Policies and Guidelines

Policies and Guidelines Governing the AES Annual Meeting

Health and Safety

AES is committed to the safety and well-being of our attendees, staff, and partners. COVID-19 vaccinations will be required to attend the in-person event. Learn more about the health and safety guidelines that governed the 2021 AES Annual Meeting. Details for AES 2022 will be available later this year.


Cancellations and Refunds

Please visit the refund policy page for information about cancellations and refunds.



Substitutions are permitted. If the substitute's registration fee is the same or less than the original registrant’s fee, no refund on the difference in registration fees will be given. If the substitute's registration fee is more than the original registrant’s fee, the difference must be paid to register the substitute. All substitution requests are required to be submitted in writing to aes@maritz.com.


Digital Select Platform User Responsibility

All participants in any virtual aspects of the AES Annual Meeting, including registrants, faculty, speakers, exhibitors, sponsors, event attendees, and others, are responsible for ensuring that their computers and/or mobile devices, their internet and wifi capacity, and their electrical/battery support are sufficient to fully engage in any virtual offering(s). Refunds will not be provided to participants due to technology and/or connectivity problems or outages, whether resulting from the participant’s own systems or a more widespread virus or attack.


Video, Photo, or Screen Capture of Event Content

AES strictly prohibits photography, video and audio recordings, and screen captures in all educational sessions.

Material presented at the AES Annual Meeting may not be reproduced in any format without the express written consent of AES or the otherwise applicable rights holder. By registering, participants acknowledge and agree that commercial or promotional distribution, publishing, or exploitation of speaker sessions, content, or materials from the event is strictly prohibited.

Violations of the AES recording, video, and image capture policy may result in removal from the session and possible revocation of event registration. 

The single exception: Photography or screen captures will be allowed in poster sessions with the permission of the poster authors. Registrants must confirm that the poster author gives permission by asking using the chat function.



The American Epilepsy Society (AES) is committed to supporting educational and scientific dialogue, and to fostering a welcoming community in which all participants can contribute fully. Reflecting these values, AES will not tolerate harassment in any form.

We expect all attendees, media, speakers, volunteers, organizers, venue staff, guests, and exhibitors at AES-organized events to help us ensure a safe and positive environment. Anyone violating these rules may be sanctioned or expelled from the conference without a refund at the discretion of the conference organizers. This policy applies to all activities and events where AES is the primary sponsor. 

For the entirety of the AES anti-harassment policy and for information on how to lodge a concern, please click here [PDF].



Please contact your hotel’s concierge to inquire about childcare services in the Nashville area.

To ensure safety and security in the exhibit hall, no children under the age of 12, strollers or carriages (except for those needed by individuals with disabilities), wheeled luggage, or wheeled briefcases are permitted.