FAQs

FREQUENTLY ASKED QUESTIONS

These frequently asked questions are meant to address common questions from Annual Meeting attendees and exhibitors.  If you can't find the answer below, please email meetings@entnet.org.

GENERAL INFORMATION

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, senior academic professors and department chairs, leaders of international societies, fellows in training, and residents.

How many attendees do you expect at the 2017 Annual Meeting & OTO Experience?

We are anticipating over 5,000 medical experts and professional attendees.

Does AAO-HNSF hold any meetings or events to attend outside of the Annual Meeting education program?

Yes, AAO-HNSF holds multiple events and committee meetings throughout the meeting, to learn more go here: http://www.entannualmeeting.org/17/general_info/request_meeting_space.

Where can attendees find the committee meeting schedule?

The committee meeting schedule is included within the mobile app.  Click here for the latest schedule.

Are there any networking events to attend at the Annual Meeting?

Yes, the Annual Meeting hosts the President’s Reception, Alumni Receptions, Meet the Scientific Poster Authors during the network breaks in the Exhibit Hall and the International Reception (must be an international attendee or invited to attend the international reception). Learn More: by e-mail to international@entnet.org

 

Where can I find out more information about Chicago, IL?

To find out more information, go to http://www.choosechicago.com/things-to-do/

 

What are the primary airports to fly into when traveling to Chicago, IL?

Chicago has two airports that service the area– O'Hare (ORD) http://www.flychicago.com/ohare and Chicago Midway International Airport (MDW) http://www.flychicago.com/midway

How much is taxi fare to/from the airport to AAO-HNSF hotels?

Average taxi fare to all AAO-HNSF hotel properties to/from the respective airports averages $25 to $45. The City of Chicago offers attendees to chose two app platforms, Curb and Arro, for residents and visitors to hail and pay for a taxi. E-Hail cab services through Curb and Arro are available for download at www.Chicabs.org.

How do attendees and/or exhibitors obtain meeting space to hold an event at the Annual Meeting?

For meeting space at the Annual Meeting, they need to submit a meeting application form and send to meetinglogistics@entnet.org. Learn More: http://www.entannualmeeting.org/

What are the dates, times, and locations of the specialty society meetings?

American Academy of Otolaryngic Allergy (AAOA)

September 8-10, 2017

Palmer House, Chicago, IL

 

American Neurotology Society (ANS)

September 9, 2017

Sheraton Grand Chicago Hotel, Chicago, IL

 

American Rhinologic Society (ARS)

September 8-9, 2017

Renaissance Chicago, Chicago, IL

 

Society of Otorhinolaryngology and Head and Neck Nurses (SOHN)

September 8-12, 2017

Intercontinental Hotel, Chicago, IL

 

HOTELS

Beware of fraudulent hotel operators offering discounted hotel rooms.  The AAO-HNSF and Wyndham Jade, our official hotel provider, has reserved hotel rooms in Chicago at discounted rates.  Shuttle service will only be provided for those who stay within the AAO-HNSF hotel block.

What is the deadline for making hotel reservations?

September 1, 2017.

Can an attendee book more than one reservation at a time for my 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 my hotel reservations?

No. Attendees/exhibitors must make their reservation through the AAO-HNSF Housing Center in order 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 registrationhousing@entnet.org with the dates that you are requesting and every effort will be made to try and accommodate your request.

Are hospitality suites available?

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 alsa@entnet.org to see if we are able to accommodate your request and we will notify you via email.

When will hotel confirmations be sent?

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

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 and sleeping room charges.

What is the AAO-HNSF hotel cancellation policy?

Hotel cancellations must be received in writing to the AAO-HNSF by 5:00 pm Central Time on September 1, 2017. Cancellations received by this date will receive a full refund of the hotel deposit by AAO-HNS/F. 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 1, 2017, any changes to the hotel must be made directly with the hotel. Cancellation may be submitted to registrationhousing@entnet.org.

Who should an attendee contact if they want to reserve International Group Housing?

International group housing inquiries/requests should be sent to: aaoExperience@internationalgroupsdepartment.com. For more information, please visit our International Groups Department (IGD) website at: http://www.igd-otoExperience.com.

