Group Hotel and Meeting Registration

The American Epilepsy Society’s (AES) Group Housing & Meeting Registration for the 65th Annual Meeting is now open. AES is pleased to be using Experient as the official Housing & Meeting Registration service provider for the Annual Meeting in Baltimore, Maryland, USA,
December 2 – 6, 2011.

If you are a Coordinator or Travel Agent that will be organizing a group for meeting registration, please be sure we have your name and contact information! Email groupreg@aesnet.org to be included in the Group Registration Email list.

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 of at least 10 paying registrants receives a complimentary badge for the onsite Group Leader, only if that person is not attending the meeting sessions.
  • Group Registration Deadline: Thursday, November 3, 2011, 11:59 p.m., ET; this means all names, required contact information, and payment is received in order to be considered on time and registered.
  • 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. Group Coordinators must contact Experient directly with all housing questions and needs. The Deadline for reserving rooms for Groups is Monday, October 3.

IMPORTANT: A $750 fee will be waived for Groups using Experient,  the AES Housing Bureau, to reserve their hotel rooms.

5 EASY STEPS
to get your group registered!


STEP 1. - COMPLETE AND SUBMIT
the Group Coordinator Form as soon as possible, so your name, agency and contact information, your group's sponsor, and country of origin can be added to our system immediately, in preparation for your Group Registration. DEADLINE - As soon as possible.

STEP 2. - COMPLETE  AND SUBMIT
the  Group Hotel Reservation Form. Submit this form to the AES Housing Bureau, EXPERIENT, as directed. This must be done by Monday, October 3, 2011 in order for the $750 administrative fee to be waived! DEADLINE - MONDAY, OCTOBER 3, 2011

Please note: Experient will require each registrant name in your group to accept your reservation. All questions regarding group housing should be directed to Experient, at aesgroup@experient-inc.com.

STEP 3. - COLLECT YOUR REGISTRANTS 
use the Participant List Form (Excel Spreadsheet) to submit your list of attendees for registration. Please note: the following information is required to register your participants:

  • Name
  • Designation(s) (MD, PhD, RN, MBBS, FAAN, etc.)
  • Institution/Company/Hospital Name
  • Mailing Address
  • Email Address
  • Professional Title/Position (Adult/Pediatric Neurologist, Nurse, Neurosurgeon, Professor, Neuroscientist, Medical Science Liaison, etc.)

We cannot accept the tour leader's contact information for Annual Meeting participants. Your understanding regarding the importance of AES having this important registration information is much appreciated; all individual registrants provide the same, which allows AES to contact our registrants at future dates with important meeting and other information.   

STEP 4. - SUBMIT FINAL LIST OF REGISTRANTS
submit Participant List (Only the Excel Spreadsheet provided on AES Website will be accepted) DEADLINE - THURSDAY, NOVEMBER 3, 2011, 11:59 p.m., EST.

STEP 5. - REVIEW AND CONFIRM FINAL LIST 
your Final List of registrants and payment will be processed; then, the Final List will be returned to the Group Coordinator for a final review and confirmation that all information is accurate. Confirmation must be received by Friday, November 11, 2011 11 a.m. EST. DEADLINE - FRIDAY, NOVEMBER 11, 2011, 11 a.m. EST (11/11/11, by 11 a.m.)

OTHER CONSIDERATIONS:

Transfers / Name Changes
All changes after Thursday, November 3rd will take place ONSITE

Badge Pick-Up Appointment
Each Group Coordinator / Onsite Group Leader will be provided a block of 30 minutes on Thursday, December 1, 2011, to collect group's badges, make any changes to registrant list, and make any required additional payments. The time of this appointment will be emailed to you the week of November 14th.

Cancellations 
Accepted through Thursday, November 17, 2011, 11:59 p.m. EST, with a $50 administrative fee per cancellation. Cancellations made after this date, and No-shows will not be refunded.

Badge Pick-Up
The Group Coordinator or designated onsite Group Leader is expected to pick up badges on Thursday, December 1st between 10 a.m. and 5:00 p.m., at the pre-arranged time. If the appointment is missed, group participants will pick up their own individual badges on Friday, December 2nd, upon opening of the meeting.This appointment should be a consideration when making travel arrangements.

Meeting Bags
Bags with meeting materials are available opening day of the meeting, therefore, individual registrants will pick up their bags on Friday, December 2, 2011. 

If you have any questions, contact groupreg@aesnet.org.

 We look forward to seeing your group in Baltimore, Maryland!

International Travelers - Letter of Invitation for Visa purposes

Groups Frequently Asked Questions (FAQ's)

 

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