FAQs

Frequently Asked Questions


General Meeting Questions

 
Is there a virtual option?  
Yes. If you cannot get away for the in-person meeting or if you want to extend the AES 2021 opportunity to all your trainees at an exceptionally affordable price, we are pleased to offer AES 2021 Digital Select, a new virtual option that includes streaming of all symposia and many other education sessions, access to the online poster hall, and on-demand access to session recordings for 90 days after the meeting. 

 

What does the registration fee include? 

  • Five days and more than 100 hours of educational and scientific programming as well as short topic learning 
  • Nearly 80 CME credits (CE credit application pending) 
  • On-demand access to session recordings for 90 days after the event  
  • Receptions and networking events 
  • Access to the poster hall (available in-person and virtually) featuring more than 1,300 posters that showcase cutting-edge research and advancements in epilepsy  
  • Entry to the in-person exhibit hall, where you can learn about the latest treatments and enjoy opportunities to win prizes  
 

Will recordings be available after the meeting? 
Yes. All registrants (with the exception of one-day registrants) will have access to AES 2021 Digital Select, which includes session recordings and posters for 90 days following the event--through March 7, 2022. 

 
If I attend in person, can I also access Digital Select?  
Yes. Those who register for the in-person meeting will also receive Digital Select as part of their registration.  

 
How much will it cost to register?  
Registration rates are posted. We are pleased to confirm that registration fees have not increased since 2019.  

If you visit our website, click ANNUAL MEETING, and then REGISTRATION to see fees by category (member or non-member prices, early vs. regular, and broken down by your role). 

 
What is the last day to register for the event? 
For both the in-person and virtual options, registration will be available through Tuesday, December 7, pending the system AES will use to verify attendee vaccination status. More details are forthcoming.  

 
What forms of payment does AES accept? 

Credit Cards 

  • Visa 
  • MasterCard 
  • American Express 
  • Discover 

Checks (must be received by Monday, November 22)  
American Epilepsy Society  
135 S. LaSalle St.  
Suite 2850  
Chicago, IL 60603  
 

What if I register in the wrong category by mistake? 
If you believe that you have mistakenly registered under the wrong category, please contact us:  
  • aes@maritz.com  
  • 864-208-2452  
Monday to Friday from 9:00 AM – 5:00 PM ET 

Please note that AES reviews registrations to ensure that participants are registered in the proper categories. If your registration is found to be in the incorrect category, AES will reassign you to the correct category. You will be refunded or invoiced for the difference in fees. To pay an unpaid balance, log in to your registration and follow the prompts.  Badges will not be provided until your balance is paid. 

 

What time zone will the virtual portions of the meeting follow?
All program times are in Central Time.

 
 

AES 2021 Digital Select 


Is there a virtual option?  

Yes. If you cannot get away for the in-person meeting, if you are facing travel restrictions, or if you simply want to extend the AES 2021 opportunity to all your trainees at an exceptionally affordable rate, we are pleased to offer AES 2021 Digital Select, a new virtual option that includes streaming of all symposia and many other education sessions, access to the online poster hall, and on-demand access to session recordings and posters for 90 days after the meeting. 

 

I'm registered. How do I access the Digital Select platform?
AES Digital Select can be accessed via aesnet.org/AES2021. Please note that you cannot share or bookmark links from within the platform, as your login/registration are activated only by accessing this URL first. If you experience difficulties logging in, please email James Polous.

 

Can I share my AES 2021 Digital Select login? 
No. Your login credentials are unique to your registration and cannot be shared. A shared login will prevent you from earning credit for any sessions you attend. 

 
What sessions will be available as part of AES 2021 Digital Select? 
Please refer to the session list for a complete list of what is included in-person and virtually. 

 
Can I switch my registration from in-person to digital?  

Yes. There is no penalty for switching your registration. If there is a price difference between in-person and Digital Select in your registration category, you will be refunded the difference. Requests must be submitted no later than Tuesday, December 7, at 12:00 PM PST

If you booked accommodations with your meeting registration, you will need to cancel your hotel by this date and time. Bookings not canceled by Monday, November 22, at 7:00 AM PST will be charged one night's stay to the credit card on file. 


How do I switch my registration from digital to in-person? 
If you wish to switch from AES 2021 Digital Select to an in-person registration, please contact customer service to process the change and pay the difference in price, if any no later than Tuesday, December 7, at 12:00 PM PST: 
  • aes@maritz.com  
  • 864-208-2452  

Monday to Friday from 9:00 AM – 5:00 PM ET 


When will on-demand sessions be available on Digital Select?  
Almost all registrants (both in-person and Digital Select only) will have on-demand access to recordings of symposia and many other education sessions. This content will be posted within two days following the in-person session. 

 

Education Program and Credit Claim 


Will credit claim be available? 
Yes. More than 100 hours of educational content and nearly 80 CME credits are available. At this time, the application for nursing and pharmacy CE credits has been submitted and is pending approval from the University of Minnesota, Interprofessional Continuing Education. We expect to offer nearly the same number of CE credits as we offer CME credits. 

