Questions About Neuroscience 2009? Browse SfN's list of frequently asked questions.

Browse frequently asked questions by category:

• Attendee Information
• Exhibits
• Housing/Travel
• Registration
• Abstracts

Attendee Information

Where is SfN's 39th annual meeting and what is the address?
The meeting will be held at the McCormick Place Campus, 2301 S. Lake Shore Drive, Chicago, Ill. 60616. 

As an international attendee, whom do I contact for an invitation letter?
To receive an invitation letter, e-mail Stephanie Embrey, Meetings Coordinator, at meetings@sfn.org.

Does the Society provide a service where I can advertise a scientific meeting?
Yes. Submit your request to display materials in our literature displays located in the registration area to Stephanie Embrey, Meetings Coordinator, at meetings@sfn.org. For satellite event listings in SfN meeting publications, contact Sharon Kerley Bowles, Satellite Event Manager, at meetings@sfn.org.

Is there parking at the convention center? 
Events held in the North/South Building designate Lot A garage as the primary parking location. Lot A is a six level garage and is located directly across from the Grand Concourse/Gate 4. Covered walkways from Lot A leading directly into McCormick Place and the Hyatt Regency McCormick Place Hotel also provide added convenience.

The parking rate is currently at $17. This is a flat fee regardless of the amount of time the vehicle is parked. Parking fees can be paid by cash or credit card; VISA, MasterCard and American Express are accepted. Parking lots are open throughout event hours. Overnight parking is not available. Get more parking information. 

What is expected meeting attendance?
Approximately 32,000 attendees are expected at Neuroscience 2009. 

Does the convention center assist visitors with disabilities and special needs, and whom do I contact?
If you have a disability or special need that may impact your participation in the annual meeting, check the appropriate box on the online registration form and describe your disability-related needs. SfN staff will contact you before the annual meeting to discuss your requirements. SfN cannot ensure the availability of appropriate accommodations without prior notification of need.

Scooter and wheelchair rentals are available by contacting ScootAround, Inc. by phone at (888) 441-7575 or e-mail at meetings@sfn.org. 

Is there a message center where I can contact other annual meeting attendees?
SfN provides computerized message centers for Neuroscience 2009 attendees. Message center stations remain open 24 hours a day during the annual meeting. After 5 p.m., the stations are unstaffed, so technical assistance is unavailable until 8 a.m. the next morning. Message center locations are announced as they become available.

Is there child care at the convention center?
On-site child care and youth programs will be available at Neuroscience 2009 for children ages 6 months to 12 years. The service provider, KiddieCorp, is a national firm with more than 20 years experience in on-site conference child care. KiddieCorp services will provide attendees with flexibility in their meeting schedules and with a reliable, affordable and trustworthy option for child care during the annual meeting. Details, pricing, and reservation information are available on the KiddieCorp-Neuroscience 2009 Web page. KiddieCorp established all policies and fees and can answer all questions regarding the service. Space is limited — reserve early!

Is there a luggage check in the convention center?
Yes. Location and hours are posted closer to the meeting.

Is a business center available for accessing the Internet, making copies, sending faxes, etc?
Yes, McCormick Place is proud to offer the convenience of providing the services of FedEx Kinko’s located on Level 2.5 of the Grand Concourse in the South Building.

When is the symposia proposal deadline?
The symposia proposal deadline was Wednesday, Jan. 14, 2009. 

When is the abstracts deadlines?
The abstract submission deadline is Thursday, May 14, 2009.

What happened to the downloadable and CD-ROM versions of the Neuroscience Meeting Planner (NMP)? 
These versions are not available. Given the march of technology, meeting planning tools across the field have almost uniformly moved to online systems, and SfN is, too.

You should have easy access to the online tool: SfN offers free wireless to all attendees at the annual meeting, and the Internet is becoming more readily available on planes and trains as well as in airports and transit stations.

Fewer and fewer meeting attendees were using the downloadable and CD-ROM versions, so moving forward, we will focus on developing and improving the Web-based tool and want your feedback.

Why do I have to login to use the NMP?
You do not need to login to search meeting abstracts. Simply click “Advanced Search” or “Browse” to begin looking through the presentations offered at the meeting.

Login is necessary to create and save your personalized schedule. Your selections are saved for when you return.

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Exhibits

I want to exhibit at Neuroscience 2009. Whom should I contact?
Potential exhibitors should contact:

Allison Burns, CEM
Society for Neuroscience
1121 14th Street, NW, Suite 1010
Washington, DC 20005
Phone: (202) 962-4000
Fax: (202) 962-4948
E-mail: exhibits@sfn.org

What type of companies exhibit?
The general exhibit categories are biochemicals and reagents, computer related instruments, laboratory equipment and supplies, optical/imaging instruments, physiological instruments, publishers, and pharmaceutical companies.

When are the exhibits open?
Sunday to Wednesday, Oct. 18-21, from 9:30 a.m. to 5 p.m.

