Exhibitor Rules and Regulations
Important rules, communications guidance, photography policies, and participation requirements for AES 2026 exhibitors.
Quick Links
All exhibitors agree to AES exhibitor rules and regulations (PDF) when reserving a booth. All exhibitors must also abide by the rules and guidelines governing the AES Annual Meeting, which may be updated if necessary between now and December 2026.
Guidelines for Mentioning AES in Communications
References to AES in ads and mailings. Advertisements and direct mail outreach may include references to the AES Annual Meeting, but they must not imply that the ad or mailer is from AES. During the review process, AES reserves the right to revise language relating to the use of the American Epilepsy Society and/or reduce the prominence of the reference.
- Neither the AES logo nor the 2026 AES Annual Meeting logo may be used in any advertisement or mailer.
- No version of “American Epilepsy Society,” “AES,” and/or “Annual Meeting” may appear in any URLs your company uses.
- The following reference to the AES Annual Meeting is not required, but may be used in advertising, including airport, outdoor, taxi, hotel, and onsite advertising: AES 2026.
- On materials viewed or used onsite at the convention center—including program book ads, meeting guide placements, door drops, media wall ads, and room signs for scientific exhibits and satellite symposia—advertisers may use: 2026 American Epilepsy Society Annual Meeting or 2026 AES Annual Meeting.
Messaging at the AES Annual Meeting. Please note these requirements for corporate and branded product messaging based on where your advertisement appears:
- Messaging on sponsored items and advertising inside the exhibit hall may include corporate messaging and logos and/or product messaging and logos. AES reserves the right to disallow corporate and/or product messaging and logos on items in the exhibit hall if there is a reasonable possibility that attendees may carry those items where corporate messaging might be visible in accredited education sessions.
- Messaging on sponsored items and advertising in the convention center—but outside the exhibit hall—may not include product messaging and logos, except for ads appearing on the AES Media Wall.
- Outdoor advertising and sponsorships—airport, taxi, shuttle bus, billboards, headquarters hotels, and similar placements—may include a call to action and may include product messaging and logos as part of a larger corporate message. Product messaging and logos must appear smaller than the corporate messaging and logo.
All Advertising and Sponsorship Goes Through AES
All companies and organizations participating in the 2026 AES Annual Meeting as exhibitors, sponsors, and advertisers of content targeted in any way at the professional epilepsy audience that appears during the blackout period of November 31, 2026 to December 13, 2026 in the greater Denver, CO market must purchase these products from AES.
Advertising placements of a month or less that include these dates, are targeted at the consumer market, and are placed in or near venues or outlets where they can reasonably be expected to reach the AES professional audience will also be considered targeted at professionals and therefore must be purchased through AES.
Advertising includes, but is not limited to: convention center and hotel placements, airport ads, billboards, central business district signage, bus and taxi ads, clings, pop-ups, projection ads, mobile advertising, pedicabs, and other outdoor advertising.
Photography and Recordings
Exhibit hall environment at AES
Photography. Photographs of products and equipment may only be taken with the express permission of the exhibiting company. Indoor drones and aerial surveillance of any kind by an exhibitor are strictly prohibited.
Exhibitors wishing to photograph or video their own booths or equipment may do so, provided the images include only their booth, their employees, and their vendors. Photographs of convention center spaces outside the exhibit hall require permission from the convention center and may not include AES logos, signs, or activities. No outside photography contractor will be admitted without approval. Any approved photographer providing onsite services must be badged.
Recordings. Recording audio, video, or film of any part of the AES Annual Meeting is prohibited inside or outside the exhibit hall, with limited exceptions:
- Sponsors of approved events such as product theaters and satellite symposia may be permitted to record those events according to their AES agreement.
- Exhibitors may record aspects of their booth build only if the recording does not capture other booths, other organizations’ materials, attendees outside their own team, or any visible or spoken references to AES branding.
- Exhibitors may request permission from the convention center or conference hotels to record in those spaces, but no recording of AES images, activities, or attendees is permitted.
No camera crews or videographers may enter the exhibit hall without express permission from show management, and show management reserves the right to require that such crews be escorted by AES staff. No outside recording crews or service providers will be admitted without approval. Any approved camera crew or videographer providing onsite services must be badged.
Participant Video, Photo, and Audio Release
AES uses photographs, videos, and audio recordings of meeting events, activities, and locations in AES promotional and other materials. By participating, all exhibitors, attendees, and visitors agree to the use of their likeness in these materials.
Anti-Harassment Policy
The American Epilepsy Society is committed to supporting educational and scientific dialogue and to fostering a welcoming community in which all participants can contribute fully.
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 ensure a safe and positive environment.
Anyone violating these rules may be sanctioned or expelled from the conference without refund, at the discretion of the organizers. This policy applies to all activities and events where AES is the primary sponsor. For the full anti-harassment policy and information on how to lodge a concern, please click here [PDF] .