Concurrent/ICW Meetings and Events

Committee and In Conjunction With (ICW) Meeting Guidelines

Thank you for your interest in obtaining meeting space at our 2018 Annual Meeting in New Orleans. Our ICW meeting space submission portal closed on Wednesday, October 31. If you have any questions regarding an existing ICW submission or how to obtain meeting space elsewhere, please send an email to meetingspace@aesnet.org.

Please see below for ICW meeting guidelines that should be followed throughout the entirety of our meeting.

  • All meeting or events, whether on-site at the AES meeting or off-site at a non-AES venue are consider In Conjunction With (ICW) and must be approved by AES. 

  • Priority is given to AES Committee Meetings and other official AES events. 

  • Convention center space requests will be reviewed on a case-by-case basis.  If space is available, your organization will be billed for additional applicable fees incurred (i.e. room re-set and/or airwall pulls). 

If you are planning an ICW meeting or event, please observe the following guidelines:

  • AES standing committee meetings: Committee chairs arrange these meetings in collaboration with the AES staff liaison for their committee. If you are a committee chair, please contact your staff liaison to arrange a committee meeting.  

  • Satellite symposia and workshops: See Industry Satellite Education for details. 

  • In Conjunction With (ICW) Meetings: Complete guidelines are below. 

 

AES Committee Meetings

Committee chairs arrange these meetings in collaboration with the AES staff liaison for their committee. If you are a committee chair, please contact your staff liaison to arrange a committee meeting as soon as possible.

  

Satellite Symposia and Workshops

See Industry Satellite Education for details

 

What is an ICW Meeting or Event? 

  • Any event that follows the AES Annual Meeting and takes place between Tuesday, November 27, and Wednesday, December 5 

  • All events, regardless of location, are ICWs and must be approved by AES 

 

What Qualifies as an ICW Meeting or Event?  

  • Invitation only to a select group of people; not open to all AES Annual Meeting attendees 

  • Attendance at an ICW event must not exceed 100 Annual Meeting attendees, including organizations representatives/employees  

  • AES must review and approve all requests for an ICW prior to event planning.  

  • ICW meetings are not eligible to provide CME.   

  • AES reserves the right to not approve an ICW request. 

 

An ICW Meeting or Event is any function affecting Annual Meeting attendees, including exhibitor staff, scheduled 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 

  • Social Events: Breakfast, Lunch, Reception, and Dinners  

  • Exhibitor Meetings: Personnel meetings may be held at any time when attendance is limited to that organization’s representatives.  

 

What you should know about gifts to physicians from industry. 

 

Open Payments  is a federal program, required by the Affordable Care Act, that 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. 

Meetings may be scheduled during the times outlined below. 
Note: Meetings for groups of 20 people or less, or exhibit staff meetings, may be held outside of these times

 

Thursday, November 29 

Friday, November 30 

Saturday, December 1 

Sunday, December 2 

Monday, December 3 

Tuesday, December 4 

7:00 AM - 12:00 PM 

7:00 AM - 12:00 PM 

7:00 AM - 8:30 AM

N/A 

7:00 AM - 8:30 AM

7:00 AM - 8:30 AM

12:00 PM - 6:00 PM 

12:00 PM - 3:00 PM 

12:00 PM - 2:00 PM 

12:00 PM - 2:00 PM

12:00 PM - 2:00 PM 

11:00 AM - 6:00 PM 

6:00 PM - 10:00 PM 

6:00 PM - 10:00 PM 

After 8:00 PM 

6:00 PM - 10:00 PM 

After 8:00 PM 

6:00 PM - 10:00 PM

 

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. 

Note: Requests for space on multiple days and/or on a 24-hour basis will be reviewed in mid-October once the majority of events have been submitted. 

Applying Online is Quick and Easy NOW CLOSED

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

Meeting room rental fees are waived by the facility. Exception: Organizations will be charged room rental if additional space is secured by AES for your event. The meeting organizer is responsible for payment of any charges incurred, including but not limited to food and beverage, audio and visual equipment, labor, internet service, etc. AES will accommodate as many requests as possible. The deadline to submit your request is Wednesday, October 31. Note: Meeting rooms will not be held for your group until payment has been received by AES.  

Note: Meeting rooms will not be held for your group until payment has been received by AES. 

  • University or Non-Profit Organization 

    • Up to 4 Hours: $250

    • 4-8 Hours: $400 

  • Annual Meeting Exhibitor 

    • Up to 4 Hours: $400 

    • 4-8 Hours: $550 

  • Non-Exhibiting Companies 

    • Up to 4 Hours: $800 

    • 4-8 Hours: $1,100 

 
New Orleans Marriott

The 2018 pricing for Audio-Visual and Food & Beverage is below to assist in pre-planning for your event. 

