet Subscribers receive?
International Internet Subscribers receive a $100 discount off their registration fees. This discount cannot be combined with an honored guest country discount.

How do I register if I want a speaker-only registration?
Contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it. if you would like to register only as a speaker. Speaker-only registration allows you access only to the session(s) you are presenting.

Do I have to register for the Annual Meeting, if I am only planning to attend my committee meeting?
Yes, it is required for all members of committees to register for the Annual Meeting if they are planning to attend their committee meeting.

What are the key dates for registration?

• Registration opens: May 7, 2012
• Early discount deadline: June 22, 2012
• Advanced discount deadline: August 3, 2012

When will I receive my registration confirmation?
Registration confirmations will be sent via e-mail immediately after registering via the website.

Where is the registration area in the convention center? What are the hours of operation?
The registration area will be in the Concourse Level of the Walter E. Washington Convention Center. Onsite registration dates and hours are:

• Saturday, September 8  7:00 am–5:00 pm
• Sunday, September 9  7:30 am–5:00 pm
• Monday, September 10  7:30 am–5:00 pm
• Tuesday, September 11  7:30 am–5:00 pm
• Wednesday, September 12 7:30 am–1:00 pm

When will I receive my badge?
In order to expedite the pick-up of badge and materials onsite, registration materials will be mailed in advance to those who register by August 3, 2012 in the United States or Canada.

How do I get my registration materials if I register after August 3?
Pick up all registration materials at the registration counters onsite in the Walter E. Washington Convention Center.

I am an International Registrant. Will I receive my advance registration materials by mail?
No. International registrants with an international mailing address must pick up their badges and tickets onsite at the registration counters in the Walter E. Washington Convention Center.

To whom will my badge and tickets be mailed?
Your own badge and tickets will be mailed to the address provided at the time of registration. This process will help ensure that you receive your registration materials and tickets directly.

How can I correct the information on my badge?
Prior to August 3, you may correct your badge information online by accessing your registration record on the AAO-HNSF Annual Meeting Registration & Housing Center, or by emailing This e-mail address is being protected from spambots. You need JavaScript enabled to view it. . After that date, changes can only be made onsite.

What do I need to bring to register onsite?
A photo I.D. is required for all on-site registrants. If applicable, please bring your student I.D.

What do I do if I forgot my badge?
Go to the registration area of the Walter E. Washington Convention Center. Your badge may be replaced onsite for a fee of $25. A photo I.D. is required at time of payment.

How do I obtain a letter of invitation?
Citizens of some foreign countries will need a visa to enter the United States. Registrants will receive information on how to obtain a visa letter with their Annual Meeting & OTO EXPO registration confirmation. Registration for the Annual Meeting & OTO EXPO is required before a letter of invitation can be issued. Contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it. for additional information.

What method of payment is acceptable to register online?
Credit Card payments are the only form of payment acceptable online, by VISA, MasterCard & American Express only.

What educational sessions are available for general attendee registration?
All Miniseminars, Scientific Program Sessions, and Honorary Guest Lectures will be available onsite on a first-come, first-served basis. Pre-registration is required only for Instruction Courses, Saturday workshop, and other ticketed events. Tickets will be included with your badge information.

Are reduced registration rates available?
Yes. Reduced registration rates are available on a sliding scale. The earlier you register for the 2012 Annual Meeting & OTO EXPO, the more affordable the registration rate! Register by June 22 to get the early registration discounted rate.

Can I register for a one-day pass? If so, do I have to register onsite for a one-day pass?
Yes, you can register for one day. No, you no longer have to register only onsite for one-day passes; you can now purchase them prior to the Annual Meeting online through the AAO-HNSF Registration & Housing Center.

How do I submit a wire transfer?
Contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it. for wire transfer instructions. All payments must be in U.S. dollar amounts. Make sure to include bank charges in the wire transfer.