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AES Annual Meeting: Focused and Growing
Trade Show Executive honored AES as one of the Next 50 fastest growing
trade shows in the country.
Industry Presence at AES Annual Meeting
• Shared interest in patient outcomes• Highly targeted audience• AES growth• Program to fit your objectives + needs of attendees• Strict adherence to compliance requirements
Range of Opportunities
At AES Annual Meeting Year-round• Exhibit booth
• Innovation pavilions• Offices on show floor
• Sponsorships• Advertising (outdoor & on-site)
• Scientific exhibits• Education support• Equipment auction
• CME and non-CME Satellite Education• NEW! EEG Training for Residents
• NEW! Leadership Development Pilot• Pre and post attendee mailing list
• Education support• Seed grants
• Junior Investigator Awards• Fellows programs• Special initiatives
• Epilepsy Currents Advertising• Philanthropy
• Member Mailing list
Recognition of Industry Supporters• Expenditures included:
• Booth, pavilion, offices, advertising (including Currents), sponsorships, med-ed grants (at meeting and year-round), grants supporting AES research & training programs, satellite symposia fees, scientific exhibits, philanthropy). Meeting registrations and ICW fees are NOT included.
• Recognition in signage, program book, exhibitor event• Awards presented on Saturday on exhibit floor• Establishes priority order for following year booth selection and housing• New in 2019: Exhibitor housing expectations; adjustment to points for housing
Sponsorship & Advertising ProcessACTION ITEM TIMINGSecure exhibit booth December through sell-out
Develop products December through April
Right of first refusal period for last year exclusives May
Prospectus available Early June
Insertion orders for non-exclusive items (program book, media wall, passport, door drops, shuttle bus advertising, etc) available
Early June
Applications for Scientific Exhibits and Satellite Symposia available Early June
Discussion & negotiation of individual company programs June through October
Execution of Memoranda of Agreement (MOAs) for sponsored items June through October
Medical education grant request submissions June/July
Epilepsy Currents: deadline for AES Annual Meeting Issue (Nov/Dec) September 25 for ad spaceOctober 2 for ad art
Deadline for recognition in print program book September 13
Deadline for recognition in on-site signage November 1
Comped registrations added to exhibitor allotment November 12
All MOAs and LOAs signed and filed Thanksgiving
Things You Need to Know
• Final art & copy must be approved in advance by AES: send to [email protected]
• Exclusives provide right of first refusal the next year• Pre-commercial opportunities: scientific exhibits, sponsorship,
advertising• Bring your idea: AES is willing to listen• Second webinar to be held on Tuesday, August 20
o 11 AM Easterno 10 AM Centralo 9 AM Mountaino 8 AM Pacific
Exhibiting at the AES Annual MeetingWHAT’S INCLUDED IN YOUR EXHIBIT PACKAGE• 4 Exhibit Hall badges per 10’ x 10’ booth; 2 Exhibit Hall badges per nonprofit tabletop• Company listing in Program Book distributed on-site and posted online• Online exhibit listing• Mobile app listing• Black and white identification sign• Lunches, refreshment breaks, poster sessions, and prize drawings in the Exhibit Hall to promote traffic. • Pre- and post-show electronic list of registered attendees (direct mail addresses only) • Complimentary VIP passes to invite your best customers to Exhibit Hall• Priority sign-up for the 2020 Annual Meeting in Seattle, WA
EXHIBIT HALL OFFICES• 10’x20’ carpeted rooms with locking doors for individual meetings on show floor
INNOVATION PAVILIONS• 30’X40’ area to highlight your company in a new way
Plus! Three priority points for booking at least two rooms per 100 square feet (two-night minimum each) within the official AES hotel block by October 1, 2019. Individual hotel reservations open in mid-July.
Stay Up-to-Date on Exhibitor News/DeadlinesEXHIBITOR CONSOLE• Submit description• Links to planning items• Rules & regulations• Update contact info• Add secondary booth contact
COMMUNICATIONS• Monthly Newsletter• Whitelist aesnet.org, corcexpo.com, and
ges.com• Beware of scam emails (attendee lists,
housing, etc.)
