Satellite Event Policies

Event Categories:

  • Symposia — Any event where educational/scientific programming is being presented including CME and non-CME functions.
  • Meetings — Meetings of exhibitor or department staff and committees. See guidelines for specific information on meeting size and approved hours for small ancillary events.
  • Social Events — Receptions, dinners, alumni events, reunions, and specialty groups where no educational/scientific program is presented. Organizers can hold social events in conjunction with a symposium or independently.

Deadline Dates:

  • Preliminary Program: Thursday, March 31
  • Late Fee: All event requests submitted and/or paid after March 31 will incur a $190 late fee
  • Final Program: Wednesday, June 15
  • Late Submissions: Accepted up until Tuesday, November 1


Submission Requirements for Organizers

Event Requirements

Venue Options

Scheduling: Approved Dates and Time-Frames

Fees and Refunds

Organizer Responsibilities

SfN Responsibilities

Prohibited Actions

Submission Requirements for Organizers

The organizer of a satellite symposium or ancillary event must have an SfN membership or Exhibitor status as listed below:

  1. Student
  2. Regular
  3. Sustaining Associate (Platinum, Gold, Silver, or Non-Profit)
  4. Emeritus Member
  5. Registered Commercial or Non-Profit Institute Exhibitor for Neuroscience 2016.  An exhibitor can also hold small meetings without a member sponsor, but attendance is limited to the exhibitor's own personnel.

Satellite event organizers do not need to register for the annual meeting to hold an event.  

All satellite/ancillary events that request meeting space in an SfN contracted hotel must receive approval from SfN, register the event(s) in the SfN satellite database, and provide the required submission fee payments at the conclusion of the submission form process.

Organizers with outstanding satellite invoices are banned from holding satellite events until the outstanding invoice is paid in full. Submission forms from organizers with outstanding invoices are not considered for review until the outstanding invoice is paid in full. If an invoice is unpaid after 30 days, SfN will charge the credit card number the organizer submitted online.


Event Requirements

Satellite symposia and ancillary events may not conflict with any scientific sessions scheduled during the week of the annual meeting.

All events must have some neuroscience content or relevance.

There is no limit on the number of satellite symposia and ancillary events that a member may organize.

SfN abstract presentations are permitted during satellite events.

SfN will only list events held within the San Diego area and open to all annual meeting registrants in the Preliminary Program, final Program, Neuroscience Meeting Planner, and on the SfN website.

All SfN-sponsored and non-sponsored events associated with the annual meeting must adhere to SfN's Guidelines for Meetings and Conferences. Violations may jeopardize events at future annual meetings.


Venue Options

  • San Diego Convention Center (Rooms set theater style only. Changes to SfN's room set are not accommodated)
  • San Diego Marriott Marquis (SfN headquarter hotel - Will accommodate all rooms sets based on availability)
  • Manchester Grand Hyatt (SfN headquarter hotel - Will accommodate all room sets based on availability)
  • Hilton San Diego Bayfront (SfN headquarter hotel - Will accommodate all room sets based on availability)
  • Off-Site Facility within the San Diego Area (Organizers have the option to contract for space on own)

Organizers may request meeting space from SfN at the San Diego Convention Center or at one of the SfN headquarter hotels. Meeting space is limited and will be assigned on a first-come, first-served basis, in the order of date received. Requests for meeting space may only be submitted electronically. Receipt of request form by SfN does not guarantee space assignment. 

The other option is to contract for space at an offsite facility within the San Diego area. Organizers will need to complete a request form and pay the required fees to list the event in the SfN publications and website.


Scheduling: Approved Dates and Time-Frames

The approved hours for scheduling satellite symposia (scientific meetings) and ancillary events (special group event, reunion, committee meeting, exhibitor/staff meeting, or social gathering) attended by more than 25 individuals (large meetings) with no restriction on attendance or less than 25 individuals (small meetings) are as follows:

Date

Large Meetings

Small Meetings

Tuesday, Nov. 8*

All day

All day

Wednesday, Nov. 9*

All day

All day

Thursday, Nov. 10*

All day

All day

Friday, Nov. 11**

All day

All day

Saturday, Nov. 12

7–10:30 a.m., 6:30–10 p.m.

7 –10:30 a.m. 

Sunday, Nov. 13

6:30–10 p.m.

11:30 a.m.–1 p.m.

Monday, Nov. 14

6:30–10 p.m.

11:30 a.m.–1 p.m.

Tuesday, Nov. 15

6:30–9 p.m.

11:30 a.m.–1 p.m.

Wednesday, Nov. 16

6:30-9 p.m.

11:30 a.m.–1 p.m.

Note: Breakfast meetings can be held on any day and must conclude by 8 a.m.

* Since SfN does not have meeting rooms available during these dates, organizers holding single or multi-day events before the annual meeting from Tuesday through Friday must contract directly with a venue of their choice within the San Diego area.

** SfN has limited meeting space available on this date. Organizers requiring more than 4,000 square feet will need to secure meeting space on their own within the San Diego area.


Fees and Refunds

Administrative Fee: $75 (Required fee for each event request form submitted online)

Late Fee: $190 (Fee is applied to events that are submitted and/or paid after the Preliminary Program deadline date of Wednesday, March 31) 

Listing Fee: $380 (This fee covers the event listing in the Preliminary Program, final Program, Neuroscience Meeting Planner, and SfN website)

Refunds: If a satellite event is cancelled prior to the printing of the Preliminary Program, the $380 fee is refunded. If the event is canceled prior to the printing of the final Program, and the event has already been printed in the Preliminary Program, half of the listing fee will be refunded in the amount of $190. Administrative and late fees are non-refundable regardless of cancellation date.