REGISTRATION

What are the registration categories for which an attendee can register?

  • Member: Physician/Non-Physician Clinician  OR Resident/Medical Student/Fellow-In-Training
  • Non-Member: Physician/Non-Physician Clinician OR Resident/Medical/Fellow-In-Training
  • Exhibitor: Exhibitor Regular Registration (this registration comes with exhibit booth), Member Full Access, Non-Member Full Access, Non-Member Full Access Non-Physician
  • Guest: Refers to a spouse, significant other, or personal friend, NOT a business associate, colleague, or student. All registered guests will receive a ticket to the President’s Reception. Guests are not eligible to attend the educational program or allowed to claim CME. A guest registration DOES include entrance to the exhibit hall; however, an OTO Experience meal voucher will need to be purchased separately.
  • Daily: Available for Members and Non-Members on Sunday, Monday, Tuesday & Wednesday.  Registrants are only allowed to register for up to two days.
  • One Day OTO Experience: Available for Sunday, Monday or Tuesday and only allows entrance to the OTO Experience hall to view the exhibits and posters within the hall.

 

What comes with a full conference registration?

  • Access to all education sessions
  • Entrance to the OTO Experience
  • Boxed lunch in the OTO Experience
  • AAO-HNS/F General Assemblies
  • The opportunity to review the latest scientific research in the poster area
  • Entrance to the Opening Ceremony, President’s Reception, Simulation Reception, and AAO-HNS Career Fair
  • Shuttle service to/from convention center when you stay in an official AAO-HNSF hotel
  • All full and daily conference registrants receive online access to all 2017 Annual Meeting education sessions through AcademyU

What is not included with a full conference registration?

  • International Reception (invitation only)
  • Pre-Conference Workshops
  • Ticketed Events: Sunrise Yoga, OTOs on the Run 5K, Community Service Activity, Simulation Tour, and Lunch with the Experts
  • Guests and exhibit only registrants do not receive online access to all 2017 Annual Meeting education sessions through AcademyU

What are the 2017 International Guests of Honor? What type of discount do the registrants from these countries receive?

Registrants who reside in China, France, Mexico, and South Korea will receive a discount of $100 off their registration fees. Only one discount per attendee will be honored.

Do members have to register for the Annual Meeting even if they are only planning to attend a committee meeting?

Yes, it is required for all members of committees to register for the Annual Meeting.

Do retired members and life members get a discount?

Yes, retired members and life members will get an automatic $100 discount applied to their full conference registration. Discounts are only applied to full conference registrations.

Do members of the military get a discount?

Yes, members of the military will be charged the “Early Rate” regardless of when they register.

When will attendees receive their name badge?

In order to cut down on paper and continue encouraging sustainable practice, 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 in order to print their badge. Attendees will pick-up of badge and materials onsite.

Where is the registration area in Chicago, IL? What are the hours of operation?

The registration area will be located in McCormick Place Convention Center, Lakeside Center. *Saturday, September 9th there will be a satellite registration desk in the Sheraton Grand Chicago Hotel – Headquarters for the AAO-HNSF as well as the McCormick Place Convention Center.   Onsite registration dates and hours are:

Friday, September 8 12:00 pm – 5:00 pm *Exhibitor only registration

Saturday, September 9 8:00 am–5:00 pm

Sunday, September 10 7:00 am–5:00 pm

Monday, September 11 7:00 am–5:00 pm

Tuesday, September 12 7:00 am–5:00 pm

Wednesday, September 13 7:00 am–10:30 am

Can attendees pay for a registration by purchase order?

No. AAO-HNS/F accepts only checks, wire transfers, or credit card payments.

Can attendees register for the OTO Experience only?

Yes. OTO Experience only passes can be purchased to go in daily or for the entire length of the show.

How can the information on my badge be corrected?

Prior to August 21, attendees may correct their name badge information online by accessing their registration record on the AAO-HNS/F Annual Meeting Registration & Housing Center, or by emailing registrationhousing@entnet.org. After that date, changes can only be made onsite.

