Registration Policies

Membership Policy

To register for the Annual Meeting at a member rate, your membership must be current with an expiration date of June 30, 2017 or later.

To receive the early bird member rate, you must renew or join AES by Thursday, October 27. Please note that the registration system requires 48 business hours to update membership status. 

To receive the standard/onsite member rate, you must renew or join AES by Monday, October 31. Member rates will not be available after this date for anyone who is not a member, and membership applications will not be processed onsite at the meeting. 

AES will not offer partial refunds of registration dues for those who renew or join after registering for the meeting.

Registration Cancellation and Refund Policy

Cancellations must be sent via email or faxed no later than Monday, November 21. Please email cancellations to Faxed cancellations can be sent to 888-772-1888 (domestic) or 301-694-5124 (international).

The deadline for a cancellation request is Monday, November 21. Requests must be received by that date to receive a full refund, minus a $100 administrative fee. Requests made on Tuesday, November 22, or later are not eligible for any refund.

For credit card refunds, please allow 5-7 business days to be processed. For check refunds, please allow 4-6 weeks after the meeting concludes.

Registration Substitution Policy

Substitutions permitted if the substitute’s registration fee is the same or less than the original registrant’s. There are no refunds.

The deadline for registration and housing substitution requests is Monday, November 7. No substitution requests are processed onsite and no refunds are issued for no-shows. All substitutions must go through Experient customer service.

Hotel Cancellation Policy

A credit card (American Express, Discover, Diners Club, MasterCard or Visa) is required to guarantee a reservation. After Monday, November 21, a one night non-refundable deposit (room and tax), representing the first night of your reservation, will be charged to your credit card. Changes can be made to your reservation through the official AES housing bureau, Experient, until November 7, 2016, based on availability. Please contact your hotel directly after this date.