Committee and In Conjunction With (ICW) Meeting Guidelines

AES welcomes industry and other groups to participate in the Annual Meeting through support, sponsorship, and exhibition opportunities. The Society also recognizes industry may need to meet and/or hold other events, and provides resources to facilitate these events.

Meeting space is no longer available at the Philadelphia Marriott Downtown. The deadline to submit a request was Friday, October 30, 2015.  

What Qualifies as an ICW Event?

  • Invitation only--not open to all AES Annual Meeting attendees
  • Attendance of an ICW event must not exceed 100 Annual Meeting attendees, including organizations representatives/employees

An ICW Event is any function affecting Annual Meeting attendees, including exhibitor staff, scheduled outside of the official AES Program, including but not limited to:

  • Alumni Reunions/Receptions
  • Advisory Board Meetings
  • Committee Meetings, Board Meetings, Focus Groups, Task Forces
  • Breakfast, Lunch, Reception, and Dinner Events
  • Exhibitor Meetings: Personnel meetings may be held at any time when attendance is limited to that organization’s representatives.

It is the responsibility of organizers hosting events to make sure that those events comply with all applicable national, state and local laws and professional conduct codes, including AMA, PhRMA and AdvaMed Codes, and state laws and regulations. Please note that newer state laws (i.e. MA Pharmaceutical and Medical Device Manufacturer Conduct Regulations) cover all clinicians licensed in their state, no matter where the meeting they attend is held.

Meetings may be scheduled during the times outlined below.

Thursday, Dec 3

Friday, Dec 4

Saturday, Dec 5

Sunday, Dec 6

Monday, Dec 7

Tuesday, Dec 8

7:00 a.m. - Noon

8:30 a.m. - Noon

7:00 a.m. - 8:30 a.m.


7:00 a.m. - 8:30 a.m.

7:00 a.m. - 8:30 a.m.

Noon - 6:00 p.m.

Noon - 3:00 p.m.

Noon - 2:00 p.m.

Noon - 2:00 p.m.

Noon - 2:00 p.m.

10:45 a.m. - 6:00 p.m.

6:00 p.m. - 10:00 p.m.

6:30 p.m. - 10:00 p.m.

After 8:00 p.m.

6:00 p.m. - 10:00 p.m.

After 8:00 p.m.

6:00 p.m. - 10:00 p.m.

Scheduling of Events

All events affecting attendees during the inclusive dates and location of the Annual Meeting must be reviewed and approved through the application process before promotion and implementation of the event can occur. This applies to all events whether they are being held at AES-contracted facilities or otherwise. AES is accredited by the Accreditation Council for Continuing Medical Education (ACCME) and strictly adheres to the ACCME Standards for Commercial Support of CME [PDF]. 


The deadline to request space has passed.

A non-refundable administrative fee applies per room, per day and will be charged at the time of application. Meeting room rental fees are waived by the hotel. However, the meeting organizer is responsible for payment of any charges incurred, including but not limited to food & beverage; audio & visual equipment, labor; internet service, etc.

Note: Rooms will not be held for your group until payment has been received by AES.

  • Meetings 90 minutes and under: $250
  • Meetings 90 minutes – 4 hours: $400
  • Meetings 4 hours – 8 hours: $550

To request meeting space with payment by credit card, submit electronically (Deadline Friday, October 30)

  • The deadline has passed to request meeting space. 

To request meeting space with payment by check, submit by mail (Deadline Friday, October 30)

  • The deadline has passed to request meeting space.

Off-Site Events

To receive approval for events not held at the AES Headquarter Hotel, please fill out this form. Events held off-site must follow all AES guidelines for ICW events.

2015 Schedule Highlights

Click here to download the Schedule-at-a-Glance [PDF].

Meeting Services

Food and Beverage Service

Indicate your need for this service on the “Request for Meeting Space” form. The meeting facility will contact you directly to arrange food, beverage and payment requirements. Menus and pricing will be provided by the facility upon request.

Audio Visual Resources

Indicate your need for this service on the “Request for Meeting Space” form. The meeting facility will contact you directly to make arrangements for equipment and payment.


    • This request form is only used to apply for function space approval. AES will contact you for more information if necessary. In the event the AES approves your application, you will receive written confirmation from the hotel by mid-November. By submitting this application below, you/your organization/company agree not to use the AES or Annual Meeting names or logos in the promotion of this function. By approving your application, the AES does not endorse or sanction your function, and no such relationship should be inferred by you/your organization/company or implied to your participants.
    • Final room assignments are subject to change.
    • Organizations holding meetings at the AES Annual Meeting are prohibited from posting, tacking or otherwise attaching any materials on walls, doors, windows or other parts of the building. Violators are bound, at their expense, to repair any damage they may cause. Neither AES nor the facility will be responsible for any missing signage.

For More Information

For more information please e-mail or call 312.883.3800 ext. 108.