Policies

Policies and Guidelines Governing AES2020:

Cancellations

Registration cancellation requests sent to aes@experient-inc.com no later than 11:59 PM  Pacific Time on Friday, November 27 are eligible for a full refund of the paid registration fee. Refund requests received November 28 or later will not be honored. Please allow 5-7 days for credit card refunds to be processed. Check refunds will be processed within 4-6 weeks after AES2020.  

Substitutions

Substitutions are permitted. If the substitute's registration fee is the same or less than the original registrant’s fee, no refund on the difference in registration fees will be given. If the substitute's registration fee is more than the original registrant’s fee, the difference must be paid to register the substitute. All substitution requests must be emailed to aes@experient-inc.com by Monday, November 16, 2020 at 11:59 PM Pacific Time. Substitutions will not be processed after this date. No-shows will not receive a refund.

Platform User Responsibility

All participants in AES2020, including registrants, faculty, speakers, exhibitors, sponsors, event attendees, and others, are responsible for ensuring that their computers and/or mobile devices, their internet and wifi capacity, and their electrical/battery support are sufficient to fully engage in AES2020. Specifications will be provided no later than early November. No refunds will be provided to any participants experiencing technology and/or connectivity problems or outages, whether resulting from the participant’s own systems or a more widespread virus or attack.

Recording/Screen Capture of Event Content

AES strictly prohibits photography, video and audio recordings, and screen captures in all educational sessions.

Material presented at AES2020 may not be reproduced in any format without the express written consent of AES or the otherwise applicable rights holder. By registering, participants acknowledge and agree that commercial or promotional distribution, publishing or exploitation of speaker sessions, content, or materials from the event is strictly prohibited.

Violations of the AES2020 recording, video, and image capture policy may result in removal from the session and possible revocation of event registration. 

The single exception: Photography or screen captures will be allowed in poster sessions with the permission of the poster authors. Registrants must confirm that the poster author gives permission by asking using the chat function.

Harassment

The American Epilepsy Society (AES) is committed to supporting educational and scientific dialogue, and to fostering a welcoming community in which all participants can contribute fully. Reflecting these values, AES will not tolerate harassment in any form.

We expect all attendees, media, speakers, volunteers, organizers, venue staff, guests, and exhibitors at AES-organized events to help us ensure a safe and positive environment. Anyone violating these rules may be sanctioned or expelled from the conference without a refund at the discretion of the conference organizers. This policy applies to all activities and events where AES is the primary sponsor. 

For the entirety of the AES anti-harassment policy and for information on how to lodge a concern, please click here [PDF].