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 the Walter E. Washington Convention Center.
Exhibitors accept responsibility for informing all 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. Please complete the First Time Exhibitors Form (below).
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
Applications for exhibit space are subject to approval by the Society for Neuroscience. The Society reserves the right to modify the floor plan and reassign exhibit space if a change in the original assignment is necessary. The floor plan should be carefully reviewed.
To take advantage of priority points, applications and deposit must be received by March 10 (Group A) or May 5 (Group B). Applications received after May 5 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 with deposit payment are received.
First-time exhibitors are assigned space after those with priority points, based on the date the application with deposit payment is received.
Note: Applications received without deposit will not be processed until the deposit is received, the date of the payment will be used for the receipt date.
Applications and payment for space must be received by September 6, to be included in the Neuroscience 2023 Program & Exhibit Guide. Applications received after September 6 and without deposit are not guaranteed to be included in the printed Program and Exhibit Guide.
Booth Selections and Assignments
Appointments will be scheduled in three groups:
- Group A (in order of highest priority points)
- Group B (in order of highest priority points)
- All Other Applications (in order of date/time deposit is received)
Open to all commercial companies that exhibited at Neuroscience 2022 in San Diego, CA. To be considered Group A assignments companies must submit their applications, with 50% payment, by March 10. Space selection and assignment will be made during appointment.
All companies (commercial, nonprofit, institute (U.S. Government Agencies only) that have submitted an application between March 11 and May 5 with 50% deposit (nonprofit and institute – 100% deposit). Space selection and assignment will be made during appointment.
All Other Applications
All applications with deposit received after May 5 will be assigned on the floor after all Group B exhibitors have been placed based on what is space is available at the time of assignment. Such applications will be assigned space in the order in which their deposit 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 Program and Exhibit Guide, JNeurosci and eNeuro, Neuroscience Nexus and Neuroscience Quarterly, presenting a session in the Product Theater, renting the Annual Meeting Registration list, and by becoming a supporter or sponsor.
Priority points accrue per year as follows:
|Advertisers in JNeurosci and eNeuro||1 point per $1,000 for advertising with a maximum of 5 points|
|Advertisers in the Program and 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|
|Product Theater||2 points for each Product Theater, up to a maximum of five (5) points|
|Registration List sales||1 point per $1,000 for registration/membership list sales with a maximum of 5 points|
|Sponsorship Tiers||Platinum Members — 5 points
Gold Members — 3 points
Silver Members — 2 points
Bronze — 1 point
||1 point per $5,000 for support with a maximum of 5 points
|Sustaining Associate Members (SAM)||Platinum Members — 3 points
Gold Members — 2 points
Silver Members — 1 point