Society for Neuroscience - Contractual Considerations

Skip Navigation

  • join logo Join
  • give logo Give
  • advocate logo Advocate
  • publish logo Publish
Shop Sign In
SfN Logo 2025
  • Membership
    • Learn About Membership
      • Individual Member Benefits
      • Institutional Program Member Benefits
      • Sustaining Associate Member Benefits
      • Get Involved at SfN
    • Become a Member
      • Sponsorship Information for New Members
      • Membership Categories & Fees
      • Membership Fees for Developing Countries
      • Renew Individual Membership
    • Member Resources
      • Automatic Renewals
      • Frequently Asked Questions
      • Individual Member Directory
      • Member Obituaries and Memorial Donations
    • Learn About Local Chapters
      • Start or Reactivate a Chapter
      • Resources for Chapters
      • Submit Annual Report
      • Chapter Directory
      • Frequently Asked Questions
  • Meetings
    • Meetings Overview
    • Neuroscience 2025
      • Call for Abstracts
      • Sessions and Events
      • Registration
      • Housing and Travel
      • Exhibits
      • Dates and Deadlines
      • FAQs
    • Global Events
      • SfN Virtual Events
    • Past and Future Annual Meetings
      • Neuroscience 2024
      • Neuroscience 2023
      • Search Past Annual Meeting Abstracts
      • Attendance Statistics
    • Meeting Policies and Guidelines
      • Code of Conduct at SfN Events
      • Guidelines for Participating in SfN Events
      • Photography & Recording Policy
      • Presenter Guidelines and Policies for SfN Events
    • Meeting Awards
      • Trainee Professional Development Award
      • International Travel Awards
      • FENS Member Awards to SfN Annual Meeting
      • IBRO Member Awards to SfN Annual Meeting
      • JNS Member Awards to SfN Annual Meeting
  • Careers
    • Careers Overview
    • Institutional Program (IP) Directory
    • NeuroJobs Career Center
      • Job Seekers
      • Employers
    • 2025 Graduate School Fair
    • Career Tools and Resources
      • Neuronline
      • Neurobiology of Disease Workshop
      • Scientific Short Courses
      • Responsible Conduct of Research Short Courses
      • Global Funding Sources
    • Higher Education and Training
      • Core Competencies
      • Neuroscience Training Program Survey
    • Awards
      • Outstanding Career and Research Achievements
      • Early Career
  • Initiatives
    • Initiatives Overview
    • Awards
      • 2024 Award Recipients
      • Awards and Prizes FAQ
      • Trainee Professional Development Award
    • Neuroscience Scholars Program
    • Neuronline
      • Scientific Rigor and Reproducibility
    • Resources to Stay Connected
      • SfN Zoom Backgrounds
    • Diversity Initiatives
    • Women and Neuroscience
      • Increasing Women in Neuroscience (IWiN) Courses & Toolkit
      • Celebration of Women in Neuroscience Event
      • Awards
    • Animals in Research
      • Support for Members and Institutions
      • Tools and Resources
      • Resources for Medical Students
    • Public Education Programs
      • Resources for Educators
      • Brain Awareness Video Contest
      • Life of a Neuron Exhibit
  • Advocacy
    • Advocacy Overview
    • Advocacy Response
    • Advocacy Network
      • The NeuroAdvocate Challenge
      • Advocacy Action Center
      • Advocacy Best Practices
      • Advocacy Network News
      • Advocacy Training Seminars
    • US Advocacy Programs
      • Capitol Hill Day
      • Connect with Policymakers
      • Early Career Policy Ambassadors
      • Partner with a Local Chapter
      • Engage the Media
    • Global Advocacy Programs
      • Global Neuroscience Initiatives
      • Global Funding
      • North American Programs
    • Science Funding
      • Advocacy Videos
      • Advocacy Resources
      • US Neuroscience Initiatives
      • Funding Priorities and Processes
    • Policy Positions
      • Statements and Testimony
      • Sign-On Letters
  • Outreach
    • Outreach Overview
    • BrainFacts.org
    • Find a Neuroscientist
    • Brain Awareness Campaign
      • Webinar: The ABC's of BAW
      • How to Get Involved
    • Awards
      • Award for Education in Neuroscience
      • Next Generation Award
      • Chapter of the Year Award
      • Science Educator Award
  • Publications
    • Publications Overview
    • SfN News
    • JNeurosci
    • eNeuro
    • SfN Nexus
    • Neuroscience Quarterly
    • Annual Report
    • History of Neuroscience Autobiographical Chapters
  • About
    • About Overview
    • Mission and Strategic Plan
    • What We Do
      • Annual Report
      • Bylaws
      • Resolutions to the Bylaws
      • Environmental Commitment
      • Strategic Partners
      • History of SfN
    • SfN 50th Anniversary Celebration
    • NIH Public Health Service-Supported Funding Financial Conflict of Interest Policy
    • Volunteer
      • SfN Council
      • SfN Presidents
      • Committees
      • Elections
      • Call for Nominations
    • Professional Conduct
      • SfN Ethics Policy
      • Guidelines for Responsible Conduct Regarding Scientific Communication
      • Code of Conduct at SfN Events
      • Commitment to Scientific Integrity
      • Neuronline Digital Learning Community Guidelines
    • History of Neuroscience
      • Autobiographical Chapters
      • Autobiographical Videos of Prominent Neuroscientists
      • Classic Papers
      • Neuroscience History Resources
      • Robert Doty's Chapter on Neuroscience
    • Careers and Staff
      • Staff List
  1. Meetings
  2. Neuroscience 2023
  3. Exhibits
  4. Exhibitor Prospectus
  5. Contractual Considerations

