Guidelines for Non-profit Organizations
The American Epilepsy Society welcomes its members and the broader epilepsy community to the AES Annual Meeting. While the primary purpose of the event is to provide top-quality medical education, share the latest scientific findings, and provide other career-building opportunities for our members, AES also uses the opportunity to engage with and support activities of epilepsy-related non-profit organizations. We are pleased to provide opportunities for non-profit organizations to participate as attendees, exhibitors, advertisers, and sponsors.
As a mission-driven non-profit 501(c)(3) organization, AES shares many of the same goals and challenges as other non-profit organizations working to improve outcomes for epilepsy patients.
As a rule, pricing, benefits, and guidelines for AES Annual Meeting opportunities are the same for non-profit organizations and commercial organizations. In some cases, we are pleased to provide special discounts to non-profit organizations that participate in the AES Annual Meeting. For example, we offer virtual non-profit exhibit booths at a fraction of the cost of a commercial booth, and non-profits enjoy discounted registration rates.
How Non-profits Can Be Involved at AES
AES provides an Epilepsy Resource Hall for nonprofit organizations involved in advocacy, patient outreach, non-clinical patient services, and research funding. Only organizations working in these areas may qualify for reduced-rate virtual booths. If you are interested in being in the Epilepsy Resource Hall, you are encouraged to apply and AES will review your application to determine your eligibility.
Non-profit Organizations and Networks are Welcome to:
- Secure a virtual exhibit booth
- Participate in AES education and networking activities
- Engage in relationship building, stewardship, and marketing activities with donors and supporters, provided these activities do not compete with or detract from AES programming and fundraising
- Launch special outreach and/or messaging campaigns during the week of the AES Annual Meeting, provided AES is a partner in the campaign. The AES contact for organizations interested in launching a campaign is Anne Gramiak.
Non-profit Organizations and Networks May Not:
- Hold any meetings or events during the AES Annual Meeting that have not been approved by AES
- Organize events or engage in solicitation activities that compete with or detract from AES programming and fundraising
- Sell any items through the exhibit booth or at meetings or events, per AES guidelines for all exhibitors
- Provide ribbons or pins or other designations for AES attendees that identify them as donors to a non-profit organization other than AES
General Guidelines for Non-profit Participation at the AES Annual Meeting
- Non-profit exhibitors (virtual booth): must observe all exhibitor rules. Most non-profit exhibitors are located in the Epilepsy Resource Hall. AES makes every effort to provide equitable space and clear guidelines to support the non-profit community that shares the Epilepsy Resource Hall.
- Meetings, receptions, press conferences, and other events: during the one-week period that begins on the Tuesday before the start of the event and continues to the last day of the event on the following Tuesday, any meetings or events that include annual meeting attendees may be held only if they are approved by AES. AES reserves the right to decline any request for an event or meeting involving annual meeting attendees.
- Virtual media events: virtual, digital, or streaming media events—including but not limited to podcasts, social media events, and radio broadcasts do not need AES approval. These events may not originate from the AES Annual Meeting exhibit hall or other AES spaces. They may not use any AES logos or graphics. Speakers and guests who are AES members may mention that they are AES members and are participating in the AES Annual Meeting. AES will consider partnering with other non-profits on selected virtual events. The AES contact for organizations interested in partnering on a virtual event is Nicole Rodriguez.
- Messaging: any messaging at virtual booths, or in any materials or any other event-related outreach done pre- or post-meetingmust conform to all AES messaging guidelines, which can be found here; or in the exhibitor prospectus.
- Sponsorship and advertising: these products related to the AES Annual Meeting may be purchased by non-profit organizations. Organizations with total revenue of $1 million or more in their last fiscal year must have an virtual exhibit booth to purchase these products. Organizations with total revenue under $1 million in their last fiscal year may purchase these products whether or not they are exhibitors. Details on all opportunities are in the exhibitor prospectus. An advertising insertion order with complete specs and a sponsorship reservation form with compete specs are available on the annual meeting website.
- Video and photography: AES video and recording of materials policies apply to all exhibitors and participating organizations.
- Registration category: staff of epilepsy-related non-profit organizations and individuals with epilepsy and family members or caregivers may register for the AES Annual Meeting in the Advocate category. Physicians (those with MD, DO, MBBS) may not register for this category. AES conducts a post-event category audit and if appropriate, invoices are sent to attendees who register in incorrect categories.
- Corporate recognition by non-profit organizations: while the display of corporate recognition from non-profits and organizations other than the American Epilepsy Society is generally discouraged, AES will permit exhibitors to display such recognition in a modest fashion.
Compliance with all AES policies and guidelines, in the spirit of supporting the AES commitment to opportunities that are fair and equitable to all stakeholders and to ensure an optimal attendee experience, is expected and appreciated.
AES reserves the right to limit or decline requests from noncompliant organizations for participation in future AES events.
Special Opportunities for Epilepsy Leadership Council (ELC) Members:
- Complimentary full-meeting registration: each organization that is a member in good standing of the Epilepsy Leadership Council (ELC) will receive one complimentary full meeting registration. This is in addition to the complimentary virtual exhibit hall-only registrations they receive based on the type of their virtual booth.
- Special offers: organizations that are members of the Epilepsy Leadership Council (ELC) may from time to time receive special offers and pricing on selected opportunities to support their participation in the AES Annual Meeting. These offers will not be available to non-members of the ELC. Any special opportunities will be sent directly to the organization’s representative/s on the ELC.
- Virtual tote bag: TBD (Each ELC member organization may be offered the opportunity to submit a complimentary item. The item must comply with specifications and deadlines provided by AES and must be approved by AES.)
- Logo in printed in program book: logos of ELC member organizations are displayed all together on a single page in the AES Annual Meeting program book in a four-color advertisement.
- Hoyer Lecture: ELC organizations are offered the opportunity to include a slide in the Hoyer Lecture walk-in slides that are rotated during the convening of the Hoyer Lecture at the AES Annual Meeting. These slides typically feature information about each organization’s research program.
Recognition for AES Annual Meeting Participation and Support
AES recognizes exhibitors based on their total expenditure with AES on a specific list of items. Non-profit organizations with exhibit booths or tables are part of the AES exhibitor recognition system.
- What’s included for recognition purposes: AES will total each organization’s entire spend on booth, sponsorship, event advertising, and Epilepsy Currents advertising to determine an organization’s recognition level
- What’s not included: research grants, registration fees, audiovisual, and other expenditures are not included in an organization’s total for AES recognition purposes.
- Benefits based on level: non-profit organizations receive the same benefits that commercial supporters receive at each recognition level except for invitations to AES private events. Details on these benefits can be found in the exhibitor prospectus.
Recognition for Grant Support
AES frequently collaborates with non-profit organizations on research funding, grantmaking, grant administration, and special projects to support epilepsy research programs.
- Grant support recognition: grants from and collaboration with non-profit organizations are recognized in multiple ways in the AES guide book, on signage, and from the podium at AES events.
- Complimentary registrations. in appreciation for grant support and collaboration, AES provides one complimentary full-meeting registration to the partner organization for each grant, each year.