 

What do attendees need to bring to register onsite?

A photo I.D. is required for all onsite registrants. If applicable, attendees should bring a student I.D.

 

What do attendees do if they forgot their name badge?

Go to the registration area of the McCormick Place Convention Center. The name badge may be replaced onsite for a fee of $25. A photo I.D. is required at time of payment.

Are instruction course handouts printed for attendees?

Instruction Course handouts are available electronically pre, during and post meeting for attendees to print out. Printing stations will not be available for attendees, if they’d like to print them at the meeting a Fedex offices located in the McCormick Place Convention Center or the Sheraton Grand Chicago hotel for printing at a fee.

 

Do Resident Members still receive FREE Instruction Course Tickets?

All full-conference or daily registrants (including Residents), will be able to pre-select instruction courses to attend complimentary within their registration fee and can do this advance or on-site at any of the registration counters. Instruction course tickets are no longer required.

If an attendee needs to cancel their registration, what is the AAO-HNSF cancellation policy?

There will be a 25 percent processing fee on all cancellations received in writing on or before July 10, 2017. All other cancellation requests must be received in writing on or before August 11, in order to be eligible for a 50 percent refund. No refunds will be processed if cancellation is received after August 11, 2017. No refunds will be given for no-shows. Refunds will be processed within 30 days following the 2017 Annual Meeting & OTO Experience.

Please remit cancellation requests to AAO-HNS/F Annual Meeting Registration, 6100 West Plano Parkway, Suite 3500, Plano, IL 75093, or registrationhousing@entnet.org

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. Registration for the 2017 Annual Meeting & OTO Experience℠ is required before a letter of invitation can be issued. Contact registrationhousing@entnet.org for additional information.

Who should attendees contact if they have accessibility needs?

All of the official AAO-HNSF hotels, as well as the McCormick Place Convention Center, comply with the Americans with Disabilities Act. If you require special assistance, please enter it in the accessibility field within registration or call the AAO-HNSF Registration & Housing Center at 1-866-212-0683 (toll-free U.S. & Canada) or 1-972-349-5970 (International), or by email registrationhousing@entnet.org.

How do attendees get their registration materials if they register after August 21?

Pick up all registration materials at the registration counters onsite in the McCormick Place Convention Center, Lakeside Center.

Do international registrants receive their registration materials in advance by mail?

No. International registrants with an international mailing address must pick up their badges and tickets onsite at any of the registration counters in the McCormick Place Convention Center, Lakeside Center.

Can lapsed members renew their 2017 membership dues through registration in order to get the member discounted registration rate?

Yes, lapsed members from 2017 are able to pay for dues and register for the meeting through registration. Any new members or members who have lapsed membership from before 2017 should contact Member Services at memberservices@entnet.org to ensure they have received your membership application.

Can anyone register for the pre-Conference Workshops only or do I have to register for the entire annual meeting?

Yes, anyone can register for any pre-Conference Workshops only.

What is the objective of the Ultrasound Workshop?

The general objective of this workshop is to provide the practicing surgeon and surgical resident with knowledge and practical skills in the application of diagnostic and interventional head/neck ultrasound.

Are there perquisite requirements for participating in the Ultrasound Workshop?

“Ultrasound for Surgeons: The Basic Course,” is a pre‐requisite module that must be completed prior to attending the Ultrasound Workshop. The Basic course is available only via CD‐ROM and must be purchased separately online at http://www.softconference.com/acs/sessionDetail.asp?SID=175458. The CD‐ROM course is distributed through ACS and will be mailed directly to your attention. The course takes approximately 1‐hour to complete.

What educational sessions are available for general attendee registration?

The Opening Ceremony, Miniseminars, Scientific Oral Sessions, Scientific Poster viewing, and Honorary Guest Lectures will be available on site on a first-come, first-serve program basis. Pre-registration is required only for Instruction Courses, Ultrasound workshop, OHS Reception 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 an attendee registers for the 2017 Annual Meeting & OTO Experience, the more affordable the registration rate! Register by July 10 to get the early registration discount rate. AAO-HNS/F has three registration tiers (Early, Advance & Regular), all charging various amounts depending on when you register. Learn More: http://www.entannualmeeting.org/15/hotels/hotels-and-registration

 

Can attendees register for a one-day pass?

