Exhibitor Agreement

BOOTH SPECIFICATIONS: Each booth is 8’ x 10’ and includes a sign identifying your organization, one 6’ x 30” skirted table, two side chairs, and one wastebasket. Furniture rental and other exhibitor services will be available through the show decorator.

EXHIBIT SPACE RESERVATIONS:  Exhibit space will be reserved upon receipt of the completed application and payment.  Confirmation of booth reservation will be sent via email. Exhibit space is assigned on a first-come, first-served basis with Gold and Platinum Sponsors receiving first choice/premium spaces..

PAYMENT.  An invoice will be sent upon receipt of your sponsorship application.  Payment must be made by credit card.  No booths will be guaranteed until the Association receives full payment of the total booth fee. If full payment is not received by March 4, 2024, the Association will have the right to resell the assigned booth space.

BOOTH STAFFING. Each booth reservation includes complimentary meeting registration(s) based on the Exhibit package. Name badges will be issued as indicated on the Exhibitor Application. Exhibitors are required to wear badges at all times when in the Exhibit Hall. Additional representatives must pay regular meeting fees to attend. Badges are not transferable.

EXHIBIT SPACE SET UP/TEAR DOWN. Exhibitors shall not set up or tear down their exhibit space during exhibit hours. Any exhibit space not occupied by the start of exhibit hours may be cancelled without refund and reassigned by CNS Meeting. Failure to occupy booth space in no way releases an exhibitor from the obligation of the full exhibitor fee.

EXHIBIT POLICY. All exhibitors are responsible for being aware of and adhering to the following policies.

  • Exhibitors must keep their exhibit space open and staffed during exhibit hall hours.
  • Each exhibit booth should be staffed during the poster set up or tear down time periods each day as liability for all equipment and materials remains with the individual exhibitor.
  • Exhibitors may not sublet or assign any portion of their exhibit space. Exhibitors agree to comply with all decisions of the Exhibit Manager.
  • CNS Meeting shall deny, within its sole discretion and for whatever reason, participation at the meeting of any exhibitor which CNS Meeting deems to be inappropriate for the meeting or which CNS Meeting believes would be disruptive to the activities of the meeting.
  • Exhibitors shall not schedule or promote competitive activities or entertainment during the time of the meeting except upon the pre-approval of CNS Meeting.
  • CNS Meeting reserves the right to relocate booths for the overall benefit of the meeting.

RESPONSIBILITY. Exhibitor assumes responsibility and agrees to indemnify and defend the Cognitive Neuroscience Society and the Sheraton Centre Toronto Hotel, and the Hotel’s/Center’s Owner, and their respective owners, managers, subsidiaries, affiliates, employees and agents against any claim or expenses arising out of the use of the exhibition premises. The Exhibitor understands that neither the Cognitive Neuroscience Society nor the Hotel Parties maintain insurance covering the Exhibitor’s property and it is the sole responsibility if the Exhibitor to obtain such insurance.

CONVENTION SERVICES. The decorator’s exhibitor service kit (ESK) will be sent to you within 60 days of the meeting. The ESK describes your options for ordering equipment and services, such as furniture, plant/floral, computer, audiovisual, electrical, Internet access, and telecom.

FREIGHT HANDLING. Shipment of equipment and supplies must be arranged through the decorator, TBD, which will transport your shipment to the meeting, deliver it to your booth, remove it at the conclusion of the meeting, and ship it back to your company. All your representatives have to do is set up your exhibit and dismantle it. Confirmed exhibitors will receive shipping information along with a complete kit from the decorator, approximately 60 days prior to the meeting.

CANCELLATION OF EXHIBIT SPACE OR SPONSORSHIP. If the exhibitor/sponsor notifies the Association in writing of their intent to cancel the contract after acceptance but prior to March 4, 2024, the exhibitor/sponsor will be liable for fifty percent (50%) of the full price of said exhibitor’s/sponsor’s booth space or sponsorship. No refunds will be made after March 4, 2024. In the event of cancellation by an exhibitor/sponsor at no time can the cancellation fee be considered a donation or be recognized as support of CNS.

