Information and Resources for Current Exhibitors
Exhibitor Guidelines
Advertisers and sponsors must meet AES qualifications. The following categories qualify to participate in the AES 2024 Annual Meeting as advertisers or sponsors, providing you meet all other requirements for participating in the AES Annual Meeting per AES Exhibitor Guidelines:
- 2024 commercial booth or nonprofit tabletop exhibitors
- 2024 scientific exhibitors
- Non-exhibiting companies with an epilepsy-related medicine or device in precommercial status, provided they don't already have a commercial epilepsy product
- Medical education companies providing a satellite symposium that is sponsored by a company that qualifies to purchase advertising or sponsorship opportunities
- Companies in Loss of Exclusivity status or going into LOE in 2024 that in the past two years reached Advocate Level or above in the AES recognition system---or will reach that level in 2024.
Advertising and sponsorships must go through AES: All companies and organizations participating in the AES 2024 Annual Meeting as exhibitors, sponsors, and advertisers of content targeted in any way at the professional epilepsy audience that appears during the 11/28/2024 to 12/06/2024 time period in the greater Los Angeles market must purchase these products from AES. Note that advertising placements of a month or less that: (1) include these dates, (2) are targeted at the consumer market, and (3) are in or near venues or outlets where they can reasonably be expected to reach the AES professional audience will be considered targeted at professionals and therefore must be purchased through AES. Advertising includes but is not limited to advertising on-site at the convention center and AES hotels and in-market advertising such as airport, billboards, signage in the central business district and on or near AES hotels, bus, taxi, clings, pop-ups, projection ads, mobile advertising, pedicabs, and other outdoor advertising.
Securing ads or sponsorships: Most advertising can be ordered through the Advertising Insertion Order, and most sponsorships can be ordered through the Sponsorship Order Form. If you are not finding the way to order ads and sponsorships you want to secure, contact alaw@aesnet.org or call 312-883-3800, x 103.
Other advertising and sponsorship opportunities: Commercial and non-profit supporters may propose additional advertising or sponsorship ideas. AES will review these ideas and if approved, provide prices for them.
Approvals: All art and copy for ads, mailers, signage, etc. must be submitted to AES for approval. Check here for instructions on where to send your materials. Allow three (3) business days for a response.
Messaging: Visit the AES exhibitor website for complete guidelines on acceptable references to AES in advertisements and mailings.
Exhibitor group housing expectations: Companies exhibiting at the AES Annual Meeting are expected to house their staff and vendor teams in the AES hotel block for at least 80% of their room nights. Built into AES hotel contracts are minimum numbers of prime, competitively priced sleeping rooms that help keep costs down for attendees, which helps attract the target audience for a successful exhibit hall. Rooms in the AES block must be sold, or AES will face attrition fees and meeting room charges that will increase costs next year.
Right of First Refusal System: Exhibitors purchasing an exclusive or premium sponsorship or advertising item will have the right of first refusal (ROFR) for that item at the subsequent Annual Meeting if it is offered in the subsequent year by AES at the price for that year.
In Conjunction With (ICW) Meetings: Space reservations for "In Conjunction With" (ICW) meetings will open in late August 2024. ICWs are any meetings that take place between Tuesday, November 28, 2024, and Wednesday, December 6, 2024, in the Los Angeles area that include AES registrants. All such meetings or events, whether on-site at the AES meeting or offsite at a non-AES venue, are ICWs and must be approved by AES. Exhibitor team meetings with attendance limited to that company's staff and representatives may be held at any time.
Cancellation policies: It is understood that business events and conditions sometimes require exhibitors, sponsors, and advertisers to change their plans for the AES Annual Meeting after signing contracts and orders for exhibit booths, offices, pavilions, product theaters, advertisements, sponsorships, and other items. When signing your order or contract, please note the cancellation policy included in your order form or contract.