Force Majeure: SfN reserves the right to terminate satellite/ancillary events, without liability or any cancellation charges or any liquidated damages, and with the return of all administrative, listing and late fees contingent on the production status of the Neuroscience Meeting Planner, Preliminary Program, and final Program, because of the happening or existence of any force majeure condition including but not limited to acts of God, war, strikes, government regulations or advisory (including travel advisory warnings by the government of the United States or the World Health Organization), civil disturbance, terrorism or threats of terrorism in the state where the annual meeting is scheduled or in adjacent states as substantiated by United States' governmental warnings or advisory notices, curtailment of transportation, epidemics, disaster, fire, earthquakes, hurricanes, shortages or disruption of the electrical power supply causing blackouts or rolling blackouts, or any other comparable conditions or circumstances occur in the state where the annual meeting is scheduled or in countries/states of origins of at least thirty percent (30 percent) of the attendees or along their routes of travel, making it commercially impracticable, illegal, or impossible to fully perform under this agreement as the parties originally intended, the affected party may suspend this agreement as to that particular annual meeting, without liability, upon written notification to the other party.


Organizer Responsibilities

  • Adhere to SfN Guidelines for Meetings and Conferences.
  • Announce at beginning of event that event is not sponsored by SfN.
  • Assume financial responsibility for all event expenses.
  • Utilize services of SfN's General Contractor for poster board orders.
  • Organizers of events assigned to the San Diego Convention Center will continue to work directly with SfN regarding all event logistics. Organizers are required to utilize the Society's exact meeting room setup for their event. Submit all changes, additions, and/or cancellations for audiovisual, and equipment, via email to amsatellites@sfn.org by Wednesday, August 3. Report all on-site changes, additions, and/or cancellations for audiovisual, and equipment to amsatellites@sfn.org. Organizers are responsible for charges incurred if SfN is not notified of any changes affecting invoicing. Organizers will receive an invoice from SfN after the annual meeting for all on-site event charges.
  • The San Diego Convention Center exclusive caterer directly bills event organizers for all food and beverage orders.
  • Organizers of events assigned to a headquarter hotel will work directly with the facility contact person regarding all event logistics, but only after receiving the meeting room assignment confirmation letter from SfN. Confirm room assignment(s) and room setup(s) with facility contacts, obtain food and beverage menus, and confirm all food and beverage requirements. A room rental charge usually applies if significant food and beverage are not ordered by the sponsor. Most hotels do not consider coffee breaks, continental breakfast, and cash bars "significant food and beverage." Organizer pays the hotel directly for all event costs to include the audiovisual and food and beverage orders.
  • Order all signage for event. Place signs outside the door entrance to the event only. Include "This event is not sponsored by the Society for Neuroscience" on the signs. Directional signage is prohibited. Also, remove signage and meeting materials (i.e., handouts) from assigned rooms at the event's conclusion. Organizers are charged a cleaning fee for meeting materials left behind.

SfN does not offer CME credits for satellite events. Accredited CME providers can offer credits independently.


SfN Responsibilities

  • SfN will assign function room(s) for your event, if available, and will confirm function room assignment(s) with the organizer and provide the name, address, telephone, and email address of the facility contact(s) by mid-July.
  • SfN will confirm room setup requirements as requested by the organizer on the form to the facility assigned by mid-July.
  • For events assigned to the San Diego Convention Center, SfN will order the audiovisual equipment from the SfN audiovisual vendor as requested on the form by the organizer and approved by SfN. 
  • Provide the poster board orders to the General Contractor, who will confirm the orders directly with the event organizer.
  • For events assigned to the co-headquarter hotels, SfN will provide the audiovisual equipment and poster board orders and meeting room setup requirements to the hotel contact person, audiovisual vendor, and General Contractor, who will confirm directly with the event organizers.
  • SfN will prepare invoices for events that are held at the San Diego Convention Center, and will send the invoices, via email, to the organizers after the annual meeting. The invoice will include all actual on-site event charges.

Organizers who submit an event request after May 1 will be informed of their event status within two weeks of their submission date.


Prohibited Actions

The following actions are not permitted to take place during satellite or ancillary events. A violation of these guidelines may place your satellite event in jeopardy for future years.

  • Demonstrations and/or displays of commercial products and/or literature. (Speakers may refer to a product as a reference tool during presentations.)
  • Distribution of commercial products and product literature.
  • Distribution of promotional literature as door drops in hotels, attach promotional material to facility walls/doors/columns, or distribute flyers in SfN events. (You will be financially responsible for any damages to facilities from these activities.)
  • Conduct drawings or award gifts to meeting attendees.
  • Swiping SfN annual meeting badges with electronic readers during their events. 
  • Using the Society's name, acronym, or logo on signage, website URLs, email subject lines, or marketing materials.
  • The Society for Neuroscience name and acronym, logo, meeting name, and meeting logo are the property of the Society and may not be used without prior written permission. References may be made to the annual meeting as listed: Neuroscience 2016, San Diego, CA, November 12-16.

Contact SfN

If you have questions, email amsatellites@sfn.org or call (202) 962-4000.

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