Is there an exhibit hall only registration fee?
No. To visit the exhibit hall, you must register for the entire meeting.

Are children allowed in the exhibit hall?
Individuals age 17 and under are not permitted to attend the annual meeting and exhibits without adult supervison. Badges are not issued to these individuals. Under no circumstances are children age 17 and under allowed in the exhibit hall during set up and dismantle times.

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Housing/Travel

What are the co-headquarter hotels and addresses?
Chicago Hilton, 720 S. Michigan Avenue, Chicago, Ill. 60605; and the Hyatt Regency Chicago, 151 E. Wacker Drive, Chicago, Illionis. 60601

When can we reserve hotel rooms?
Before you make your hotel reservation, you must register for Neuroscience 2009. Once registered, make hotel reservation online, by mail, fax, or phone. Priority is given to online reservations. Members who renewed membership before Dec. 31, 2008 may register on Bonus Day, July 13.  Advance registration and housing opens for members on Tuesday, July 14 at noon EDT, and for nonmembers on Tuesday, July 21 at noon EDT, and for press on Wednesday, July 22. Housing for exhibitors opens at noon EDT on Tuesday, July 28.

Will SfN Housing charge my credit card to guarantee the reservation?
SfN Housing will not charge your credit card. However, your hotel may charge one night’s room and tax if you do not arrive at the hotel on the date shown on your confirmation. Also, hotels may charge an early departure fee. 

Will I receive a hotel confirmation?
Yes. A detailed confirmation is automatically e-mailed to you once your reservation has been made.

What is the hotel cancellation policy?
You can cancel reservations online through SfN2009Housing@cmrus.com until Friday, Sept. 18, at 9 p.m. EDT. One night’s room plus tax is charged by the hotel if you fail to arrive on your confirmed arrival date. The hotel may also charge your credit card an early departure fee.  

What do I do if I need more than one hotel room?
Attendees requiring more than one room need to call SfN Housing at (866) 999-3093. Additional room requests should only be made for family members of the registered attendee and are handled on a case-by-case basis.

How do I make changes to my hotel reservations?
Attendees can make changes to hotel reservations online. They can also contact SfN Housing at (866) 999-3093. Attendees can change hotel reservations online until Friday, Sept. 18 at 9 p.m. EDT.

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Registration

How do I register for Neuroscience 2009? 
View registration information.  Members who renewed membership before Dec. 31, 2008 may register on Bonus Day, July 13. Advance registration for members opens July 14 and for non-members on July 21.

Do I have to be a member to attend?
No, but registration fees are reduced for members.

How can I become a SfN member and receive discounted registration rates and other member benefits?
To register as a member (dependent on acceptance), you must apply for SfN membership prior to registering for the annual meeting in order to receive member rates.

What does my registration fee include?
Your registration fee includes access to all SfN-sponsored sessions, lectures, exhibits, symposia, poster and slide presentations, and SfN-sponsored socials.

Is there an exhibit hall only registration fee?
No. To visit the exhibit hall, you must register for the entire meeting.

Do I have to register for Neuroscience 2009 to attend a satellite event?
No. Satellite and ancillary events are not sponsored by the Society.

Do I have to register and pay the registration fee if I submitted an abstract?
Yes, the abstract handling fee does not include registration for Neuroscience 2009.

Can someone else register another person?
Yes, as long as they can provide all of the necessary information and payment.

Who can register as a guest?
A guest is a non-scientist family member or guest of a scientist. Guest registration fee includes a badge, admission to social events, and access to a scientific event for the sole purpose of observing the registered scientist's presentation. The following process and restrictions apply: 

• A guest is only allowed to register once during the annual meeting.
• Include guest name(s) on the annual meeting registration form.
• A maximum of two guests per registrant are allowed.
• Include the day of the registered scientist's presentation on the registration form. The indicated day is printed on the guest's badge.
• Guests are admitted to scientific events (including poster and slide sessions and the exhibit area) only on the day printed on the guest badge. Only one full day is permitted for the week of the annual meeting.

Can I pay by credit card?
Yes, you may pay for registration fees by credit card. The credit cards accepted are MasterCard, Visa, and American Express.

Will I receive my badge prior to traveling to the annual meeting?
You will receive your badge before the annual meeting if you registered in advance by Thursday, Sept. 24.

I have lost my badge - what do I do?
You can get a replacement badge on-site at the badge pick-up counter during registration hours.

Where do I go for badge corrections?
A badge corrections booth is on-site in the registration area during registration hours.

I've registered for the meeting but unexpectedly cannot attend. Can I send someone in my place? If so, how do I make this substitution?
Contact Ramona Sawyer at registration@sfn.org or telephone at (202) 962-4000.

What is the cancellation/refund policy? 
A registration cancellation fee for processing is deducted from refunds: $15 for students and $30 for members and nonmembers. Guest registration fees are not refunded. The deadline for canceling and receiving a refund less the processing fee is Friday, Sept. 25, 2009.

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