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Group Hotel and Meeting Registration

Welcome

The American Epilepsy Society’s (AES) Group Housing & Meeting Registration for the 2009 Annual Meeting is now open. AES is pleased to be using Experient as the official Housing & Meeting Registration service provider for the 2009 Annual Meeting in Boston, MA, December 4 – 8, 2009.

Group Registration Information

• “Groups” are 10 or more individuals travelling internationally, whose registration and housing needs are coordinated by a Group Coordinator, Travel Agent, or designated Group Leader as the primary contact with AES and the Housing Bureau throughout the Meeting registration process.
  
  
  • Group Registration Rate: $545 per person
  • Each group receives one complimentary registration for the Group Leader
  • Group Registration Deadline: Friday, October 2, 2009
    


• “Group Housing” is for those groups (as described above) who require 10 or more hotel sleeping rooms, arranged by the Group Coordinator, through Experient, the AES Housing Bureau designated to take care of all housing needs for the Annual Meeting.

ATTENTION: An administrative fee of $750 will be charged if your organization requires only Group Meeting Registration and does not secure housing with Experient, the official AES Housing Bureau.

Group Registration and Hotel Forms

1. GROUP HOTEL RESERVATION FORM - The Group Coordinator completes, then emails/faxes the form directly to Experient: Richard.king@experient-inc.com or fax: 330.405.8808. All questions regarding housing should be directed to Experient.
   


2. GROUP COORDINATOR CONTACT FORM - The Group Coordinator completes this registration form. The Group registration process begins once this form is submitted.
   


3. PARTICIPANT INFORMATION - The Group Coordinator provides the names and contact information for each group participant on this form. Once completed, it is sent (as an attachment) to the AES Meeting Registration Coordinator at groupreg@aesnet.org.  

Important Reminders

Friday, October 2, 2009 - deadline for all Group Registration forms, changes, cancellations, transfers, and payment. After this date, onsite registration rates as listed on the 2009 Annual Meeting Registration Form will apply for each additional group participant.

Cancellations and Refunds - individual or group cancellations must be received in writing, by Friday, October 2, to be eligible for a refund.  All refunds processed are subject to a $60 (per cancellation) administrative fee. All approved refunds will be processed and mailed to the Group Coordinator after the completion of the Annual Meeting, and before Friday January 29, 2010.