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Event 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 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 2023 Annual Meeting.
  • Signage will not be provided by ARVO.
  • An easel will be placed outside the meeting room.
  • A projector and screen will be included inside the meeting room.
  • For meetings with over 50 attendees, an easel, projector, screen, podium and microphone will be included.
  • Absolutely no changes can be made to your event after March 17. Any changes made prior to March 17 may or may not be possible. All changes must be sent to ARVO for review and approval before it can be updated by the Convention Center.    
  • For events taking place in a hotel, all date and time changes must be approved by ARVO before it can be updated by the hotel.