Sponsor Application Information for NeurIPS 2019

View NeurIPS 2019 sponsors »

Sponsor payments are due Oct. 23, 2019, 11:59 p.m..

Read the information below and then Apply to become a sponsor »

If you are book publisher, contact Chris Brown <chris.brown@aicons.org>


Information Required to Apply for Sponsorship

This information may be out of date. This page is awaiting an update for 2019

Venue Information

Setup, Exhibit Hours and Teardown

Set Up, Exhibit Hours and Teardown

Move-in: Exhibitor move-in and set up is scheduled from Saturday, May 4 from 6:00am to Sunday, May 5 at 11:59pm. The exhibit hall will be open for set up from 6:00 am to 11:59 pm on Saturday and Sunday.

If you need extra time to set up your booth, please contact Freeman Exhibitor Services at FreemanNewOrleansES@freeman.com to make arrangements.

*** Early move-in requests are not guaranteed, although we will do all that we can to support your request.

Exhibitor hours: Sponsors/Exhibitors may open their booth to attendees at 8:00 am daily from Monday, May 6 to Thursday, May 9. There will be a Monday evening reception, 6:30 pm - 7:30 pm, in the Sponsor’s Hall and the Great Hall Pre-Function lobby adjacent to the Sponsor’s Hall, so sponsors should stay open until 7:30 pm on Monday for this event. The exhibit hall will close to attendees at 5:00 pm on Tuesday through Thursday.

Move-out: Teardown and move-out is scheduled from 5:00 pm to 11:59 pm on Thursday, May 9.

Shipping & Customs Information

Freeman will handle all your shipping, carpet, labor, audio-visual, furnishings and electrical needs.

(800) 995-3579 Toll Free US & Canada or +1 (512) 982-4187 or +1 (817) 607-5183 Local & International

Shipping Services or fax +1 (469) 621-5810 or email exhibittrans.canada@freeman.com

Exhibiting Company Name / Booth # (booth number provided before the meeting)
C/O Freeman / YRC
3985 Still Creek Avenue
Burnaby, British Columbia, Canada V5C 4E2

Exclusive Service Providers & Designated Official Contractors

Freeman is the Audio/Visual provider in Vancouver.  

The service kit is available at this link:   Freeman’s service kit.  

The guidelines for display rules and regulations:   IAEE Guidelines

For Proof of Insurance, use the  EAC form; this is required.   Please return the form to Mary Ellen.

Refer to the FAQ ; this is helpful information for International Exhibitors

Exhibitor Appointed Contractors (EACs)

The VCC will provide electrical and internet; this information will be included in the Freeman Service Kit.


Exhibitor Badges

*Note that you are only allowed a specific number of Exhibitor Badges per your Sponsor Level.  Your Exhibitor list will be reviewed before the conference and any person(s) added beyond your Sponsor Level allotment will be removed.

Each person at your booth will need a badge to get into the exhibitor area. An Exhibitor Badge is free but only grants access to the exhibitor area and not the meeting itself. Exhibitor badges should be given to the staff who will be manning your tables.  Please enter the email addresses of those needing an exhibitor badge and press Submit Exhibitor Badges. Repeat for each person. If they do not have an account at iclr.cc, a red X will appear after you type their name below. Please invite those without an account to create an account by sending them a Profile Create Request.

You may revisit this page to add booth workers until April 27th.