Thank you for attending #SfN23

We can't wait to see you in Chicago for Neuroscience 2024!

Visit #SfN24

  • Abstracts
    • 2023 Abstracts
    • Call for Abstracts
    • Presenter Resources
    • Presentation Formats
    • Sessioning Process
    • Themes and Topics
    • Rules for Abstract Submissions
    • How to Submit
  • Sessions/Events
    • Overview
    • Scientific Program
    • Ask Anything Sessions
    • Networking, Outreach and Advocacy
    • Neuroscience Meet-Ups Policies
    • Product Theater Listings
    • Professional Development Workshops
    • Satellite Events
    • Satellite Event Policies
    • SfN-Sponsored Socials
  • Registration
    • Overview
    • Registration Fees
    • Registration Categories
    • Registration Options
    • Cancellation and Substitution Policy
    • Federal Government Shutdown
    • Registration Resource Center
  • Housing/Travel
    • Overview
    • Hotel Information
    • Hotel List
    • Interactive City Map
    • Roommate Matching Forum
    • Shuttle Schedule
    • Air and Ground Transportation
    • Travel and Visa Information
  • General Info
    • Dates and Deadlines
    • Itinerary Planner and Mobile App
    • FAQs
    • Attendee Resources
    • Virtual Component
  • Exhibits
    • Exhibits Overview
    • Exhibitor Invitation
    • Art of Neuroscience
    • Exhibit Dates and Fees
    • Exhibit Hall
    • Exhibitor Housing
    • Exhibitor Prospectus
    • First-Time Exhibitors
    • Graduate School Fair
    • Purchase Exhibit Space
  • Advertising/Sponsorship
    • Advertising and Sponsorship Overview
    • Confirmed Neuroscience 2023 Sponsors
    • Program and Exhibit Guide Advertising
    • Tiered Sponsorships
    • Program Support
    • On-site Advertising and Sponsored Products

Contractual Considerations

Violations

As a condition for exhibiting, each exhibitor will agree to observe all Society policies.

Violations will incur a reduction in points for each regulation violated.

  • First regulation violated will result in the company not accruing priority points for the year.
  • Second regulation violated will result in the company losing one-half of its accrued priority points.
  • Third regulation violated will result in the company losing all of its accrued priority points.
  • Fourth regulation violated will result in the company not being eligible to exhibit at future Society meetings.

Below is a list of common violations that cause exhibitors to lose points if a violation occurs and is not corrected.

  • Tearing down prior to Wednesday, November 15 at 5:00 p.m. EST (closing of Neuroscience 2023)
  • Exceeding the height limit (see Booth Information section)
  • Entering a competitor's booth space
  • Obstructing the view of a neighbor's booth
  • Distributing/posting advertising or literature outside the exhibitor's exhibit space

The Society reserves the right to levy a more severe penalty, without successive progression through the preceding regulations.

Insurance Requirements

To make exhibiting at Neuroscience 2023 easier and more streamlined, liability insurance that meets all SfN and convention center requirements is now included in your booth fee.  You will no longer need to purchase insurance separately and submit a certificate of insurance.

Additional Resources

  • Exhibitor Appointed Contractors

    See Installation and Dismantle information for complete details on our exhibitor appointed contractors.

