Society for Neuroscience - Installation and Dismantle

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  1. Meetings
  2. Neuroscience 2020
  3. Exhibits
  4. Exhibitor Prospectus
  5. Installation and Dismantle

 

Neuroscience 2020 has been cancelled.

Learn more.

Installation and Dismantle

Installation Dates and Hours

Day Time Notes
Wednesday, October 21 8 a.m. – 6 p.m. EDT Targeted Move-in, Island booths only, 400 sq. ft. and above.
Thursday, October 22 8 a.m. – 6 p.m. EDT  
Friday, October 23 8 a.m. – 6 p.m. EDT 
All wooden crates and empties must be tagged and ready for removal by 6:00 p.m.
Saturday, October 24 8 a.m. – 10 a.m. EDT Product set up only may continue until 6 p.m. If you have a popup booth and will arrive for set up after 10 a.m., you must be completely set by 6 p.m. EDT.

Online Exhibitor Service Manual

The Online Exhibitor Service Manual containing a complete set of service forms will be available August 10 (NEW DATE).

Dismantle Dates and Hours

Day Time
Wednesday, October 28 5 p.m. – 11 p.m. EDT
Thursday, October 29 8 a.m. – 2 p.m. EDT

Service Desk

The Exhibitor Service Desk will be open during installation to assist exhibitors with verification and adjustments of their orders for labor, furniture, and other auxiliary services. The Service Desk will be staffed throughout the meeting.

Worker Passes

All pre-approved exhibitor-designated contractors must obtain work passes for all personnel at the exhibitor registration desk during the hours of registration. Work passes must be visible at all times while on the premises of the convention center. Work passes are valid during installation and dismantle only.

In the interest of safety, only those individuals directly responsible for the installation and the dismantling of the booth will be permitted in the exhibit hall during move-in and move-out times. Under no circumstances will children or guests be allowed within the exhibit area until the official opening of the exhibits at 9:30 a.m. EDT on Sunday, October 25.

Small Exhibits Only

Pop-Ups and Vinyl Case Booths

A labor crew will be available for the set-up and dismantling of exhibits in accordance with advance orders. Exhibitors are urged to order all services in advance. Booth structures must be set and empty containers tagged by Friday, October 23, at 6 p.m. EDT. Crates and containers that are not emptied and tagged will be removed from the floor and will not be returned until after the show ends and the hall has been cleared on Sunday after 5 p.m., therefore missing the first day of exhibits. Exhibitors will be charged overtime, per hour, on Sunday, for any containers that need to be returned to the booth, to unpack, and returned to storage.

No refuse, such as empty cartons, may be placed in the aisles after the final sweeping in the exhibit area on Friday, October 23, beginning at 6 p.m. EDT. Exhibitors are urged not to leave or place litter on the floor in the booths or aisles after the final cleaning because time will not permit a sweeping of booths or aisles on opening day.

Only small exhibits that do not require a forklift can set up on Saturday, October 24, from 8 a.m. - 10 a.m. EDT. Freight doors will close at 10 a.m. on Saturday. Exhibitors wishing to remain in the exhibit hall for light set up (unpacking literature/books, calibrating instruments, etc.) may do so as long as their noise level does not have an adverse effect on the ongoing poster presentations.

Poster session entrances (as indicated on the floor plan) open at noon on Saturday and at 7 a.m. EDT Sunday to Wednesday for presenter setup only. Poster sessions are open for all attendees on Saturday at 1 p.m. EDT and Sunday through Wednesday at 8 a.m. EDT.

Convention Center Rules and Regulations

Exhibitor compliance with the Walter E. Washington Convention Center is mandatory.

  • Floor Load and General Lighting

    The exhibit floor load of Walter E. Washington Convention Center is 350 lbs. per sq. ft. For heavy machinery or displays, contact The Expo Group. 25% of lighting is provided during move-in and move-out. Lighting one (1) hour prior to show opening each day will be 100%. At the close of the show each day, lighting will be reduced to 50%.

  • Fire Regulations

    No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the District of Columbia Fire Prevention Bureau or insurance carriers, may be used in any booth. The use of any type of crepe or corrugated paper is prohibited. Details will also be included in the Online Exhibitor Service Manual.

  • Electricity-Air-Water-Drain

    Order forms will be available in the Online Exhibitor Service Manual. Electrical service is 120, 208  volt (single and three-phase).

Exhibitor Appointed Contractor

Exhibitors who plan to use the services of anyone other than the official service contractor must notify The Expo Group on or before August 10 (NEW DATE) in writing. Exhibitor Appointed Contractors (EACs) must:

  • Provide The Expo Group with an original Certificate of Insurance by September 16 (see below for specific requirements)
  • Perform services in accordance with exhibition rules and regulations
  • Not solicit business on the exhibit floor
  • All EACs and contractors, suppliers and vendors who work in the facility must be identified with the WIS Badge or the credential issued by Walter E. Washington Convention Center.

Note: SfN is required to provide the similar proof of our insurance including automobile liability, to the convention center.

Certificate of Insurance

See Exhibitor Service Manual for I & D company insurance information available August 10 (NEW DATE).

EAC Certificate of Insurance only: If your insurance broker is providing the required evidence of coverage please forward the certificate to (972) 751-9540 (fax) or email dtrimble@theexpogroup.com.

Union Regulations

To assist you in planning for your participation in the forthcoming convention, we are certain you will appreciate knowing in advance that union labor will be required for certain aspects of your exhibit handling. To help you understand the various union jurisdictions in the Washington, D.C. area, we ask you to read the following.

