AAE23 FAQ
We've gathered here some common questions regarding this year’s annual meeting in Chicago. We look forward to your attendance at AAE23 and can't wait to see you there!
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General
AAE23 is scheduled to take place Wednesday, May 3 – Saturday, May 6, 2023, in Chicago at the McCormick Place Lakeside Center.
The AAE23 meeting will be held fully in person in Chicago. Sessions approved to be recorded by presenters will be recorded and posted to Endo on Demand at the beginning of the new subscription year, July 1, 2023. An Endo On Demand subscription is required to access recordings from AAE23.
Select sessions will be recorded at AAE23 and will be made available on Endo On Demand beginning July 1, 2023. An Endo On Demand subscription is required to access recordings from AAE23.
In an effort to conserve resources and ensure attendees have the most up-to-date information possible, no printed program will be provided. Instead, we urge attendees to use the AAE Meetings mobile app.
Download the mobile app prior to arriving onsite for the best experience possible. The AAE23 meeting data will be available through the app at least one week prior to the start of the meeting.
The AAE Meetings app is your primary resource for information onsite. The mobile app lets you:
- Access room locations, session descriptions and speaker details
- Create a custom schedule
- View speaker handouts and take notes
- View exhibiting company profiles and product information
- Receive meeting alerts and reminders
- Message fellow attendees
Registration
Yes, all attendees must register for the conference to access the educational content, general sessions and social events, and to visit with exhibitors.
Use your AAE credentials to log in to our Registration and Housing partner site or visit the AAE23 website to view full registration package and pricing details. Register a group here.
Registration pricing information can be found on the Registration Packages & Pricing page. Register prior to March 29, 2023, to receive the early bird discount.
| ATTENDEES | GUESTS |
| All Educational Sessions | — |
| Welcome Reception | Welcome Reception |
| General Session with Keynote Speaker | General Session with Keynote Speaker |
| General Assembly | — |
| President's Breakfast | — |
| Exhibit Hall Access (Happy Hour, Closing Party, Refreshment Breaks) | Exhibit Hall Access (Happy Hour, Closing Party, Refreshment Breaks) |
| Edgar D. Coolidge Awards Brunch | — |
| Celebrate Chicago! | Celebrate Chicago! |
| — | Guests tickets for the President's Breakfast and Edgar D. Coolidge Awards Brunch can be purchased seprately during registration. |
Tickets for AAE Workshops and Guest activities/tours are not included in any packages. Reservations or tickets for these activities must be purchased separately when completing your registration. Registration will be accepted on a first-come, first-serve basis. A waitlist will be available once registration has reached capacity.
GENERAL ASSEMBLY ONLY PASS REQUEST
Members are able to request a complimentary General Assembly Only Pass to attend in-person at the AAE23 meeting in Chicago by emailing governance@aae.org. If you are already registered for the AAE23 meeting, the General Assembly is included in the full registration package and you do not need to request a separate General Assembly pass. The pass will only allow access to attend the General Assembly for AAE23. Should a member want to attend continuing education courses or the exhibit hall, a full registration must be purchased. Those requesting a General Assembly Only Pass must comply with the AAE Code of Conduct for Conferences and Tradeshows.
Yes! Group registration is available. The group registration site allows an individual to register multiple people at one time. The individual managing the group registration may also process payment for all registrations using one credit card.
All registration refunds approved by AAE will be issued within 5 to 7 business days. All refunds will be issued back to the original form of payment.
Registration packages will be refunded, less a $100 processing fee ($50 for students and professional staff), if the AAE receives written notification of cancellation by April 5, 2023. The assistant executive director of meetings will review refund requests made in writing after this date as a result of emergencies or other serious events. Requests received after April 27, 2023, will be reviewed following the meeting.
Email cancellations to Maritz or call the customer service center (Monday-Friday, 9 a.m. – 5 p.m. EST) at 864-208-2762 to submit your cancellation request.
Review all AAE23 Registration Terms & Conditions.
No-Show Policies
Workshop No-Show Policy
Refunds for AAE workshops will not be granted, regardless of the circumstance, after April 5, 2023. A no-show occurs if a registrant does not cancel in advance of AND/OR does not show up for their scheduled workshop within 30 minutes of the published start time. If a registrant no-shows, they will forfeit their spot at the workshop and an individual from the waitlist will be given their place.
Tour Cancellation & No-Show Policy
Tickets for optional tours will be refunded, less a $10 processing fee per ticket, if the AAE receives written notification of cancellation by April 5, 2023. Cancellations received after this date are not eligible for refund.