     

Indemnification and Liability

The Exhibitor agrees to indemnify, defend and hold harmless SfN, the Convention Center, the decorator, and the host city of SfN’s annual meeting from all losses arising from (a) any violation of any law, regulation or ordinance by the Exhibitor, its employees or agents, (b) any failure by the Exhibitor to comply strictly with SfN’s Terms and any applicable agreement between SfN and the Convention Center regarding the booth space provided to Exhibitor, (c) use of any portion of the Convention Center by the Exhibitor, its employees, and/or agents, (d) the gross negligence, willful misconduct or fraud of the Exhibitor, its contractors, subcontractors, employees, and/or agents, and (e) personal injury or property damage caused by the Exhibitor, its employees and/or agents, except to the extent that such loss or damage is caused by the sole negligence or intentional acts of SfN, the Convention Center, the decorator, or the host city of SfN’s annual meeting: THE MAXIMUM LIABILITY OF SfN, THE CONVENTION CENTER, AND THE DECORATOR FOR ANY REASON SHALL BE LIMITED TO THE AMOUNT OF BOOTH RENTAL FEES PAID BY EXHIBITOR FOR THIS YEAR'S ANNUAL MEETING. IN NO EVENT SHALL SfN BE LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, PUNITIVE, OR INCIDENTAL DAMAGES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. EXHIBITOR IS SOLELY RESPONSIBLE FOR THE SECURITY OF ITS PROPERTY AND THE PROPERTY OF OTHERS UNDER ITS CONTROL. SfN MAKES NO WARRANTIES OR REPRESENTATIONS, EXPRESS OR IMPLIED, REGARDING THE ANNUAL MEETING OR THE BOOTH SPACE PROVIDED THEREIN, INCLUDING, WITHOUT LIMITATION, WARRANTIES OR MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.


Cancellation of Meeting and Exhibition

It is mutually agreed that in the event Neuroscience 2023 is canceled due to the unavailability of the convention center for any reason, or due to acts of God, war, strikes, government regulation or advisory warnings (including travel advisory warnings by the government or World Health Organization), civil disturbance, terrorism, or threats of terrorism substantiated by governmental warnings or advisory notices, curtailment of transportation, epidemics, disaster, fire, earthquakes, hurricanes, unseasonable extreme inclement weather, shortages or disruption of the electrical power supply causing blackouts or rolling blackouts in Washington, DC or any other comparable conditions or circumstances occurring either in the location of SfN’s meeting or in the countries/states of origin of at least 30% of the attendees or along their routes of travel, making it, at the sole discretion of SfN, commercially impracticable, illegal, or impossible to operate the event. If the event is cancelled pursuant to this paragraph, then the application and contract for exhibit space will be terminated. In the event of such termination neither party shall be liable to the other for delay or failure to perform its obligations, except there shall be a prorated reduction of any fees payable or otherwise due under this agreement and/or refund of any deposits paid.


Dispute Resolution; Governing Law and Venue

Any controversy or claim arising out of or relating to these Terms, or breach thereof, shall first be discussed informally for an amicable settlement between the parties and should that not succeed, the parties shall attempt to resolve the matter by mediation. Should mediation not resolve the matter, it shall be settled by binding arbitration in the District of Columbia under the commercial arbitration rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator(s) may be entered any court having jurisdiction thereof. The exclusive jurisdiction and venue for any claims relating to these Terms that are not subject to arbitration for any reason shall be the superior courts of District if Columbia, or the federal courts in the District of Columbia, and the Exhibitor submits to the personal jurisdiction of said courts. These Terms will be governed by and construed under the applicable laws of the District of Columbia, without regard to conflicts-of-laws principles. The parties hereto agree that the right to a trial by jury is waived regarding all claims related to this agreement.


Contact us if you have questions

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

SfN Websites
  • BrainFacts.org logo
  • eNeuro logo
  • JNeurosci logo
  • Neuronline logo
Engage with SfN
  • join Join
  • give Give
  • advocate Advocate
  • publish Publish
Quick Links
  • SfN News
  • For Press
  • Global Events
  • Contact Us
  • Advertise
  • Code of Conduct
  • Jobs at SfN
  • SfN Store
  • Social Media
Follow SfN
  • BlueSky logo
  • Facebook logo
  • Instagram logo
  • LinkedIn logo

  • Threads logo
  • X Logo
  • YouTube logo
SfN logo with "SfN" in a blue box next to Society for Neuroscience in red text and the SfN tag line that reads "Advancing the understanding of the brain and nervous system"
1121 14th Street NW, Suite 1010, Washington, D.C. 20005
(202) 962-4000 | 1-888-985-9246
  • Accessibility Policy
  • Disclaimer
  • Privacy Notice
  • Contact Us

Copyright ©
Society for Neuroscience