Yes. One-day passes can be purchased prior to the annual meeting online through the AAO-HNS/F Registration & Housing Center.

 

How do attendees submit a wire transfer?

Contact registrationhousing@entnet.org for wire transfer instructions. All payments must be in U.S. dollar amounts. Make sure to include bank charges in the wire transfer.

 

Are annual meeting registration substitutions allowed?

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 on site.

What is the difference between an exhibitor regular registration verses an exhibitor full access registration?

Exhibitor regular registration only allows booth personnel to showcase and work at in their exhibit booth and does not include an OTO Experience meal voucher. Exhibitor full access registration allows exhibitors all of the same things as an exhibitor regular registration, but also allows them to receive everything a general attendee registration receives, able to attend all scientific sessions, instruction courses, honorary guest lectures, opening ceremony, president’s reception and receive the daily meal voucher.

 

 

EDUCATION PROGRAM

What education programs are provided within the Annual Meeting & OTO Experience?

Annual meeting offers a robust education program that offers instruction courses, and scientific sessions to include; miniseminars, international symposia, masters of video presentations, oral and poster presentations, and honorary guest lectures. Preceding the start of the annual meeting, there will be Pre-Conference workshops starting Friday, September 8 through Saturday, September 9. Click here to learn more.

 

Will a preliminary program be made available?

No, the complete listing of AAO-HNS/F Annual Meeting & OTO Experience education programs, social/alumni events, and committee meetings, can be viewed on the AAO-HNSF 2017 Annual Meeting & OTO Experience Mobile App. Go to www.entannualmeeting.org/17/mobile-app to download it now!

 

 

How do attendees and speaker receive the journal’s abstract supplement book for the 2017 Annual Meeting & OTO Experience?

Abstract supplement books are sent out to Academy members along with the August issue of the journal Otolaryngology—Head and Neck Surgery.

 

  

What education programs are provided within the Annual Meeting?

The Annual Meeting program offers instruction courses, and scientific programs to include; miniseminars, international symposia, masters of video presentations, oral and poster presentations, and honorary guest lectures.

 

  • Instruction Courses are one- or two-hour sessions led by recognized experts(s) on current diagnostic, therapeutic approaches, and practice management topics.
  • International Symposia are fifty-five minute miniseminars featuring by expert international panelists (i.e. from outside the United States) involving interactive, in-depth, state-of-the-art presentations employing a variety of didactic and interactive education formats.
  • Miniseminars are one- or two-hour sessions presented by panelist involving interactive, in-depth, state-of-the-art presentations.
  • Masters of Surgery Video Presentations are six-minute digital videos within a 60-minutes, demonstrating key surgical procedures performed by Otolaryngologist-Head and Neck Surgeons.
  • Scientific Oral Presentations are a series of three to six minute presentations focusing on current evidence-based research, surgical procedures, and approaches in clinical sciences and its application to patient care.
  • Scientific Poster are visual displays detailing the latest advancements in Otolaryngology research that allow the viewers the opportunity to appraise and assimilate scientific evidence for improved patient care practices. They will be displayed throughout the course of the annual meeting.

What education presentation formats?

  • Didactic Lecture – Present in a lecture setting designed to impact medical knowledge
  • Interactive Participation – Sessions providing the opportunity for audience members to respond to polling questions to enhance audience participation.
  • Mini-Course (Instruction Courses only) – Small group interaction that demonstrates communication skills resulting in effective information exchange and learning with colleagues. These courses are limited to 25 participants.
  • Skill-based Learning (Instruction Courses only) – Small hands-on sessions that enhance audience clinical expertise through team-based learning, simulation, and skill building. These courses are limited to 40 participants.

How do speakers change, add, delete presenting authors or update my contact information?

Contact Joyce Gray, Programs Manager, Meetings via email at programs@entnet.org.

Does AAO-HNSF offer a printing service for poster presentations?

