Exhibitor-Hosted Sessions

Exhibitor-Hosted Sessions Overview

Rules and Regulations

• A session opportunity fee of $1,350 will be assessed for each approved session. Payment must be paid in full upon receipt of the approval email. The fee includes:
  • Inclusion of the session description in the SOT Event App and SOT Online Planner
  • Sign placement outside the session room
  • Audiovisual equipment (a laptop, LCD projector, screen, wired lectern microphone with audio/sound, wireless clicker, and laser pointer)
  • Meeting room set theatre style for approximately 100 people with a head table for three, a standing podium, and tabletop space for handouts
• Session hosts may order food and beverages for their session at their expense from the Salt Palace Convention Center’s catering services. A point of contact will be provided in the acceptance confirmation email. Food and beverages from any other source are prohibited.
• Session hosts may order additional audiovisual equipment at their expense from the SOT official audiovisual provider Encore. A point of contact for Encore will be provided in the acceptance confirmation email.
• Recording Exhibitor-Hosted Sessions independently is not permitted if additional equipment must be used and operated by anyone other than the staff from the SOT official audiovisual provider Encore or the Salt Palace Convention Center. If the intension is to record using a video conferencing platform (i.e., Microsoft Teams, Zoom, etc.), dedicated Internet must be ordered from the Salt Palace Convention Center’s technology department. Recording attendees without their permission is strictly prohibited.
• Session host organizations are limited to one 60-minute session per day.
• Every Exhibitor-Hosted Session is open to all registered SOT Annual Meeting attendees.
• Host organization will have the opportunity to purchase a hand-held scanner or mobile app from the SOT official lead retrieval provider, ExpoTools. Both services will allow the host organization to scan session attendees’ registration badges to collect contact information, but attendees cannot be compelled or required to have their badges scanned to attend an Exhibitor-Hosted Session.
• 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 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 SOT name and logo are the exclusive property of SOT. Aside from the approved wording, the SOT name, insignia, logo, or acronym or any reference to the SOT Annual Meeting and ToxExpo 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 the Exhibitor-Hosted Session host organization’s booth in the ToxExpo Exhibit Hall.
• Session rooms are preset in theatre style and cannot be altered from this layout.
• Applicants must be in good financial standing with SOT. By applying to host an Exhibitor-Hosted Session, applicants agree to comply with the financial, administrative, and other responsibilities associated with their session.
• 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.
• Each host organization takes full responsibility for their Exhibitor-Hosted Session and will hold harmless SOT and its agents and employees from any and all liability associated with the session. By the completion and submission of the Exhibitor-Hosted Session application, SOT is released from any and all liability.
• Cancellation requests must be made in writing to SOT Headquarters. For cancellations received before December 8, 2023, 50% of the session opportunity fee will be refunded if SOT identifies and assigns a replacement session. No refunds will be granted after December 8, 2023. SOT does not guarantee session removal from the program if cancellation is made after January 12, 2024.

If these rules are not adhered to in full, SOT reserves the right to cancel the Exhibitor-Hosted Session at any time, and no refund for the opportunity fee paid will be issued.

Marketing and Promotion Guidelines

Beyond the promotion assistance provided by SOT (see the “Rules and Regulations” section), ToxExpo exhibitors and Annual Meeting Supporters may rent the SOT Membership and Annual Meeting registration mailing lists, which include postal mailing address labels sent to a third-party mail house for a ONE-TIME USE and are not to be reproduced for distribution. Email addresses and phone and fax numbers are not provided per the SOT privacy policy.