Satellite Symposia and Workshops

The application window for 2019 has closed.

A limited number of slots are available for industry-sponsored education at the 2019 AES Annual Meeting, by application only. Programs must be educational, not promotional in nature, and may not duplicate any educational content offered at the AES Annual Meeting.

Industry-sponsored education may offer CME/CE from a third-party accreditor, but CME/CE is not required. AES does not accredit or jointly provide industry satellite education.

Acceptable educational formats for industry satellite education may be a symposium or workshop that includes presentations by speakers, panel discussions, films, video presentations, and hands-on activities. AES cannot predict nor guarantee the number or type of learners who will attend. The organizer of the industry-sponsored education is responsible for generating its own audience.

Application Fee

A nonrefundable application fee of $500 must accompany the completed application.

Industry Satellite Education Fees (if application is accepted)

  • Symposium of three hours or less: $30,000 (in addition to the $500 nonrefundable application fee)
  • Symposium of more than three hours: $30,000 plus $10,000 per hour or portion of an hour over 3 hours, including breaks (in addition to the $500 nonrefundable application fee)

Available Rooms

If the time of the proposed symposium exceeds three hours, please contact JoLynn Amsden at jamsden@aesnet.org or 312-883-3800 x 104 to discuss plans and room needs.

  • Room #1Hotel
    • Holds ~420 theater, 320 banquet rounds (with a standard industry set-up), ~5,628 square feet*
    • Available Friday, December 6, 6:00 – 9:00 PM and Sunday, December 8, 6:00 – 9:00 PM
  • Room #2: Hotel
    • Holds ~415 theater, 320 banquet rounds (with a standard industry set-up), ~5,607 square feet*
    • Available Friday, December 6, 6:00 – 9:00 PM and Sunday, December 8, 6:00 – 9:00 PM
  • Room #3Convention Center
    • Holds ~375 theater, 190 banquet rounds (with a standard industry set-up), ~4,602 square feet*
    • Available Friday, December 6, 6:00 – 9:00 PM and Sunday, December 8, 6:00 – 9:00 PM

* Sponsoring company is responsible for payment of any charges incurred relative to the symposium/workshop inclusive of, but not limited to, audio-visual equipment and service, internet service, recording service, food and beverage, set-up and tear-down, etc. All companies must use the AES-approved audio-visual vendor, IMS Technology Services, for any audio-visual needs.

Please indicate first and second choice for date and time. Early submission is recommended. In situations where two or more accepted applications have the same first choice for date and/or room assignment, AES will accommodate requests in order of the date each application was submitted.

The setup/layout of the room may be changed, but it is the responsibility of the sponsoring company to work directly with the hotel or convention center to make such arrangements, and the sponsoring company will be responsible for all costs associated with setup and tear-down (room must be returned to its original layout at the end of the program).

Application Process and Deadlines

  • Proposals must be submitted no later than Monday, July 1, 2019.  AES will notify your designated contact person of the outcome of your application by Monday, July 29, 2019.
  • If your application is accepted, the designated contact will receive a letter of agreement (LOA) that must be signed by an authorized company representative and returned to AES no later than Friday, August 9, 2019. If the signed LOA is not received by this date, AES reserves the right to reassign the date/time slot.
  • The Satellite Symposium or Workshop fee must be paid in full to AES no later than Tuesday, September 3, 2019.

Review Process

The satellite symposia/workshop review process is designed to ensure that an accepted symposium or workshop meets the learning needs of AES members and attendees and does not duplicate the educational content of the AES Annual Meeting. Content must be based on the highest level of available evidence at the time of the symposium or workshop.

Cancellations

Cancellations must be received in writing to JoLynn Amsden at jamsden@aesnet.org. Cancellations of paid symposia/workshops received on or before Monday, September 9, 2019 will be refunded at 75% of the full symposium or workshop fee. Cancellations received between September 10 and September 30 will be refunded at 50% of the full symposium or workshop fee. For cancellations received after September 30, 2019, the industry symposium or workshop fee is non-refundable.

Generating an Audience

Sponsoring companies whose applications are accepted are responsible for generating their own audience(s). AES will support the promotion of each industry satellite education event as outlined below, with specifics provided in the individual LOAs.

AES will:

  • Provide a postal mailing list of registrants for the AES Annual Meeting as of approximately October 31, 2019 to the accredited provider or sponsor of symposium/workshop. Use of this list will be subject to standing AES policy for mailing list use. The list will be provided the first week of November 2019.
  • List specific information about the satellite symposium/workshop in the printed program book, on the AES website, and in the mobile app.
  • Provide a complimentary black and white full-page advertisement in the printed AES Annual Meeting program book. AES does not allow the complimentary black and white ad to be upgraded to a larger ad or to a four-color ad by paying the differential, though additional advertisements in the program book may be purchased to further support the event. Specifications for this complimentary ad can be found here.
  • Offer outreach opportunities for purchase by sponsors of satellite symposia and workshops, including sleeping room door drops and on-site print and digital advertising. Details can be found here. Note that the number of insertions for the Saturday shared door drop is limited to 20 and are available on a first-come, first-served basis.
  • Provide signage in a high-traffic area of the meeting, listing industry satellite education events with dates, times, and locations.

Notes

  • Incomplete applications, including those missing application fees or symposia payment, will result in an automatic rejection.
  • Early submission is recommended. In situations where two or more accepted applications have the same first choice for date and/or room assignment, AES will accommodate requests in order of the date each application was submitted.
  • All marketing collateral must be accepted by AES. Please email to soliver@aesnet.org and allow three business days for review.
    • All collateral for Industry CME Satellite Symposia must include this disclaimer: Opinions presented during this Industry Satellite CME Symposia are those of the speaker and the ACCME-accredited provider and are not a reflection of AES opinions, nor are they supported, sponsored or endorsed by AES.
    • All collateral for Industry non-CME Satellite Symposia must include this disclaimer: Opinions presented during this non-CME industry-sponsored education events are those of the speaker and are not a reflection of AES opinions, nor are they supported, sponsored or endorsed by AES.

 
More specific information will be included in the aforementioned letter of agreement in accordance with the Council on Medical Specialty Societies’ Code of Conduct with Companies.

Not every situation can be anticipated, and AES retains the right to render a final decision should a situation arise that is not covered in these guidelines or in AES policies and procedures.