Policies and Guidelines

Policies and Guidelines Governing the AES Annual Meeting

Health and Safety

AES is committed to the safety and well-being of our attendees, staff, and partners. More information on AES 2022 health and safety policies can be found here.

 

Refunds

Please visit the refund policy page for information about cancellations and refunds.

 

Cancellation Policy

In-person and Digital Select cancellation requests must be sent via email to aes@maritz.com no later than 12:00 PM (noon) Pacific Time on Friday, November 18, 2022, to receive a registration refund (less a $100 administrative fee). If the cost of your registration is less than the $100 administrative fee, no refund will be given.

For refunds by credit card, please allow 5-7 business days to be processed. For check refunds, please allow 4-6 weeks after the Annual Meeting for processing. Requests made after 12:00 PM Pacific Time (noon) on Friday, November 18, 2022, are not eligible for refunds.

 

Registration Substitution Policy

Substitutions are permitted if the substitute's registration fee is the same or less than the original registrant's. Refunds on the difference in registration fees will not be given. Contact aes@maritz.com to make a substitution. The deadline for substitutions is Friday, November 18, 2022, at 12:00 PM (noon) Pacific Time.

 

Changing Your Registration to In-Person or Digital Select

AES 2022 offers both in-person and digital registration options. In-person registration includes access to all Digital Select content for the ninety-day on-demand period that will begin on or about Wednesday, December 7.

The deadline to change in-person registrations to Digital Select only, or Digital Select-only registrations to in-person is Friday, November 18, 2022, at 12:00 PM (noon) Pacific Time.

There will be no administrative fee for making this switch up to the November 18 deadline, but the registration price will be adjusted (charged or refunded) to reflect the price differential between in-person and Digital Select-only.

Switches made between in-person and Digital Select-only registrations after the November 18 deadline will incur a $100 administrative fee in addition to the price adjustment.

Contact aes@maritz.com to change your registration from in-person to Digital Select, or from Digital Select to in-person. Please note that the registrant is responsible for canceling their hotel reservation if a change from in-person to Digital Select is made.


Digital Select Platform User Responsibility

All participants in any virtual aspects of the AES Annual Meeting, including registrants, faculty, speakers, exhibitors, sponsors, event attendees, and others, are responsible for ensuring that their computers and/or mobile devices, their internet and wifi capacity, and their electrical/battery support are sufficient to fully engage in any virtual offering(s). Refunds will not be provided to participants due to technology and/or connectivity problems or outages, whether resulting from the participant’s own systems or a more widespread virus or attack.

 

Video, Photo, or Screen Capture of Event Content

AES strictly prohibits photography, video and audio recordings, and screen captures in all educational sessions. The use of live-streaming software, such as Zoom or live social media feeds, is also prohibited. 

Material presented at the AES Annual Meeting may not be reproduced in any format without the express written consent of AES or the otherwise applicable rights holder. By registering, participants acknowledge and agree that commercial or promotional distribution, publishing, or exploitation of speaker sessions, content, or materials from the event is strictly prohibited. 

Violations of the AES recording, video, and image capture policy may result in removal from the session and possible revocation of event registration without refund of any registration or other fees and expenses.  

The single exception:  Photographs of individual posters will be allowed in the in-person poster hall unless a “no photos” placard is on the upper righthand cornerof the poster next to the poster number. It is the responsibility of the registrant to look for and confirm the presence or absence of the “no photos” placard.  

In the virtual poster hall, photography, screen captures, or other images of ePosters are not allowed


Harassment

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].

 

Children

Please contact your hotel’s concierge to inquire about childcare services in the Nashville area.

To ensure safety and security in the exhibit hall, no children under the age of 12, strollers or carriages (except for those needed by individuals with disabilities), wheeled luggage, or wheeled briefcases are permitted.