The AAO Annual Meeting: Pearls for First Timers

by George O. Waring IV, MD

The American Academy of Ophthalmology (AAO) Annual Meeting may be the most important convention of the year for our profession. This year’s “Academy” in New Orleans is sure to assault the senses – the convention halls will be overflowing with information. From the multitude of presentations by the world experts, to countless rows of posters reporting “the latest findings”, to the vast sea of high-tech industry tents filling the convention halls – being overwhelmed is part of the experience. As a result, pre-meeting planning is paramount for a meaningful academy experience. The ill prepared are likely to end up “lost at sea” in the convention halls. Although you will come home with enough pens and sticky pads to get you through the year, you are likely to miss that compelling lecture that is sure to affect you and the way you practice ophthalmology.

The first step is to visit the AAO annual meeting webpage

(http://www.aao.org/meetings/annual_meeting/).

Here, you can find a list of hotels available and maps of the convention area. Book your hotel room as soon as possible, as the hotels fill up almost immediately. Follow the same advice for airline tickets. Make sure that you register early to take advantage of discounted registration fees. You will need to register separately for subspecialty days, most instructional labs, courses and select sessions. Please note, these fill up so sign up months in advance. Instructional labs are an effective way to learn new techniques and gain exposure to new devices. The instructors have typically been involved in the development of these techniques and devices, and can provide valuable insight available no where else.

You can access the online programs from the annual meeting webpage as well. Narrow your search fields to your areas of interest. Create a personal AAO annual meeting itinerary. Try copying and pasting the talks and courses you are interested in attending into a separate word document. Alternatively, print out the schedules and make your selections with a highlighter and red pen. Pay attention to the location, length, lecture format, and pre-registration and fees that may be required. Allow time for chance encounters, post-presentation questions and snacks. You will quickly learn that there is too much to do, and you will be forced to choose what sessions to forgo – better now than at the meeting. Add in interviews, receptions, reunions and personal obligations (remember to RSVP). Assemble a personal AAO annual meeting itinerary and stick with it – not only will this allow you to take full advantage of the meeting, it is sure to impress.

It is worth bringing business cards (available for free online), updated resumes and recent publications. The Annual Meeting is a relatively formal meeting- plan for business attire. Remember to promptly send follow up emails and handwritten thank you letters for important encounters. Lastly, many programs reimburse the residents and fellows for Academy expenses, so stay organized and save all receipts in a “receipt envelope”. Fill out the administrative reimbursement paperwork as soon as you return and submit your receipts – processing time is often lengthy and the expenses can add up.

Careful meeting preparation will pay high dividends. Reviewing the meeting syllabus and making an itinerary will allow you to efficiently manage one of the greatest ophthalmic shows on earth.