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Affiliate Meetings

The AES welcomes industry and other groups to participate in the Annual Meeting through support, sponsorship, and exhibition opportunities. The Society also recognizes industry may need to meet and/or hold other events, and provides resources to facilitate these events.

Limited meeting space is available at the Sheraton Seattle Hotel and the Washington State Convention & Trade Center during the Annual Meeting from Thursday, December 4 through Wednesday, December 10, 2008. AES will accommodate as many requests as possible.

NOTE: First priority is given to AES Committee Meetings and other official AES events.

What Qualifies as an Affiliate Event?

Any event affecting Annual Meeting attendees, including exhibitor staff, that is outside of the official AES Program, including but not limited to:

• Alumni Reunions/Receptions
• Advisory Board Meetings
• Committee Meetings, Board Meetings, Focus Groups, Task Forces
• Breakfast, Lunch, Reception, and Dinner Events
• Exhibitor Meetings

Such events must be approved in advance by AES, and are subject to the following guidelines:

• Social events (e.g., dinners, receptions, or other events that have entertainment as their primary purpose) are allowed for groups of 100 or fewer event attendees. In accordance with AMA rules on gifts to physicians, the per-attendee value of the event shall not exceed AMA rule $100.
• Each industry supporter may sponsor one such social event during the Annual Meeting.
• Affiliate events are “closed / invitation only” events. They are not to be advertised.
• Events outside the listed times below must be 40 or fewer people

Requests may be submitted between August 20 and October 30, 2008. A non-refundable processing fee of $350 applies for events scheduled during the times outlines in the chart below or $500 for events scheduled outside of these times. The non-refundabel fee applies per room, per request. First priority is given to AES committee meetings and other official AES events.  

Meetings may be scheduled during the times outlined below.

Note: Meetings may also be scheduled anytime on Thursday, December 4, or Wednesday, December 10 for the $350 non-refundable fee, per room, per request.

Scheduling of Events

All events affecting attendees during the inclusive dates and location of the Annual Meeting must be reviewed and approved through the application process before promotion and implementation of the event can occur. This applies to all events whether they are being held at AES-contracted facilities or otherwise. Failure to seek approval prior to promotion and/or implementation of the event will result in sanctions as outlined in AES' "Industry Presence at CME Activities" guidelines.

Note: To receive approval for events held at non-AES locations, please email the following information for approval (meetingspace@aesnet.org):

• Name & Type of Event
• Event Location
• Proposed Date & Time of the Event
• Event Sponsors, if applicable
• Number of Expected Attendees
• Specify if the event is by invitation only or open to anyone.

Affiliate Meetings and Events/Applications

Applying Online is Quick and Easy

Apply online for affiliate events beginning August 20, 2008. First priority will be given to AES Committee Meetings and other official AES events. Requests for space will be accepted through Thursday, October 30, 2008.

A non-refundable administrative fee applies per room, per request, and will be charged at the time of application.

There are two ways to request meeting space when payment is by credit card:

Submit Electronically:

• To submit a meeting space request form electronically and pay by credit card, please complete the information and submit at the bottom of the page.

Submit via Fax:

• To submit a meeting space request form via fax, and pay by credit card, please complete the form, print and fax it to the AES Meeting Department, (860) 586-7550.

To request meeting space with payment by check:

Submit via mail:

• To submit a meeting space request form with payment by check, please complete the information and return it with your payment to the AES Executive Office, Meetings Department, 342 North Main Street, West Hartford, CT 06117-2507. Make checks payable to "American Epilepsy Society."

2008 Schedule Highlights

For your reference, The Merritt-Putnam Symposium will be held Saturday morning, December 6. The Annual Course and Investigators’ Workshop is taking place on Sunday, December 7. All attendees are encouraged to attend the Reception in Honor of the William G. Lennox / Lombroso Research Trust Fund on Sunday, December 7 in the evening.

Meeting Services:

Food and Beverage Service

Indicate your need for this service on the “Request for Meeting Space” form. The meeting facility will contact you directly to arrange food, beverage and payment requirements. Menus and pricing will be provided by the facility upon request.

Audio Visual Resources

Indicate your need for this service on the “Request for Meeting Space” form. The meeting facility will contact you directly to make arrangements for equipment and payment.

Reminders:

• Submission Deadline: Thursday, October 30, 2008. Requests will not be accepted after this date.
• All requests will be acknowledged within 72 hours of receipt.
• AES will review your request and contact you for more information if necessary. If approved, you will receive an email advising the request is approved. Actual room confirmations will be sent via email by Wednesday, November 12, 2008. Final room assignments is subject to change.
• Affiliates holding meetings at the AES Annual Meeting are prohibited from posting, tacking or otherwise attaching any materials on walls, doors, windows or other parts of the building. Violators are bound, at their expense, to repair any damage they may cause. Neither AES nor the facility will be responsible for any missing signage.

For More Information

For more information about affiliate meetings please e-mail meetingspace@aesnet.org