Guidelines for Non-profit Organizations
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, 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 nonprofit organizations to hold meetings and events, and participate as 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 nonprofit organizations working to improve outcomes for epilepsy patients.
As a rule, pricing, benefits, and guidelines for 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 our Annual Meeting. For example, we offer tabletop exhibit areas at a fraction of the cost of an exhibit booth, and non-profits enjoy special pricing for securing in conjunction with (ICW) meeting space.
How Non-profits Can Be Involved in the AES Annual Meeting
Non-profit Organizations and Networks are Welcome to:
- Secure an exhibit table or booth.
- Secure a pavilion and/or office on the exhibit floor.
- Participate in the AES ICW program for approved meetings and events.
- Secure sponsorship and advertising opportunities as available. All sponsorship and advertising in the Baltimore market during the one-week period that begins on the Tuesday before the start of the AES meeting and continues to the last day of the AES meeting on the following Tuesday must be purchased through AES.
- 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 Joanna Crooks.
Non-profit Organizations and Networks May Not:
- Hold any meetings or events that have not been approved through the AES ICW process.
- Include a fundraising or solicitation component to an approved ICW meeting or event unless that component is disclosed on the ICW application form and approved by AES.
- Organize events or engage in solicitation activities that compete with or detract from AES programming and fundraising. AES will determine if a proposed activity “competes with or detracts from” AES activities during the ICW approval process.
- Sell any items on the exhibit floor or at meetings or events, per AES guidelines for all exhibitors.
- Provide ribbons or pins or other wearable designations for AES attendees that identify them as donors to a nonprofit organization other than AES.
General Guidelines for Non-profit Participation at the AES Annual Meeting
- Non-profit exhibitors (booth or tabletop): must observe all exhibitor rules. Most non-profit exhibitors are located in the Epilepsy Resource Area. AES makes every effort to provide equitable space and clear guidelines to support the non-profit community that shares the Epilepsy Resource Area. Tabletop exhibitors should note that moving or repositioning tables is not allowed without permission from the exhibit floor manager. Exhibitors may not include anything on or around their tabletop that obscures or blocks the sightline to or from any neighboring tabletops. If the Epilepsy Resource Area does not provide enough room for displays or other materials, organizations are encouraged to consider securing an exhibit booth for a more appropriate display space. In order to ensure fair access and visibility to all exhibitors in the Epilepsy Resource Area, the exhibit floor manager reserves the right to reposition anything in the tabletop area that does not comply with these guidelines.
- Meetings, receptions, press conferences, and other events: during the one-week period that begins on the Tuesday before the start of the AES meeting and continues to the last day of the AES meeting on the following Tuesday that include AES Annual Meeting attendees may be held only if they are approved by AES through the ICW process. All meetings, receptions, press conferences, and other events are ICWs and must be approved by AES. AES reserves the right to decline any request for an ICW. Note that ICWs have attendance limits and other guidelines.
- Virtual media events: virtual, digital, or streaming media events—including but not limited to podcasts, social media events, and radio broadcasts are not ICWs and do not need AES approval. These events may not originate from the AES 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 attending 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 booths or tabletops, or in any materials or any other meeting-related outreach done pre- or post-AES Annual Meeting must 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 exhibit table or 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 AES Annual Meeting website.
- Video and photography: AES Video and Photography policies apply to all exhibitors and participating organizations.
- Annual Meeting 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-meeting category audit and if appropriate, invoices are sent to attendees who register in incorrect categories.
- Corporate recognition by nonprofit organizations: while the display of corporate recognition from nonprofits and organizations other than the American Epilepsy Society is generally discouraged, AES will permit exhibitors to display such recognition. One table-top sign per organization is allowed in exhibitor booths, provided the size of the sign is 5” x 7” or smaller.
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 Annual Meetings.
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 two complimentary exhibit hall-only badges they receive if they are tabletop exhibitors, and/or the four complimentary exhibit hall-only badges they receive per 100 square feet of their exhibit booth size.
- 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: each ELC member organization will be offered the opportunity to submit a complimentary item for the virtual tote bag that is included in the Annual Meeting mobile app. The item must comply with specifications and deadlines provided by AES and must be approved by AES.
- Logo in AES 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.
ICW Attendee Limits
The total attendee limit for an ICW event is 100 people total over the course of the meeting or event, including an organization’s employees, representatives, and vendors.
If a commercial entity and a non-profit organization, or two non-profit organizations partner for an event, each of the two organizations may reach their limit of 100 people total over the course of the meeting or event for a total of 200 people, with these conditions:
- The non-profit 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. It will remain at 200.
- 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.
Recognition for Annual Meeting Participation and Support
AES recognizes exhibitors based on their total expenditure with AES on a specific list of items. Nonprofit 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, table, pavilion, office, sponsorship, on-site advertising, and Epilepsy Currents advertising to determine an organization’s recognition level
- What’s not included: research grants, ICW fees, registration fees, food and beverage, 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 nonprofit organizations on research funding, grantmaking, grant administration, and special projects to support epilepsy research programs.
- Grant support recognition: grants from and collaboration with nonprofit organizations are recognized in multiple ways in the AES program 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.