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Exhibit booth sales open
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Now through Friday, November 17
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Innovation Pavilion sales open
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Now through Friday, November 17
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Exhibit floor office sales open
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Now through Friday, November 17
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Product Theater sales open
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Now through Friday, November 17
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Epilepsy Resource Area booth sales open for nonprofits
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Now through Friday, November 17
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Right of First Refusal period for buyers of 2022 exclusive items
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Mid to Late May
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Satellite symposia applications due
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Friday, July 7
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Scientific exhibit applications due
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Friday, July 7
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AES 2023 registration opens
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Early August
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Satellite symposia applicants notified
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Monday, July 31
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Scientific exhibit applicants notified
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Monday, July 31
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Satellite symposia signed Letters of Agreement must be returned to AES
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Tuesday, August 8
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Scientific exhibits signed Letters of Agreement must be returned to AES
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Tuesday, August 8
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Exhibitor Services Kit emailed
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Mid-August
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Exhibit booth balances must be paid in full. Any booths reserved after this date must pay in full to reserve booth.
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Tuesday, August 22
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Deadline to cancel or reduce size of an exhibit booth with a 50% refund.
No refunds will be given for booth cancellations or reductions received after this date.
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Tuesday, August 22
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In Conjunction With (ICW) applications open
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Late August
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Deadline to cancel satellite symposia, scientific exhibits, advertisements, sponsorships, product theaters, innovation pavilions, or offices with a 75% refund
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Wednesday, September 6
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Insertion orders due for print advertising in program book and Guide to Poster Abstracts
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Thursday, September 14
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Deadline for providing your company description for inclusion in the print program book
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Thursday, September 14
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Deadline to cancel satellite symposia, scientific exhibits, advertisements, sponsorships, product theaters, innovation pavilions, or offices with a 50% refund. No refunds will be given for cancellations received after this date.
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Wednesday, September 27
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Last date for signed advertising and sponsorship agreements for items promoted in the print program book
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Friday, September 29
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Final approved art due for advertising placements in program book and Guide to Poster Abstracts
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Friday, September 29
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Group hotel reservations (9+ rooms) deadline
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Monday, October 2
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Final Rooming lists due
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Tuesday, October 10
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Deadline for In Conjunction With (ICW) meeting requests
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Friday, October 27
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Passport to Prizes deadline if slots are still available
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Wednesday, November 1
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Last date for signed advertising and sponsorship agreements for items to be disclosed in on-site industry supporter signage
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Wednesday, November 1
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Booth renderings due (for islands and peninsulas only)
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Wednesday, November 1
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Media Wall and Door Drop advertising insertion order deadline
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Thursday, November 9
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Complimentary direct mail list of registrants to date provided to all exhibitors for one-time use. All mailings must be approved by AES
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On or about Thursday, November 9
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Final catering, furnishing, electrical, and audio-visual orders due for satellite symposia, scientific exhibits, product theaters, and innovation pavilions
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Thursday, November 16
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Individual hotel reservation deadline
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Friday, November 17
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All MOAs for medical education grants must be signed and returned to AES
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Wednesday, November 29
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Exhibitor move-in
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Thursday, November 30 (8:00 AM-5:00 PM)
Friday, December 1 (8:00 AM-5:00 PM)
Saturday, December 2 (8:00-10:00 AM)
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Exhibit Hall opens
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Saturday, December 2 (12:00 PM)
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Exhibit Hall closes
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Monday, December 4 (2:00 PM)
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Epilepsy Resource Area exhibitor move-out
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Monday, December 4 (by 5:00 PM) |
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Exhibitor move-out
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Monday, December 4 (2:00-10:00 PM)
Tuesday, December 5 (8:00 AM-12:00 PM)
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Complimentary direct mail list of all registrants provided to all exhibitors for one-time use. All mailings must be approved by AES
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On or about Monday, January 8, 2024
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Final date exhibitors, satellite symposia sponsors, and scientific exhibitors can mail an approved mailing using the complimentary post-meeting mailing list provided by AES
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On or about Friday, February 23, 2024
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