Information and Resources for Current Exhibitors

Watch this space for information about AES 2023 in Orlando, FL. To reserve your booth click HERE.

Quick Informational Videos

To assist exhibitors in preparing for AES 2022, AES is preparing a series of informal informational videos intended to answer frequently asked questions. These brief, three- to ten-minute videos will walk you through key topics to help you plan your program.

You can view these on-demand videos on your own schedule. They replace the exhibitor webinars that AES has offered for past meetings. If you have additional questions, feel free to contact the staff member indicated here.

Currently available topics are:

Advertising and Sponsorships
Exhibitor Recognition
The Role of Your Contact of Record

In Conjunction With (ICW) Meetings

Registration and Housing

Exhibiting at AES 2022: Your Checklist

Ordering Furnishings, Amenities, and Services for Your Booth

Promoting Your Presence at AES 2022

Video

Slides

Role of the Contact of Record

When your company or organization reserved your booth, you indicated who will be serving as your Contact of Record (COR) for all exhibitor communications. Please note that most communications from AES about your booth or any other aspects of AES 2022—for example, housing and registration information—are sent only to your Contact of Record. The COR is responsible for disseminating AES information to anyone else in the company or organization who needs it. In selected instances, AES sends information to others in the company or organization if those email addresses are known, but the COR receives ALL information.

Exhibitor News

From the launch of advertising and sponsorship sales in mid-May to the start of the meeting in December, AES will provide an exhibitor newsletter during the first week of each month. This eNews will be emailed to your company’s Contact of Record and posted here.

Exhibitor Service Kit

The Exhibitor Services Kit can be found HERE. You’ll find information on ordering booth furnishings, audiovisual, electrical, WiFi, catering, floral, and much more. GES is the exclusive exposition partner for AES 2022. Please contact customer service if you have questions at 800-801-7648. (Mon-Fri 6:00 AM - 4:00 PM PST)

Exhibitor Rules and Regulations

All exhibitors agree to AES Exhibitor Rules and Regulations (PDF) when reserving a booth. All exhibitors must abide by the Policies and Guidelines Governing the AES Annual Meeting, which may be updated, if necessary, from time to time between now and December 2022. Exhibitors should also note the Group Hotel Attrition Policy (PDF).

Guidelines for Mentioning AES in Communications

References to AES in ads and mailings. Advertisements and direct mail outreach may include reference to the AES Annual Meeting, but it must not imply that the ad or mailer is from AES. During the review process, AES reserves the right to change language relating to the use of the American Epilepsy Society and/or to reduce the point size of the reference.

Neither the AES logo nor the AES 2022 Annual Meeting logo may be used in any advertisement or mailer
No version of "American Epilepsy Society", "AES", and "Annual Meeting" may appear in any URLs your company uses to support your program or product.
The following reference to AES is not required, but may be used in all advertising, including airport, outdoor, taxi, hotel, and various onsite advertising: AES 2022.
On materials viewed or used onsite at the convention center--including but not limited to program book ads, meeting guide, door drops, media wall ads, and room signs for scientific exhibits and satellite symposia-advertisers may use: American Epilepsy Society 2022 Annual Meeting or AES 2022 Annual Meeting.

Messaging at the AES Annual Meeting. Please note these requirements for your corporate and branded product messaging based on where your advertisement will appear:

Messaging on sponsored items and advertising inside the exhibit hall may include corporate messaging + logos and/or product messaging + logos. AES reserves the right to disallow corporate and/or product messaging and logos on items in the exhibit hall if there is a reasonable possibility that attendees may carry those items where corporate messaging might be visible in accredited education sessions.
Messaging on sponsored items and advertising in the convention center but outside the exhibit hall may not include product messaging + logos, with the exception of ads appearing on the AES Media Wall, which may include product messaging + logos.
Outdoor advertising and sponsorships (airport, taxi, shuttle buses, billboards, headquarters hotels, etc) may include a call to action and may include product messaging + logos as part of a larger corporate message. The product messaging + logo must appear smaller than the corporate messaging + logo.

In Conjunction With (ICW) Meetings

Space reservation applications for "In Conjunction With" (ICW) meetings can be found HERE.

ICWs are any meetings that take place between Tuesday, November 29, 2022, and Wednesday, December 7, 2022, in the Nashville 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.

ICWs typically fall into one of these categories: Alumni Reunions/Receptions; Advisory Board Meetings; Committee Meetings; Board Meetings; Focus Groups; Press Conferences; Task Forces; and Social Events. ICW meetings may not provide either informal or accredited medical education.

Please note the following guidelines:

Attendance at an ICW event may not exceed 100 AES Annual Meeting registrants (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.
AES reserves the right to limit the number of ICW meetings and to not approve an ICW request.

ICW Meeting Times

Below is a list of times when ICWs can be held. Please note, AES only approves ICWs during times that do not conflict with AES major education sessions.

Thursday, December 1	Friday, December 2	Saturday, December 3	Sunday, December 4	Monday, December 5	Tuesday, December 6
7:00 - 12:00 PM	7:00 - 8:30 AM	7:00 - 8:30 AM	N/A	7:00 - 8:30 AM	7:00 - 8:30 AM
12:00 – 6:00 PM	N/A	12:00 -2:00 PM	12:00 - 2:00 PM	12:00 - 2:00 PM	11:00 - 6:00 PM
6:00 –10:00 PM	6:00 - 10:00 PM	8:00 – 10:00 PM	5:30 - 10:00 PM	8:00 – 10:00 PM	6:00 - 10:00 PM