Abstract FAQs



Frequently Asked Questions

When can I submit my abstract for consideration?

The initial submission period has closed for 2023, but late-breaking abstracts will be accepted August 15 - September 15, 2023. There will be no extension to the deadline.

What are the fees for late-breaking abstract submissions?

A $100 non-refundable fee is required for non-corporate submissions, and ($300 non-refundable) for corporate submissions. Trainees are invited to submit abstracts at a discounted rate. Late-breaking abstracts cost $75 (non-refundable fee) for Trainee members, and $100 (non-refundable) for Trainee non-members. 

When will I know if my abstract was accepted for presentation?

Abstract notices are sent to submitters in August for submissions received by Thursday, June 8. For late-breaking submissions, notices will be sent in mid-October.


If my abstract is accepted, do I have to attend the meeting?

Yes. All presenting authors are required to register for and attend the meeting. You must register for the meeting--registration is not included in the abstract submission process or fees. Prior to confirming travel arrangements, please review timing and instructions to ensure you are available for poster setup, author-present times, and take-down times.

The abstract submission fee does not cover any portion of the registration fee


What if I am the first author of a selected abstract but I cannot attend the meeting?

Please notify AES that a co-author will be presenting on your behalf.


Can I be the first/presenting author on more than one abstract at the AES Annual Meeting?

No. AES only allows authors to be the first and presenting author on one abstract.


Is the abstract processing fee refundable?

No. The fee is non-refundable. Once an abstract has been submitted, it is considered processed.


I completed the payment task (and was emailed a payment receipt) on my abstract but have not yet received a submission confirmation, am I done?

No, submitting your payment does not mean your abstract has been submitted for review. To submit your abstract, you must complete all tasks on the list. Once all tasks are complete, click SAVE and SUBMIT to review your submission and SUBMIT to finalize. If you have not received a confirmation email, your submission is not complete.


Can I edit my abstract submission once it is accepted?

No. Once the call for abstracts closes, AES does not allow any edits. Updated tables, figures, or data can be added to your poster in Orlando and to the ePoster only. Any updates to the poster must not change the integrity or outcomes of the accepted abstract.


I am an exhibitor but have also submitted an abstract for consideration. How should I register?

Exhibitors who are selected as poster presenters must register under the 'Exhibitor Full Conference' registration category.


What dimensions are required for the AES poster hall?

The poster board is 4' x 8' with usable space being 44 7/8" x 90 7/8" (horizontal format). AES does not specify a size for the poster itself, but it must fit within the size of the board. AES provides push pins to secure your poster to the board.


Is A/V available in the poster hall?

No. A/V is not permitted in the poster hall.


Are photo and video permitted in the poster hall?

Photography will be allowed in poster sessions only with the permission of the poster authors. If a presenting author does not want to permit photographs, this will be indicated on their poster with a 'no photos' placard.

Violation of this policy may result in removal from the session and possible revocation of meeting registration. Visit the poster information desk in the registration area of the exhibit hall to obtain a 'no photos' placard for your poster(s).


When will abstracts be available on the AES website?

Abstracts are embargoed until approximately two weeks before the annual meeting. All accepted abstracts will be available on the AES website at this time.


When will award winners be notified?

Abstract award winners are notified in late August when the acceptance notices are sent out. Only those selected for awards will be contacted. If you do not receive a notice from AES, then you were not selected for an award that year. 


Where can I have my poster printed?

AES works with the convention center and/or the headquarter hotel business center to provide options to print posters onsite. All onsite printing is the responsibility of the abstract author(s) including payment, timing, approval of poster, pick-up, etc.