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.
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.
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
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.
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.
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.
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:
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).
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.