Yes, the AAO-HNSF recommends using Genigraphics to produce your poster. Guidelines and instructions for ordering your poster can be found within the Presentation Management Portal. By using Genigraphics, presenters ensure that their poster will be delivered directly to the convention center and archived in our online library.

 

Whom can speakers contact for assistance with my presentation?

Please contact Joyce Gray, Program Manager, via email at programs@entnet.org.

 

How do speakers upload their PowerPoint presentations and what is the deadline?

Guidelines and instructions for uploading your PowerPoint presentation in advance of the meeting can be found within the Speaker Management Portal.

 

When does the Call for Papers Open for the 2018 Annual Meeting & OTO Experience?

The Call for Science will open in November 2018. Check the AAO-HNSF website in November for more.

Do speakers need to register?

Yes. All presenters are REQUIRED to register for the Annual Meeting.

Can speakers register on the day of their presentation?

Yes, you can register solely for the day of your presentation by registering as a daily registrant type.

How do attendees select the sessions that they want to attend at the Annual Meeting?

All scientific sessions (miniseminars, instruction courses, international symposia, masters of video presentations and oral presentations) and Guest Lectures are on a first come first serve basis. Separate registration is no longer required to attend Instruction Courses.

Are their recordings available of any the sessions that may have been missed during the Annual Meeting & OTO Experience?

Yes, Full Registered Attendees will access to the complete set of recordings after the meeting through AcademyU®. Contact the education department at AcademyU@entnet.org for additional information.

The American Academy of Otolaryngology – Head and Neck Surgery Foundation (AAO-HNS/F) is accredited by the Accreditation Council for Continuing Medical Education to provide continuing education for physicians. AAO-HNSF designates this live activity for AMA PRA Category 1 Credit™. Physicians should only claim credit commensurate with the extent of their participation in the activity.

How many continuing education credits are designated for the Scientific Program and Instruction Courses?

A maximum of 26 credits may be claimed.

Can you get CME by attending the honorary guest lectures?

Yes, credits can be obtained by attending honorary guest lectures. A maximum of 4 credits can be earned.

 

How many CME credits can be claimed by attending the Pre-conference Workshops?

A maximum of 7 credits may be claimed.

What is a CME Award Certificate?

A CME award certificate documents the amount of CME credit awarded to physicians for participating in this activity.

 

Who receives CME?

CME is offered to all physicians (Domestic/International).

 

What is a Certificate of Participation?

A Certificate of Participation document’s all education sessions an individual has participated in at the annual meeting and the total hours spent in CME/CE designated activities.

 

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 CME Award Certificate 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 2017 Annual Meeting & OTO Experience Evaluation in its entirety. Evaluations may be completed on your personal computer or on site at www.entnet.org/annual_meeting, until November 30, 2017.

Does the Foundation offer CME award certificates for those attending the meeting from outside of the U.S.?

Yes, all international physicians are eligible to be awarded CME credit this year.

 

Are physician faculty able to be awarded CME credit for presenting at the meeting?

Yes, physician faculty have the opportunity to receive CME credit for presenting an original presentation at the meeting.

 

What is a Certificate of Attendance?

A certificate of attendance verifies attendance/participation in the conference but does not indicate any continuing education available for the activity.

 

Who receives a Certificate of Attendance?

All attendees may print a Certificate of Attendance from the Annual Meeting website.

 

Will certificates be available for participants onsite?

Participants will be able to print their certificates from the evaluation website or may wait to receive the AAO-HNS/F Annual Transcript in late February 2018.

 

What is an Official Transcript?

A complimentary official transcript documents all CME eligible education activities an individual has participated in with the AAO-HNS/F for the calendar year including the CME awarded to physicians or total education hours accrued for non-physicians. The Foundation does not send out certificates or credit reports for each separate education activity. The transcript can be found in Academyu.org.

 

When will Official Transcripts be mailed?

Official Transcripts will be sent via email to all education participants in the previous calendar year by February annually.

 

 

TRANSPORTATION

What are the primary airports to fly into when traveling to Chicago, IL?

