Request Meeting Space


SOT offers organizations the opportunity to host meetings and events while at the SOT Annual Meeting and ToxExpo. There are multiple types of meeting and event space available to accommodate your needs. Only SOT Global Partners, 2025 ToxExpo exhibitors, 2025 Annual Meeting Supporters, or approved organizations otherwise associated with SOT may host ancillary functions or have Ancillary Meeting space during the SOT meeting. The intended use of this space is to conduct business and networking, not to present scientific or product content. If you interested in presenting scientific content, please consider an Exhibitor-Hosted Session or Satellite Meeting. All ancillary events must be approved by SOT Headquarters since the hotels and convention center are not permitted to book meeting space without authorization from SOT.

Room Holds (Convention Center or Hotel)

Room holds represent premium meeting space for small meetings and work groups that is available for a fee. Room holds for four-hour increments are available at the Orange County Convention Center, while 24-hour holds are available at the Hyatt Regency, which is the SOT headquarters hotel. With approval by SOT, these spaces can be reserved outside of the blackout periods listed on this web page.

Four-Hour Room Hold (Convention Center)

Rental: $1,000

24-Hour Room Hold (Hotel)

Rental: $1,500

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 Cynthia Rider, SOT Vice President and Scientific Program Committee Chair. The deadline to submit a Satellite Meeting proposal is early January 2025.

Ancillary Meeting Space

Complimentary rental space is available for a variety of functions, such as company meetings, discussions, meals, and receptions. Please note that the Ancillary meeting space does not allow solicitation of sponsorships. 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 2024, 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 2025 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.

Apply

Ancillary Event Blackout Periods

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

Date

Time

Event

Sunday, March 16

8:15 AM–12:00 Noon

Continuing Education Courses

1:15 PM–5:00 PM

Continuing Education Courses

5:15 PM–7:30 PM

Awards Ceremony
Welcome Reception

Monday, March 17

8:00 AM–9:00 AM

Plenary Session

9:15 AM–12:00 Noon

Scientific Sessions

1:45 PM–6:15 PM

Scientific Sessions

6:15 PM–7:30 PM

Component Group Receptions

Tuesday, March 18

8:00 AM–6:00 PM

Scientific Sessions

6:00 PM–7:30 PM

Component Group Receptions

Wednesday, March 19

8:00 AM–10:45 AM

Scientific Sessions

1:30 PM-4:15 PM

Scientific Sessions

6:00 PM–7:30 PM

Component Group Receptions

Thursday, March 20

8:30 AM–11:15 AM

Scientific Sessions

*Exceptions may be considered upon request.

If your organization plans to host an off-property event, please email Emly Maradiaga, SOT ancillary function organizer, by February 28, 2025. 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 Orlando is informed of all SOT Annual Meeting and ToxExpo events.