AES 2023 General Information
Where and when will the 2023 Annual Meeting be held?
The 2023 AES Annual Meeting will be held in Orlando, FL, at the Orange County Convention Center (West Concourse) from December 1-5, 2023.
Orlando was selected as a destination for the AES Annual Meeting in 2017—using the multi-dimensional site selection criteria and process in place at the time. Since then, the AES Board of Directors has amended the criteria used to select destinations, and states whose legislation does not align with AES core values are no longer being considered.
In 2022, rapidly changing policies prompted the Board to consider possible alternatives for AES 2023, but there were none. The options were to cancel the meeting or proceed with it being held in Orlando.
Not holding the most important event in epilepsy science and education presents a greater risk than holding the meeting in a location inconsistent with AES values and the impact of not convening the brightest minds in epilepsy on the patients we serve would be a negative one.
We understand that holding the meeting in Florida has implications for our attendees and AES is committed to bringing epilepsy learning and science to those unable to travel. AES 2023 Digital Select offers on-demand recordings of select sessions with access beginning Tuesday, December 5.
How will AES address concerns I may have for my well-being attending a meeting in Florida?
The Board of Directors recognizes that the Orlando choice carries some risks for both the Society and for valued members who are part of vulnerable groups. We are committed to addressing and mitigating predictable risks where appropriate. We also understand that for some attendees, these concerns may result in a decision not to attend in person. In these circumstances, we hope you will take advantage of the AES 2023 Digital Select option to access educational content following the meeting. Recorded content will be available beginning Tuesday, December 5, and will be available for 90 days.
How much does it cost to register?
AES 2023 registration rates can be found here.
What is included in the registration fee?
Click here for a list of what's included in your registration [PDF].
How can I get the best possible registration rate?
AES members receive a discount on the cost of registration. In addition to becoming a member, registering prior to the early bird deadline (Monday, October 16) will help save on the cost of registration. AES 2023 registration rates--including member and early bird pricing--can be found here. In order to receive the member discount, you must join as a member prior to registering. Those who register then join will not be eligible for a refund of the difference in the member vs. non-member registration fees.
Does AES offer financial assistance or sponsorship of meeting registration and housing?
No. AES does offer a special rate for individuals living and working in low-income and lower-middle-income economies, as defined by the World Bank. In addition, individuals who submit abstracts to be considered for presentation at the meeting are also invited to apply for abstract awards--some of which offer complimentary registration and/or a travel stipend. Please note that the abstract submission window for AES 2023 has closed.
Why does my meeting registration not show up in my myAES account?
Registration for the AES Annual Meeting occurs in a separate system. Your registration and attendance are added to your myAES account after the meeting each year.
What if I register for the in-person meeting and am unable to attend?
If you are unable to attend in person, you can still enjoy the on-demand content available in AES 2023 Digital Select. Individuals who switch to Digital Select from an in-person registration by Friday, November 17 at 12:00 PM (noon) Pacific Time will receive a price adjustment to reflect the difference between Digital Select and in-person rates. Requests to switch after the date above will receive the price adjustment less a $100 administrative fee.
Can I cancel my registration?
Yes. Cancellations must be sent via email no later than 12:00 PM (noon) Pacific Time on Friday, November 17, 2023. Please email cancellations to firstname.lastname@example.org.
Requests made on Friday, November 17, 2023, by 12:00 PM Pacific Time (noon) will 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.
If I cancel, will I get a refund?
The deadline to request a full refund of your in-person or Digital Select registration is 12:00 PM Pacific Time (noon) on Friday, November 17, 2023.
Requests made on Friday, November 17, 2023 by 12:00 PM Pacific Time (noon) will 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.
If I register and can't attend, can a colleague attend in my place?
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 email@example.com to make a substitution. The deadline for substitutions is 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 firstname.lastname@example.org by this date. Substitutions will not be processed onsite. No-shows are not eligible for refunds.
Are there safety protocols in place for the AES Annual Meeting?
AES is committed to the health and well-being of our attendees, exhibitors, staff, vendors, and partners. Please reference our health safety page for further information.
The following safety measures have been designed and implemented to keep you safe during the AES Annual Meeting:
- 911 services as well as non-emergency services are available to onsite attendees.
- Security staff will be present throughout the meeting to monitor the safety and security of the hotels, convention center, and attendees
- Badges are required to be worn in the convention center and hotels at all times during the AES Annual Meeting
- Convention center security may check packages and bags at entrances, in meeting rooms, and in the exhibit hall
- Due to safety and fire regulations, doors will be closed to session rooms that fill capacity
Are children permitted to attend the AES Annual Meeting?
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:
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
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.
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
A parents' room is provided for the convenience and comfort of nursing parents. 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.
I am bringing my family with me to Orlando. What attractions or activities are available for them to enjoy?
AES has worked with the City of Orlando Convention and Visitor's Bureau to offer recommendations for activities and discounted theme park tickets. Visit the Getting Around Orlando page to learn more.
AES 2023 Digital Select
Is there an online option?
Yes! If you are unable to participate in the in-person meeting, you may purchase AES 2023 Digital Select--an on-demand option that includes recordings of select programming and access to the virtual poster hall. On-demand access will begin Tuesday, December 5, 2023, and will be live for 90 days.
Can I claim credit for AES 2023 Digital Select recordings?
Yes. Credit claim will be available for select recordings and attendees are encouraged to claim credit commensurate with their participation in AES 2023 Digital Select. Digital Select offers approximately 68 hours of recorded sessions, totaling up to 56 CME credits.
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 access to Digital Select--included in their registration fee.
When will Digital Select content be available?
Session recordings and the virtual poster hall will be available beginning Tuesday, December 5, and will be available for 90 days--through Monday, March 4, 2024.
How do I access Digital Select content?
Session recordings and the virtual poster hall can be found in the AES 2023 mobile app (also available on desktop devices for your convenience).
Can I share my login?
No. Your login credentials are unique to your registration and myAES account and cannot be shared. Sharing your login will prevent you from earning credit for any sessions you attend.
Can I purchase Digital Select after the meeting?
Yes. AES 2023 Digital Select will be available for purchase through Monday, February 6, 2023.