Exhibit Fee Information

Exhibitors agree to accept and comply with the policies, rules, and regulations contained in this Exhibit Prospectus and on the Society’s web site, and all policies, rules, and regulations adopted after publication of the Prospectus. The acceptance of an application by the Society and the deposit for rental charges constitute a contract.

A deposit in the amount of $2,850.00 (commercial applications only) per 100 sq. ft. MUST be submitted with application/contract no later than May 29 (New Date). No application will be processed without remittance of the deposit. Payment receipt date will be used as the application submission date.

Institute and nonprofit applications must be paid in full at the time of submitting the application.

Payment types accepted: VISA, MasterCard, American Express, Discover, Check (payable in USD) and Wire Transfer (Exhibitor is responsible for all ACH and Wire Transfer Fees). Please reference the exhibiting company name and ID# on bank transfer to receive proper credit.

SfN’s Tax ID # 52-0895843

Full payment is due by August 6 (New Date) (commercial applications only). If payment is not received by this date, exhibit space may be reassigned and deposit may be returned less 50% of the total cost of the space assigned. All applications received after August 6 (New Date) must be accompanied by full payment. No applications will be processed without full payment after this date.

Cancellation or reduction of space between August 14 and February 17 will result in a charge equal to 25% of the total cost of cancelled space. Cancellation of space or reduction of space between February 18 and August 6 (New Date) will result in a charge equal to 50% of the total cost of the cancelled space. Institutes and nonprofits will pay an administrative fee equal to 10% of the total cost of the cancelled space. 

NEW - Island booths downsizing or canceling will have a cancellation fee of 100% for any aisle space that is cancelled. Exhibiting company must e-mail exhibits@sfn.org, if cancelling or reducing space. 

SfN will cancel exhibitor hotel rooms proportional to the reduction of exhibit space and entire room blocks held by a company cancelling the entire exhibit space.

Refunds will not be granted after August 6 (New Date).

Any exhibitor failing to occupy space is not relieved of the obligation to pay full rental price for space. The Society will have the right to use exhibit space as it sees fit, provided the space is not occupied one hour prior to the scheduled exhibit hall opening.

If two or more companies wish to be assigned exhibit space adjacent to one another, each company must submit the request under comments on the exhibit application with an explanation of why you would like to be located next to each other. Exhibit Management is not responsible for accommodating adjacent booth assignment for exhibit space applications that arrive separately or without documentation. Upon receipt of the application, the exhibit space assignment will be made by averaging the co-marketing companies’ priority points. Exhibit Management will locate adjacent space based on the best use of the exhibit floor space. Requests for specific locations may not be honored. If two or more divisions of the same company wish to exhibit together, they may exhibit under one company name. All housing, badges, and Exhibit Guide listings will be conducted in one name only. Multiple housing blocks are not permitted.

Exhibitors are provided one complimentary alphabetical listing in the Exhibit Guide. Exhibitors may purchase additional alphabetical listings in the Exhibit Guide for $900 per listing.

When two or more companies have joint rights to a product and the contract stipulates all company names must appear with the product, the Society reserves the sole right to determine how or if the name of the non-exhibiting company will appear on all exhibit related materials.

Fees include:

• 8 ft. high (2.5 meter) back drape and 36 in. high (91.44 centimeter) side rail
• Single line text identification sign showing the exhibiting company and booth number
• Complimentary registration for seven booth personnel per 10 ft. x 10 ft. booth
  • Includes scientific sessions that don't require a ticket/fee
• Two Exhibitor Guest Badges per 10 ft. x 10 ft. booth (Exhibit Hall and Poster Session area only)