Operations of Exhibits and Conduct
SfN reserves the right to restrict exhibits that become objectionable due to sound, method of operation, materials, content, or any other reason, and prohibit or evict any exhibit that, in the opinion of Exhibit Management, may detract from the general character of the exhibits as a whole. This reservation includes persons, things, conduct, printed matter, food and beverages, or anything of a character Exhibit Management determines is objectionable to the exhibit. In the event of such restriction or eviction, the Society is not liable for any refunds or rentals of other exhibit expenses.
Giveaways will be limited to those items relevant to the professional interests of the registrants and must have a value of $25.00 or less per item. Exhibitors may conduct contests, lotteries and raffles onsite. Value of prize may not exceed $1,000. The winner must be announced after the meeting has concluded to avoid congestion in the aisle. SfN reserves the right to subsequently deny future approval of a gift/promotional item to an exhibiting company found in violation of the Prohibited Practices.
All giveaways and handouts, with the exception of literature, must be on the Society pre-approved Gift and Promotional form (below). Giveaway items not on the list must receive written approval from the Society prior to the meeting. Such requests must be submitted to Exhibit Management by October 9. Requests received after October 9 will not be approved.
It is a policy of SfN that the use of tobacco products is strictly prohibited in all areas of the convention center (including set up and dismantle of exhibits) and all hotel meeting rooms hosting SfN events. Thank you for not smoking.
Photo and Video Release
Photography and Recording Policy for SfN’s Annual Meeting
SfN is committed to honoring the rights of copyright owners and the respectful sharing of scientific research and data. Attendees at SfN-sponsored scientific meetings or events are expected to adhere to this policy. In response to a changing culture, SfN will now permit photography and recording during scientific meetings and events within the boundaries discussed in the following policy.
Sales & Order-Taking / Seller's Permit
Sales and order-taking are permitted, provided that all transactions are conducted in a manner consistent with the professional nature of the exhibits. Exhibitors selling tangible goods must meet requirements of the District of Columbia Office of Tax and Revenue.
Do not store anything of value in crates going into storage. Professional security guard service will be provided for the perimeter of the exposition (not booths) on an around-the-clock basis beginning with the first day of move-in and continuing through move-out. The Society for Neuroscience, Walter E. Washington Convention Center and The Expo Group are not responsible for loss or damage to exhibitor property. Exhibitors wanting to stay past the published times for move-in will need to hire security for their booth.
SPECIAL NOTE: Poster sessions will be held Saturday, November 11 from 1-5 p.m. EDT. Tape will surround the exhibit area until 9:20 a.m. on Sunday, November 12. Because poster session presenters and attendees are allowed access to the vicinity of exhibits on Saturday afternoon and two and a half hours in advance of the exhibit opening, Sunday through Wednesday, exhibitors are urged to provide pre-opening personnel on Saturday from noon to 5 p.m., and Sunday through Wednesday beginning at 7 a.m. to maintain booth surveillance. The tape surrounding the exhibits will be removed each morning beginning at 9 a.m. All exhibitors should plan accordingly by having one staff person in their booth by 7 a.m. or by hiring a security guard to watch their booth each morning until 9:30 a.m. Publishers should take particular precautions.
- Have a booth representative available when your freight is taken off the truck to verify the condition of freight and receipt of complete shipment.
- When your freight arrives at your booth, do not unwrap expensive items and giveaways and leave for lunch/dinner. Secure these items.
- Do not set up your booth, with your giveaways and laptop computers before the first day of the show. If you are concerned about corporate espionage, do not leave a one of a kind prototype in your booth overnight.
- If you must leave during show hours and are the only person manning your booth, ask a neighboring exhibitor to watch your booth until you return.
- The second highest number of thefts occur during move-out. When the show closes, secure your items. Label your boxes correctly.
- If you have several boxes, shrink wrap them.
- Stay with your freight until it is loaded.
- If you have it, odds are, someone else wants it. Theft is a crime of opportunity.
Information for Exhibitors
Limited service will be available during installation and dismantling periods.
SfN will provide an exhibitor lounge for booth personnel only. An exhibitor badge is required for entry.
Parking at the Convention Center
Distribution of printed educational material by the exhibitor or its agents is limited to the area rented by the exhibiting company in the SfN exhibit hall. These materials are not permitted in the registration area, poster session areas, meeting rooms, and corridors of Walter E. Washington Convention Center or in any official SfN contracted hotel.
Satellite Symposium and Ancillary Events
Satellite symposia and ancillary events that SfN annual meeting attendees may attend, but that are not planned or sponsored by SfN.
Learn more about Satellite Events (Coming Soon)