Policies and Guidelines

Policies and Guidelines Governing the AES Annual Meeting

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 right-hand corner of 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


Participant Video, Photo, Audio Release

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



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


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.



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].



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