Thank you for supporting the future of otolaryngology!
You will receive an invoice via email within the next 5 business days along with instructions on how to complete your payment.
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ARO 2026 MidWinter Meeting
Sponsor & Exhibitor Toolbox
ARO 2026
MidWinter Meeting
Prospectus

SPONSOR & EXHIBITOR GUIDELINES & RESOURCES
LOGO GUIDELINES
UPLOAD YOUR LOGO
REQUIRED
Button below will open a folder.
Click the blue "+CREATE OR UPLOAD" button on the upper left hand corner to submit file.
UPLOAD YOUR PROGRAM BOOK AD
Required if purchased.
Button below will open a folder.
Click the blue "+CREATE OR UPLOAD" button on the upper left hand corner to submit file.
UPLOAD YOUR EMAIL AD
Required if purchased.
Button below will open a folder.
Click the blue "+CREATE OR UPLOAD" button on the upper left hand corner to submit file.
UPLOAD YOUR BOOTH SELECTION
Required if purchased.
Button below will open a folder.
Click the blue "+CREATE OR UPLOAD" button on the upper left hand corner to submit file.
HOW DO I PAY?
Once your Prospectus Form has been reviewed by the Executive Office you will receive an invoice email notifying you that your invoice has been uploaded for payment to the ARO member or non-member account associated with the email provided on your Prospectus Form.
Navigate to aro.org and click "LOGIN" toward the top of the page on the right side. The next page to load will be a payment screen with your invoice shown at the top. Enter your card information and click the blue "SUBMIT PAYMENT" button.
An auto-generated receipt will be sent to the email associated with the account. Please allow 15 minutes for delivery. If you do not see it in your inbox, please check your spam/junk/quarantine folders.
If it still isn't found, please email headquarterse@aro.org to request that a copy be re-sent.
Once payment is made, your next steps are to return to this Toolbox link to upload the required documents: https://aro.org/sponsor-and-exhibitor-toolbox
The Executive Office will follow up with you once your documents have been received to provide next steps.
ARO appreciates your participation and support in making the MidWinter Meeting an exceptional experience for all!
WHO TO CONTACT
For payment questions:
Please contact Kristin Johnson at kjohnson@parthenonmgmt.com with questions.
For meeting logistics questions:
Please contact Bri Garza at bgarza@parthenonmgmt.com with questions.
CONFERENCE SCHEDULE OUTLINE
Coming soon
VENUE INFORMATION
Puerto Rico Convention Center
100 Convention Blvd, San Juan, 00907, Puerto Rico
IMPORTANT DATES
COMING SOON
Terms & Conditions
Review Terms & Conditions
CERTIFICATE OF INSURANCE
Exhibitors and their authorized decorators must have liability insurance. Each exhibitor must provide a “Certificate of Insurance” listing the Association for Research on Otolaryngology as Additional Insured from showing coverage for the duration of the event, including move-in and move-out days. The minimum requirement is liability and property damage insurance of no less than $1,000,000 per occurrence.
ASSIGNMENT OF SPACE
Exhibit booth assignments will be made on a first-come, first-served basis upon receipt of payment and a completed Exhibitor Registration form. No assignment will be made without payment. ARO reserves the right to assign the next best available space when the requested space is unavailable.
ANCILLARY EVENTS
All ancillary events must receive written authorization from ARO for events during the MidWinter Meeting either onsite or offsite. An ancillary event is any function held during the conference by a party other than ARO. No events may be scheduled during educational sessions. To obtain ARO meeting space, the organizer must be an exhibitor and/or conference supporter. All requests for ancillary meetings and/or meeting space must be initiated by submitting a Small Meeting Request Form.
PROTECTION OF EXHIBIT SPACE
Nothing shall be posted, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the venue without the written permission of ARO or a representative of the property, which must be provided to ARO prior to attaching.
ADDITIONAL EQUIPMENT
Additional equipment may be rented from the General Services Contractor. Order forms will be available in the Exhibitor Service Kit. A link will be emailed to the contact person on your contract once payment is made and the Exhibitor Service Kit is available.
PAYMENT AND CANCELLATION
This agreement for Exhibit Space and Sponsorship must be accompanied by payment in full. Signed agreements submitted without payment will not be processed and space will not be held until payment is received. A 50% cancellation refund is available through December 30th, 2025.
HOTEL RESERVATIONS
As a nonprofit organization, the Association for Research in Otolaryngology requests that exhibitors support the organization by staying at the host hotel(s) if possible. In 2026, you may choose to book at any of the 4 hotels we have contracted. Learn more about the hotels by clicking here and then selecting the Hotel Information card. Please use the link on your registration confirmation email to book at the group rate by January 9th, 2025 at 5PM EST.
THIRD-PARTY CONTRACTORS
If your booth will be built by a third-party contractor, please notify ARO as soon as possible and no later than December 30th, 2025. An insurance certificate may be required. If the contractor shows up without being on the list of approved contractors, they may be turned away at the loading dock.
SECURITY OF EXHIBIT SPACE
The Association for Research in Otolaryngology and the hosting venue are not responsible for monitoring exhibit space or booths. The sponsoring party shall plan to staff the booth during exhibitor hours and will secure all elements of the booth and/or property that should not remain open to the public outside of exhibit hours. Exhibit hours are as follows in the venues local time:
EXHIBITOR BOOTH SET UP AND TEAR DOWN
The sponsoring party shall receive instructions regarding set up and tear down of booths as well as venue rules no later than 30 days prior to the meeting. The sponsoring party agrees to adhere to these
instructions. If the sponsoring party foresees being unable to adhere to these instructions, the sponsoring party will contact the ARO Meetings Department at bgarza@parthenonmgmt.com within 5 business days of receipt of the instructions to discuss available alternatives.