Health Safety
AES is committed to the health, safety, and well-being of our attendees, staff, and partners. AES 2023 health safety information can be found here.
Registration Policies
Cancellation Policy
Cancellations must be sent via email no later than 12:00 PM Pacific Time (noon) on Friday, November 17, 2023. Please email cancellations to aes@maritz.com.
Please Note: Requests made on Friday, November 17, 2023, by 12:00 PM Pacific Time (noon) receive a full refund minus a $100 administrative fee. For credit card refunds, please allow 5-7 business days to be processed. For check refunds, please allow 4-6 weeks after the Annual Meeting for processing. Requests made after 12:00 PM Pacific Time (noon) on Friday, November 17, 2023, are not eligible for refunds.
Registration Refund Policy
The deadline to request a full refund of your in-person or Digital Select registration was 12:00 PM Pacific Time (noon) on Friday, November 17, 2023.
Please Note: Requests made on Friday, November 17, 2023 by 12:00 PM Pacific Time (noon) receive a full refund minus a $100 administrative fee. For credit card refunds, please allow 5-7 business days to be processed. For check refunds, please allow 4-6 weeks after the Annual Meeting for processing. Requests made after 12:00 PM (noon) Pacific Time on Friday, November 17, 2023 are not eligible for refunds. Please visit the refund policy page for more information about cancellations and refunds.
Registration Substitution Policy
Substitutions are permitted if the substitute's registration fee is the same or less than the original registrant's. Refunds on the difference in registration fees will not be given. Contact aes@maritz.com to make a substitution. The deadline for substitutions was Friday, November 17, 2023 at 12:00 PM (noon) Pacific Time.
Any substitute registrations or housing reservations must be made by 12:00 PM (noon) Pacific Time on Friday, November 17, 2023. All substitutions must be received in writing to aes@maritz.com by this date. Substitutions will not be processed onsite. No-shows are not eligible for refunds.
Registration for Students
AES offers a student registration category for those 18 years of age and older who are high school, undergraduate, graduate, or medical school students who do not yet have a doctoral degree. Individuals wishing to register as students must:
- Verify their student status during the registration process
- Acknowledge that they are not eligible to claim CE/CME
Photo and Video
Video, Photo, or Screen Capture of Event Content
AES strictly prohibits photography, video, and audio recordings, and screen captures in all educational sessions. The use of live-streaming software, such as Zoom or live social media feeds, is also prohibited.
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 without refund of any registration or other fees and expenses.
The single exception: Photographs and videos of individual posters will be allowed in the in-person poster hall unless a “no photos” placard is on the upper right-hand corner of the poster next to the poster number. It is the responsibility of the attendee to look for and confirm the presence or absence of the “no photos” placard.
In the virtual poster hall, photography, screen captures, or other images of ePosters are not allowed.
Participant Video, Photo, and Audio Release
AES uses photographs, videos, and audio recordings of meeting events in promotional and other materials. By participating, all attendees and visitors agree to the use of their likeness in these materials.
Exhibit Hall and Poster Hall
For the safety of all attendees, staff, and partners, individuals 17 years of age or younger are not permitted in the exhibit or poster halls during setup or tear-down. Wheeled bags are prohibited (exhibitors, staff, vendors, and partners may wheel luggage or briefcases during non-show hours only).
Strollers are permitted during exhibit hall and poster session hours. For safety reasons, please be mindful to avoid blocking aisles or right of way.
- Strollers larger than 31” (79 cm) in width and 52” (132cm) in length are not permitted
- Stroller wagons are also not permitted
Poster Hall Photo and Video
Photographs or videos of individual posters are permitted unless the poster displays a ‘NO PHOTOS’ placard in the upper right-hand corner (next to the poster number). It is the responsibility of the attendee to look for and confirm the presence or absence of the placard before recording.
Exhibit Hall Setup and Tear-Down
Exhibit and poster set-up and tear-down is only permitted during designated times.
- Questions about exhibit hall setup and tear-down? Please contact Angel Law
- Questions about poster hall setup and tear-down? Please contact Michael Thill
Digital Select
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 Wi-Fi 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.
Harassment
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].
Children at the AES Annual Meeting
Children 17 years of age and younger are welcome at the AES Annual Meeting if accompanied by a supervising adult. Individuals under the age of 21 are not permitted to attend any events where alcohol is served.
It is the responsibility of the supervising adult to:
- Supervise children at all times
- Remove children if they become disruptive
- Registration and badges are not required for individuals 17 years of age and younger unless the individual is enrolled as a student in undergraduate, graduate, or medical school programs
Note: AES does not offer a registration category for individuals 17 years of age and younger unless they are enrolled as students in undergraduate, graduate, or medical school programs in which case they are expected to register in the Student category - Seating priority is given to registered attendees in all sessions
- Food and beverage offered during the AES Annual Meeting is exclusively reserved for registered attendees
- Individuals 17 years of age and younger are not permitted in the exhibit hall during set-up or tear-down
Registration for Students
AES offers a student registration category for those 18 years of age and older who are high school, undergraduate, graduate, or medical school students who do not yet have a doctoral degree. Individuals wishing to register as students must:
- Verify their student status during the registration process
- Acknowledge that they are not eligible to claim CE/CME
Onsite Parents’ Room
Nursing parents are encouraged to use this room at the convention center, available during session times. The Parents’ Room offers two curtained-off private areas. Both are equipped with a chair, side table, and electrical outlet. A shared refrigerator will be available in the room. Parents are responsible for providing any necessary infant care supplies. AES is not responsible for any personal items left in the Parents’ Room, including anything stored in the refrigerator. Restrooms are located across the hallway.
Exhibit and Poster Halls
For the safety of all attendees, staff, and partners, individuals 17 years of age or younger are not permitted in the exhibit or poster halls during setup or tear-down. Wheeled bags are prohibited (exhibitors, staff, vendors, and partners may wheel luggage or briefcases during non-show hours only).
Strollers are permitted during exhibit hall and poster session hours. For safety reasons, please be mindful to avoid blocking aisles or right of way.
- Strollers larger than 31” (79 cm) in width and 52” (132cm) in length are not permitted
- Stroller wagons are also not permitted
For AES Annual Meeting Faculty