EXHIBITOR MANUAL • Order by November 14 for best GES rates on
carpet, labor, etc.• Construction Guidelines, Giveaway Approval
Form• More details August 20 Webinar
Exhibitor Checklist• 50-word company description for program/mobile app – September 16
• Exhibitor manual available in early August
• Items typically ordered for 10x10 and inline booths• Carpet (order or provide)• Electric / Internet• Table(s) and chairs• Material Handling & Shipping
• Badge registration / Housing
• Partners: Corcoran Expositions, GES, Experient, IMS Technology Services (AV), Convention Foliage, Photography – Kathy Anderson Photography, Centerplate (catering)
• Giveaway approval (No tote bags, items of nominal value)
• Be aware of Baltimore work rules (Material Handling: one person / one trip)
• Island booths submit booth drawings 60 days before event – islands be aware of low ceiling areas that may effect rigging plan (most island booths were not placed under these areas unless they indicated they were not hanging a sign)
Important DeadlinesACTION ITEMS DATERequest for housing blocks All blocks will open by June 17
Registration & individual housing opens Mid-July
Deadline to submit application for Scientific Exhibit July 1
Deadline to submit application for satellite education July 1
All Exhibit Booth Payments due August 23
Opening of ICW submission process By August 31
Signed agreement & insertion orders for Program Book due September 13
Deadline to submit booth description / Exhibitor listing September 16
Program Book art due September 27
Group Housing deadline October 1
Hotel catering department contacts you Late October – mid-November
Deadline to submit ICW meeting space October 31
Signed agreement & insertion orders for signage due November 1
GES discount deadline for furniture, labor, material handling, etc. November 14
Room assignments provided for ICW meeting space requests November 11
Individual Housing deadline November 18
Baltimore Convention Center, Level 300
Registration: Pratt Street Lobby Escalators / stairs to Exhibits & Posters
Baltimore Convention Center
Location LevelExhibit Hall & Poster Sessions
Hall E, F Level 100
Registration Pratt Street Lobby Level 300Education Sessions, Skills Workshops
Multiple rooms: 314 - 350
Level 300
Scientific Exhibits Multiple rooms: 318 - 326
Level 300
General Sessions Ballroom Level 400
ICW = In Conjunction With • Events must be submitted and approved by AES, regardless of location• Approval obtained prior to promotion and implementation of event• Submit on-line request form• Non-refundable administrative fee: $400 (up to 4 hours); $550 (4 – 8 hours)• Acknowledgement emailed automatically• AES contacts you with questions and/or provides approval• Catering department contacts you to plan details & to arrange payment• Available times:
Thursday, December 5
Friday, December 6
Saturday, December 7
Sunday, December 8
Monday, December 9
Tuesday, December 10
7:00 a.m. -Noon
7:00 a.m. –Noon
7:00 a.m. – N/A 7:00 a.m. – 7:00 a.m. –8:30 a.m. 8:30 a.m. 8:30 a.m.
Noon – Noon – Noon – Noon – Noon – 11:00 a.m. –6:00 p.m. 3:00 p.m. 2:00 p.m. 2:00 p.m. 2:00 p.m. 6:00 p.m.6:00 p.m. – 6:00 p.m. – After 8:00
p.m.5:30 p.m. – After 8:00
p.m.6:00 p.m. –
10:00 p.m. 10:00 p.m. 10:00 p.m. 10:00 p.m.
ICW Dates
Action Items Dates
Meeting space requests open By August 31
Deadline to request space October 31
Hotel catering department contacts you Late October to mid-November
Room assignments confirmed November 11
Exhibitor RegistrationADVANCE REGISTRATION PROCESS• Any complimentary registrations are in the system. • Exhibitor comps based on the size of booth and cover the Exhibit Hall only.• Exhibitors wanting full access to the meeting must buy a full meeting registration.• In some cases, Exhibitor recognition level provides comp full meeting
registrations. CEU credit can not be claimed with this reg type. • Exhibitors who are physicians, scientists and health care providers register in their
specific category.
ONSITE BADGE PROCEDURES • All Exhibitors must have badges.• Registration confirmation emailed. Badges are printed onsite.• Exhibitors should bring confirmation with them to onsite badge pickup.• NO need to go to an onsite registration exhibitor counter, if preregistered
Exhibitor HousingHOUSING REQUESTS
• Tiered system is underway • You will be notified of the date your company is eligible to request a
block • 10 or more rooms = block request• 1 - 9 rooms = individual reservations – Opens Mid-July• Beware of fraudulent sites and scammers
AES Exhibitor Housing - Dates ACTION ITEMS DATE
Housing – request a block opens Tiered opening – (All blocks will be opened by June 17)
Registration and housing opens Mid-July
Deadline to submit a room block October 1
Rooming list due (any room not listed, will be released) October 8
One night non-refundable deposit to be charged per room
November 18
Deadline to make changes with the housing bureau or badges
November 18
Housing Changes go directly to the hotels November 26
QUESTIONS?
Susan Oliver, Director of Industry Relations: [email protected] Fitts Gamache, AES Exhibit Manager: [email protected]
Housing/Registration, Experient, Inc: [email protected]: [email protected]