As an OTO EXPO exhibitor, please look out for our monthly email OTO EXPOgram e-newsletter to keep you apprised of important upcoming deadlines, as well as ways to let attendees know about your products and services. If you have questions, please contact Paul Bascomb, Program Manager, Exhibits at This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Sponsorship

NEW Promotional and Corporate Support Opportunities!
Enhance your company’s opportunities and increase your brand’s impact through a wide variety of promotional marketing and advertising opportunities, available exclusively to exhibiting companies. Tap into the decision-making power of nearly 12,000 AAO-HNSF members and meeting attendees as they gather at the world's largest meeting of otolaryngologists and allied health professionals. All opportunities are open to eligible companies on a first-come, first-serve basis. Only two promotional panels are still available – reserve yours today!

Corporate Supporters will be recognized as an Annual Meeting & OTO EXPO supporter in the following ways:

  • Promotion as an Annual Meeting & OTO EXPO supporter on the popular 2012 Annual Meeting website
  • Acknowledgement in the Final Program as a meeting supporter (distributed to all attendees)
  • Recognition in Meeting Daily, the onsite newspaper, as a meeting supporter
  • Industry Round Table supporter recognition for support of $25,000 or more (special recognition as an Industry Round Table participant – see www.entnet.org/irt)
  • Acknowledgement on our Donor Wall of Honor as a corporate supporter (located in two highly-visible areas of the convention center)
  • Acknowledgement of support in The News (if confirmed by May)

For further information regarding annual meeting corporate support opportunities, please contact the Development Staff at 1-703-535-3718 or via email at This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

For further information regarding the 2012 Advertising Opportunities, please email Suzee Dittberner at This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Interested in holding a meeting or reception at the annual meeting? Download an application today!

Fill out a meeting space application today!  Benefits to holding a meeting through the AAO-HNSF include:

  • Events Published - Meeting/events will be published online and in the Final Program
  • Convenience - Ease of being able to meet near the annual meeting
  • Experienced - Experience staff working with you on your meetings/events

Please contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it. if you have any questions.

Service Manual

Thank you for choosing to exhibit at the AAO-HNSF 2012 Annual Meeting & OTO EXPO! The online Exhibitor’s Service Manual that contains all of the necessary forms and materials you need to plan for the conference is now available.

Tips and Hints

Checklist

 

