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!
View by Topic:
General
AAE23 is scheduled to take place Wednesday, May 3 – Saturday, May 6, 2023, in Chicago at the McCormick Place Lakeside Center.
Please check the meeting website or mobile app for the most current listings and locations of Alumni and Affiliate events.
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
- Download the AAE Meetings mobile app in the Apple App Store or Google Play Store.
- Select “AAE23” from the event listing.
- Log in using your MyAAE username and password.
If you are not a member, select Create Account and use AAE23 as the event code. - Onsite support will be available Tuesday – Friday at the Main Information Desk on Level 3.
If you're attempting to log into the AAE Meetings app, but receive a message stating "Registration Not Found," please complete the instructions below:
- Uninstall the AAE Meetings app
- Update your iPhone OS to Version 16.4.1
- Restart Your iPhone, if not prompted
- Install the AAE Meetings app by scanning the QR Code on this flyer
- Log into the AAE Meetings app again
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.
Convention Center
Complimentary WiFi is available throughout the Lakeside Convention Center, including the registration area, session rooms, workshop rooms and common spaces. In the Exhibit Hall, WiFi is only available in the AAE Member Center (Booth #200), Attendee Lounge (Booth #351), AAE Endo Voices Podcast (Booth #111) and the AAE Charging Lounge (Booth #131).
Network Name: AAE23
Password: Specialty1
Please note the password is case-sensitive.
WiFi Sponsored by Specialty1 Partners.
Both Uber and Lyft have made it easy to order one of their vehicles to pick up passengers at predetermined Passenger Pick Up Areas:
- Gate 4, right inside the McCormick Square at 23rd and King Drive
- In the Driveway, at the front entrance of the McCormick Hyatt Regency Hotel on King Drive Side
- Gate 30, located on Level 2 in Lakeside Center
- Gate 38, located on Level 2 in Lakeside Center (ride share only)
Taxi queues are also located at Gate 4 and Gate 38.
Please see map for more information on McCormick Place Parking and Rideshare Loading Zones.
These sessions will take place on Level 3 in the Lakeside Ballroom.
The AAE Member Center is Booth #200, right inside the entrance of the Exhibit Hall. You can’t miss it!
Meals are included with the following events for AAE Member and Nonmember registrants: President’s Breakfast (full breakfast); General Assembly (pastries and coffee); Edgar D. Coolidge Awards Brunch (brunch).
Guest Registration Packages do not include the President’s Breakfast or Edgar D. Coolidge Awards Brunch, however guest tickets for these events may be purchased at the Registration Desk.
Concessions will be open in the Exhibit Hall for lunch Wednesday – Friday. We encourage attendees to enjoy lunch onsite in the Exhibit Hall to make the most of your time at AAE23.
A coffee cart with beverages will be open daily on Level 3 near the AAE Information Desk, and food and beverage will be available for purchase near the Exhibit Hall at the Level 3 Café (Lakeside).
Located on Level 1 is the First Aid Office near the Arie Crown Theater Dressing Room Entrance.
All First Aid calls go to McCormick Convention Center’s emergency phone number: 312-791-6060.
Nursing Mother’s Lounges can be found in the Lakeside Center, Level 2 by the Gift Shop, or in the South Building, Level 2.5 across from Starbucks. Please download the Mamava Mobile App to unlock the suites.
Celebrate Chicago!
Yes, tickets can be purchased for anyone who does not have a guest registration package. Tickets are $150 per person.
The event is taking place on Friday, May 5 at the Old Post Office located at 433 W. Van Buren St., Chicago. Attendees must have a conference badge for admittance to the event.
Shuttle Service
Complimentary shuttle service will be provided starting at 8 p.m. for the official AAE23 hotels. Shuttles will run continuously from 8 p.m. – 12 a.m. (midnight) providing transportation between the official AAE23 hotels and the venue. Visit the AAE23 website or the mobile app for full details regarding the shuttles.
DRIVING
Utilizing a taxi or ride share service is highly encouraged to help members get to Celebrate Chicago! responsibly. Please see the Old Post Office Parking instructions and directions for complete information.
Registration
Registration desks are located on Level 2 of the McCormick Place Lakeside Building.
