Host an ICW Event at AES 2026

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.

Other Costs

• 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.

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:

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

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.
  • Please email meetingspace@aesnet.org for more information.

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.

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.

• 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.

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.

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.

• 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.