EXHIBITOR HOUSING

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. All housing in the AES room block is reserved through our housing partner, Maritz.

AES Support for Group Housing

  • Inventory availability: The American Epilepsy Society contracts with hotels years in advance on behalf of our exhibitors and attendees so sufficient housing is available. The mix of available hotel properties in our Annual Meeting markets often changes between the time of signing and the time of our meeting. We ask companies needing large blocks to recognize that commitments made at the time the convention space was secured represented the best options available. AES is contractually obligated to honor them.
  • First Pick System: Exhibitors are invited to select their 2023 hotel block based on their recognition level at the 2022 AES Annual Meeting. Companies in the top four recognition tiers (Benefactor, Leader, Partner, and Supporter) have first-pick opportunity, staged so each tier has a designated time window for selecting rooms before companies in the next lower tier are invited to request their blocks.
  • General Group Housing Registration: Exhibiting companies that are not part of the first pick system described above will be able to book housing when registration for AES 2023 opens in mid-summer. The company's Contact of Record, as noted in your booth application, will be contacted by Maritz Global Events with details as soon as registration and housing become available. 
  • Housing Points: Exhibiting companies select their booth position on the exhibit floor in order of the number of priority points they have accumulated. Exhibitors may earn three priority points for using at least two rooms for two nights per room in the AES block for each one hundred square feet of booth space reserved. For example, to earn the three priority points, a 400 square foot exhibitor must use a minimum of 8 rooms for 2 or more nights per room for a minimum of 16 nights in the AES block. These rooms must be booked by the final room list deadline to qualify for these points.
  • Blocks available where AES KOLs are staying: AES leaders and key opinion leaders are housed in the same locations where large exhibitor blocks are available. The buzz of the lobby, dining, bar, and elevator traffic in these locations increases the chances of informal mingling and connections.

Avoid Housing Scams!

Beware of housing scams. All housing in the AES room block is reserved through our housing partner, Maritz Global Events. AES works with Maritz to provide hotel reservation services for individuals, groups, and additional services for international attendees. Maritz is the only approved registration and hotel partner. Hotel offers from unaffiliated companies may appear to offer lower rates. However, they may be fraudulent, have unreasonable cancellation or change penalties, or be completely non-refundable. AES is unable to honor or assist with registrations or hotel reservations made through any other party or organization. If you are unsure if you are on the official AES housing website contact info@aesnet.org.

EXHIBITOR REGISTRATION

Registration Information

  • Registration for AES 2023 will open mid-summer
  • All members of your team MUST be registered for AES 2023 to access the Exhibit Hall
  • Your organization's Contact of Record will be contacted with information on how to register your group
  • Each exhibitor (not including Epilepsy Resource Area exhibitors) receives 4 complimentary exhibit hall-only registrations per 100 square feet of booth space
  • Epilepsy Resource Area exhibitors receive 2 complimentary exhibit hall-only registrations
  • Employees of exhibiting companies who wish to attend education sessions and other events must purchase exhibitor full conference registrations. Information will be provided to your contact of record.
  • Exhibit hall-only passes do not provide access to the poster hall. Anyone from your company who wants to enter the poster hall, including poster presenters, must be registered in the exhibitor full conference category, or as an attendee.
  • If your company earns a complimentary full conference registration through the AES Exhibitor Recognition Program, the comp registration will be added to your allotment by early to mid-November.

Purchasing Additional Exhibitor Registrations

COMING SOON: Information and rates for purchasing additional exhibitor registrations

Beware Registration Scams!

AES 2023 registrations are managed through Maritz Global Events. Scammers have been known to post a fake website that offers registration services for AES Annual Meetings--sometimes with lower rates. Maritz is the only approved registration and hotel partner for AES 2023. AES is unable to honor or assist with registrations or hotel reservations made through any other party or organization. If you are unsure if you are on the official AES website contact info@aesnet.org.