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Exhibitor-Hosted Sessions

Exhibitor-Hosted Sessions (EHS) are commercially supported educational sessions held in conjunction with the SOT Annual Meeting and ToxExpo. Only ToxExpo Exhibitors or Annual Meeting Supporters may apply. These sessions are open to all meeting attendees.

Application Information

The application for Exhibitor-Hosted Sessions will be available on October 10, 2017.

Applications for these sessions will be evaluated for the ability to provide educational content distinct from that in the official SOT Annual Meeting scientific program and are subject to approval by the SOT Scientific Program Committee or its agents/staff. Information presented in Exhibitor-Hosted Sessions must provide a balanced, objective viewpoint, and only one session per company is allowed per day. Incomplete applications (including sections marked with “TBD”) will be rejected.

If you cancel your EHS for any reason prior to or on December 1, 2017, the full EHS fee will be refunded if the session slot can be reassigned. If the slot cannot be reassigned, 50 percent of the contribution will be refunded. No refunds will be granted after December 1, 2017.

Apply for an
Exhibitor-Hosted Session

Applications for an Exhibitor-Hosted Session signify that you have read the EHS Rules and Regulations and understand and agree to comply with the financial, administrative, and other responsibilities associated with this meeting.

Submit an Application

Application Fee

The fee per Exhibitor-Hosted Session is $1,250 and must be paid in full upon approval. The fee includes:

  • Promotion by SOT in the Preliminary Program, Program, Mobile Event App, and on the SOT website and a sign placed outside the session room with a complete listing of that day’s Exhibitor-Hosted Sessions (contingent upon timing of session application);

  • Audio visual equipment (data projector, screen, podium, laptop, and a wired microphone); and

  • Theatre-style meeting room set for a minimum of 100 people.

Auxiliary costs related to the session, such as additional AV equipment, food and beverage, etc., will be responsibility of the hosting company.


Exhibitor-Hosted Sessions are available on a first-come, first-served basis and are sold until a particular time/date combination is sold out. Therefore there is no set deadline.

To have your EHS listed in SOT promotional materials and publications, complete your application by the following deadlines:

  • Preliminary Program, November 3, 2017;
  • Program, January 12, 2018;
  • Mobile Event App and online, March 8, 2018.

EHS Rules and Regulations


The Society of Toxicology’s name and logo are the exclusive property of and trademarked by the Society of Toxicology. Aside from the approved wording, 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.

SOT reserves the right to review all mailings and other promotional items and activities employed to publicize any Exhibitor-Hosted Session. 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. All promotional and meeting materials and any enduring materials for the session must include the following language verbatim placed in a prominent area on all materials associated with the session:

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.

SOT prohibits the on-site distribution of any session promotional materials beyond the confines of your ToxExpo booth.

Sessions are limited to one hour per session. Session rooms are preset in theatre style and cannot be altered from this layout.

Applicants must be in good financial standing.

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 Guidelines for the Use of Animals in Research.

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


EHS Marketing and Promotion Guidelines

Beyond the promotion assistance provided by SOT (see Application Fee information section), 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).

Marketing and Promotion image

EHS Marketing and Promotion Guidelines

Organizers may display promotional signs on the day of their session. Display signs should be no larger than 22 inches by 28 inches and may be used as follows:

  • One sign placed outside the meeting room no more than 60 minutes prior to the start time of the session. Exact placement of signs will be at the discretion of the SOT Convention Manager.
  • One sign placed in your ToxExpo booth.
  • Flyers distributed from your ToxExpo booth


Your personnel or agents may not distribute any literature related to your Exhibitor-Hosted Session on-site outside the confines of your ToxExpo booth.


Your organization will take full responsibility for your Exhibitor-Hosted Session and will hold harmless SOT and its agents and employees from any and all liability associated with the EHS. By your completion and submission of the EHS application form, SOT is released from any and all liability.