| Item |
Deadline |
Notes |
| Booth Sales Open Online (Group A) |
January 27 |
Login to your exhibitor portal online to submit a contract for booth space |
| Cut Off For Applications (Group A) |
February 21 |
To take advantage of priority points, applications must be received by February 21 (Group A). |
| Space Selection Appointment confirmations emailed (Group A) |
February 24 |
Appointment Confirmations with the time and date of your scheduled appointment will be emailed to the Primary Admin contact. |
| Space Selection Appointments (Group A) |
March 3 - 7 |
via Zoom |
| Booth Confirmations and Invoices emailed (Group A) |
March 10 |
Official Confirmations and Invoices will be emailed to the Primary Admin contact. |
| Booth Sales Open Online (Group B) |
March 11 |
Login to your exhibitor portal online to submit a contract for booth space |
| Cut Off For Applications (Group B) |
May 2 |
To take advantage of priority points, applications must be received by May 2 (Group B). |
| Cancellation Fee Increases to 50% |
May 3 |
|
| Space Selection Appointment confirmations emailed (Group B) |
May 5 |
Appointment Confirmations with the time and date of your scheduled appointment will be emailed to the Primary Admin contact. |
| Space Selection Appointments (Group B) |
May 12 - 16 |
via Zoom |
| Booth Confirmations and Invoices emailed (Group B) |
May 19 |
Official Confirmations and Invoices will be emailed to the Primary Admin contact. |
| Exhibitor Advisory Committee Application Deadline |
June 27 |
If you would like to become a member of the EAC for one the positions currently available, please submit an application. |
| Exhibitor Booth Balance Deadline |
July 11 |
|
| Cancellation Fee Increases to 100% |
July 12 |
|
| Service Manual Available Online |
July 29 |
Contains a complete set of service forms for order items for your booth including carpet, electricity and labor.
An email containing your login information was sent to the Primary Admin contact. If you did not receive this email, please reach out to exhibitorservice@theexpogroup.com. |
| Exhibitor Registration Opens |
July 29 |
An email containing your login information will be sent directly to the Primary Admin contact. |
| Exhibitor Housing Opens |
July 29 |
|
| Exhibit Guide Advertisement Materials Due |
September 5 |
Only if you have purchased advertising in the Program & Exhibit Guide |
| Island/Peninsula Drawings Due for Approval |
September 12 |
Island and Peninsula Booths ONLY. |
| Update Digital Booth via Event Portal |
September 12 |
Available once booth is assigned |
| Booth Giveaway Request Deadline |
October 17 |
All giveaways and handouts, with the exception of literature, must be on the Society pre-approved Gift and Promotional form.
Giveaway items not on the list must receive written approval from the Society prior to the meeting. (see Gift and Promotional Items in form section) |
| Move-In, Island Booths Only |
November 12 |
8 a.m. - 6 p.m. PST
Targeted Move-in, Island booths only, 400 sq. ft. and above. |
| Badge Pickup Onsite, Island Booths Only |
November 12 |
8 a.m. - 6 p.m. PST
Badge pickup onsite, badges will not be mailed |
| Move-In |
November 13 |
8 a.m. - 6 p.m. PST |
| Badge Pickup Onsite |
November 13 - 19 |
8 a.m. - 6 p.m. PST
Badge pickup onsite, badges will not be mailed |
| Move-In |
November 14 |
8 a.m. - 6 p.m. PST
All wooden crates and empties must be tagged and ready for removal by 6 p.m. PST |
| Move-In, Pop Up & Vinyl Case Booths |
November 15 |
8:00 a.m. - 10:00 a.m. CDT (pop-ups and vinyl case booths)
Note: Light setup (unpacking literature/books, calibrating instruments, etc.) may continue until 6 p.m. PST. Poster session in hall beginning at 1 p.m. PST |
| Neuroscience 2025 Meeting |
November 15 - 19 |
|
| Neuroscience 2025 Exhibits |
Novemeber 16 - 19 |
9:30 a.m. – 5 p.m. PST |
| Exhibitor Move-Out |
November 19 |
5 - 10 p.m. PST |
| Exhibitor Move-Out |
Novemeber 20 |
8 a.m. - 2 p.m. PST |