Terms for Exhibiting
Rules and Regulations
Exhibitors agree to abide by the contract conditions published in the prospectus and on the SfN website and by all conditions stipulated by Walter E. Washington Convention Center.
Exhibitors accept responsibility for informing all of their employees and agents of these conditions and agree that they will abide by them.
Eligibility for Exhibiting
The purpose of the Society for Neuroscience exhibit program is to further the education of scientists working in the field of neuroscience. Exhibits must be of an educational character. Exhibits must emphasize instruments, products, or services for use in teaching or research. Books or other publications in fields of relevance to the professional interests of the Society’s members and meeting registrants are also considered acceptable.
The character of the exhibits is subject to approval by the Society. SfN reserves the right even after an application is received to refuse applications not meeting standards required or expected, as well as the right to curtail or to close exhibits or parts of exhibits that reflect unfavorably on the character of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.
Applications from companies that have not previously exhibited at a Society annual meeting will be reviewed by the Society for eligibility before assignment is made.
The materials required for review are:
- Website with the following: Background information on company
- Promotional brochures/literature for all products and services to be exhibited
Please complete the First Time Exhibitors Form.
Applications for exhibit space are subject to approval by the Society for Neuroscience. To take advantage of priority points, applications must be received by May 29 (New Date). Applications received after May 29 (New Date) may still obtain space, if available. If more than one company has the same number of priority points, assignments will be made in date and time order applications are received. First-time exhibitors are assigned space after those with priority points, based on the date the application is received.
Priority Points System
Priority in booth assignment will be conducted according to a point-based system. Exhibitors receive one point per 10 ft. x 10 ft. space purchased, for a maximum of five points for exhibiting. In the case of company mergers, SfN will use the priority points of the company with the highest number of points accrued.
Additional points may be accrued by becoming a Sustaining Associate Member (SAM), advertising in the Exhibit Guide, JNeurosci and eNeuro, Neuroscience Nexus and Neuroscience Quarterly, renting the Annual Meeting Registration list, and by becoming a corporate supporter.
Priority points accrue per year as follows:
|Sustaining Associate Members (SAM)||Platinum Members — 3 points
Gold Members — 2 points
Silver Members — 1 point
|Advertisers in JNeurosci and eNeuro||1 point per $1,000 for advertising with a maximum of 5 points|
|Advertisers in the Exhibit Guide||1 point per $1,000 for advertising with a maximum of 5 points|
|Advertisers in Neuroscience Quarterly||1 point per $1,000 for advertising with a maximum of 5 points|
|Advertisers in Neuroscience Nexus||1 point per $1,000 for advertising with a maximum of 5 points|
|Corporate Supporters||1 point per $5,000 for support with a maximum of 5 points|
|Registration List sales||1 point per $1,000 for registration/membership list sales with a maximum of 5 points|
Booth Selections and Assignments
The floor plan should be carefully reviewed and six exhibit preferences selected. Avoid concentrating all choices in one area. Indicate these choices on the application for space. Since prime locations sell quickly, alternate acceptable booths should be indicated. If the selected booths are not available at the time the application is received, the exhibitor agrees to accept the space assigned.
The Society reserves the right to modify the floor plan and reassign exhibit space if a change in the original assignment is necessary.