Satellite Event Policies

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• Event Categories
• Event Submission Timeline and Deadline Dates
• Submission Requirements for Organizers
• Event Requirements
• Venue Options
• Scheduling: Approved Dates and Time-Frames
• Fees and Refunds
• Organizer Responsibilities
• SfN Responsibilities
• Approved Actions
• Prohibited Actions

Event Categories

1. Symposia — Event where educational/scientific programming is being presented including CME and non-CME functions. 
2. 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. 
3. Meetings — Ancillary exhibitor, department staff, or committee meetings. See guidelines for specific information on meeting size and approved hours.

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Event Submission Timeline and Deadline Dates

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

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Submission Requirements for Organizers

1. Each satellite event must have an organizer and a sponsor. The same person can serve as both. The event sponsor, who may provide logistical and/or financial support, must have an SfN membership status and/or be a registered exhibitor for Neuroscience 2020.
2. The organizer and the sponsor of a satellite symposium or ancillary event must have an SfN membership or Exhibitor status as listed below:
• Student
• Regular
• Sustaining Associate (Platinum, Gold, Silver, or Non-Profit)
• Emeritus Member
• Registered Commercial, Non-Profit, or Institute Exhibitor for Neuroscience 2020. An exhibitor can also hold small meetings without a member sponsor, but attendance is limited to the exhibitor's own personnel.
3. Sponsors are required to register for the annual meeting to hold a satellite event.
4. Events that request meeting space in an SfN contracted hotel must receive approval from SfN, register the event(s) using the online satellite submission form, and provide the required submission fee payments at the conclusion of the submission form process. SfN accepts credit card payments only. Check payments will not be accepted.
5. 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.

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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.
• SfN will only list events held within the Washington, D.C. area and are open to all annual meeting registrants. Open events that paid the listing fee will be advertised in the Preliminary Program, final Program, Neuroscience Meeting Planner, on the SfN website, and on the annual meeting mobile app.
• 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.

Satellite form preparation: See the mandatory and optional form field requirements below:

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Venue Options

• If requesting space from the convention center or an SfN headquarter hotel, please note:
• Meeting space is limited and will be assigned on a first-come, first-served basis, in the order of date received.
• Requests may only be submitted electronically. Receipt of request form by SfN does not guarantee space assignment.
• To request meeting space at one of the SfN headquarter properties or Walter E. Washington Convention Center:
• Complete the online submission form and pay the required fees via credit card.
• The request will be reviewed by the SfN Program Committee.
• After review and approval, the event will be assigned a meeting room at one of the annual meeting facilities, based on the availability of function space.
• If the optional listing fee has been paid, the event will be advertised on SfN’s website listing, and in SfN’s printed publications.
• Organizer will receive the meeting room assignment and facility contact information to work directly with the event manager in the assigned venue to finalize the event logistics and sign a contract for event costs.
• If contracting for space at an off-site facility within the Washington, D.C. area:
• Complete a request form and pay the required fees to list the event in the SfN publications and website, NMP, and mobile app.

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Scheduling: Approved Dates and Time-Frames

Note: Times are all in Eastern Daylight Time (EDT). Breakfast meetings can be held on any day and must conclude by 8 a.m.

*Since SfN does not have meeting rooms available for multi-day events from Tuesday – Friday, organizers must contract directly with a venue of their choice within the Washington, D.C. area.
**SfN has limited meeting space available on Friday. Organizers requiring more than 4,000 square feet will need to secure meeting space on their own within the Washington, D.C. area.

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Fees and Refunds

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Organizer Responsibilities

• Adhere to SfN Guidelines for Meetings and Conferences.
• Identify the sponsor name and category in the submission form.
• Announce at beginning of event that event is not sponsored by SfN.
• Assume financial responsibility for all event expenses.
• Inform SfN contact, in writing, if there are any changes to the event date, timeframe or location.
• Utilize services of SfN's General Contractor for poster board orders at the SfN headquarter hotels.
• Organizers of events assigned to Walter E. Washington Convention Center:
• Work directly with SfN regarding all event logistics.
• Utilize the Society's exact meeting room setup for their event.
• Submit all changes, additions, and/or cancellations for audiovisual and logistical equipment, via email to amsatellites@sfn.org by Monday, August 3.
• Report all on-site changes, additions, and/or cancellations for audiovisual and logistical equipment to amsatellites@sfn.org.
• Pay all post-meeting invoices with 30 days. 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 audiovisual related event charges. The Walter E. Washington Convention Center exclusive caterer will directly bill event organizers for all food and beverage orders.
• Organizers of events assigned to a headquarter hotel:
• Work directly with the facility contact person regarding all event logistics, but only after receiving the meeting room assignment confirmation from SfN.
• Confirm room assignment(s) and room setup(s) with facility contacts, obtain food and beverage menus, and negotiate all food and beverage costs with the hotel representative. 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."
• Pay 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. Directional signage is prohibited throughout SfN contracted hotels, and the Walter E. Washington Convention Center.
• Include "This event is not sponsored by the Society for Neuroscience" on event signage.
• 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.

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SfN Responsibilities

• Assign function room(s) if available and confirm function room assignment(s) with the organizer by early July.
• Confirm room setup requirements as requested by the organizer on the form to the facility assigned by early July.
• For events assigned to Walter E. Washington Convention Center, order the a/v equipment from SfN’s a/v vendor as requested on the submission form by the organizer and approved by SfN.
• Provide 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 logistical information on the submission from to the hotel contact person.
• Prepare invoices for events that are held at Walter E. Washington Convention Center and send the invoices, via email, to the organizers after the annual meeting. The invoice will include all actual on-site a/v event charges.
• SfN is not responsible for any event changes that are not communicated to SfN in writing.

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Approved Actions

The following actions are permitted to take place during satellite or ancillary events.

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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.

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