Committee and Affiliate Meetings
The AES welcomes industry and other groups to participate in the Annual Meeting through support, sponsorship, and exhibition opportunities. The Society also recognizes industry may need to meet and/or hold other events, and provides resources to facilitate these events.
Limited meeting space is available at the Hilton Baltimore Hotel during the Annual Meeting from Friday, December 2 through Tuesday, December 6, 2011. AES will accommodate as many requests as possible.
NOTE: First priority is given to AES Committee Meetings and other official AES events.
To view the Committee Meetings schedule Click Here. (NOTE: This Committee schedule is subject to change and should be revisited periodically for the most up-to-date version.)
What Qualifies as an Affiliate Event?
- Invitation only - not open to all AES Annual Meeting attendees
- Attendance of an affiliate meeting must not exceed 100 Annual Meeting attendees.
Any event affecting Annual Meeting attendees, including exhibitor staff, that is outside of the official AES Program, including but not limited to:
- Alumni Reunions/Receptions
- Advisory Board Meetings
- Committee Meetings, Board Meetings, Focus Groups, Task Forces
- Breakfast, Lunch, Reception, and Dinner Events
- Exhibitor Meetings
It is the responsibility of organizers hosting events to make sure that those events comply with all applicable national, state and local laws and professional conduct codes, including AMA, PhRMA and AdvaMed Codes, and state laws and regulations. Please note that newer state laws ( i.e. MA Pharmaceutical and Medical Device Manufacturer Conduct Regulations) cover all clinicians licensed in their state, no matter where the meeting they attend is held.
Requests may be submitted until Friday, October 28, 2011. A non-refundable processing fee applies per room, per request as follows:
- Meetings 90 minutes and under - $250
- Meetings over 90 minutes - $400
First priority is given to AES committee meetings and other official AES events.
Meetings may be scheduled during the times outlined below.
| Friday, Dec 2 | Saturday, Dec 3 | Sunday, Dec 4 | Monday, Dec 5 | Tuesday, Dec 6 |
|---|---|---|---|---|
| 7:00 a.m. - 1:00 p.m. | 7:00 a.m. - 8:30 a.m. | N/A | 7:00 a.m. - 8:30 a.m. | 7:00 a.m. - 8:30 a.m. |
| 1:00 p.m. - 3:00 p.m. | N/A | N/A | N/A | After 12:15 pm |
| After 8:00 p.m. | N/A | After 8:30 p.m. | After 8:30 p.m. |
Please note meetings may be scheduled anytime on Thursday, December 1st or Wednesday, December 7th.
AES 75th Anniversary Event
Come celebrate the 75th anniversary milestone and support AES by reserving space for your events on Saturday, December 3. Please click here for the 75th Anniversary Event Reception Reservation details.
Scheduling of Events
All events affecting attendees during the inclusive dates and location of the Annual Meeting must be reviewed and approved through the application process before promotion and implementation of the event can occur. This applies to all events whether they are being held at AES-contracted facilities or otherwise. Failure to seek approval prior to promotion and/or implementation of the event will result in sanctions as outlined in AES' "Industry Presence at CME Activities" guidelines.
Applying Online is Quick and Easy
Apply online for affiliate events beginning Friday, August 19, 2011. First priority will be given to AES Committee Meetings and other official AES events. Requests for space will be accepted through Friday, October 28.
A non-refundable administrative fee applies per room, per request as follows, and will be charged at the time of application.
- Meetings 90 minutes and under - $250.
- Meetings over 90 minutes - $400
To request meeting space with payment by credit card:
Submit Electronically: (Deadline Friday, October 28)
- To submit a meeting space request form electronically and pay by credit card, please complete the information and submit at the bottom of the page.
To request meeting space with payment by check:
Submit via mail: (Deadline Friday, October 28)
- To submit a meeting space request form with payment by check, please complete the information and return it with your payment to the AES Executive Office, Meetings Department, 342 North Main Street, West Hartford, CT 06117-2507. Make checks payable to "American Epilepsy Society."
Off-Site Events
To receive approval for events not held at the Hilton Baltimore Hotel, please fill out this form. Events held off-site must follow all AES guidelines for Affiliate events.
2011 Schedule Highlights
Click here to view our online Annual Meeting Brochure.
Meeting Services:
Food and Beverage Service
Indicate your need for this service on the “Request for Meeting Space” form. The meeting facility will contact you directly to arrange food, beverage and payment requirements. Menus and pricing will be provided by the facility upon request.
Audio Visual Resources
Indicate your need for this service on the “Request for Meeting Space” form. The meeting facility will contact you directly to make arrangements for equipment and payment.
Reminders:
- Submission Deadline: Friday, October 28. Requests will not be accepted after this date.
- AES will review your request and contact you for more information if necessary. Actual room confirmations will be sent via email by Friday, November 11, 2011. Final room assignments is subject to change.
- Affiliates holding meetings at the AES Annual Meeting are prohibited from posting, tacking or otherwise attaching any materials on walls, doors, windows or other parts of the building. Violators are bound, at their expense, to repair any damage they may cause. Neither AES nor the facility will be responsible for any missing signage.
For More Information
For more information about affiliate meetings please e-mail meetingspace@aesnet.org