In Conjunction With (ICW) Meetings

Off-site ICW Meeting Request

ICWs are any meetings that take place between Tuesday, December 3, 2024, and Wednesday, December 11, 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 considered ICWs and must be approved by AES.

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What is an ICW?

ICWs typically fall into one of these categories:

Alumni Reunions/Receptions
Advisory Board Meetings
Committee Meetings
Board Meetings
Focus Groups
Press Conferences
Task Forces
Social Events

Please note: ICW meetings are not permitted to provide informal or accredited medical education or training.

ICW Guidelines

Attendance at an ICW event may not exceed 100 AES Annual Meeting attendees (total over the course of the event), including your organization's representatives/ employees/staff.
ICWs must be by invitation only to a select group of people. They may not be open to all AES Annual Meeting attendees.
AES provides limited times over the course of the AES Annual Meeting that ICWs are allowed.
Companies and organizations holding an ICW meeting are responsible for conforming to all rules relating to the times that ICWs are allowed and the requirements for promotional materials and signage.
Once an ICW request is approved, the organization or company is responsible for covering all costs for its meeting or event, including catering and audiovisual.
AES reserves the right to limit the number of ICW meetings.
ICW Requests are approved at the discretion of the American Epilepsy Society. Not all requests are approved.

ICW Meeting Times

AES approves ICW meetings and events only at times when no major AES education sessions are held. A schedule of the allowed times for ICW meetings is below.

Thursday, December 5	Friday, December 6	Saturday, December 7	Sunday, December 8	Monday, December 9	Tuesday, December 10
7:00 - 12:00 PM	7:00 - 8:15 AM	7:00 - 8:15 AM	N/A	7:00 - 8:15 AM	7:00 - 8:15 AM
12:00 - 2:00 PM	N/A	12:00 - 2:00 PM	12:00 - 2:00 PM	12:00 - 2:00 PM	11:30 AM - 6:00 PM
6:00 - 10:00 PM	6:00 - 10:00 PM	6:00 - 10:00 PM	6:00 - 10:00 PM	6:00 - 10:00 PM	6:00 - 10:00 PM

Note: Meetings for groups of 20 people or less, or exhibit staff meetings, may be held outside of these times.