Exhibitor Services Kit emailed

Mid-August

Exhibit booth balances must be paid in full. Any booths reserved after this date must pay in full to reserve booth.

Friday, August 22

Deadline to cancel or reduce size of an exhibit booth with a 50% refund.
No refunds will be given for booth cancellations or reductions received after this date.

Friday, August 22

In Conjunction With (ICW) applications open

Late August

Deadline to cancel satellite symposia, scientific exhibits, advertisements, sponsorships, product theaters, innovation pavilions, or offices with a 75% refund

Wednesday, September 3

Deadline to cancel satellite symposia, scientific exhibits, advertisements, sponsorships, product theaters, innovation pavilions, or offices with a 50% refund. No refunds will be given for cancellations received after this date.

Wednesday, September 24

Passport to Prizes deadline if slots are still available

Thursday, October 30

Last date for signed advertising and sponsorship agreements for items to be disclosed in on-site industry supporter signage

Thursday, October 30

Booth renderings due (for islands and peninsulas only) 

Thursday, October 30

Media Wall and Door Drop advertising insertion order deadline

Thursday, November 9

Complimentary direct mail list of registrants to date provided to all exhibitors for one-time use. All mailings must be approved by AES

On or about Thursday, November 7

Final catering, furnishing, electrical, and audio-visual orders due for satellite symposia, scientific exhibits, product theaters, and innovation pavilions

Monday, November 17

All MOAs for medical education grants must be signed and returned to AES

Wednesday, November 26

Exhibitor move-in

Thursday, December 4 (8:00 AM-5:00 PM)
Friday, December 5 (8:00 AM-5:00 PM)
Saturday, December 6 (8:00-10:00 AM)

Exhibit Hall opens

Saturday, December 6 (12:00 PM)

Exhibit Hall closes

Monday, December 8 (2:00 PM)

Epilepsy Resource Area exhibitor move-out

Exhibitor move-out

Monday, December 8 (2:00-10:00 PM)
Tuesday, December 9 (8:00 AM-12:00 PM)

Complimentary direct mail list of all registrants provided to all exhibitors for one-time use. All mailings must be approved by AES

On or about Monday, January 12, 2026

Final date exhibitors, satellite symposia sponsors, and scientific exhibitors can mail an approved mailing using the complimentary post-meeting mailing list provided by AES

On or about Friday, February 27, 2026