Request Meeting Space


SOT offers companies the opportunity to host meetings and events while at the SOT Annual Meeting and ToxExpo. There are five different types of meeting and event space available to meet your needs. Only SOT Global Partners, exhibitors, Supporters, or organizations otherwise associated with SOT may host ancillary functions or have Ancillary Meeting space during the SOT Annual Meeting. These events must be approved by SOT Headquarters as hotels are not permitted to book meeting space without authorization from SOT.

Room Holds (Convention Center or Hotels)

Two-Hour Room Hold (Convention Center)

Rental: $500

Ideal for small meetings and work groups.

Four-Hour Room Hold (Convention Center)

Rental: $1,000

Ideal for small meetings and work groups.

Upgraded Four-Hour Room Hold (Convention Center)

Rental: $1,500

Premium space overlooking the Exhibit Hall.

24-Hour Room Hold (Hotel)

Rental: $1,500

Ideal for small meetings and work groups.

Hospitality Suites (Hotels)

Many organizations enjoy hosting hospitality suites during the SOT Annual Meeting and ToxExpo.

Please contact Jay Pierce at Connections Housing, the official SOT housing partner, to discuss available options.

Satellite Meetings (Convention Center or Hotels)

Satellite Meetings organized around scientific topics related to toxicology may be proposed and held in conjunction with the SOT Annual Meeting and ToxExpo. Satellite Meetings are typically held the Saturday before or the Thursday afternoon after the Annual Meeting.

Please do not complete an Ancillary Meeting Request Form for a Satellite Meeting. Your proposal should be submitted as an MS Word or PDF file and follow the proposal format of a regular Symposium or Workshop Session. Proposals for a Satellite Meeting should be sent to David Rossé for the attention of Dori Germolec, SOT Vice President and Scientific Program Committee Chair. The deadline to submit a Satellite Meeting proposal is early-January 2023.

Ancillary Meeting Space

Complimentary rental space is available for a variety of functions, such as company meetings, discussions, meals, and receptions. Carefully review the ancillary meeting instructions and policies before completing and submitting your Ancillary Meeting request.

Instructions and Policies

  • Submit one application per function request (i.e., only submit one day/time request per application). You will receive an email acknowledging receipt of each space request.
  • In December 2022, you will receive an email confirming your room assignment and hotel contact information. All coordination, including food and beverage and audiovisual equipment requests, should be arranged directly with the hotel contact. The applicant is responsible for any fees or charges assessed by the hotel.
  • Space is assigned on a first-come, first-served basis after all SOT functions have been placed. Diamond Supporters of the 2023 SOT Annual Meeting and ToxExpo receive priority in the space-assignment process.
  • SOT reserves the right to change space assignments at any time due to unforeseen schedule alterations.
  • SOT reserves the right to deny any Ancillary Meeting request from any organization whose goals or past actions are deemed counterproductive to those of the Society.
  • Please notify SOT of any cancellations or changes to your meeting up until the time of your event.

Ancillary Meeting Space Application

Complimentary rental space available for a variety of functions, such as company meetings, discussions, meals, and receptions. Restrictions apply.

Request Ancillary Space

Ancillary Event Blackout Periods

No hospitality functions or Ancillary Meetings may be scheduled during the days and time periods specified on this web page.

Date

Time

Event

Sunday, March 19

8:15 AM–12:00 Noon
1:15 PM–5:00 PM

Continuing Education Courses

Sunday, March 19

5:15 PM–7:30 PM

Awards Ceremony
Welcome Reception

Monday, March 20

8:00 AM–9:00 AM

Plenary Session

Monday, March 20

9:15 AM–12:00 Noon
1:45 PM–4:30 PM

Scientific Sessions

Tuesday, March 21

8:00 AM–10:45 AM
1:00 PM–4:30 PM

Scientific Sessions

Tuesday, March 21

4:30 PM–6:00 PM

Annual Business Meeting

Wednesday, March 22

8:00 AM–10:45 AM
1:30 PM–4:15 PM

Scientific Sessions

Thursday, March 23

8:30 AM–11:15 AM

Scientific Sessions

If your organization plans to host an off-property event, please email Maureen Bayley, SOT ancillary function organizer, by March 3, 2023. The Society will provide a full listing of all SOT-related events to the city bureau and the SOT security team, INA Security, to ensure that everyone in Nashville is informed of all SOT Annual Meeting and ToxExpo events.