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 2023. 

Guidelines for Mentioning AES in Communications  

References to AES in ads and mailings. Advertisements and direct mail outreach may include references 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 2023 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 2023.

  • 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 2023 Annual Meeting or AES 2023 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.

All advertising and sponsorship goes through AES  

All companies and organizations participating in the AES 2023 Annual Meeting as exhibitors, sponsors, and advertisers of content targeted in any way at the professional epilepsy audience that appears during the 11/29/2023 to 12/10/2023 time period in the Orlando, FL market must purchase these products from AES. Note that advertising placements of a month or less that: (1) include these dates, (2) are targeted at the consumer market, and (3) are in or near venues or outlets where they can reasonably be expected to reach the AES professional audience will be considered targeted at professionals and therefore must be purchased through AES. Advertising includes, but is not limited to, advertising on-site at the convention center and AES hotels and in-market advertising such as airport, billboards, signage in the central business district and on or near AES hotels, bus, taxi, clings, pop-ups, projection ads, mobile advertising, pedicabs, and other outdoor advertising.

Photography and Recordings 

Photography. Photographs of products and equipment may only be taken with the expressed permission of the exhibiting company. Indoor drones and aerial surveillance of any kind by an exhibitor is strictly prohibited. Exhibitors wishing to take photographs/videos of their own booths or equipment may do so, provided that the photograph is of their booth and their booth only, and their employees or vendors only. Photographs convention center spaces outside the exhibit hall requires permission of the convention center and may not include any images of AES logos, signs, or activities. No outside photography contractor will be admitted without approval. Any approved photographer providing services onsite must be badged.

Recordings. Recording (audio, video, film) of any part of the AES Annual Meeting is prohibited inside or outside the exhibit hall, with these exceptions: (1) sponsors of certain events like product theaters and satellite symposia may be allowed to record those events per the terms of the AES Memorandum of Agreement for those products; (2) exhibitors may record aspects of their booth build on the condition that the recording does not capture any images of any other booths or items on the exhibit floor, nor any individuals who are not the exhibitor’s employees or vendors, nor any verbal mentions or images of anything with a version of AES in text or our logo; and (3) exhibitors may request permission from the convention center or conference hotels to do recording, but no recording of AES images or activities or attendees is allowed. No camera crews or videographers may enter the exhibit hall without express permission from Show Management and Show Management reserves the right to require that such crews are escorted by AES staff. and activities. No outside recording crews or service providers will be admitted without approval. Any approved camera crew or videographer providing services onsite must be badged.

Participant Video, Photo, and Audio Release

AES uses photographs, videos, and audio recordings of meeting events, activities, and locations in AES promotional and other materials. By participating, all exhibitors, attendees and visitors agree to the use of their likeness in these materials.

Anti-Harassment Policy

The American Epilepsy Society (AES) is committed to supporting educational and scientific dialogue, and to fostering a welcoming community in which all participants can contribute fully. Reflecting these values, AES will not tolerate harassment in any form. We expect all attendees, media, speakers, volunteers, organizers, venue staff, guests, and exhibitors at AES-organized events to help us ensure a safe and positive environment. Anyone violating these rules may be sanctioned or expelled from the conference without a refund at the discretion of the conference organizers. This policy applies to all activities and events where AES is the primary sponsor. For the entirety of the AES anti-harassment policy and for information on how to lodge a concern, please click here [PDF].