 
When will on-demand sessions be available on Digital Select?  
Almost all registrants (both in-person and Digital Select only) will have on-demand access to recordings of symposia and many other education sessions. This content will be posted within two days following the in-person session and will be available for 90 days following the meeting. 

 

Cancellations and Refunds 


Can I cancel my registration for a refund?  
The deadline to request a full registration refund is Monday, November 15.  

Requests for refund of your in-person meeting registration received Tuesday, November 16 or later will not be honored and the registration will be switched to AES 2021 Digital Select.  

Requests for refund of your AES 2021 Digital Select registration received November 16 or later will not be honored.  

Please allow 5-7 days for credit card refunds to be processed. Check refunds will be processed 4-6 weeks after the conclusion of the annual meeting. 


What if I register for the in-person meeting and am unable to attend?  

You may cancel your AES Annual Meeting in-person registration and switch to AES 2021 Digital Select until Tuesday, December 7, at 12:00 PM PST.  There is no penalty for switching your registration. If there is a price difference between in-person and Digital Select in your registration category, you will be refunded the difference.

If you booked accommodations with your meeting registration, you will need to cancel your hotel by this date and time. Bookings not canceled by Monday, November 22, at 7:00 AM PST will be charged one night's stay to the credit card on file. 


When is the last day I can switch my registration from in-person to digital?  

You may cancel your AES Annual Meeting in-person registration and switch to AES 2021 Digital Select until Tuesday, December 7, at 12:00 PM PST.  There is no penalty for switching your registration. If there is a price difference between in-person and Digital Select in your registration category, you will be refunded the difference.

If you booked accommodations with your meeting registration, you will need to cancel your hotel by this date and time. Bookings not canceled by Monday, November 22, at 7:00 AM PST will be charged one night's stay to the credit card on file. 

 

Health and Safety 


What precautions related to the pandemic are being taken onsite?  
AES will follow guidelines provided by the CDC, the state of Illinois, the Chicago Department of Health, and McCormick Place. The health and safety of our attendees, exhibitors, vendors, and staff are of utmost importance.  

 
Are vaccines or masks required to attend in-person? 

Yes. 

By registering for the in-person 2021 AES Annual Meeting, you are committing to abide by all health and safety protocols which may be in place at the time of the meeting—including these vaccination and masking requirements: 

  • Full vaccination for COVID-19 must be completed at least fourteen days before arriving on-site in Chicago 
  • Masks are required (with exceptions, linked below)

More information can be found here

 


For Attendees


Where can I find my registration information? 

Log into your AES registration account. Navigate to the Dashboard/Meetings Profile page and select Confirmation. This will resend your confirmation email to the email address used to register. 

 

How will I get my badge?
Badges will be provided onsite at registration. Details are forthcoming and will be sent via email shortly before the meeting

 

I'm traveling to AES from outside of the US. Where can I get tested for COVID-19 to return home?
Both Chicago airports offer COVID-19 testing: O'Hare Information | Midway Information

The following testing locations are near McCormick Place West:

Loop Medical Center
1921 S. Michigan Ave.
(312) 414-1088 
Reserve your appointment online
On Duty Urgent Care
2112 S. Michigan Ave.
(312) 858-5112
Reserve your appointment online
Clear Wellness Group
1605 S. Michigan Ave.
(312) 535-5770
Book online or walk-in


How is my personal information protected by the vaccine verification app?

  • No personal data is collected or retained by the American Epilepsy Society as part of the vaccination confirmation process. The only information that AES will see is the registrant’s photo and a “green light” on the registrant’s phone as you pass through the checkpoint.
  • AES conducted due diligence on the data security practices of the third-party service we have engaged to confirm vaccination status and determined that reasonable administrative, technical, and physical safeguards designed to protect personal information against accidental, unlawful or unauthorized destruction, loss, alteration, access, disclosure or use are used by the service.
  • The third-party service uses industry-standard encryption, firewalls, and intrusion detection and prevention systems to safeguard certain sensitive information, including biometric data and government-issued identification information, plus protections designed to reduce the risk of human error, theft, fraud, and physical and/or environmental security breaches.
  • The third-party provider’s help desk staff will not have access to biometric data or government-issued identification information.
  • After your vaccination status is confirmed for AES 2021 and you have received your badge, you may contact the third-party provider to have your data removed from the provider’s database. Because AES has chosen a provider that is used for many other meetings and events, however, some may prefer the convenience of having their record maintained in the system.

 

May I record or screen-capture content during the meeting? 
No. AES strictly prohibits photography, video and audio recordings, and screen captures in all educational sessions—both in-person and virtual.  
  
Material presented at AES 2021 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 2021 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 express permission of the poster authors. Registrants must confirm that the poster author consents to recording.