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Host an ICW Event at AES 2026

Host an ICW Event at AES 2026

ICW Meetings and Events at AES 2025

Organizations, corporations, educational institutions, individuals, and other entities wishing to hold a meeting or event that is related to epilepsy and/or includes AES Annual Meeting attendees and takes place anywhere in the Atlanta area between Tuesday, December 2 and Wednesday, December 10, 2025, must apply for an ICW meeting/event and comply with AES ICW guidelines.

 

The ICW request period has closed for 2025.

 

AES ICW Guidelines

The American Epilepsy Society welcomes its members and the broader epilepsy community to its Annual Meeting each year. While the primary purpose of the meeting is to provide top-quality medical education and other career building opportunities for our members, we are pleased to support the epilepsy community by including events and other gatherings that engage AES attendees in conjunction with (ICW) the AES Annual Meeting.

To ensure that access to AES attendees is fair, equitable, organized, and appropriate for all nonprofits and commercial entities—including but not limited to nonprofit organizations, universities, hospital systems, medical centers, private practices, industry, publishers, recruiters, agencies, etc—the following policies and guidelines must be observed by any organization or entity wishing to have an ICW meeting or event.

Note that these guidelines apply equally to nonprofit organizations as well as commercial entities. Neither group has priority in the approval of ICWs or the assignment of space. Space is available on a first come, first served basis. Note: Requests for space on multiple days will be reviewed in mid-October once most events have been submitted.

 

 

What is an ICW?

An ICW is any meeting, function, program or event relating to epilepsy that is not part of the official 2025 AES Annual Meeting program that is held in the greater Atlanta area during the inclusive dates of Tuesday, December 2 to Tuesday, December 9.

All such gatherings, whether or not they are located in the AES HQ hotel or other AES space, are ICWs and must be approved by AES. ICW meetings and events are bound by AES Annual Meeting code of conduct.

Examples of ICW meetings include but are not limited to: 

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

 

Additional ICW Information

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Fees arrow_drop_down

Fees

The administrative fee for an ICW space request is non-refundable, provided that AES can accommodate the requested date, time, room, and capacity. Payment is due upon submission of application form.

 

  • Applications will not be accepted after the final deadline date of November 6, 2026.
  • If an organization cancels their ICW after being connected to a hotel, they may be subject to additional charges.


Type of OrganizationAdministrative Fee
Requests received by Nov 6, 2026		Administrative Fee
Late Requests (Oct 31 - Nov 6)
University or Non-Profit Organization
Up to 4 hours$250.00$375.00
4–8 Hours$400.00$600.00
Annual Meeting Exhibitor
Up to 4 hours$400.00$600.00
4–8 Hours$550.00$825.00
Non-Exhibiting Companies
Up to 4 hours$800.00$1,200.00
4–8 Hours$1,100.00$1,650.00


Other Costs

At AES-contracted locations, you will be required to use services and vendors contracted by AES. You will pay the hotels and vendors directly for these services. 

  • Food and Beverage Service: Indicate your need for this service on the "Application" form. When AES approves your ICW, 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 "Application" form. Our Official AV Provider will contact you directly to make arrangements for equipment and payment. See below for contact information.

AES Official A/V Provider: IMS Technology Services, Jon Little (jlittle@imsts.com, 610-361-1870 x1104)

ICW Scheduling and Availability arrow_drop_down

All events affecting attendees during the Annual Meeting dates and location require approval through the application process before promotion or implementation, regardless of venue.

ICW meetings and events may be scheduled during the following times:

Thursday,
December 3		Friday,
December 4		Saturday,
December 5		Sunday,
December 6		Monday,
December 7		Tuesday,
December 8
7:00 – 12:00 PM7:00 – 8:30 AM7:00 – 8:30 AM7:00 – 8:30 AM7:00 – 8:30 AM7:00 – 8:30 AM
12:00 – 6:00 PMN/A12:00 – 2:00 PMN/A12:00 – 2:00 PM11:30 – 6:00 PM
6:00 – 10:00 PM6:00 – 10:00 PM6:00 – 10:00 PM5:30 – 10:00 PM6:00 – 10:00 PM6:00 – 10:00 PM


Meetings for groups of 20 people or less, or exhibit staff meetings, may be held outside these times.

