Exhibitor-Hosted Sessions

Rules and Regulations

• 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.
• Only eligible organizations may apply for and host Exhibitor-Hosted Sessions. Eligible organizations are 2025 ToxExpo Exhibitors, Annual Meeting Supporters, SOT Global Partners, and organizations otherwise associated with SOT (approval required).
• Host organizations are limited to one 60-minute Exhibitor-Hosted Session per day depending on time slot availability.
• Every Exhibitor-Hosted Session is open to all registered SOT Annual Meeting attendees.
• Full payment of the $1,400 session opportunity fee must be sent to SOT immediately after receiving the approval email. All outstanding account balances must be paid in full before an Exhibitor-Hosted Session is presented. The fee includes:
  • Inclusion of the session title and description in the SOT Event App and SOT Online Planner.
  • Sign placement outside the session room.
  • Audiovisual equipment provided by SOT, which includes a laptop, LCD projector, screen, wired microphone on a podium with audio/sound, wireless clicker, and laser pointer. Additional audiovisual equipment may be ordered at the expense of the host organization. All additional audiovisual equipment must be ordered through the official SOT audiovisual company, Encore.
  • A meeting room in the Orange County Convention Center set theatre style for approximately 100 people with a head table for three (3), a standing podium, and a skirted table in the back of the room for handouts.
• Session rooms will be preset in a theater style layout and may not be altered. An additional fee will be charged to the host organization if the room set has been changed and not returned to its original layout immediately after the session.
• Host organizations may order food and beverages for their session at their expense from the Orange County Convention Center’s catering services. A point of contact will be provided in the approval confirmation email. Food and beverages from any other source are prohibited.
• Host organizations 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 approval confirmation email. Audiovisual equipment from any other source is prohibited.
• 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 Orange County Convention Center. If the intention is to record using a video conferencing platform (e.g., Microsoft Teams, Zoom), dedicated Internet must be ordered from the Orange County Convention Center’s technology department. Recording attendees without their permission is strictly prohibited.
• Host organizations will have the opportunity to purchase a handheld scanner or mobile app from the official SOT lead retrieval provider ExpoTools. Either service 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 session 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.
• 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.
• Session presenters are required to register for the SOT Annual Meeting and ToxExpo and wear the official SOT registration badge for proper identification.
• Host organizations take full responsibility for their Exhibitor-Hosted Session and will hold harmless SOT and its agents and employees from all liability associated with the session. By the completion and submission of the Exhibitor-Hosted Session application, SOT is released from all liability.
• Cancellation requests must be made in writing to SOT Headquarters. For cancellations received before January 10, 2025, 50% of the session opportunity fee will be refunded if SOT identifies and assigns a replacement session. No refunds will be granted after January 24, 2025. SOT does not guarantee session removal from the program if cancellation is made after January 24, 2025.

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, Annual Meeting Supporters, and SOT Global Partners 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.