The reservation period for satellite symposia and workshops for the 2021 AES Annual Meeting will open Spring of 2021.
Satellite symposia and workshops provide an opportunity for industry supporters to share epilepsy-related expertise through sponsored education. Programs must be educational and not promotional. Programs may not duplicate any educational content offered at the AES Annual Meeting. Topics to be covered in 2021 will be announced in spring of 2021.
Industry-sponsored education may offer CME/CE from a third-party accreditor, but CME/CE is not required. AES does not accredit or jointly provide industry satellite education.
Applications for industry-sponsored education will be reviewed by the AES Council on Education. Accepted applications must meet AES education standards for industry-sponsored education. See the criteria in the guidelines below. If more applications are submitted than slots are available, the Council on Education will select the symposia and workshops it judges to have the greatest educational value to attendees.
Acceptable educational formats for industry satellite education may be a symposium or workshop that includes presentations by speakers, panel discussions, films, and video presentations. Attendance will most likely range from 100 to 200 attendees, depending on the topic and concurrent activities happening at the AES Annual Meeting; however, AES cannot predict nor guarantee the number or type of learners who attend. The organizer of the industry-sponsored education is responsible for generating its own audience.
Application Process and Guidelines
A nonrefundable application fee of $500 must accompany the completed application.
Industry Satellite Symposium/Workshop Fee Information
- Symposium or workshop of 3 hours or less: $32,000 (in addition to $500 nonrefundable application fee.)
- Symposium or workshop of more than 3 hours: $32,000 plus $10,000 per hour or portion of an hour over 3 hours, including breaks, in addition to a $500 nonrefundable application fee.
- If the application is accepted, the symposium/workshop fee owed to AES must be paid in full
Process and Deadlines
The application form will be available in the spring.
Proposals must include:
- Symposium or workshop title
- Learning objectives
- Needs assessment
- Agenda, including speakers and their affiliations
- First, second, and third choice for the time and location of your proposed session
AES will notify your designated contact person of the outcome of your application (date TBD)
If your application is accepted, the designated contact will receive a letter of agreement (LOA) that must be signed by an authorized company representative and returned to AES by the date specified (TBD). If the signed LOA is not received by this date, AES reserves the right to reassign the date/time slot.
The satellite symposium or workshop fee must be paid in full to AES no later than a date to be announced in early September 2021.
- Degree of objectivity, balance, and scientific rigor. The symposium or workshop proposal will NOT be accepted if it is judged to be promotional rather than educational
- Extent to which the proposal meets the educational needs of AES members
- Extent to which the proposal DOES NOT duplicate educational content of the AES Annual Meeting
- Extent to which the proposal complements the overall educational content of the AES Annual Meeting
The industry-sponsored education review process is designed to ensure that the accepted symposium or workshop meets the learning needs of AES members, presents a variety of topics, and must not duplicate the educational content of the AES Annual Meeting.
Industry Satellite Symposium/Workshop Availability
If your proposed symposium or workshop exceeds three hours, please contact Justin Searle call 312-883-3800, x 116 to discuss your plans and needs.
* Sponsoring company is responsible for payment of any charges incurred relative to the symposium/workshop inclusive of, but not limited to, audio-visual equipment and service, internet service, recording service, etc. All companies must use the AES approved audio-visual vendor, IMS Technology Services, for any audiovisual needs.
Generating an Audience
Sponsoring companies whose applications are accepted are responsible for generating their own audience(s). AES will support the promotion of each industry satellite education event as outlined below, with specifics provided in the individual LOAs.
- Provide a postal mailing list of registrants for the meeting as of approximately October 31, 2021, to the accredited provider or sponsor of symposium/workshop. Use of this list will be subject to standing AES policy for mailing list use. The list will be provided the first week of November 2021.
- List specific information about the satellite symposium/workshop in the printed program book, on the AES website, and in the mobile app.
- Provide a complimentary black and white full-page advertisement in the printed program book. AES does not allow the complementary black and white ad to be upgraded to a larger ad or to a four-color ad by paying the differential, though additional advertisements in the program book may be purchased to further support the event. Specifications for this complimentary ad can be found here.
- Offer outreach opportunities for purchase by sponsors of satellite symposia and workshops, including sleeping room door drops and on-site print and digital advertising. Details can be found here. Note that the number of insertions for the Saturday shared door drop is limited to 20 and are available on a first-come, first-served basis.
- Provide signage in a high-traffic area of the meeting, listing industry satellite education events with dates, times, and locations.