CANCELLATION POLICIES

General Information about Cancellations

Note cancellation policies when signing your contract or order. 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, advertisements, and sponsorships. When signing your order or contract, please note the cancellation policy.

Refunds. In the event that your company must cancel, please note the guidelines and refund policies below. In general, as the date of the AES Annual Meeting gets closer and AES has less time to attempt to resell the product you are cancelling, the amount of your refund (if any) is reduced. No refunds will be made on products if AES has already entered into contracts with fulfillment agencies or has otherwise incurred costs (e.g. design, print orders, print placements, food & beverage commitments, etc) to execute--regardless of the timing of your cancellation. In such case, if your product is unpaid at the time of cancellation, you will still owe AES the amount reflected in your signed contract, reservation form, insertion order, letter of agreement or memorandum of agreement.

Cancelled booths and ads will appear in the program book if the print deadline has passed. Note that AES print deadlines for the program book and most signage are typically the first week in October each year. After print deadlines close, AES is not able to make changes in the print program book or on signage.

Exhibit Booths

Rules relating to exhibit booth cancellations can be found in the exhibit booth contract signed by the exhibitor. Companies or organizations that have signed an agreement with AES for exhibit booth(s) are entitled to a refund as indicated below if they cancel:

75% of the entire fee of the space originally contracted if cancellation is received on or before May 23, 2023
50% of the entire fee of the space originally contracted if cancellation is received between May 24, 2023 and August 22, 2023

There will be no refunds on exhibit booths after August 22, 2023. Please note: if AES has not received 25% of your total fee by May 23, 2023, or 50% of your total fee by August 22, 2023, that amount will be invoiced and payable to AES even though the booth has been cancelled.

Cancellations must be received in writing. Send to Angel Law at alaw@aesnet.org.

Exhibit Floor Offices and Pavilions

Rules relating to exhibit floor office cancellations can be found in the contract signed by the exhibitor for an exhibit floor office. Rules relating to Innovation Pavillion cancellation can be found in the order form signed by the exhibitor. Companies or organizations that have signed an agreement with AES for exhibit floor offices or Innovation Pavilions are entitled to a refund as indicated below if they cancel:

75% of the entire fee of the space originally contracted if cancellation is received on or before Wednesday, September 6, 2023
50% of the entire fee of the space originally contracted if cancellation is received between Thursday, September 7, 2023, and Wednesday, September 27, 2023

There will be no refunds on exhibit floor offices or Innovation Pavilions after Wednesday, September 27, 2023. If you submit a signed order after Wednesday, September 27, 2023, the full amount will be invoiced and payable to AES even if you later cancel.

Please note: if AES has not received 25% of the total fee by September 6th or 50% of the total fee by September 27th, that amount will be invoiced and payable to AES even though the office or pavilion has been cancelled.

Cancellations must be received in writing. Send to Angel Law at alaw@aesnet.org.

Sponsorships, Advertising, and Product Theaters

No refunds will be made on products if AES has already entered into contracts with fulfillment agencies or has otherwise incurred costs (e.g. design, print orders, print placements, food & beverage commitments, etc) to execute your ad or sponsorship--regardless of the timing of your cancellation. In such case, if your product is unpaid at the time of cancellation, you will still owe AES the amount reflected in your signed reservation form, insertion order, or memorandum of agreement.
Note that for some advertising and sponsorship products, particularly items printed in the Program Book, it will not be possible for AES to pull back your placement once the fulfillment process has begun.
If AES has not entered into fulfillment contracts or incurred fulfillment costs at the time of your cancellation, AES will refund:
- 75% of the product fee if written notice of cancellation is received on or before Wednesday, September 6, 2023
- 50% of the product fee if written notice of cancellation is received between Thursday, September 7, 2023, and Wednesday, September 27, 2023
There will be no refunds on sponsorships, advertising, and other products after Wednesday, September 27, 2023. If you submit a signed order after Wednesday, September 27, 2023, the full amount will be invoiced and payable to AES even if you later cancel.
Cancellations must be received in writing by Justin Searle at jsearle@aesnet.org.
If your product is unpaid at the time of cancellation, you will still owe AES the amount reflected in your signed reservation form, insertion order, or memorandum of agreement, less the refundable amount per this policy. You will be billed for the non-refundable amount.

Satellite Symposia

Your signed Letter of Agreement will include information about cancellation policies. These policies are also included in your signed application.

Scientific Exhibits