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 firstname.lastname@example.org.
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 5,500 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 and on the online schedule under 'Meetings & Committees.'
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 dates, times, and locations of the sub specialty society meetings?
American Academy of Otolaryngic Allergy (AAOA)
September 8-10, 2017
Palmer House, Chicago, IL
American Neurotology Society (ANS)
September 8-9, 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 9-12, 2017
Intercontinental Hotel, Chicago, IL
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 email@example.com 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 firstname.lastname@example.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.
Is a credit card due 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 email@example.com.
Who should an attendee contact if they want to reserve International Group Housing?
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 educational 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?
Access In order to cut down on paper and continue encouraging sustainable practice, conference badges will not be mailed this year. 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.
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 firstname.lastname@example.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 email@example.com 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-HNS/F Registration & Housing Center at 1-866-212-0683 (toll-free U.S. & Canada) or 1-972-349-5970 (International), or by email firstname.lastname@example.org.
What are the primary airports to fly into when traveling to Chicago, IL?
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.