Chicago has two airports that service the area– O'Hare (ORD) http://www.flychicago.com/ohare and Chicago Midway International Airport (MDW) http://www.flychicago.com/midway

How much is taxi fare to/from the airport to AAO-HNSF hotels?

Average taxi fare to all AAO-HNSF hotel properties to/from the respective airports averages $25 to $45. The City of Chicago offers attendees to chose two app platforms, Curb and Arro, for residents and visitors to hail and pay for a taxi. E-Hail cab services through Curb and Arro are available for download at www.chicabs.org.

Does AAO-HNSF offer any transportation discounts?

Yes, AAO-HNSF attendees will receive $2.00 off one-way/$5.00 off round-trip discount on SuperShuttle when reservations are booked online. This discount is valid between September 20 and October 3, 2017. Please visit http://reservations.supershuttle.com and use the group code: JH39H to take advantage of these savings.

Will there be AAO-HNSF shuttle bus service?

Yes. Continuous shuttle bus service will be provided from most of the official hotels to the McCormick Place Convention Center throughout the meeting. Shuttle service will not be available at walking distance hotel; the Hyatt McCormick Place. Complete route information and schedules will be available at the convention center and conference hotels.

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

Yes, it is required to have a pass in order to ride the shuttle. All shuttle passes can be claimed at registration if you have booked in the AAO-HNS/F hotel block. If you have not booked in the hotel block a $125 fee will be charged per pass.

 

OTO EXPERIENCE

How do companies exhibit at the 2017 Annual Meeting OTO Experience?

Exhibitor information, including online interactive floor plan & applications, can be found online at http://www.entannualmeeting.org/17/oto_experience/oto_experience For more information on exhibiting opportunities, contact Paul Bascomb at pbascomb@entnet.org or call 1-703-535-3778.

 

What are the Exhibit Hall hours?

Sunday, September 10, 2017 9:30 am – 5:00 pm

Monday, September 11, 2017 9:30 am – 5:00 pm

Tuesday, September 12, 2017 9:30 am – 3:30 pm

 

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

Thursday, September 7, 2017 8:00 am-5:00 pm

Friday, September 8, 2017 8:00 am-5:00 pm

Saturday, September 9, 2017 8:00 am-7:00 pm  

All booths are required to be set by 5:00 pm on Saturday, September 9, 2017, however special arrangements can be made to stay later. Also, there are a few companies that can request for earlier move-in times. We tend to have a few companies that are allowed to move-in on Wednesday.  

Dismantle Times:

Tuesday, September 12 (3:30 PM – 8:00 PM) & Wednesday, September 13 (8:00 AM – 8:00 PM)

 

What comes with my booth?

  • Five printed badges per 100 sq. ft.
  • One official program
  • Promotion in Anual Meeting publications
  • One 7”x 44” identification sign (linear booths only)
  • Access to the Exhibitor Lounge
  • Opportunity to take advantage of sponsorship opportunities
  • Access to the President’s Reception

 

Does the exhibitor regular registration badge allow access to all of the sessions and allow exhibitors to register for instruction courses?

No, exhibitor regular registration badges only allow individuals on the exhibit floor. If exhibitors would like to attend the Scientific Program or register for Instruction Courses, they MUST register for an Exhibitor Full Access badge.  

Do exhibitors get a drink ticket for the President’s Reception on along with attendees?

No, unless they purchase an Exhibitor Full Access pass to receive a drink ticket. They are allowed to attend the reception though.

 

How much does it cost to reprint my exhibitor badge?

The price is $100 per reprint, no exceptions.

 

Is the exhibit hall floor carpeted?

No, the exhibit hall is not pre-carpeted. Only the aisles and technology pavilions will be preset with carpet. It is the exhibitor’s responsibility to cover their exhibit space with carpet or some sort of approved floor covering.

 

When will the Exhibitor Service Manual be available?

Exhibitor service manuals will be available online beginning the first week of March to all exhibitors who have submitted an application and paid for their space in full.

How will exhibitors be notified of booth space?

Initial booth confirmation letters with booth assignments will be emailed within one week of submission and will continue periodically as more applications and payments are received. Please allow at least five to seven business days after payment is received to receive your booth confirmation letter.

