AAE25 FAQ
We've gathered some common questions regarding this year’s annual meeting in Boston. We look forward to your attendance at AAE25 and can't wait to see you there!
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General
AAE25 is scheduled to take place Wednesday, April 2 – Saturday, April 5, 2025, at the Hynes Convention Center.
The AAE25 meeting will be held fully in person in Boston. Sessions approved to be recorded by presenters will be posted to Endo on Demand at the beginning of the new subscription year, July 1, 2025. An Endo On Demand subscription is required to access recordings from AAE25.
Select sessions will be recorded at AAE25 and will be made available on Endo On Demand beginning July 1, 2025. An Endo On Demand subscription is required to access recordings from AAE25.
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 AAE25 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 “AAE25” from the event listing.
The AAE25 event data will be available at least one week prior to the meeting. - Log in using the email associated with your registration and your registration confirmation code.
- Onsite support will be available Tuesday – Friday at the Main Information Desk.
Please check the meeting website or mobile app for the most current listings and locations of Alumni and Affiliate events.
Yes! We have maps of the Boston hotel & convention center complex, Hynes Convention Center, and Sheraton Boston Hotel provided below.
Boston Copley Hotel & Center Complex
Hynes Convention Center
Sheraton Boston Hotel
Convention Center
Complimentary WiFi is available throughout the Hynes Convention Center, including the registration area, session rooms, Exhibit Hall, workshop rooms and common spaces.
Network Name: AAE25
Password: Specialty1
Please note the password is case-sensitive.
WiFi Sponsored by Specialty1 Partners.
Taxi cabs can be hailed from the cab stand across the street from the Prudential Center, located just outside of the Boylston Street entrance to the Hynes or you can schedule a pick up, Uber, or Lyft. Pick ups will meet you at the Boylston Street entrance near Rochambeau.
Within a three-block walk of the Hynes Convention Center are numerous parking garages totaling over 4,400 spaces. There is limited meter parking available around the Hynes and adjacent streets. Download our PDF guide of nearby garages for a full list of options.
Registration desks will be located in the Hynes Convention Center Main Lobby. View map of the Hynes Convention Center.
Attendees and exhibitors who registered for AAE25 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 in the Main Lobby.
The AAE Registration and Information desks will be open during the following days/times:
- Tuesday, April 1, 2025: 1 – 6 p.m.
- Wednesday, April 2, 2025: 7 a.m. – 7 p.m.
- Thursday, April 3, 2025: 7 a.m. – 5:30 p.m.
- Friday, April 4, 2025: 7 a.m. – 5:30 p.m.
- Saturday, April 5, 2025: 8 a.m. – 1 p.m.
Yes, a coat check will be available at the Hynes Convention Center near registration in the Main Lobby, Level 1, with staffing during the following hours:
- Tuesday, April 1, 2025: 1 – 6 p.m.
- Wednesday, April 2, 2025: 7 a.m. – 7 p.m.
- Thursday, April 3, 2025: 7 a.m. – 5:30 p.m.
- Friday, April 4, 2025: 7 a.m. – 5:30 p.m.
- Saturday, April 5, 2025: 8 a.m. – 1 p.m.
AAE is not responsible for any lost, stolen, or left-behind items. Any unclaimed items will be turned over to the Hynes Public Safety Office, located on Level 1 in the Main Lobby.
Educational sessions are located on Level 2 and Level 3 of the Hynes Convention Center. To the Point Corporate Lectures will be held on Level 1 in room 108 and 109. Hands-on workshops are located on Level 2. View map of the Hynes Convention Center.
These sessions will take place in the Hynes Convention Center, Level 3, Ballroom ABC. View map of the Hynes Convention Center.
The AAE Member Center and the AAE's Endo Voices Podcast can be found at Booth #107 in Hall A on Level 1. You can't miss it!
Meals are included with the following events for AAE Member, Nonmember and Guest registrants: President’s Breakfast (full breakfast); General Assembly (pastries and coffee); Edgar D. Coolidge Awards Brunch (brunch).
Á la carte tickets for the President's Breakfast and the Edgar D. Coolidge Awards Brunch can be purchased at the Registration Desk for those without an attendance package.
