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Exhibitor-Hosted Session Guidelines

Exhibitor-Hosted Sessions (EHS) are commercially supported educational sessions held in conjunction with the SOT Annual Meeting.

Only companies who are exhibiting at the SOT Annual Meeting or those who are Annual Meeting supporters may apply. Programs must be open to all meeting attendees. Applications will be subject to approval by SOT Scientific Program Committee or its agents/staff.

Exhibitor-Hosted Session Application Form

General Requirements

The information presented in the EHS must be balanced and provide the attendee with an objective viewpoint. Proposals for EHS will be evaluated for the ability to provide educational content distinct from that in the official SOT Annual Meeting program. SOT may refuse to review any proposal that does not meet the criteria set forth in these guidelines. In order to maintain a balanced program, SOT will allow no more than one proposal per company per day.

For reference, you can review the listing of sessions topics and descriptions.

Fee: $1,250. Fee includes promotion by SOT in the Preliminary Program, final Program, ToxExpo Exhibitor Directory, Mobile Event App, and on the SOT website; audio visual equipment (data projector, screen, podium, and a wired microphone), meeting room set theatre style for a maximum of 90 people. Auxiliary costs related to the EHS such as additional AV equipment, food and beverage, etc. will be responsibility of the hosting company.

Rules and Regulations for Exhibitor-Hosted Sessions

  1. The Society of Toxicology’s name and logo are the exclusive property of, and trademarked by, the Society of Toxicology (SOT). Aside from the approved wording (refer to “Preparation of Promotional and Other EHS Materials” section), the SOT name, insignia, logo, acronym or any reference to the SOT Scientific Meeting may not be used in mailing pieces, signs, advertising or promotions in any media or on descriptive product literature either inside or outside of the exhibit area, prior to, during or after the meeting without written consent of SOT.
  2. SOT reserves the right to review all mailings and other promotional items and activities employed to publicize any EHS to take place over the official conference dates. All brochures, invitations, announcements, posters, agendas, speaker descriptions, evaluations, postcards, website listings, other promotional and meeting materials and enduring materials must be approved by SOT prior to printing or release.
  3. SOT prohibits the distribution of any meeting announcements or promotional materials beyond the confines of your booth.
  4. Sessions are limited to one (1) hour per session and will be set theatre style for a maximum of 90 people.
  5. The use of hazardous materials and live animal testing during the sessions are prohibited. Results of studies in which animal experimentation was involved must have been carried out in accordance with the Society’s criteria for the care and use of animals in research.
  6. Deadline for submission is January 15 to be included in the final Program, and February 13 in the ToxExpo Directory. All session applications received after the print deadlines will appear online and in the Mobile App.
  7. Full payment is due upon approval.
  8. If the EHS is cancelled for any reason prior to or on December 1, 2015, the full EHS contribution will be refunded if the slot can be reassigned. If the slot cannot be reassigned, 50% of the contribution will be refunded. No refunds will be granted after December 1, 2015.
  9. Application for an EHS signifies that you have read the EHS Guidelines and understand and agree to comply with the financial, administrative, and other responsibilities associated with this meeting. All session requests are subject to the approval of SOT.
  10. Incomplete applications (including “TBD”) will be rejected.

If the above rules are not adhered to in full, SOT reserves the right to cancel the event at any time.

Laura Helm, Exhibits Manager
1821 Michael Faraday Drive, Suite 300 | Reston, VA 20190
Tel: 703.438.3103 | Fax: 703.438.3113

Meeting Function and Space

EHS will be held in meeting rooms at the New Orleans Ernest N. Morial Convention Center. Room names will be confirmed after acceptance of EHS application. Organizers may conduct pre-registration; however, no SOT attendee may be prohibited from attending the EHS. The supporting organizations should be prepared with enough materials and food and beverage (if desired) to accommodate any SOT meeting registrant who wishes to attend the EHS.

Once an EHS is approved, SOT staff will contact the approved company and provide details regarding logistics including equipment and food and beverage. The organizer is responsible for all auxiliary costs associated with the program, including food and beverage, additional audio/visual equipment and labor (over and above the standard set of Data Projector, Screen, Podium, and a wired Microphone). There is no charge for utilizing SOT function space at the Convention Center for any approved EHS.

Preparation of Promotional and Other EHS Materials

All brochures, invitations, announcements, posters, agendas, speaker descriptions, evaluations, postcards, website listings, other promotional and meeting materials, and any enduring materials must be approved by SOT prior to printing or release. Please allow five business days for approval of promotional materials. All promotional and meeting materials and any enduring materials for the EHS must state the following (use this exact wording):

This session is an Exhibitor-Hosted Session. Although not an official part of the SOT Annual Meeting scientific program, its presentation is permitted by the Society.

This text must be placed in a prominent area on all materials associated with your program.

Marketing and Promotion

SOT will assist in the promotion of approved EHS in the following ways:

Listing in Preliminary Program, final Program, Exhibitor’s ToxExpo Directory, Mobile Event App, and the SOT website. One sign will be placed outside the session room with a complete listing of that day’s Exhibitor-Hosted Sessions.

The SOT mailing list also is available to rent for one-time use and contains postal mailing addresses only (no email addresses or fax numbers, per SOT privacy policy). The mailing list order form can be found in the online Exhibitor Service Center under “Exhibitor Forms.”

Promotional Session Signs: Organizers may display promotional signs on the day of their session. Display signs should be no larger than 22" x 28" and may be placed as follows:

  • One (1) sign placed outside the meeting room no more than 60 minutes before the start time of the function. Exact placement of signs will be at the discretion of the SOT Convention Manager.
  • One sign placed in your booth
  • Flyers distributed from your booth

Your personnel or agents may not distribute any literature directly to meeting attendees at the Convention Center, except from within the supporting company’s exhibit booth. Organizers are welcomed and encouraged to promote their EHS from their exhibit booth in the SOT Exhibit Hall using the approved wording (refer to “Preparation of Promotional and Other EHS Materials” section).

Liability

For all official Exhibitor-Hosted Sessions which SOT attendees may attend, your organization will take full responsibility for the session and will hold harmless the SOT, agents and employees from any and all liability associated with the EHS. By the hosting company or their designee completing and submitting the application form, SOT is released from any and all liability.