Submitting Proposals

All session proposals are peer reviewed by members of the Scientific Program and Continuing Education Committees. If you have not consulted the information in Preparing Proposals, it is strongly encouraged that you do so before proceeding with your proposal submission.

If you have any questions or experience any difficulties with your proposal submission, contact David Rossé for Scientific Sessions and Kevin Merritt for Continuing Education courses.

Submit Your Proposal Online

Please follow the instructions outlined below carefully as you enter your proposal online. The information you provide through the Proposal Submission Site is the primary source of information used by the committees to evaluate your proposal. There are several steps required to submit a proposal. Each step must be completed before your proposal is considered submitted. For screenshots of all the steps listed below and additional instructions, download the SOT Proposal Submission Site Instructions .

Submit Your Proposal

1. Logging In and Creating a New Session

You do not need to be an SOT member to create a Proposal Submission Site account. For SOT members, your Proposal Submission Site information is separate from your ToXchange and SOT website credentials.

If you submitted a proposal or individual abstract for the 2016 through 2018 Annual Meetings, your email/user name and password are still active and can be used to log into the system. If you have forgotten your information, please select “Forgot Your Password?” below the log-in area for a reminder of your credentials.

2. Session Title and Abstract Entry

Follow the steps outlined within the Proposal Submission Site to enter your session title and abstract description; identify your presenters; select your endorsers; indicate a “backup” session type; and declare any conflicts of interest.

Tips about the Title and Abstract Description

  • The title must clearly indicate the nature of the abstract.
  • Remember that the session overview abstract will be used in the Annual Meeting materials as the “marketing” abstract. Provide a clear, succinct synopsis of your proposed session as you want it to appear in the SOT Annual Meeting materials (Preliminary and Final Programs). Avoid the use of report or book references, abbreviations, or technical jargon.
  • Describe the subject, highlighting the scientific issues, innovations, or research to be addressed. Do not name or reference presenters or the titles of their presentations in the synopsis. Presenters are listed separately along with their presentation titles and presentation descriptions later during the submission process. You should not enter presenter introduction abstracts in this step.
  • There is a limit of 5,000 characters (including spaces) for the description of your proposal submission.

Please select one Primary Endorser and up to two additional proposal Endorsers from the list of SOT Review Groups. SOT Review Groups include the Specialty Sections, Special Interest Groups, and several SOT Committees and Task Forces. Select the Endorsers for which the area of specialty matches closely the proposal subject area. There must be a Primary Endorser for any proposal. Proposal endorsers bear no financial responsibility with respect to providing funding for nonmember presenters.

Also, choose a second presentation type for your proposal submission. The Scientific Program and Continuing Education Committees take into account both session types that are indicated, before determining the most appropriate type for each tentatively accepted session.

You will also be requested to declare any perceived or real conflicts of interest in this step.

3. Add a Chair and Co-chair

Based on a recent policy change by SOT, an individual cannot be a chair for more than one proposal, but may serve as a co-chair for a second proposal. Individuals also may not participate as a co-chair in more than one session. Finally, chairs and co-chairs may serve as presenters in their own session(s), and as a presenter in one additional session. The chair must be an SOT member, but the co-chair is not required to be an SOT member.

In this step, enter the name, institutional affiliation, member status, and email address of your chairperson. The institutional affiliation should be in the form that it will appear in all marketing materials for the Annual Meeting. After you enter the information for the chairperson, you will repeat the process to enter the same information for the co-chair.

4. Presenter Entry

All presenters should be confirmed prior to submitting your proposal. Session proposals where presenters are listed as “TBD” have a higher probability of being rejected by the Scientific Program Committee during the proposal review.

Important note: Based on a recent policy change by SOT, an individual cannot participate as a presenter in more than two proposals.

Please complete all fields (First Name, Last Name, Member Designation, Institution Name, City, State, Country, Email Address, Individual Abstract Title, Individual Abstract Description, and Funding Request) for each presenter.

Member Designation:

You have three options: SOT Member, Nonmember, or Pending. Please verify the accuracy of this status for each presenter. It is very important that the member status is properly selected as the SPC relies on the accuracy of session speaker member status. If you are not sure whether a presenter is a member, you can check the online SOT directory.

Individual Abstract Description:

The description for each talk should provide enough detail so that the Scientific Program and Continuing Education Committee members can fully gauge the contribution and role of each presenter.

Funding Request:

You have three options: No SOT Funding Required, SOT Full Funding Requested, and Registration Only.

  • No SOT Funding Required:

    Select this option for all SOT Members. This also applies to nonmember presenters who cannot or will not be applying for full funding or registration-only support. This generally applies to federal/local jurisdiction employees who cannot accept any level of funding from the Society. It may also be applicable for presenters who will have their registration fees covered by their employer.

  • SOT Full Funding Requested:

    Reserved for up to three nonmembers in a proposed Symposium, Workshop, Regional Interest session, or any 165-minute session. You may apply for full funding support for two nonmembers for a Roundtable, Historical Highlights, Informational, or Education-Career Development Session (80-minute sessions). Full funding for nonmember CE presenters is limited to one per course.

  • Registration Only:

    Select this option for nonmember presenters who will apply for registration-only support. Nonmembers who elect this option will not be eligible to submit reimbursement claims at the conclusion of the meeting.

5. Review Your Proposal

Review your proposal to see if you need to make any edits.

Finalizing the submission is not required, as it is automatically saved in the system and submitted at the proposal deadline, which is May 15 at 11:59 pm (ET). You may make modifications to a proposal at any time until the deadline.

Optional: Submit Justification for ITS or IAT Sessions

A limited number of symposia and/or workshops are designated Innovations in Toxicological Sciences (ITS) or Innovations in Applied Toxicology (IAT). SOT may fund more than the standard number of nonmember speakers (up to four) for a Symposium or Workshop session if it is accepted to be designated as IAT or ITS.

ITS-designated sessions introduce new technologies or scientific disciplines to the membership, while IAT-designated sessions introduce innovative approaches in applied research. To apply for the IAT or ITS designation, you must submit a letter providing a clear justification of how the session fits the nature of these designations and how the topic may impact the science or practice of toxicology. In addition, each letter should explain how the speakers were selected and indicate what efforts were taken to identify potential SOT members as speakers (e.g., literature search). Your letter should be sent to David Rossé at SOT Headquarters and should include the system-generated control ID# assigned to your proposal in the Proposal Submission Site.

Optional: Submit Justification for Longer Session Time

This option is only available for Informational Sessions and Historical Highlights Sessions. In order for an 80-minute Informational Session or Historical Highlights Session to be considered for 165 minutes, the proposal submitter will need to provide a letter with clear justification of why the extended time is warranted when the proposal is submitted. Your letter should be sent to David Rossé at SOT Headquarters and should include the system generated control ID# assigned to your proposal in the Proposal Submission Site.