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 the official dates of Optometry’s Meeting® in the Denver, Colorado 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.
Companies or organizations may request to hold meetings in conjunction with the AOA in the Denver, Colorado metro area from Wednesday, June 20, 2018 to Sunday, June 24, 2018. 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. No organization or company is permitted to reserve meeting rooms directly through the convention center or contracted hotels. If you plan an event that is not at the convention center or one of the contracted hotels, you must first receive approval from the AOA on the purpose, date and time of the proposed event. MEETING CATEGORIES
Any Corporate Partner Function requiring meeting space at which 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 21, 2018||3:00pm - 7:00pm |
|Friday - June 22, 2018 ||9:00am - 5:00pm |
| || |
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, and conference debrief meetings.
• 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 20, 2018 || 8:00am - 10:00am|
8:00pm - midnight
|Opening General Session– 5:30pm - 8:00pm || |
|Thursday - June 21, 2018 ||7:30pm - midnight || |
|Friday - June 22, 2018 ||5:00pm - midnight ||Alumni Receptions – 5:00pm - 6:30pm |
|Saturday - June 23, 2018 ||5:00pm - 8:00pm ||A Celebration of Optometry – 8:00pm - 10:00pm |
|Sunday - June 24, 2018 ||7:00am - midnight || |
Dates other than those listed above may be requested in 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 (excluding the period from December 20, 2017 to January 2, 2018 due to the holiday). Function space is assigned on a first-come, first served basis and as space availability allows.
If the event is approved, you will receive an email confirmation in April 2018
with your room assignment and function details. Do not contact the hotel or convention center until you have received your email confirmation with the venue contact information.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 1, 2018 or later, the invoice is payable upon receipt. Payment must be received by the AOA by June 15, 2018 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, 2018, 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, 2018
|Premium Administrative Fee-Request received April 1, 2018 - June 24, 2018 |
|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.