Date Item Details
30-Mar-12 Initial Application Deadline This is the last day that previous exhibitors can utilize their priority points earned and can submit their application with at least a deposit to secure a booth space. After this date, any applications that arrive will be assigned on a first-come-first-serve basis. New exhibitors that signed up will be placed in order of the date their application was received. 
20-Apr-12 Booth Confirmation Email All exhibitors that signed up before the initial deadline will receive a booth confirmation via e-mail. If you have a preference to be elsewhere on the show floor please send an e-mail to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. to be officially placed on the BBL (Better Booth List). You will be contacted promptly to discuss alternative options. If you have not received a booth confirmation please contact Paul Bascomb, Program Manager of Exhibits directly at This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .
07-May-12 Registration Opens Registration for badges and housing will be open to all exhibitors. We urge you to respond promptly and note that anyone that is representing your company, association, or facility will need to have their own separate badge registration. Each exhibiting company is allowed to have five badges for every 100 square feet of booth space selected. Additional badges cost $150. Full-Passes will allow exhibiting reps to access all aspects of the Annual Meeting including the sessions, receptions, and  the OTO EXPO. The price for a Full-Pass is $
18-May-12 Full Payment Deadline All exhibitors need to be 100% paid in full. If you need an invoice please send an e-mail to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. to request a current invoice. If you are not paid by this date, the booth space confirmed could be in jeopardy. If you are signing up to exhibit after this date, payment in full must accompany the exhibit space application. Your booth will not be officially confirmed until payment in full is processed.
15-Jun-12 Meeting Space Applications Discount To receive a discount on Meeting Space needed your forms need to be submitted by this date. The price will increase the next day.
01-Jul-12 Exhibitor Manual Online The Exhibitor Manual will be available online. Freeman is once again our Official Services Contractor (OSC). This is where you will find information on shipping, decorating, utilities and various forms to help promote your presence. Please adhere to the discount deadlines listed on the order forms.
11-Jul-12 Hotel Names Due Date All exhibitor group housing requests are required to provide names for each individual reservations at this time. 
27-Jul-12 Multi-level Booth Designs due for Approval Please send to Paul Bascomb at This e-mail address is being protected from spambots. You need JavaScript enabled to view it.
01-Aug-12 Pre-Registered Attendee List This is the list each exhibitor is allowed to use to promote your presence on the show floor. The list contains physical addresses only. This will allow ample time for your mailer to be reviewed and sent in time to be received before attendees travel. Please allow at least five business days for your mailer to be reviewed. Any requests received after this date are not recommended. 
01-Aug-12 Warehouse Shipments Freeman will start receiving shipments to their warehouse for advance deliveries to be held until move-in.
03-Aug-12 Lead Retrieval Deadline In order to receive a discount on the lead retrieval units your order needs to be placed on or before August 3, 2012. The pre-show deadline is August 17, 2012. Any orders received on or after this date will be at the increased rate. This includes any onsite orders.
6-Aug-12 Island Booth Designs due for Approval Please send to Paul Bascomb at This e-mail address is being protected from spambots. You need JavaScript enabled to view it.
10-Aug-12 Group Housing Deadline A group can officially request rooms until 8/10 EOB , but they will have to provide names at the time of request. The sooner the better because our hotel blocks fill up quickly.
21-Aug-12 Booth Cleaning Deadline Order forms will be available in July. Your carpet will be cleaned once after initial set up. It's the exhibitor's responsibility after the initial cleaning to order booth cleaning services.
21-Aug-12 Booth Designs Due All exhibitors that will have an island booth will need to submit their booth layout design by this date. Prior approval by Show Management is needed and mandatory.
21-Aug-12 Furniture/Carpet Discount Deadline No furniture is included with your booth space purchase.  If you need tables, chairs, carpet, etc please submit your order on or before this date in order to take advantage of the discounted rate.
21-Aug-12 Electrical Discount Deadline Standard lighting in Halls A, B, and C will be available, however if you need further lighting or other electrical needs you need to have your orders in on or before August 21, 2012 to take advantage of the discounted rate.
21-Aug-12 Utilities Discount Deadline If you have any need for utilities please submit your order on or before August 21, 2012 to get the best rate possible.
21-Aug-12 Hanging Sign Orders Hanging signs can only be approved for exhibitors that have an island booth that is at least 400 net square feet. All requests need to be submitted by August 21, 2012. Requests made after this date are not recommended.
24-Aug-12 Advance Shipping Deadline If you are shipping to the warehouse your delivery needs to arrive on or before August 24, 2012. After this date shipments need to be sent directly to the Convention Center.
30-Aug-12 Audio Visual Deadline If you have any audio visual needs, your order needs to be placed by August 30, 2012. Requests received after this date will be at a higher rate.
31-Aug-12 Certificate of Liability Insurance All exhibiting companies need to show proof of liability insurance before they are allowed to set up on the show floor. Please refer to the guidelines set in the Rules & Regulations, which can be viewed online: http://www.entannualmeeting.org/12/index.php/oto-expo/rules-and-regulations.
05-Sep-12 Move-In The Convention Center will start receiving Show Site deliveries on this day. Freeman will start moving in items received at the warehouse as well.
06-Sep-12 Exhibitor Move-In This is the first day that exhibitors can move into the convention center.
08-Sep-12 Onsite Shipping Deadline For all shipments being sent directly to the Convention Center, please note that shipments won't be accepted after this date. 
09-Sep-12 First Day This is the first day that the OTO EXPO will open. All exhibits need to be set by 5pm on September 8, 2012. Any exceptions need to receive prior approval from Show Management.

2013 Vancouver

Over this past year we have informed all current exhibitors that booth space selection and advance hotel group contracting for the 2013 Annual Meeting & OTO EXPO will take place during the 2012 Annual Meeting & OTO EXPO.

Please refer to this document for details on how that process will work.