Exhibitor-Hosted Sessions

Exhibitor-Hosted Sessions Overview

• Exhibitor-Hosted Sessions are commercially supported educational presentations held concurrently with other Scientific Sessions and events on Monday, March 23; Tuesday, March 24; and Wednesday, March 25, during the SOT 65th Annual Meeting and ToxExpo.
• Each Exhibitor-Hosted Session is one hour, open to all SOT Annual Meeting attendees, and held in a room at the San Diego Convention Center set theatre style for appropriately 100 attendees.
• Current ToxExpo exhibitors, Annual Meeting Supporters, and SOT Global Partners are eligible to apply for and host up to one Exhibitor-Hosted Session time slot per day although only one session will be assigned before January 16, 2026. Up to two additional sessions may be assigned after January 16 if the session content is distinct in the time slots available.
• Applications will be reviewed by the SOT Scientific Program Committee, its agents, or SOT staff as follows:
  • Applications will be accepted until January 16, 2026, or until time slots are filled, whichever comes first.
  • Eligible organizations may submit more than one application, but only one application will be approved and assigned a time slot before January 16, 2026. The other applications may be approved and assigned a time slot after January 16, 2026, if session content is distinct in time slots available.
  • SOT has the right to reject any application for any reason.

Application Information

Applications will be evaluated based on their ability to deliver educational content that is distinct from the official SOT Annual Meeting scientific program. All session content must be educational, scientifically balanced, and objective in nature. The inclusion of promotional material or overt marketing of products, services, or programs is strictly prohibited.

Each application must include the following information:

• Applicant’s contact information
• Session title
• Session description
• Educational learning objective
• Session topic(s)
• Up to three unique date and time preferences

There is no fee to apply. However, host organizations selected to present an Exhibitor-Hosted Session will be assessed a session opportunity fee of $1,450 for each approved session.

Exhibitor-Hosted Session Application

Applying for an Exhibitor-Hosted Session signifies that you have read and agreed to the Rules and Regulations and Marketing and Promotion Guidelines.

Application Coming Soon

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 2026 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 $1,450 session opportunity fee must be sent to SOT immediately after receiving the acceptance confirmation 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 provider, Encore.
  • A session room in the San Diego Convention Center set theatre style for approximately 100 people with a head table for three (3) and a standing podium.
• To minimize the environmental impact of the meeting, digital session materials—such as QR codes and URL links—are encouraged. Printed materials are acceptable as an alternative, provided they are printed on recycled paper that is also recyclable. Hosts who distribute printed materials are responsible for properly discarding any leftover copies after their session.
• 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 San Diego 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 not permitted.
• 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 acceptance confirmation email. Audiovisual equipment from any other source is not permitted.
• 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 San Diego 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 San Diego Convention Center’s technology department. Recording attendees without their permission is strictly prohibited.
• Host organizations will have the opportunity to purchase lead retrieval services from the official SOT lead retrieval provider, ExpoTools. This service will allow host organizations to scan session attendees’ meeting 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 meeting badge for proper identification.
• Host organizations assume full responsibility for their Exhibitor-Hosted Session and agree to hold SOT, its agents, and employees harmless from any liability associated with the session. By completing and submitting the Exhibitor-Hosted Session application, the host organization releases SOT from all liability, including—but not limited to—equipment failure and any issues arising beyond the Society’s control.
• Cancellation requests must be made in writing to SOT Headquarters. For cancellations received before January 16, 2026, 50% of the session opportunity fee will be refunded if SOT identifies and assigns a replacement session. No refunds will be granted after January 30, 2026. SOT does not guarantee session removal from the program if cancellation is made after January 30, 2026.

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 as included in the Rules and Regulations section above, Exhibitor-Hosted Session organization hosts 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 as stated in the SOT privacy policy.

Exhibitor-Hosted Session host organizations may display signs on the day of their session that are no larger than 22 inches wide by 28 inches high and follow these guidelines:

• One sign may be placed outside the Exhibitor-Hosted Session room no more than thirty (30) minutes before the start time of the session and removed immediately after the session has ended. Exact placement of signs will be at the discretion of SOT Event Management.
• One sign may be placed in the host organization’s ToxExpo booth.
• Flyers may only be distributed from the host organization’s ToxExpo booth. Personnel or agents may not distribute any literature related to the Exhibitor-Hosted Session on-site outside the confines of the organization’s ToxExpo booth.