How do potential exhibitors submit the application?

The completed application for exhibiting can be submitted by faxing it to 1-703-519-1546, or emailing to pbascomb@entnet.org. You can also submit your application online at: http://www.entannualmeeting.org/17/content/exhibitors.

 

Can exhibitors hang signs above their booth?

Yes, but note that hanging signage is permitted only in peninsula and island booths that are 20’x20’ or larger. The sign must be hung within the booth space as to not obstruct your neighbors. The top of the sign can be no higher than 5’ and the bottom can be no lower than 16’.

 

When will companies be informed of their booth number?

Booth confirmation letters with booth numbers will be emailed within one week of application submission. The online floorplan is updated constantly throughout the year and can be viewed at any time to confirm a company’s location on the show floor.

 

Are end-cap booths allowed?

No, end-caps are not allowed to avoid blocking sight lines for other exhibitors.

 

Where can one find the exhibit hall floor plan?

To view the online interactive floor plan, please go to http://www.entannualmeeting.org/17/oto_Experience/oto_Experience

 

How can exhibitors provide feedback to show management?

Please contact Exhibit Manager, Paul Bascomb, at otoexpo@entnet.org or 1-703-535-3778. While onsite, come to the exhibit manager’s meeting which is an open forum for all exhibitors to voice their opinions, discuss the future direction of the show, and be heard by AAO-HNSF show management and its official contractors and service providers. Details will be provided in the August and September issues of the Expogram.

Can exhibitors do a giveaway, prize drawing, or raffle in my booth?

Yes, but it is up to the exhibitor to familiarize themselves with PhRMA and AdvaMED guidelines and any other restrictions governing gifts to physicians. If a company is not bound by the PhRMA codes they are clear to provide giveaways up to and beyond the set $100 limit. Follow this link to learn more: http://www.phrma.org/about/principles-guidelines/code-interactions-healt....

Also, this is covered in our Rules and Regulations: Handout materials are to be straightforward, professional and noncombative in nature. Small token gifts that are not worn or displayed and may be carried in the pocket, such as pens, pencils, luggage tags or pocket calendars, are acceptable and may be distributed from the exhibitor’s booth without prior approval. Such token gifts must meet American Medical Association ethics guidelines and should not be of substantial value. It is the responsibility of the exhibitor to receive prior approval for any handout/novelty item that may be questionable in nature. Exhibiting companies that interact with physicians and other healthcare professionals during the OTO ExperienceSM are asked to review the codes of ethics developed by MITA, NEMA, PhRMA, AdvaMed and the AMA. Ethical practices and industry conduct can differ among companies. It is the responsibility of each company to decide what types of activities are appropriate as they relate to sales and promotional events.

 

 

Is insurance necessary for all companies even if it is only a small exhibit booth?

Yes, insurance is mandatory for every exhibitor. A waiver of liability insurance is not acceptable. Proof of liability insurance must be submitted before arriving at the show.

Is there an award for best booth this year?

Yes, there are three awards. The categories are best single booth, best linear booth and best island booth.

Will companies be able to book exhibit space for the 2018 Annual Meeting & OTO Experience onsite at this year’s meeting?

Yes, all 2017 exhibitors will be given the opportunity to book their booth space for the 2018 Annual Meeting & OTO Experience at this year’s meeting.

 

Can companies secure exhibitor group housing blocks for the 2018 annual meeting during the year’s meeting?

Yes, an exhibitor group housing representative will be accepting group housing requests for the 2018 Annual Meeting & OTO Experience onsite at the 2017 Annual Meeting & OTO Experience.

Are organizations not exhibiting allowed to take advantage of sponsorship opportunities?

No, it is required to be an exhibitor in order to take advantage of sponsorship opportunities. Learn More: http://www.entannualmeeting.org/17/content/exhibitors

 

How do attendees and exhibitors obtain meeting space to hold an event at the annual meeting?

For meeting space at the annual meeting, they need to submit a meeting application form and send to Meetinglogistics@entnet.org Learn More: http://www.entannualmeeting.org/17/content/exhibitors