# Exhibitor Information ## **Who attends the ARVO Annual Meeting?** - Attendees include basic science and clinical researchers, surgeons, clinicians, clinicians-in-training, ophthalmology educators and students. - Top fields of study/practice include retina, cornea, glaucoma, retinal cell biology, age-related macular degeneration, diabetic retinopathy, cataracts, dry eye, basic research and clinical private practice. ## Ready to purchase a booth again for ARVO 2027? Exhibit dates: May 2 - 5, 2027 (8:30am - 5pm PT) 1. 01 Browse the ARVO 2027 show floor [View floor plan](https://arvo27.mapyourshow.com/8_0/exhview/) 2. 02 Fill out the Booth Space Selection Contract [View contract (new and returning exhibitors)](https://arvo27.exh.mapyourshow.com/7_0/boothsales/) 3. 03 Reserve your hotel room for ARVO 2027 [Book hotel](/content/annual-meeting/attendees/hotels-travel/index.html) ### **Authorized ARVO Annual Meeting contractors** The following companies are approved to work on behalf of ARVO and fulfill services for our Annual Meeting attendees and exhibitors. - **Freeman** — General show contractor, booth furniture and design - **Orchid Events** — Hotel reservations - **NTP Events** — Exhibit and sponsorship sales and fulfillment, Exhibitor booth registration - **EMC Outdoor** — Out of house sponsorship opportunities - **Projection** — Audiovisual needs for exhibit booths - **ExpoLogic** — Lead retrieval - **Colorado Convention Center** — Location of ARVO 2026 and provider of in-house convention services If you are contacted by a company not on this list for services related to ARVO 2026, please use caution and contact [arvo@arvo.org](mailto:arvo@arvo.org) with any questions. ## Booths and amenities What comes with my booth? Rental includes 8' (approximately 2.4m) tall drape and 36" (approximately .9m) high side drapes and a standard 7' x 44" identification sign with company name. **Carpeting** (required in every booth), **tables, electrical, etc.,** **are not included** and may be ordered through the Exhibitor Service Manual (available in Dec. 2026). Is WiFi included? Yes, free wireless Internet access (WiFi) is included with your rental. If your booth needs high bandwidth, consider ordering dedicated Internet access available through the Exhibitor Service Manual. Note: This is an open network and not suitable for transmitting secure data. Are meeting suites available? Yes, Meeting and Executive Suites are available on the exhibit hall floor. Purchase these through the ARVO Sales team at [ARVOSales@ntpevents.com](mailto:ARVOSales@ntpevents.com) ## Set up and tear down What are the exhibitor move-in/move-out dates? - **Move in:** Friday, May 1 and Saturday, May 2 (8am - 5pm). By Saturday at 5pm, all booths must be set up and all exhibit material unpacked to allow removal of empty crates and cartons from the exhibit area. _NOTE: Exhibitor badge pickup will be open from Friday, May 1 through Wednesday, May 6._ - **Move out:** Wednesday, May 6 (5:15 - 11:59pm). Breaking down early violates ARVO exhibit policy. Violators will be billed $200 and will not receive priority booth assignments for 2027. The exhibit hall must be vacated by 12am. I don't arrive until Saturday night. Can I set up on Sunday, May 2? No. Poster setup begins on Sunday, May 2 at 7am; no booth setup can occur during this time. My flight home is Wednesday afternoon. Can I pack up my booth a couple of hours early? No. All booths (with the exception of meeting suites) must be manned and fully open during all exhibit hours. Furnishings and other exhibitor services Order furnishings, electrical, Internet and telephone, AV and computers and graphics and signage from the Exhibitor Service Manual. Can I use an outside vendor? - Yes, exhibitors can use outside vendors (for booth set-up, tear-down, furnishing, computers, etc.), but **you must notify ARVO** by completing - Notice of Intent to Use Exhibitor Appointed Contractor (EAC) form [available in the Exhibitor Service Manual] - Certificate of Insurance for each outside vendor. _**NOTE:** Non-official contractors will not be allowed in the exhibit hall unless these forms have been filed (submission deadline TBA)._ Where can I find the Exhibitor Service Desks? Onsite exhibitor vendor service desks with Freeman, Expo Logic and NTP Events (sales office) will be located in the exhibit hall. ## Shipping Can I ship directly to the Convention Center? Yes. Shipping labels can be downloaded