Now Accepting Applications for Scientific Exhibits

A limited number of slots are available for Scientific Exhibits at the 2019 AES Annual Meeting, by application only. Applications are due Monday, July 1, 2019. If the application is approved, the Scientific Exhibit fee must be paid in full to AES by Tuesday, September 3, 2019. 

AES Guidelines for Industry-Sponsored Scientific Exhibits 

Recognizing that the pharmaceutical industry is regulated by FDA guidelines on the presentation of scientific material, the American Epilepsy Society suggests conditions and definitions for such displays. The AES Board of Directors has adopted these guidelines for scientific exhibits at the Annual Meeting: 

  • The exhibit must be scientific and/or educational and conservative in appearance (i.e., informational, not promotional). 

  • The exhibit display area must be clearly separated from commercial exhibits and not in an obligatory path to the commercial exhibit area—either in another hall or separated by draping/curtains from the rear of the commercial exhibit or poster area.  

  • No references may be made to the scientific exhibit in the exhibit hall. The scientific exhibit area will be listed in the program book.  

  • The exhibit must be staffed only by scientists, with no commercial representative present during display times. AES encourages staffing by Investigators who participated in the studies reported at the exhibit, in addition to industry scientists.  

  • The exhibit must be devoid of any commercial materials for distribution. Copies of the scientific information may be provided to attendees, e.g., copies of posters.  

  • The content of the exhibit should reflect the current state of research on the compound, including an overview of previous studies leading to current work.  

  • Language used in the exhibit should not suggest that compounds are proven safe and effective for any indications that are still investigational. 

 

Scientific Exhibit Room Set Up and Fees

Medium room (~2,200 square feet): 10 4-feet x 6-feet, double-sided exhibit poster boards (useable space – 45 inches x 69 inches), 2 six-foot, skirted tables, 4 chairs  

  • 3 hours: $6,000 

  • All day: $15,000 

Large room (~3,500 square feet): 20 4-feet x 6-feet, double-sided exhibit poster boards (useable space – 45 inches x 69 inches), 4 six-foot, skirted tables, 8 chairs 

  • 3 hours: $9,000 

  • All day: $22,500 

If the application is approved, the Scientific Exhibit fee must be paid in full to AES by Tuesday, September 3, 2019. 

 

Application Process and Deadline 

  1. Applications must be submitted using this form.   

  1. Completed applications are processed as received and notifications for scheduling will be sent on a first-come, first-served basis. 

  1. The application deadline is Monday, July 1, 2019. The person who is provided as the main contact on the application will be notified about the outcome of the application no later than Monday, July 29, 2019.  

  1. If the application is accepted, the scientific exhibitor is responsible for generating its own attendance at this activity. AES will support the promotion of each Scientific Exhibit event as outlined below with specifics provided in the letters of agreement: 

    • Provide a postal mailing list of registrants for the AES Annual Meeting as of approximately October 31 to the sponsor of Scientific Exhibit. Use of this list will be subject to standing AES policy for mailing list use. The list will be provided on or about the first week of November. 

    • List specific information about the Scientific Exhibit in the printed program book and in the mobile app. 

    • Offer outreach opportunities for purchase by Scientific Exhibitors — including sleeping room door drops and on-site print and digital advertising. Note that the number of insertions for the Saturday shared door drop is limited to twenty — first-come, first-served. 

 

Cancellations 

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

 

Review Process

The Scientific Exhibit review process is designed to ensure that approved exhibits meet the learning needs of AES members. Content must be based on the highest level of available evidence at the time of the exhibit. 

 

Notes 

  • AES provides opportunities to host Scientific Exhibits on a first-come, first served basis for applications that pass the AES Review Criteria. Incomplete applications, including failure to send application fees or exhibit payment, will result in a rejected application. 

  • All marketing collateral must be provided to AES for review and approval. Please email to soliver@aesnet.org and allow three (3) business days for review. 

  • All promotional materials (i.e., signs, door drops, advertisements, etc.) for Scientific Exhibits must include this disclaimer: Opinions presented during this Scientific Exhibit are those of the sponsor 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.

 

Additional AES Definitions

  • Scientific Exhibits differ from traditional poster presentations in that a far broader range of material can be presented as a collection of topics (results of various clinical trials), or a thematic presentation of one aspect of drug development (e.g., all preclinical material). Presentation of a range of data will enhance viewer understanding of the evolution of drug and device development. The program could list such exhibits as: “Highlights of Pharmacotherapy and Device Development in 2008”. 

  • Scientific Exhibits are usually presented in a conservative, standard sized poster format, and limited to ~10-20 poster boards (depending on the room size). Adequate space should be allowed for 6 people to view each poster in addition to space for a Scientific commentator (who could answer questions). Room sizes range from ~2,000 – 3,500 square feet. 

  • Scientific Exhibits will be shown in individual areas (e.g., small rooms), or all together in a large hall with clusters of individual exhibits spread around the room. 

  • Specific times should be designated for viewing Scientific Exhibits. Viewings may overlap with some of the Annual Meeting Scientific Program. If the Scientific Exhibits are placed at the rear of the Poster area, viewing might be allowed during the morning and evening poster sessions to allow attendees to wander between the two areas. Investigators will be present during the regular “authors present” time as the peer-reviewed scientific exhibits. 

  • If viewing areas are limited at the Annual Meeting venue, sponsors might be asked to rotate exhibits to maximize space utilization.