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 AAE25.
A coffee cart with beverages will be open on Wednesday – Friday on Level 3 in the Boylston Hallway. On Saturday, a coffee cart with beverages will be available in the Main Lobby.
The EMTs are located near the entrance of Hall A in the Main Lobby on Level 1. View map of the Hynes Convention Center.
The Hynes is happy to offer a Mamava Nursing Pod! The pod is located on the First Floor near the South Lobby. Each Mamava Pod has a SmartLock with Bluetooth technology that connects with the Mamava Mobile App, allowing mothers to find and unlock the pods through their smart phones. Each SmartLock also features a 10-digit keypad that can be used to open the pod with a code if needed. Each unit has a deadbolt, allowing users to maintain privacy when the suite is in use. To learn more about the nursing pods, visit Mamava’s website. View map of the Hynes Convention Center.
Each pod features:
- Two benches, table, mirror, coat hook, and occupancy-activated lighting
- Ceiling vents and exhaust fans
- Interior dual, high-quality hospital grade outlets and USB port
- Adjustable lighting and airflow (via the Mamava mobile app)
- Both the BCEC and Hynes pods are ADA compliant and have 60’’ turnaround and dual grab bars
Celebrate Boston!
An AAE25 badge or á la carte ticket purchase is REQUIRED for entrance to Celebrate Boston hosted at The Boston Public Library.
The event is taking place on Friday, April 4 at Boston Public Library, 700 Boylston St, Boston, MA 02116. Attendees must have a conference badge or á la carte ticket for admittance to the event.
No, transportation will not be provided for Celebrate Boston! The Boston Public Library is within walking distance of the AAE25 hotels and Hynes Convention Center. View a map of the Boston Copley Hotel & Center complex.
To get from the Hynes Convention Center through the Prudential Center, follow the below instructions:
Directions:
- Exit Sheraton via the indoor connection to Prudential Center
- Walk from Hynes towards Center Court, passing Dunkin on your left
- Proceed straight through Center Court, with Shinola on your left and Alo on your right.
- Continue straight ahead until you reach the open atrium connecting to the sky bridge, with California Pizza Kitchen on your left and CVS on your right
- Cross over the sky bridge into Copley Place
- Continue straight on through Copley Place towards Neiman Marcus
- At the end of the hallway, turn left and head down the escalator towards the Westin Hotel
- Go over the sky bridge through the small retail hall, passing through the lobby connected to the Westin and taking the escalators down to street level. Fogo de Chao will be on your right.
- The Boston Public Library will be across the intersection slightly to your left
Registration
Yes, all attendees must register for the conference to access the educational content, general sessions and social events, and to visit with exhibitors.
Register Now
Visit the meeting website to view full registration package and pricing details.
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 Nonmember Professional Staff if they are not interested in becoming a member of the AAE.
Registration pricing information can be found on the Registration Packages & Pricing page.
| MEETING FEATURES | ATTENDEES | GUESTS |
| All Educational Sessions | ✔ | — |
| Exhibit Hall Access (Closing Party, Refreshment Breaks) | ✔ | ✔ |
| General Session with Keynote Speaker | ✔ | ✔ |
| Welcome Reception | ✔ | ✔ |
| President's Breakfast | ✔ | ✔ |
| General Assembly | ✔ | — |
| Celebrate Boston! | ✔ | ✔ |
| Edgar D. Coolidge Awards Brunch | ✔ | ✔ |
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Additional tickets for the President's Breakfast, Celebrate, and the Edgar D. Coolidge Awards Brunch can be purchased separately during registration.
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Tickets for AAE Workshops 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 AAE25 meeting in Boston by emailing governance@aae.org. If you are already registered for the AAE25 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 AAE25. 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.
Registration packages will be refunded, less a $100 processing fee ($50 for students and staff), if the AAE receives written notification of cancellation by March 5, 2025. The assistant executive director of meetings and continuing education will review refund requests made in writing after this date as a result of emergencies or other serious events. Requests received after March 28, 2025, will be reviewed following the meeting.
Submit cancellations to Maritz or call the customer service center (Monday-Friday, 9 a.m. – 6 p.m. EST) at 864-208-2762 to submit your cancellation request.
