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 EHS will be available on this page beginning October 1, 2019.

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 EHS 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 before or on December 2, 2019, the full EHS fee will be refunded if the session slot can be reassigned. If the slot cannot be reassigned, 50% of the fee will be refunded. No refunds will be granted after December 2, 2019.

Four sessions are scheduled concurrently.

Deadlines

There are no deadlines. Sessions are reserved on a first-come, first-served basis.

Availability of session dates and times is indicated on the application.

Application Fee

The fee is $1,250 per EHS and must be paid in full upon receipt of the approval email. The fee includes:

  • Inclusion of your session in all lists of EHS, including in the SOT Event App and on the Annual Meeting website, and a sign placed outside the session room with a complete listing of that day’s EHS (time sensitive)
  • Audiovisual equipment (data projector, screen, podium, laptop, and wired microphone)
  • Theatre-style meeting room set for a minimum of 100 people

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

EHS Rules and Regulations

EHS are open to all registered attendees. Attendees cannot be turned away because of their employer.

SOT reserves the right to review all mailings and other promotional items and activities employed to publicize any EHS. 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 before 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.

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, or acronym or any reference to the SOT Annual Meeting may not be used in mailing pieces, signs, advertising, or promotions in any media or on descriptive product literature either inside or outside the exhibit area before, during, or after the meeting without the written consent of SOT.

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 Guiding Principles in the Use of Animals in Toxicology pdf icon.

If these 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 the SOT privacy policy).

Individuals are seated in rows watching a presentation off camera. There is not an empty seat visible, and many of the individuals are smiling while watching the presentation.

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 before 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 EHS on-site outside the confines of your ToxExpo booth.

Liability

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.