In Conjunction With (ICW) Meetings

Organizations, corporations, educational institutions, individuals, and other entities wishing to hold a meeting or event anywhere in the Baltimore, MD area that is related to epilepsy and/or includes AES 2019 Annual Meeting attendees must comply with the following ICW Meeting guidelines.

This page will address ICW details, the application process, and the guidelines and policies that govern these events.

Inclusive dates are Tuesday, December 3 to Wednesday, December 11, 2019.

Your proposed meeting must be submitted to and approved by AES. 

Applications are now being accepted!

ICW REQUEST

 

ICW offsite request form

 

AES-approved and confirmed ICWs will be notified by mid-November.

Application Deadline: Thursday, October 31, 2019

 

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 non-profits and commercial entities—including, but not limited to, non-profit 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 non-profit 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.

 

What is an ICW event?

An ICW is any meeting, function, program or event relating to epilepsy that is not part of the official AES 2019 Annual Meeting program, that is held in the greater Baltimore area during the inclusive dates of Tuesday, December 3rd to Wednesday, December 11th. All such gatherings, whether or not they are located in an AES-contracted hotel, are ICWs and must be approved by AES.

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 Meetings

 

Which ICW meetings and events get approved?

Approval of your ICW request is at the discretion of the American Epilepsy Society. 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 event must meet the following qualifications:

  • Only a select, clearly identified group of people are invited. Your meeting or event may not be open to all AES Annual Meeting attendees.
  • Attendance at an ICW must not exceed 100 AES Annual Meeting attendees (total, over the course of the event), including your organization's representatives, employees, vendors, etc.
  • If a commercial entity and a nonprofit organization, or two nonprofit organizations partner for an event, each of the two organizations may reach their limit of 100 people total over the course of the event for a total of 200 people, with these conditions:
    • The nonprofit organization(s) must be a member(s) of the Epilepsy Leadership Council (ELC).
    • If additional nonprofits partner on the event, the headcount limit will not increase beyond 200 people. 
    • A nonprofit organization can partner on only one event for which the two organizations can combine their 100-person limit for a total of 200 people.
  • The content of the meeting must meet AES guidelines and the intent of the ICW program.

 

What ICW requests will not be approved?

  • ICW requests for meetings outside of the approved times (details below) will be denied for groups of 20+ people. Note: exhibitor staff meetings are exempt.
  • ICW requests that include training or medical education of any kind—informal or accredited—will not be approved. If you wish to provide CME or non-CME medical education, AES offers satellite symposia opportunities.
  • ICW requests that include the presentation of product information or scientific materials will not be approved. If you wish to do product presentations, AES provides innovation pavilion space and product theatres (see prospectus) on the exhibit floor. If you wish to do scientific presentations, AES provides scientific exhibit space.
  • Any event at which the total attendance over the course of the event exceeds 100 people—including employees, staff, and vendors—will not be approved, or in the case of a commercial entity sponsoring the event in collaboration with a nonprofit per the details above, 200 people.

 

What else do I need to know about ICWs?

  • If your meeting or event includes less than 20 people, you do need to go through the ICW application and approval process.
  • If your meeting or event is for your exhibitor team and includes only your company’s staff and vendors, you may hold these meetings at any time but will still require approval from AES.
  • ICW meeting requests are approved and assigned through AES, not through contracted hotels or the convention center. 
  • If you wish to hold an event at a location that is not contracted by AES, your ICW must still be approved by AES.
  • AES must review and approve all requests for an ICW prior to event planning. If you incur any costs prior to official AES approval, you do so at your own risk.
  • You are responsible for generating your own audience for your event. You must observe the messaging guidelines found in the exhibitor prospectus or here.
  • Early submission is recommended; space is assigned on a first come, first served basis.
  • AES will do its best to accommodate all ICW requests but is under no obligation to fulfill all requests.
  • AES monitors compliance with its ICW policies and guidelines and reserves the right to interrupt non-compliant meetings and events and/or to limit access by non-compliant companies and organizations to ICW or other opportunities at future AES Annual Meetings.
  • Please be informed about what you should know about gifts to physicians from industry and the Open Payments 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. Though this information is provided here for your convenience, please confirm guidelines with the compliance professionals in your organization.

 

During what times may I schedule an ICW?

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.

 

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, December 5

Friday, December 6

Saturday, December 7

Sunday, December 8

Monday, December 9

Tuesday, December 10

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

5:30 PM - 10:00 PM

After 8:00 PM

6:00 PM - 10:00 PM

 

How and when can I apply for an ICW?

Applying online is quick and easy. Applications are being accepted through October 31, 2019.

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 for a reduced fee is Thursday, October 31.  

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.

 

What costs are associated with hosting an ICW at AES 2019?

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 the application form.

  • Any application submitted by accident and/or error on the user end will not be granted a refund.
  • Applications will not be accepted after the final deadline date of Friday, November 8, 2019.
  • Cancellations made after placement may be subject to additional charges.

Type of Organization

Requests received by October 31

Requests received between
November 1 – November 8

University or Non-Profit Organization    

Up to 4 hours

$250

$375

4-8 Hours

$400

$600

2019 Annual Meeting Exhibitor    

Up to 4 hours

$400

$600

4-8 Hours

$550

$825

Non-exhibiting Companies    

Up to 4 hours

$800

$1,200

4-8 Hours

$1,100

$1,650

 

Where can I have my ICW?

Meetings Using AES-Contracted Space

  • ICW meeting requests are approved and assigned through AES, not through the AES-contracted hotel. If you contact the hotel directly, the staff there will refer you to AES.
  • Most meetings will be assigned to the Hilton Baltimore Inner Harbor (the AES headquarters hotel) during the AES Annual Meeting from Tuesday, December 3, 2019, to Wednesday, December 11, 2019. 

 

Off-Site Meetings

Any meeting or event that does not take place at the AES headquarters hotel, convention center, or overflow hotels (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, convention center, or overflow hotels
  • 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

 

Besides the application fee, what other costs might I incur for an ICW?

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. Here is a sample of the current Catering Menu and Pricing at the Hilton Baltimore Inner Harbor.
  • Audio Visual Resources: Indicate your need for this service on the application form. The official A/V provider, IMS Technology Services, will contact you directly to make arrangements. 

Official AES A/V Provider:

IMS Technology Services

Contact: Jon Little, jlittle@imsts.com

Office: 610-361-1870 ext. - x1104

More A/V information can be found here.

 

What will happen after my ICW application is approved? 

  • After you apply, 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.
  • When your event is approved by AES, the hotel will contact you directly.
  • 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. 
  • 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. 

 

How may I promote my ICW? 

  • 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 2019 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.
  • AES reserves the right to remove any signs that do not meet these guidelines, whether on easels or hand-held. 

 

2019 Schedule Highlights

Please see the program.