 
Sheraton New Orleans Hotel

The 2018 pricing for Audio-Visual and Food & Beverage is below to assist in pre-planning for your event. 

  • Audio-Visual Pricing - contact hotel directly for pricing 

Katie Ramjattan 
Sales Coordinator, PSAV® 
Sheraton New Orleans 
500 Canal St. New Orleans, LA 70130 
office: 504.592.8002   
email: kramjattan@psav.com  

 

Off-Site Meetings 

Any meeting or event that does not take place at the AES Headquarter Hotel or Convention Center (i.e. museums, restaurants, other hotels, etc.). 

  • Organizers must complete an off-site request form to receive approval for meetings and events not held at the AES Headquarters Hotel or Convention Center 

  • Events held off-site must follow all AES ICW guidelines 

  • AES administrative fees: off-site meetings will not be assessed any fee by AES; fees apply only to applications requesting space at one of the AES meeting venues 

  • Organizations requesting to hold an off-site event must disclose the location of their event on the application form 

 

ILAE Commission Meetings 

If you are planning to schedule an ILAE commission or task force meeting, please contact: 

ILAE Headquarters Office 
Priscilla Shisler, Administrative Director 
342 North Main Street 
Suite 301 
West Hartford, CT 06117-2507 
USA 
Phone: 860-586-7547 
Fax: 860-586-7550 
pshisler@ilae.org 

 

Policies and Guidelines 

AES policies and guidelines are designed to create a positive meeting experience for all attendees. All events must be planned in accordance with these policies and approved by AES through the online ICW application process. 

All events affecting attendees during the inclusive dates and location of the Annual Meeting must be submitted and approved through the application process before promotion of the event can occur. This applies to all events whether they are being held at AES-contracted meeting venues or otherwise. Failure to obtain approval prior to an announcement of an event will result in cancellation of the event and possible sanctions. 

 

Promotion and Signage 

  • Announcements, invitations, on-site materials, and other materials related to an ICW must not imply that the event is part of official AES Annual Meeting activities or endorsed by AES.  

  • Organizations are prohibited from including the AES name or logo on materials and in URLs that promote the event. 

  • Organizers of ICW events must provide AES proofs of all materials prior to printing or distribution. During the approval process, AES may mandate changes to point size for text.  

  • Materials must include the following statement: Not an official event of the 2018 AES Annual Meeting. Not sponsored or endorsed by AES.   

  • All promotional signage and materials must be approved by AES prior to printing and distribution. 

  • Materials may only be distributed on-site in the contracted booth space, and at the entrance to the ICW event.  

  • Signage may not be placed more than one hour prior to the event and must be removed immediately following.  

  • No signage may be placed in the convention center or hotel lobbies. This includes any kind of hand-carried signage, brochures or other promotional materials are not allowed.  

  • AES reserves the right to remove any signs that do not meet these guidelines, whether on easels or hand-held.   

 

2018 Schedule Highlights 

Click here to view the schedule-at-a-glance or the searchable program listing

 

Meeting Services 

  • Food and Beverage Service: Indicate your need for this service on the "Request for Meeting Space" form (coming soon). 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 (coming soon). The meeting facility will contact you directly to make arrangements for equipment and payment. 

 

Important Reminders 

  • ICW meeting requests are approved and assigned through AES, not through the hotel.  

  • AES will only contact you if we need additional information, have questions, or challenges with assigning space.  

  • The online request form is used to apply for function space approval. AES assigns the meeting space, but you will work with the hotel directly on all details of your meeting or event. 

  • The hotel will assign an event manager and will begin contacting organizations in mid-to-late October. This process will continue through mid-November.  Please note: this timeline depends on when your request was submitted. 

  • You will be required by the hotel to review, approve, and sign a confirmation referred to as a Banquet Event Order (BEO). This document must be returned to the hotel by their deadline date in order to complete the process.  

  • By submitting this application, you/your organization/company agree not to use the AES or Annual Meeting names or logos in the promotion of this function. By approving your application, AES does not endorse or sanction your function, and no such relationship should be inferred by you/your organization/company or implied to your participants.  

  • Final room assignments will be provided by the hotel by mid-November. Assignments are not provided prior to this time, as they are subject to change.  

 

For More Information please email Emily Thompson, Meetings Coordinator, at meetingspace@aesnet.org or call 312-883-3800 x 131.