FAQs

Frequently Asked Questions

Need help?

 

Registration and AES Housing Block Questions
864-208-2452
aes@maritz.com

ARES Travel Hotel Assistance877-300-6147
ARES Travel FAQs

Membership, Account, and Other Annual Meeting Questions
312-883-3800
info@aesnet.org


Please note: To register for the AES Annual Meeting, you must have a free myAES account. If you already have one, you will be prompted to log in before registering. If you do not yet have a myAES account, you will be prompted to create one before proceeding with your registration. To login, you will need to use the email address in your myAES account and your password.

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General

Is AES having an in-person Annual Meeting in 2022?
Yes! The 2022 AES Annual Meeting will be held at Music City Center in Nashville from December 2 - 6. We are looking forward to welcoming the epilepsy community and being together again!

Is there an online option?
Yes. If you cannot get away for the in-person meeting or would like to extend the AES 2022 opportunity to your trainees or others in your program without the travel time and cost, we are pleased to offer AES 2022 Digital Select--an on-demand option that includes recordings of select programming totaling approximately 120 hours and offering up to 73 CME credits. Digital Select also includes access to ePosters. Digital Select content will be available on-demand beginning Tuesday, December 13, and will be available for 90 days. There will be no streaming of live sessions during the meeting.

If I attend in person, can I also access on-demand content?
Yes. All registration categories with the exception of One-Day and some exhibitor registration categories will receive Digital Select access as part of the registration fee.


 

Registration

How much does it cost to register?
AES 2022 registration fees can be found here. The early bird deadline ended October 19.

How can I get the best pricing on registration?
AES members receive deep discounts on the cost of Annual Meeting registration. Learn more about membership and join here.

Individuals (both members and non-members) who register for AES 2022 by Wednesday, October 19, 2022, will receive discounted 'early bird' rates. To learn more about registration rates, member vs. non-member pricing, and early bird rates, click here.

To receive an additional $50 off the cost of your registration, register for the meeting and reserve your hotel at the same time (in the official AES hotel block or through ARES Travel) by Wednesday, October 19, 2022, at 12:00 AM (midnight) Pacific Time.

Individuals who join as members or renew lapsed memberships after registering for the annual meeting are not eligible for a refund of the difference in the member/non-member registration rates.

What if I register for the in-person meeting and am unable to attend?
If you are unable to attend the in-person meeting, you can still enjoy the on-demand content available in AES 2022 Digital Select. Individuals who switch to Digital Select from in-person by Friday, November 18, 2022, at 12:00 (noon) Pacific Time will receive a price adjustment to reflect the price difference between Digital Select and in-person rates.

If you had already reserved your hotel through AES and Maritz Global Events and you would like to cancel your hotel reservation, please ensure that your cancellation request includes a request to cancel your hotel as well.

Requests to switch to Digital Select made after Friday, November 18, 2022, at 12:00 (noon) Pacific Time will receive the price adjustment less a $100 administrative fee, and the attendee must contact their hotel after Friday, November 25, 2022, to cancel.

You may cancel your AES Annual Meeting in-person registration until Friday, November 18, 2022, at 12:00 PM (noon) Pacific Time. Cancellations made by this date will receive a full refund, less a $100 USD administrative fee and their hotel reservation (if booked through AES and Maritz Global Events) will be automatically canceled.

Please allow 5-7 days for credit card refunds. Refunds for registrations paid by check will be processed 4-6 weeks following the conclusion of the meeting. Cancellation requests made after the date above are not eligible for refunds. 

To cancel or switch your registration to Digital Select, email aes@maritz.com.

When is the last day I can cancel my registration for a refund?
You may cancel your in-person registration until Friday, November 18, 2022, at 12:00 PM (noon) Pacific Time. Cancellations made by this date will receive a full refund, less a $100 USD administrative fee and any associated hotel reservation (if booked through AES and Maritz Global Events) will be automatically canceled.

Please allow 5-7 days for credit card refunds. Refunds for registrations paid by check will be processed 4-6 weeks following the conclusion of the meeting. Cancellation requests made after the date above are not eligible for refunds.

When is the last day I can switch my registration from in-person to Digital Select?
Individuals who switch to Digital Select from in-person by Friday, November 18, 2022, at 12:00 (noon) Pacific Time will receive a price adjustment to reflect the price difference between Digital Select and in-person rates. Requests to switch to Digital Select made after the date above will receive the price adjustment less a $100 administrative fee.

Can I purchase Digital Select/on-demand recordings after the live meeting?
Yes. Digital Select will be available for purchase through Monday, February 6, 2023.

 

Digital Select/On-Demand Recordings

How do I access on-demand content?
On-demand content will be available in the evening on Tuesday, December 13. To access recorded sessions, log into the AES 2022 mobile app and navigate to the session you'd like to watch. The video recording will play on the session page. A list of all on-demand recordings can be found here.

Can I share my AES 2022 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.

When will on-demand content be available?
On-demand content will be available in the meeting app beginning on Tuesday, December 13 at 7:00 PM Eastern Time. This launch day will kick off with recorded sessions streaming with faculty present in the interactive chat to discuss the presentations and answer questions in real-time----one at 10:00 AM ET, one at 1:00 PM ET, and two at 4:00 PM ET. The remaining recorded content and all e-posters will be available at 7:00 PM ET and will remain available through Monday, March 13, 2023.

Can I purchase Digital Select/on-demand recordings after the live meeting?
Yes. Digital Select will be available for purchase through Monday, February 6, 2023.


Hotels

I am registering for the meeting and am unable to find a hotel in the AES block, what do I do?
Rooms in the AES hotel block are selling out quickly. Inventory varies from day to day based on bookings and cancellations. Should a room in the AES block not be available when you register, you may book your accommodations through ARES Travel, a third-party travel planner offering additional hotel options. Please be sure to review ARES policies carefully, as they differ from the policies governing hotel accommodations in the official AES housing block.

If I book my hotel through ARES Travel, am I still eligible for the $50 registration discount?
Yes. If the discount is applicable to the category in which you are registering, you will receive the discount provided you register and secure accommodations by Wednesday, October 19, 2022, 11:59 PM Pacific Time. The $50 discount will be credited to your credit card no later than Friday, November 4, 2022.

 

Onsite Questions

What are the health and safety requirements for AES 2022?
To learn more about health and safety at the AES Annual Meeting, please click here.

When is the exhibit hall open?
The AES 2022 exhibit hall will be open Saturday from 12:00 PM - 6:00 PM, Sunday from 10:00 AM - 4:00 PM, and Monday from 10:00 AM - 2:00 PM.

Can I take photos of presentations or posters?AES strictly prohibits photography, video and audio recordings, and screen captures in all educational sessions--both live and on-demand.

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. 

The single exception: Photography will be allowed in poster sessions with the permission of the poster authors. Authors ok with photos will have a label indicating so on their posters.