Satellite Symposia and Workshops

Satellite Symposia and Workshops

[Friday, August 6 update]
One satellite symposium spot on the evening of Friday, December 3 is currently available. If your company is interested in this opportunity, please apply immediately. This spot will be filled on a first-come, first-served basis.

 

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Satellite symposia and workshops provide an opportunity for industry supporters to share epilepsy-related expertise through sponsored education. Programs must be educational and not promotional. Programs may not duplicate any educational content offered at the AES Annual Meeting.
 
Industry-sponsored education may offer CME/CE from a third-party accreditor, but CME/CE is not required. AES does not accredit or jointly provide industry satellite education.

Applications for industry-sponsored education will be reviewed by the AES Council on Education. Accepted applications must meet AES education standards for industry-sponsored education. See the criteria in the guidelines below. If more applications are submitted than slots are available, the Council on Education will select the symposia and workshops it judges to have the greatest educational value to attendees.

Acceptable educational formats for industry satellite education may be a symposium or workshop that includes presentations by speakers, panel discussions, films, and video presentations. Past in-person satellite symposia have drawn 100 to 200 attendees, depending on the topic and concurrent activities happening at the AES 2021 Annual Meeting. However, AES cannot predict nor guarantee the number or type of learners who will attend your symposium or workshop. AES does not schedule AES major education sessions opposite satellite symposia.

 

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Application Process and Guidelines

Fees

A non-refundable application fee of $500 must accompany the completed application.

Industry Satellite Symposium/Workshop Fee Information

  • Symposium or workshop of three hours or less: $32,000, in addition to $500 nonrefundable application fee
  • Symposium or workshop of more than three hours: $32,000 plus $10,000 per hour or portion of an hour over three hours, including breaks, in addition to a $500 nonrefundable application fee
  • If the application is accepted, the symposium/workshop fee owed to AES must be paid in full

Process and Deadlines

Proposals must include:

  • Symposium or workshop title
  • Overview/description
  • Learning objectives
  • Needs assessment
  • Agenda, including speakers and their affiliations
  • First and second choice for the time and location of your proposed session

 

For the available Friday evening symposium, AES will notify your designated contact person of the outcome of your application within 10 days of receiving your completed application.

If your application is accepted, the designated contact will receive a letter of agreement (LOA) that must be signed by an authorized company representative and returned to AES by the deadline provided by AES. If the signed LOA is not received by this date, AES reserves the right to reassign the date/time slot.

 

Review Criteria

  • Degree of objectivity, balance, and scientific rigor. The symposium or workshop proposal will NOT be accepted if it is judged to be promotional rather than educational
  • Extent to which the proposal meets the educational needs of AES members
  • Extent to which the proposal DOES NOT duplicate educational content of the AES Annual Meeting
  • Extent to which the proposal complements the overall educational content of the AES Annual Meeting

 

The industry-sponsored education review process is designed to ensure that the accepted symposium or workshop meets the learning needs of AES members, presents a variety of topics, and must not duplicate the educational content of the AES Annual Meeting.



Industry Satellite Symposium/Workshop Availability

If your proposed symposium or workshop exceeds three hours, please contact Susan Oliver at soliver@aesnet.org or call 312-883-3800 x102 to discuss your plans and needs.

 * Sponsoring company is responsible for payment of any charges incurred relative to the symposium/workshop inclusive of, but not limited to, audio-visual equipment and service, internet service, recording service, etc. All companies must use the AES-approved audio-visual vendor, IMS Technology Services, for any audiovisual needs.


Generating an Audience

Sponsoring companies whose applications are accepted are responsible for generating their own audience(s). AES will support the promotion of each industry satellite education event as outlined below, with specifics provided in the individual LOAs.

AES will:

  • Provide a postal mailing list of registrants for the meeting as of the early bird deadline, which will be sent to the contact of record on or about Thursday, November 11, 2021. Use of this list will be subject to standing AES policy for mailing list use.
  • List specific information about the satellite symposium/workshop in the printed program book, on the AES website, and in the mobile app.
  • Provide a complimentary black and white full-page advertisement in the printed program book. AES does not allow the complementary black and white ad to be upgraded to a larger ad or to a four-color ad by paying the differential, though additional advertisements in the program book may be purchased to further support the event.
  • Offer outreach opportunities for purchase by sponsors of satellite symposia and workshops, including sleeping room door drops and on-site print and digital advertising. Details can be found here. Note that the number of insertions for the Saturday shared door drop is limited to 20 and is available on a first-come, first-served basis.
  • Provide signage in a high-traffic area of the meeting, listing industry satellite education events with dates, times, and locations.

 

Cancellations

To cancel your satellite symposia or workshop, your cancellation must be received in writing by Justin Searle.

Cancellation information is available in the application.