Important information regarding Corporate Partner Functions can be found on this page, with the terms and conditions listed on the following page. Please note, before proceeding to the next page, you must check the box indicating you have read the information presented on each page.DEFINITION OF CORPORATE PARTNER FUNCTION
A Corporate Partner Function is any independently organized meeting, as outlined below under Function Categories, held on the days immediately before or during Optometry’s Meeting® in the Washington, DC metro area. The following Affiliate Function Guidelines have been developed to ensure meetings do not conflict with Optometry's Meeting® educational sessions and hosted events.
Only companies or organizations that are sponsoring or exhibiting at Optometry's Meeting® may request to hold meetings in conjunction with the AOA in the Washington, DC metro area from Wednesday, June 21, 2017 to Sunday, June 25, 2017. Corporate Partner Functions will be limited to the times outlined below. Should a company cancel sponsorship/exhibit space, all affiliate meeting space will be cancelled. MEETING CATEGORIES
Any Corporate Partner Function requiring meeting space within the Washington, DC metro area, and only exhibitors and their internal staff will be present. These meetings may take place at any time. However, please be aware of the Exhibit Hall hours, so booth staff may be manning their booth(s) during scheduled hours.Avoid scheduling Non-Attendee Meeting during these times:
|Exhibit Hall Dates ||Exhibit Hall Hours |
|Thursday - June 22, 2017||4:00pm - 7:00pm |
|Friday - June 23, 2017 ||10:00am - 5:00pm |
|Saturday - June 24, 2017 ||8:00am - 1:00pm |
A Corporate Partner Function whereby an OD, Student, Resident, Paraoptometric, Optometric Educator, Association Executive, or Optometric Industry Professional registered as an Optometry's Meeting® attendee (anyone not registered as an exhibitor or vendor) will be present.
Attendee Meeting Types Allowed:
• Focus Groups are Corporate Partner Functions that target a specific group of attendees to obtain specific data regarding perceptions or opinions and/or are a collaborative effort of information-gathering and sharing among peers.
• Advisory Board: Meetings that assemble a group of attendees of specific knowledge or skill sets to provide advice and input on specific topics informed by their expertise.
• Investigator Meetings and Updates/Opinion Leader Events include steering committee meetings, consultant forums, conference debrief meetings, and competitive intelligence activities.
• Media Events include news conferences, product previews, and/or interviews that are directed to the news media where information about a company's products, services, research findings, or studies is released. Attendee Function Types Not Allowed:
even without CE credit, which include formal presentations, equipment demonstrations, or procedural instruction are not allowed.
For Special Educational Meetings/Events, AOA will evaluate each meeting/event on its own merit. For more information on special Educational Meetings/Events, Product Theaters and/or Product Showcases, contact the AOA at SpaceRequest@AOA.org
.Attendee meetings are permitted to be held during the following times:
| Optometry’s Meeting® |
|Available Affiliate |
Function Time Slots
|Important Information - Times are tentative and subject to change. |
|Wednesday - June 21, 2017 || 8:00am - 10:00am|
7:30pm - midnight
|Opening General Session– 5:30pm - 7:30pm || |
|Thursday - June 22, 2017 ||7:30pm - midnight || |
|Friday - June 23, 2017 ||5:00pm - midnight ||Alumni Receptions – 5:00pm - 6:30pm |
|Saturday - June 24, 2017 ||4:00pm - 6:00pm ||A Celebration of Optometry – 6:30pm - 10:00pm |
|Sunday - June 25, 2017 ||7:00am - midnight || |
Dates other than those listed above may be requested in the Additional Information
box at the bottom of the Space Request form and are subject to AOA's review and approval. SPONSORSHIP OPPORTUNITIES
Attendee events may be held during certain non-compete times if they are sponsored events. Attendee functions that require a sponsorship include:
• Breakfast Symposiums from 8:00-9:00 am
• Lunch Symposiums from 12:00-1:00 pm
• Any attendee event that is not during the Available Affiliate Function Time Slots
For sponsorship opportunities, please contact Kellie Rodrigue at KERodrigue@aoa.org
.FUNCTION REQUEST PROCESS
Companies/organizations that wish to host a Corporate Partner Function as outlined above must submit the online Function Space Request that follows. A separate form must be submitted for each event being requested. Requests will be reviewed upon receipt. If your event is not approved, you will receive notification from the AOA within ten business days. Function space is assigned on a first-come, first served basis and as availability allows.
If the event is approved, you will receive an email confirmation in April 2017
with your room assignment and function details. MEETING FEESAdministrative Fee:
The fee charged is per event per day requested. AOA will send an invoice for the administrative fee by email, due within 10 days. If space requests are made on June 7, 2017 or later, the invoice is payable upon receipt. Payment must be received by the AOA by June 16, 2017 or the room will be cancelled. Cancellations:
To receive a 50% refund of the administrative fee, cancellations must be submitted to the AOA in writing by midnight CT, May 31, 2017, via email at SpaceRequest@AOA.org
. Cancellations received after this date will not receive a refund.
|Event Type ||Standard Administrative Fee-Request received by midnight |
CT on March 31, 2017
|Premium Administrative Fee-Request received April 1, 2017 - June 25, 2017 |
|Non-Attendee Meeting |
• 1-25 people
• 26-75 people
|Attendee Meeting |
• 1-25 people
• 26-75 people
• 76-99 people
• 100+ people
Call Kellie Rodrigue for access fee 314-983-4255
For more information or if you have questions, please contact the AOA at SpaceRequest@AOA.org
AOA reserves the right to change information in the Corporate Partner Function Guidelines and Space Request form without advance notice.