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, 2027 ToxExpo exhibitors, 2027 Annual Meeting Supporters, or organizations otherwise associated with SOT (approval required) may apply for Ancillary Meeting Space or purchase Room Hold Meeting Space. The intended use of this space is to conduct business and networking, not to present scientific or product content. If you are 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 Hold Meeting Space (Convention Center or Hotel)
Room Hold Meeting Space is available for a fee. Four-Hour Room Holds are available at the Henry B. González Convention Center. All-Day Room Holds are available at the Grand Hyatt San Antonio, 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)
Fee: $1,250
Coming Soon
All-Day Room Hold (Hotel)
Fee: $1,800
Coming Soon
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. Hospitality Suites must follow the rules and regulations stated on this page regarding Ancillary functions.
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 on the Saturday before or the Thursday 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 Scientific Session. Proposals for a Satellite Meeting should be sent to David Rossé for the attention of Robyn Tanguay, SOT Vice President and Scientific Program Committee Chair. The deadline to submit a Satellite Meeting proposal is Monday, January 11, 2027.
Ancillary Meeting Space
Complimentary meeting space is available for a variety of functions, such as company meetings, discussions, meals, and receptions. Ancillary meeting space is not eligible for sponsorship recognition. Carefully review the ancillary meeting instructions and policies before completing and submitting your Ancillary Meeting application.
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 2026, 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 2027 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 meeting changes as soon as possible, up to the start of your event.
Ancillary Event Blackout Periods
No ancillary or hospitality event may be scheduled during the days and time periods specified on this web page.
| Date |
Time |
Event |
|---|---|---|
Sunday, March 14 |
7:15 AM–12:00 Noon |
Continuing Education Courses |
1:15 PM–5:00 PM |
Continuing Education Courses |
|
5:15 PM–7:30 PM |
Awards Ceremony |
|
Monday, March 15 |
8:00 AM–9:00 AM |
Plenary Session |
9:15 AM–12:00 Noon |
Scientific Sessions |
|
1:15 PM–5:45 PM |
Scientific Sessions |
|
6:15 PM–7:30 PM |
Component Group Receptions |
|
Tuesday, March 16 |
8:00 AM–12:15 PM |
Scientific Sessions |
1:00 PM–4:30 PM |
Scientific Sessions |
|
6:00 PM–7:30 PM |
Component Group Receptions |
|
Wednesday, March 17 |
8:00 AM–12:15 PM |
Scientific Sessions |
1:00 PM–4:15 PM |
Scientific Sessions |
|
6:00 PM–7:30 PM |
Component Group Receptions |
Sunday, March 14
7:15 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 15
8:00 AM–9:00 AM
Plenary Session
9:15 AM–12:00 Noon
Scientific Sessions
1:15 PM–5:45 PM
Scientific Sessions
6:15 PM–7:30 PM
Component Group Receptions
Tuesday, March 16
8:00 AM–12:15 PM
Scientific Sessions
1:00 PM–4:30 PM
Scientific Sessions
6:00 PM–7:30 PM
Component Group Receptions
Wednesday, March 17
8:00 AM–12:15 PM
Scientific Sessions
1:00 PM–4:15 PM
Scientific Sessions
6:00 PM–7:30 PM
Component Group Receptions
*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 22, 2027. 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 San Antonio is informed of all SOT Annual Meeting and ToxExpo events.