What ICW events get approved? arrow_drop_down

 

Approval of your ICW request is at the discretion of AES. While we try to approve all ICW requests that are submitted by the deadline and meet AES guidelines, AES reserves the right to disallow an ICW. Your ICW must meet the following qualifications:

    Attendance and Invitations

    • Events must be limited to a clearly defined, invitation-only audience.
    • ICWs may not be open to all AES Annual Meeting attendees.
    • Attendance limit:
      • Up to 100 total participants, including staff, vendors, and representatives.
      • Exhibitors at Leader level or higher may request approval for up to 300 participants.

    Partnered Events

    • If one commercial entity and one eligible nonprofit (Epilepsy Leadership Council members only), or two nonprofits, co-host an event:
      • Each organization may host up to 100 attendees, for a combined maximum of 200.
      • Adding additional nonprofits does not increase the 200-person cap.
    What ICW events do not get approved? arrow_drop_down

    The following ICW requests are not permitted:

    • Meetings scheduled outside approved ICW times for groups of 20 or more (except exhibitor staff meetings).
    • Medical education or training of any kind (CME or non-CME, formal or informal).
    • Product presentations or scientific data presentations.

     

    AES provides alternative official opportunities for these activities (e.g., satellite symposia, product theaters, scientific exhibits).

    Organizations will be notified within 5–7 business days if a request is not approved.

    What happens once my ICW is approved? arrow_drop_down
    • AES will contact applicants only if clarification is needed.
    • If no denial is issued within 5–7 business days, the ICW is considered approved.
    • Hotels will begin outreach regarding meeting space assignments in October.
    • Organizers must review and sign a Banquet Event Order (BEO) by the hotel deadline.
    • Final room assignments are issued by mid-November and may change prior to that time.

     

    Where can I hold my ICW? arrow_drop_down

    On-site Meeting (AES-Contracted Space)

    • Limited space is available at the AES Headquarters Hotel, Hyatt Regency Denver at Colorado Convention Center and Colorado Convention Center.
    • If space is unavailable, AES may assign space at another AES-contracted hotel.
    • All assignments are made exclusively by AES.

    Off-Site Meetings

    • Events held outside AES-contracted hotels or venues require an off-site approval form.
    • Off-site ICWs:
      • Must follow all ICW guidelines
      • Do not incur an administrative fee
      • Must disclose the event location during application
      • Find their event venue on own and is not an AES contracted hotel or venue.
    How may I promote my ICW? arrow_drop_down

    Promotion and Signage Rules

    • ICWs cannot imply AES endorsement or official status.
    • AES name and logo may not be used in promotional materials or URLs.
    • All marketing materials must include:

    > Not an official event of the 2026 AES Annual Meeting. Not sponsored or endorsed by AES.

    • On-site Material Distribution is limited to:
      • Contracted exhibit booths
      • The entrance of the ICW event
    • Signage:
      • May be placed no earlier than one hour before the event and outside of meeting room only
      • Must be removed immediately after the event concludes
      • Is not permitted in convention center or hotel lobbies
    • AES may remove non-compliant signage at any time.

    Additional ICW Information arrow_drop_down
    • Space is assigned on a first-come, first-served basis. Early submission is recommended.
    • AES must review and approve all requests for an ICW prior to event planning. If you incur any costs prior to approval or promote an ICW that is not yet approved, you do so at your own risk.
    • ICW meeting requests are approved and assigned through AES. If you contact one of our hotels or the convention center for meeting or event space, that property will refer you to AES.
    • You must observe the messaging and communications guidelines when promoting your ICW.
    • AES will do its best to accommodate all ICW requests that follow our guidelines, but we are under no obligation to fulfill all requests.
    • AES monitors compliance with its ICW policies and guidelines.
    • Please be informed about what you should know about gifts to physicians from industry and the Open Payments  required by the Affordable Care Act (Sunshine Act), which collects information about the payments drug and device companies make to physicians and teaching hospitals for things like travel, research, gifts, speaking fees, and meals. Though this information is provided here for your convenience, please confirm guidelines with the compliance professionals in your company.

     

    Questions?

    Maddy Shupak | Meetings Assistant
    312-883-3800 x109
    meetingspace@aesnet.org