Installation and Dismantling

The installation and dismantling of prefabricated displays comes under the jurisdiction of the carpenters’ union. However, two (2) full-time exhibiting company employees may work without Carpenter Labor for one (1) hour on the installation (move-in) and one (1) hour on the dismantle (move-out) without union labor on booths that are larger than 10 ft. x 10 ft. Exhibitors may work in booths 10 ft. x 10 ft. or smaller without the use of union labor.

Exhibitors are not permitted to use POWER TOOLS (electric drills, power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within size and time limitations. Exhibitors may not borrow tools, ladders or other equipment from the exhibit facility and/or The Expo Group.

Material Handling

One individual from each exhibiting company is permitted one trip to hand-carry items into the facility. The exhibitor use of dollies, hotel baggage carts, flat trucks and other mechanical equipment, is not permitted. The Expo Group will control access to the trade show floor which includes access from the loading docks and/or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by The Expo Group.

The Expo Group shall be the sole authority on all matters in the DOCK area. This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment.

Cleaning/Porter Service

The Expo Group is the exclusive cleaning contractor. No other cleaning services, including exhibitor appointed contractors are allowed to perform these services.

Labor Rates

  • Straight Time

    $132.81/$172.66
    Monday - Friday 
    8:00 a.m. EDT - 4:30 p.m. EDT

     

  • Over Time

    $195.09/$253.62
    Monday - Friday 
    4:30 p.m. EDT - 8:00 p.m. EDT

    Saturday – All Day

     

  • Double Time

    $255.12/$331.66
    Monday - Friday 
    8:30 p.m. EDT - 8:00 a.m. EDT

    All day Sunday and Holidays

     

Additional Information

  • Safety

    Standing on chairs, tables, or other rental furniture is prohibited. Rental furniture is not engineered to support standing weight. The Expo Group cannot be responsible for injuries or falls caused by the improper use of rental furniture. If assistance is required in the assembly/dismantle of your booth, please order labor in advance using the forms that will be provided in the Online Exhibitor Service Manual.

  • Gratuities/Tips

    The Expo Group —Our Work Rules prohibit the solicitation of tips by any of our employees. Our employees are paid excellent hourly wages denoting a professional status and we feel that tipping is not necessary. Should you be solicited for a tip, please report the incident to The Expo Group as soon as possible.

    Labor — Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for service rendered. Do not give coffee breaks other than mid-morning and mid-afternoon, when the union has 15-minute paid breaks. Meal breaks are one half hour. Any attempt to solicit a gratuity by an employee for any service should be reported immediately to The Expo Group’s show-site manager.

    Please refer to the Online Exhibitor Service Manual for complete guidelines.

Shipping Information

The Expo Group will receive shipments at the Walter E. Washington Convention Center dock; delivery to the exhibitor’s booth; removal, storage, and return of empty crates and containers; and removal of packed shipments from the booth and transferring to the outgoing carriers at the Walter E. Washington Convention Center dock. Exhibitors are urged to ensure that all materials are delivered to booths on setup days because deliveries cannot be made during exhibit hours.

All exhibitors are urged to verify the delivery of their freight before arrival in Washington, D. C. Many shipments cannot be traced or delivered on the weekend.

USPS, UPS, and Federal Express packages going to the Walter E. Washington Convention Center must be sent directly to The Expo Group, they will then be delivered to the exhibitor’s booth.

Shipping Instructions

  • Advance Warehouse

    Advance Warehouse is available to receive shipments on September 21. These shipments, which must be prepaid, are consigned to the warehouse and must arrive no later than Friday, October 16. Crated advance shipments are to be consigned as follows:

    Neuroscience 2020
    Company Name
    Booth #
    The Expo Group
    c/o YRC
    7600 Preston Dr., Landover, MD 20785

    Uncrated shipments will not be received at the warehouse.

  • Advance Warehouse Billing

    A copy of the bill of lading for motor freight and air shipments should be forwarded to:

    The Expo Group
    5931 W. Campus Circle Dr.
    Irving, TX 75063
    Attention: Dana Trimble
    Phone: 972-751-9440 / Fax: 972-751-9540
    Email: dtrimble@theexpogroup.com

  • Direct Convention Center

    Direct to Convention Center receiving is available during exhibit setup beginning 8 a.m. on Thursday, October 22. Direct prepaid uncrated/crated shipments are to be consigned as follows:

    Neuroscience 2020
    c/o The Expo Group
    Exhibit Company
    Booth #
    Walter E. Washington Convention Center 
    801 Mount Vernon Pl., NW
    Washington, D.C. 20001

    Note: Any freight arriving directly at Walter E. Washington Convention Center before Thursday, October 22, that has not been confirmed as an early target move-in by The Expo Group, will be refused and returned to the exhibitor.

  • Direct Convention Center Billing

    A copy of the bill of lading showing the number of pieces, weight, classification, carrier, and routing are to be sent to:

    The Expo Group
    5931 W. Campus Circle Dr.
    Irving, TX 75063
    Attention: Dana Trimble
    Phone: 972-580-9440 / Fax: 972-751-9540
    Email: dtrimble@theexpogroup.com

Crate Storage

Empty crates, boxes, and cartons must be ready for removal from the exhibit area by 6 p.m., Friday, October 23. These materials should be nested as much as possible. “Empty” stickers, which must be placed on all containers to be stored and returned at the close of the exhibit, will be available at the exhibit service desk.

Containers or skids without the “empty” stickers will be considered refuse and disposed of accordingly. Crates, boxes, and cartons may not be stored behind booth backgrounds.

Note: Nothing may be stored behind booths. All packing containers, wrapping materials, carrying cases, etc., must be stored off the exhibit floor. Walter E. Washington Convention Center inspects all exhibits to ensure compliance.

Contact us if you have questions

Email exhibits@sfn.org or call (202) 962-4000

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