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.
Please remember that cancelling your registration does not automatically cancel your hotel and travel arrangements. Individual attendees are responsible for cancelling their own hotel and travel reservations. Please reference your hotel and travel confirmations for their specific refund and cancellation policies.
Workshop Cancellation and No-Show Policy
Refunds for AAE workshops will not be granted, regardless of the circumstance, after March 5, 2025. A no-show occurs if a registrant does not cancel in advance of AND/OR does not show up for their scheduled workshop within 15 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 March 5, 2025. 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.
Activity Cancellation & No-Show Policy
Optional activities require attendees to RSVP during the registration process. Some activities may require an additional purchase from a separate, non-AAE vendor in order to participate. Should an attendee cancel or no-show for a designated activity, any refunds for purchases made from a non-AAE vendor must be requested directly from said vendor. AAE will not refund attendees for any purchases made outside of our registration system.
A no-show occurs if a registrant does not cancel in advance of AND/OR does not show up for the activity. If a registrant no-shows, they will forfeit their spot for the activity.
Maritz (formerly Experient) is the official registration and housing provider for AAE25. 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.
Promo codes are not required for general attendee registration - you can ignore this field in the registration process.
Individuals who can use promo codes received specific instructions on how to do so.
Registration desks will be located in the Hynes Convention Center Main Lobby on level 1.
Attendees and exhibitors who registered for AAE25 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 in the Main Lobby.
The AAE Registration and Information desks will be open during the following days/times:
- Tuesday, April 1, 2025: 1 – 6 p.m.
- Wednesday, April 2, 2025: 7 a.m. – 6:30 p.m.
- Thursday, April 3, 2025: 7 a.m. – 5:30 p.m.
- Friday, April 4, 2025: 7 a.m. – 5:30 p.m.
- Saturday, April 5, 2025: 8 a.m. – 1 p.m.
Most workshops sell out quickly, so we suggest registering early for AAE25 online and adding your desired workshops at that time.
Once the meeting has begun, visit the registration desks onsite to see about 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 15 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 March 5, 2025.
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 and/or Celebrate Boston! and they are 5 – 18 years of age, they should be registered as a child. They will need a badge for this event. Children under the age of 5 do not need to register to attend the Welcome Reception or Celebrate Boston.
All children must be supervised on the Exhibit Hall floor and any events.
Additional tickets for the President's Breakfast, Celebrate Boston!, and the Edgar D. Coolidge Awards Brunch can be purchased separately during online registration. Based on availability onsite, tickets can be purchased at the Registration Desks.
Education Sessions & CE Information
AAE25 offers attendees the opportunity to earn up to 28.5 CE hours.
Beginning April 2, 2025, 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 April 28, 2025, 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 the email associated with your registration and your registration confirmation number.
- 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 April 28, 2025, 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.
This functionality of the website will be available closer to the meeting.
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 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. Oral presentations will take place on Wednesday, April 2. All poster research and table clinic presentations will take place on Thursday, April 3. More details can be found in the schedule.
Oral Research Presentations will be judged and scored onsite on Wednesday, April 2. Oral Research presenters will be notified of their presentation time via email by the end of February.
All Poster Research and Table Clinic presentations will be judged onsite. Presentations will take place on Thursday, April 3.
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 AAE25 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 AAE25, 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 Massachusetts, City of Boston 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.
Exhibit Hall & Sponsorship
Please reference the Exhibitor Services Kit for specific information or contact Jean Heis, AAE Exhibits & Sponsorship Manager.
Exhibitor move-out is on Friday, 5:30 – 10 p.m. and Saturday, 8 –11 a.m. . 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 Jean Heis, 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, at mniles@aae.org or 312-371-5835.
For exhibits, please contact Jean Heis, Exhibits and Sponsorship Manager, at jheis@aae.org.
Yes, exhibit booth staff are invited to attend CE sessions and any non-ticketed AAE25 activities, such as our Welcome Reception & Celebrate! Boston events. (A reminder that attendees with Exhibitor badge types are not eligible to earn CE credits.)
Companies can register their staff using the information provided by AAE25’s registration & housing company. Please contact Jean Heis at jheis@aae.org or 312-872-0466 for details.