• Ancillary Events guidelines

• Timing

• Organizer responsibilities

• Advertising

• Resources

Guidelines

1.    Ancillary events are scheduled at ARVO's discretion and all events are subject to the rules and regulations as set forth in the Ancillary Events policy. There are no exceptions.

• In 2025, non-exhibiting commercial (for-profit) entities must support the ARVO Annual Meeting at the level equivalent to purchasing an exhibit booth OR pay a qualification fee. Qualification fee amount is determined by the type of entity requesting space. (view the complete fees schedule). Any payment made in this regard is a fee for goods and services and not a contribution to ARVO, therefore it is non-tax-deductible. Contact Christine Von Steiger with NTP to discuss options for sponsorship or ancillaryevents.org to arrange to pay the qualification fee.

2.    Ancillary events held during official scientific program hours may not be commercial or educational in nature (i.e. they may not include a scientific program with presentations, posters, or lectures nor include marketing demonstrations or commercial presentations). Approved meetings include:

• Business Meetings — including, but not limited to meetings of non-commercial editorial boards, non-profit organization boards, or other non-ARVO committees/working groups, study groups, etc.
• Exhibitor Internal Meetings — Meetings for ARVO exhibitor's corporate personnel; ARVO exhibitor hospitality suites
• Investigator Meetings — Meetings for investigators of ongoing research
• Social Events — Receptions, dinners, alumni events, reunions and specialty groups where there is no educational/scientific program presented

3.    Requests for ancillary events will be considered on a space-available basis and must be made via the Ancillary Event Request Form. 

• Submit a separate form for each event. Each day of a multi-day event will count as one event (e.g., If you would like to host a meeting on Sunday and Monday, that will count as two separate events and will require two forms). Payment is not required at the time of form submission. You will be invoiced for any applicable fees.

4.    For events taking place in the Convention Center, event confirmation and space assignment will be emailed to the organizer (see organizer's responsibilities). This confirmation will include contact information for ordering food, beverages and other services. Please make sure your email is correct on the Ancillary Event Request Form before submitting. Confirmations for ancillary events at the Convention Center submitted to ARVO by Jan. 19 will be sent to organizers in mid-February. For events taking place in hotels, once the event is approved, the organizer will be connected with the hotel to make event arrangements.

5.    Function space for ancillary events will be assigned by ARVO meeting management.

• There is no rental fee for Ancillary Events in the Convention Center. Fees apply for audiovisual equipment.
• If you plan to hold your Ancillary Event at a hotel, do not contact the hotel directly for meeting space. All inquiries will be forwarded to ARVO meeting management.
• Please note, depending on the details of your Ancillary Event, hotels may charge a fee for function space.
• Based on needs and space availability, an Ancillary Event that requests the  Convention Center may need to be scheduled at a hotel.
• Show Floor Meeting Suites in the exhibit hall are also available and can be used to fulfill the ARVO support requirements. These are exclusive spaces available for organizations that may not wish to exhibit, but want a convenient, private onsite space for meetings with attendees. Please contact Christine Von Steiger for details and pricing.

6.    Administrative application fees may apply based on date of form submission. 

7.    Payment must be provided in full before the ancillary event will be scheduled.

Organizer's Responsibilities 

• It is the responsibility of the organizer to work with the assigned hotel or convention center to finalize arrangements (i.e., place orders for catering and arrange for direct billing).

• Once the event details are passed along to assigned hotel by ARVO, it is the organizer's responsibility to secure the meeting space by signing a contract.

• IMPORTANT: It is the organizer's responsibility to confirm that all attendees of their ancillary event have registered for the ARVO 2025 Annual Meeting.

• Signage will not be provided by ARVO. An easel can be placed outside the room for your signage upon request.

• For events taking place in a hotel, ARVO must approve any date and time changes.

Timing

Available start and end times depend on the size of the event

• Events of 15 or fewer participants may take place at any time during the Meeting*
• Regardless of location and content, ancillary events of more than 15 attendees may not conflict with the ARVO Annual Meeting scientific program
• Ancillary events of any size may take place at any time on Saturday, May 3

*For events with 16 or more participants, the following time slots are available (all times are MT):

Advertising events 

If you would like to advertise your event prior to or onsite at the Annual Meeting, there are multiple options*:

• Arrange a mailing to ARVO's members - more information is available here. 
• Purchase an online ad or printed ad. Please contact Christine Von Steiger with NTP  for details and pricing.
  
  *ARVO will not provide complimentary marketing or advertising in any materials or on their website

Resources

ARVO Ancillary Events policy
Fees (participation and administrative)
Ancillary Events FAQs 
Submit request for an Ancillary Event