A no-show occurs if a registrant does not cancel in advance of AND/OR does not show up for the tour within 15 minutes of the published departure time. If a registrant no-shows, they will forfeit their spot for the tour and an individual from the waitlist will be given their place.
Maritz (formerly Experient) is the official registration and housing provider for AAE23. Contact our registration and housing customer service center (Monday-Friday, 9 a.m. – 5 p.m. EST) at 864-208-2762 or via email. Exhibitors should email here.
Education Sessions & CE Information
AAE23 offers attendees the opportunity to earn up to 28.5 CE hours.
Beginning May 3, 2023, CE verification codes and session evaluations for each session you’ve attended will be available. Select Claim CE on the meeting website or mobile app to log in and enter the verification codes given out at the conclusion of each lecture to complete a brief evaluation and quiz to earn CE credit.
Log in and add CE as often as you like through when the site closes. Although CE credit must be entered before the site closes, you can access your CE letter at any time.
Yes, attendees can receive their Certificate of Attendance at the Registration Desks.
Attendees can also access their Certificate of Attendance online by logging in to to Claim CE and selecting “Certificate of Attendance.”
- Attendees must be logged into the website to access the Certificate of Attendance.
- The Certificate of Attendance does not qualify for CE Credits.
Oral, Poster & Table Clinics
All oral research, poster research and table clinic presentations will be presented onsite. Presentations will take place on either Wednesday, May 3, or Thursday, May 4. More details can be found in the schedule.
Oral Research Presentations will be judged and scored onsite, either Wednesday, May 3, or Thursday, May 4. Oral Research presenters will be notified of their presentation time via email prior to the Annual Meeting.
All Poster Research and Table Clinic presentations will be judged onsite. Presentations will take place on Thursday, May 4.
CE verification codes for oral research presentations will be announced by the moderator at the end of each oral research session.
You will not need a CE verification code for poster research and/or table clinic presentations as it is pre-populated in the form online.
Health & Safety
The AAE strongly recommends all meeting participants be vaccinated and boosted for all in-person meetings and events.
Review the complete AAE Health and Safety Code of Conduct
The Illinois, City of Chicago and Venue guidelines will be followed during the meeting for mask mandates and social distancing. Currently, no mask mandate is in place.
If you aren’t feeling well on-site or if you test positive for COVID-19 up to 14 days after the event, please contact AAE staff (meetings@aae.org) immediately.
The Chicago Police Department works closely with McCormick Place and Choose Chicago to provide a safe experience for visitors to our city. The Chicago Police Department also remains in regular contact with Choose Chicago to review information and security plans for conference activities. In the interest of public safety, the Chicago Police Department is in constant contact with its state, federal and international partners to evaluate and respond to any changes in intelligence.
As in any urban area, it is recommended to always be aware of your surroundings. Chicago police officers will be highly visible throughout your event. The safety and security of Chicago’s residents and visitors is a priority.
McCormick Place is located within the footprint of the 1st Police District which on a daily basis is keenly aware of the activities in and around the campus and its adjacent hotels and businesses. The 1st District is accustomed to successfully protecting hundreds of events at McCormick Place on an annual basis. McCormick Place has an extensive campus-wide security plan in place and has conducted numerous exercises with all stakeholders to ensure attendees are safe.
The McCormick Place campus security team is briefed on all event schedules and coordinates their own matching security schedules. They also work closely with clients on any special security requirements they may have. McCormick Place Security works closely with the Chicago Police Department. There is a dedicated officer and car patrolling the campus 24/7. In addition, a Chicago Police bike unit housed at McCormick Place, providing additional officers on campus on a regular basis, especially in walking areas.
The Chicago Police Department is notified by McCormick Place and Choose Chicago of all events on campus. Information shared with the Chicago Police Department includes a list of the hotels in the block and other key offsite event venues being utilized. The Chicago Police Department then notifies the appropriate police districts of increased traffic in those areas, and staff up accordingly.
Exhibit Hall & Sponsorship
For sponsorships, please contact Marianne Niles, Corporate Relations Manager, mniles@aae.org or 312-371-5835.
For exhibits, please contact Deb Brisson, Exhibits and Sponsorship Manager, at dbrisson@aae.org.
Yes, each company receives a specific number of registrations for their staff. Staff are invited to attendee CE sessions and any non-ticketed AAE23 activities. (A reminder that staff are not eligible to earn CE credits.) Companies can register their staff using the information provided by AAE22’s registration & housing company. Please contact Deb Brisson at dbrisson@aae.org or 312-872-0466 for details.