from the Freeman exhibitor services manual when you log in to your exhibitor account. What are the shipping deadlines to the Freeman warehouse? - April 1 — First day to receive freight at the advance warehouse - April 23 — Last day to receive freight at the advance warehouse - Check the Exhibitor Services Manual in your exhibitor dashboard for additional information on shipping. ## Exhibitor registration and booth personnel How many badges do I receive? Exhibitors receive eight complimentary badges per 10' x 10' booth space. Two full-meeting access (ARVO 2027 only May 2- 6) and six exhibit hall only badges). May I buy more badges? Exhibitors needing more than the allotted eight badges per 10' x 10' booth space will be required to pay $250 for exhibit-only staff or pay full non-member registration (scientific meeting) rate to attend the ARVO Annual Meeting. Will ARVO mail my exhibitor badges? No, badges will not be mailed. Please bring the Express Pass that will be emailed to you to scan the QR code and print your badge onsite at Exhibitor Badge Printing. Where and when is onsite exhibitor badge-printing open? San Diego Convention Center _(registration area TBA)_ Friday, April 30: 8am - 5pm Saturday, May 1 - Wednesday, May 5: 7am - 6pm What are the exhibit hall hours? 8:30am - 5pm each day (Sunday, May 2 - Wednesday, May 5). *Exhibitors have access to the exhibit hall starting at 7am Sunday - Wednesday. Do I need both an exhibit-floor only and a full-meeting badge to access the exhibit hall outside of regular show hours? No. The full-meeting badge you receive as an exhibitor will also allow you access to the exhibit hall as an exhibitor. Does the full-meeting badge get me into all events? The full-meeting badges give you access to the exhibit hall and all Meeting sessions Sunday, May 2, through Thursday, May 6, except those requiring a separate registration. I am also a First Author presenting at ARVO. Can I use my complimentary badge to get to my session? No. First Authors cannot attend the Meeting with a complimentary badge. All First Authors must register and pay to attend the Meeting. How do I make changes to a registration I already submitted? Your company main contact can login to their exhibitor portal to change, edit or swap information for registration badges assigned to your company. If you need additional assistance, contact [arvoexhibitor@ntpevents.com](mailto:arvoexhibitor@ntpevents.com). ## Promotion options Can I rent a list of attendees? No. Email or mailing lists of Annual Meeting attendees are not available. Are there still sponsorships and other promotional opportunities available? Yes. View the [exhibitor and marketing prospectus](/content/uploads/files/general/Annual-Meeting/Exhibitor/ARVO-2026-Annual-Meeting-Exhibitor-Prospectus.pdf) or contact [arvosales@ntpevents.com](mailto:arvosales@ntpevents.com) to create a customized impact package that enhances your marketing strategies. Are games of chance or other advertisements and promotions allowed? No. Contests, lotteries, raffles or games of chance are prohibited. Consult the General Exhibitor Conduct section of the Exhibit Prospectus for more details**. ## Hotels When should exhibitors book hotel rooms? - [**Reserve your hotel room**](https://book.passkey.com/event/51226742/owner/1418/home) now to guarantee lowest rate and best selection. - If you have other questions, please contact ARVO Exhibitor Service at [arvoexhibitor@ntpevents.com](mailto:arvoexhibitor@ntpevents.com) ## Contact Us ### Exhibit and Sponsorship Sales Contact Christine Von Steiger via email or at 703.706.8252. [Email Christine](mailto:ARVOSales@ntpevents.com) ### Exhibit and Sponsor Services Contact Laila Taha via email or at 703.706.8257. [Email Laila](mailto:arvoexhibitor@ntpevents.com) ### **Ancillary Events** Organizations interested in hosting Ancillary Events or Satellite Symposia in conjunction with the 2027 ARVO Annual Meeting in San Diego (May 2 - 6) must submit a request through the official application form (available from Aug. 6, 2026). Event hosts should review the updated guidelines and fee schedule prior to submission. Requests will be reviewed on a rolling basis, with approvals issued beginning Sept. 1. ### **Beyond the Annual Meeting** ARVO offers opportunities all year-round to reach eye and vision researchers. For more information: [View ARVO Media Kit](/content/uploads/files/general/Annual-Meeting/Exhibitor/2026-ARVO-Media-Kit.pdf)