All payment of honoraria and support for travel and accommodations for our Annual Meeting faculty are in compliance with the Accreditation Council for Continuing Medical Education (ACCME) Standards for Integrity and Independence in Accredited Continuing Education and AES Policies. The honorarium amount and support for travel is determined by the Annual Meeting Committee with input from the Council on Education Chair.
Faculty Limitations
- Faculty may only present in either one Symposia or Investigators Workshop (IW). Additionally, if invited, faculty may also present in one Special Interest Group (SIG).
- Faculty may only present in one Special Interest Group.
Honorarium ($500)
- Member and non-member faculty of Symposia, IWs, Annual Course, and Dialogues to Transform Epilepsy sessions are eligible to receive an honorarium, up to maximum number of speakers as indicated below.
- Symposia – no more than eight (8) speakers
- Dialogues to Transform Epilepsy – no more than six (6) speakers
- Annual Course – no more than 25 speakers
- Investigator Workshops – no more than five (5) speakers
- One (1) non-member per SIG is eligible to receive an honorarium.
- Eligible faculty must meet all deliverables by established deadlines to receive an honorarium.
- Eligible faculty may only receive one honorarium per Annual Meeting.
Travel/Hotel
- One (1) non-member per Symposia and IWs and two (2) non-members for the Annual Course and Dialogues to Transform Epilepsy session are eligible to receive the travel package.
- The travel package includes:
- Round trip coach air, train, or mileage from the faculty home city. AES will reimburse for roundtrip mileage (at the standard rates determined by the IRS), tolls, and parking for up to three days. AES will reimburse only up to the amount of coach air travel, as quoted by Frosch (AES travel agent).
- Maximum of two (2) nights hotel, room and tax only, in an AES approved hotel.
- Transportation (Deadline: September 15)
- All transportation supported by AES must be booked through the AES approved travel agent, Frosch. AES will contact all faculty approved for travel with details to make reservations. Faculty should not book transportation until they have heard from AES.
- If faculty are not permitted by their employer to book with Frosch (i.e., they work for a government agency, etc.) and AES support for their travel is anticipated, they must get written approval (email will suffice) from AES to book with another agency. All tickets must be approved by AES before reservations are booked and ticketed.
- AES will not reimburse for transportation if travel is booked without AES approval.
- If faculty choose to upgrade or change their flight once it is booked, all upgrade and/or change fees associated will be paid by the faculty. AES does not reimburse for elective flight changes. AES will cover change fees due to acts of nature.
- Housing (Deadline: September 15)
- Rooms must be booked at one of the hotels through the AES official housing bureau. Rooms booked outside the AES room block will not be reimbursed. AES will provide a list of approved hotels.
- All rooms must be reserved by September 15. A credit card will be required to confirm the reservation. AES will work with the housing bureau to add approved faculty to the master bill at the hotel. Once on the master bill, faculty will not be charged for up to 2 nights’ room & tax of their stay.
- Faculty will be responsible for additional nights beyond the 2 provided by AES.
Registration
- All faculty are responsible for their own registration, including payment.
- Complimentary one-day registration may be requested for faculty who are outside of the field of epilepsy that would not otherwise attend the meeting (eg. Dietician, attorney, sleep expert, etc.) The Annual Meeting Committee Chair will review all requests.
Patient/Patient Advocates Receive
- AES encourages planning committee chairs to engage patients or patient advocates that are local to the meeting city.
- One (1) non-member patient or patient advocate per session is eligible to receive the travel package (see Travel/Hotel).
- Complimentary one-day registration.
Requests for Travel Packages
(For Symposia, Investigators Workshops, Annual Course, and Dialogues to Transform Epilepsy only)
Requests must be made by completing the online AES Travel Package Request Form by the end of April. Final decisions on travel package requests will be made by the appropriate committee chair(s) based on rationale and budget and communicated to session chairs by mid-to late May. No faculty beyond those covered by the policy limits stated above should be offered travel support until you receive written approval.
Note: Annual Meeting Chair(s) will approve all travel package requests except for Investigator Workshops. The Investigator Workshop Committee Chair(s) will approve these requests.
A travel package will be extended to a non-member as a one-time-only offer. AES maintains a list of faculty who have received a travel package in the past. If you are unsure if the speaker is a member or non-member of the AES, please contact the AES staff liaison to your committee or the AES Education Department at
education@aesnet.org.
Requests for Registration Coverage
Requests must be made by completing the online
AES Complimentary Registration Request Form by the end of April. Final decisions will be made by the Annual Meeting Committee Chair and communicated to session chairs by mid-to late May.
The Annual Meeting Committee Chair reserves the right to make exceptions to the travel policy if needed. Exceptions will be considered on a case-by-case basis. All exceptions must be approved by the Chair of the Council on Education.