Attendees and exhibitors who registered for AAE23 received a confirmation email with a QR code prior to the meeting. Scan the QR code at one of the counters and your badge and any tickets will be handed to you by our registration staff.
If you did not register in advance, please visit the Onsite Registration desk on Level 2.
No, we do not have a registration category just for the Exhibit Hall. You must purchase a full registration package.
No, we do not offer a one-day registration. You must purchase a full registration package.
If you are taking your child to the Welcome Reception or Celebrate Chicago! events and they are 5 – 18 years of age, they should be registered as a child. They will need a badge for those events. Children under the age of 5 do not need to register.
Based on availability, tickets can be purchased for the President’s Breakfast, Spouse/Guest Activities and the Edgar D. Coolidge Awards Brunch. Please see the Registration Desks for availability.
Most workshops are sold out. Check at the Registration Desks for current availability.
If a registrant cancels their place in a workshop or “no-shows,” then the first individual on the waitlist is eligible to take their place in the workshop.
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. Per registration cancellation policy, refunds for AAE workshops will not be granted, regardless of circumstance (including no-shows), after April 5, 2023.
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.
| 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.
Professional staff must be Professional Staff Members of the AAE in order to register at the discounted Professional Staff rate. If they are not already members, they will need to fill out a membership application to join. They can also register as a Nonmember Professional Staff if they are not interested in becoming a member of the AAE.
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. Log in and add CE as often as you like through May 26, 2023, when the site closes. Verification letters can be printed, downloaded or emailed immediately.
To log CE credit hours, follow these easy steps:
- Record the CE verification number announced at the conclusion of each session on the insert located on your badge materials.
- Select “Claim CE” on the meeting website or the mobile app.
- Log in with your AAE username and password.
Note: non-members can create a username and login. Use these credentials to log in via the website or mobile app. - Search for the session you attended and enter the corresponding CE verification number.
- Complete a session evaluation.
- Instantly download, print or save your CE letter.
Although CE credit must be entered before the site closes on May 26, 2023, you can access your CE letter at any time. After this date, contact ceverification@aae.org or call 800-872-3636 with questions.
If they were provided by the speaker, handouts and slides can be found in the mobile app and on the meeting website. Choose a session and download the handout or slides.
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
Stay Healthy
- Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
- If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60% alcohol. Always wash hands with soap and water if hands are visibly dirty.
- Avoid touching your eyes, nose, and mouth with unwashed hands.
- Cover your cough or sneeze with a tissue, then throw the tissue in the trash.
Travel Tips for Attending Conventions
- Be aware of your surroundings.
- Remove name badges in public. Remove your name badge and ribbons when outside of the convention center or hotels. These are signs you are from out of town.
- Scan the environment. Stay alert and avoid talking on cell phones when walking down the street.
- Use the buddy system. Walk with friends, colleagues and new AAE acquaintances when traveling to/from your hotel.
- Guard your drink. Don’t leave your drinks unattended. If you need to use the restroom – or want to get out on the dance floor – throw away your drink or ask a friend to watch it.
- Personal identification. When traveling, it’s best to always have a photo ID with you. While you may feel safest storing your passport in the safe at the hotel, be sure to have a second photo ID that you can keep on hand.
- Emergency Contact. All AAE23 attendees were asked for an emergency contact during registration. Please ensure this information is accurate.
- Hotel Room. Don’t let anybody in the room without knowing they are expected and wearing a hotel uniform or name badge.
Although there is no vaccination or negative test requirement for AAE23, 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
Exhibitor move-in is Tuesday, 8 a.m. – 8 p.m. Special requests for early move-in must be directed to Deb Brisson, AAE Exhibits & Sponsorship Manager.
Exhibitor move-out is on Friday, 5:30 – 10 p.m. and Saturday, 8 a.m. – Noon. Saturday hours should only be used for larger exhibit booths who need more time for dismantling. Small companies should be moved out on Friday.
The Exhibit Services Desk is located at the back of the Exhibit Hall. Please see Deb Brisson, AAE Exhibits & Sponsorship Manager, or speak to a representative of AGS Expo Services, our general services contractor.
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.