SECURITY. Liability for all equipment and materials remains with the individual exhibitor. Neither the Sheraton Centre Toronto Hotel, nor the CNS Meeting, is liable for, or carries any insurance on, exhibitor property or fixtures. For this reason, exhibitors are encouraged to carry insurance on their exhibits at their own expense.

SOLICITATION. All demonstrations and interviews must be conducted within your assigned booth space. All exhibitor printed materials, souvenirs and other articles must be distributed within your assigned booth space. Aisle space must be kept clear to permit for a smooth flow of traffic. Distribution of printed materials, souvenirs and other articles in the registration area, common areas outside the exhibit hall, meeting rooms, or food and beverage areas is prohibited. The operation of lotteries or games of chance is permitted within applicable law. CNS Meeting reserves the right to prohibit the distribution of items it deems objectionable or otherwise inappropriate.  Except as otherwise provided, the Association will not endorse, support, or be liable for the claims made by the exhibitors/sponsors as to the qualities or merits of their products or services, and no advertising or mention will indicate, claim, or suggest such endorsement or support. 

CODE OF CONDUCT. Exhibitor representatives are responsible for maintaining a collegial and professional environment for attendees, CNS staff, platform staff, other exhibitors, and others participating in the CNS annual meeting. Any exhibitors found to be engaging in unethical conduct or detrimental behaviors, as determined at the sole discretion of meeting management, will be evicted from the meeting and will forfeit booth rental and other exhibit-related payments. If you see something, say something.

The exhibitor agrees not to use any displays that the Association determines, in its absolute discretion, will unreasonably endanger the person or property of the attendees or of the exhibitors, are in bad taste, are liable to discredit or subject the Association to criticism or legal liability, are inconsistent with the stated purposes of the Association and the interest and welfare of its members, are inimical to the property rights of the Association, or violate the booth regulations or any other provision of this contract. In the event the Association determines at any time that any exhibit may or does violate this contract and the exhibitor is unable or unwilling to cure or correct such violation, the Association may terminate this agreement immediately and forbid erection of the exhibit or may remove or cause the exhibit to be removed at the exhibitor’s expense, and the exhibitor hereby waives any claim for refund of the exhibit booth or other damages arising out of such termination and/or exhibit removal. Any exhibitor who is uncertain as to whether an exhibit is in compliance with all applicable regulations and requirements should contact the Association.

MUSIC AND AMPLIFICATION: The use of amplification, recordings, videos, slides or other audio-visual devices is permissible; however, the sound volume of any such device must not exceed that of normal conversation voice level or be objectionable to neighboring exhibitors. 

AMERICANS WITH DISABILITIES ACT. The exhibitor shall ensure that its booth and its promotional materials and activities comply with the Americans with Disabilities Act so as to allow persons with disabilities equal access to goods and services. 

INDEMNITY AND LIMITATION OF LIABILITY: Neither the Meeting nor the CNS, nor any of their officers, agents, employees, affiliates or other representatives shall be held liable for, and they are hereby released from liability for, any damage, loss, harm or injury to the person or property of the exhibitor or any of its officers, agents, employees or other representatives, resulting from theft, fire, water, accident or any other cause. The exhibitor shall also indemnify and hold harmless CNS from demands, suits, liability, damages, loss, costs, attorneys’ fees and expenses of whatever kind of nature, including but not limited to, claims of damage or loss resulting from the breach of these terms, conditions and rules, claims of property or personal injury caused by or attributable in whole or in part to any action or failure to act whether by negligence or otherwise, on the part of the exhibitor or any of its officers, agents, employees or other representatives, and claims of damage or loss to any third party resulting from an infringement of a copyright or patent or the unauthorized use of a registered trademark.

MISCELLANEOUS. The Association shall have the sole authority to interpret and enforce all terms and conditions governing exhibitors/sponsors and this exhibition. Any and all matters not specifically covered herein are subject to decision by the Association. These terms and conditions may be amended at any time by the Association upon written notice to all exhibitors/sponsors. The exhibitor/sponsor expressly agrees to be bound by the terms and conditions set forth herein and by any amendments thereto adopted by the Association from time to time. This contract shall be interpreted under the laws of the United States and of the State of California.