Meeting Policies

SOT Code of Conduct

The Society of Toxicology is committed to providing a safe and productive environment for all of its meetings; one that fosters open dialogue, the free exchange of scientific ideas, the promotion of equal opportunity, and is free of any sort of harassment, coercion, and discrimination. All meeting participants are expected to treat others with respect and consideration, follow venue rules, and alert Society of Toxicology staff, officers, or security of any potentially dangerous situations, individuals in stress, or instances of harassment, coercion, or discrimination. The Society of Toxicology is fully cognizant that there are areas of our science that are controversial. Our meetings can and should serve as an effective forum to consider and debate scientifically-relevant viewpoints in an orderly, respectful and fair manner. The policies herein apply to all meeting attendees, speakers, exhibitors, guests, staff, contractors, and volunteers.

What is harassment?
Harassment includes speech or behavior that is not welcome or is personally offensive, whether it is based on ethnicity, race, gender, religion, age, body size, disability, veteran status, marital status, sexual orientation, gender identity, or other reason not related to scientific merit.

Behavior acceptable to one person may not be acceptable to others. As such, meeting attendees must use discretion to ensure that respect is clearly communicated. Harassment expressed in a joking manner still constitutes unacceptable behavior. Retaliation for reporting harassment is a violation of this policy, as is reporting an incident in bad faith.

Reporting harassment
The Society of Toxicology is committed to providing a safe environment for everyone at any of their meetings. If an individual experiences or witnesses harassment of any kind, they should contact Society of Toxicology staff by email or by calling 703.438.3115 or use a venue phone or personal cell phone to contact venue security if they feel unsafe. All complaints will be treated seriously and responded to promptly.

If an individual wishes to file a formal grievance of harassment:

• Notify meeting staff by email or by calling 703.438.3115.
• Society of Toxicology staff will discuss any grievance first with the individual filing the grievance, then with the alleged offender, seek counsel if the appropriate action is unclear, and report the incident and findings to the Society of Toxicology Council and legal counsel.
• The Society of Toxicology will consult with the individual filing the grievance prior to taking any action

The Society of Toxicology reserves the right to remove an individual from a meeting without warning or refund of any expenses, to prohibit attendance at future Society of Toxicology meetings, and to notify the individual’s employer.

If there are questions related to this policy, please contact the SOT Executive Director by email or by calling 703.438.3115.

Attendance Requirements

To participate in the SOT 61st Annual Meeting and ToxExpo on-site in San Diego, California, registrants must provide proof of vaccination against COVID-19 or receive an exemption of this requirement from SOT based on documented medically approved reasons for why an individual cannot be vaccinated. Individuals with medical exemptions will be required to provide proof of a negative COVID-19 test taken within 72 hours of arrival in San Diego—or within a shorter time frame if required by local rules and regulations at the time of the meeting. Participation in the enhanced meeting experience through livestreams and on-demand Scientific Session recordings is available to all registrants, regardless of vaccination status.

Attendance Terms and Conditions

By registering for the SOT 61st Annual Meeting and ToxExpo, you are agreeing to abide by the SOT Code of Conduct policy and to the following terms and conditions, granting SOT permission to:

• Require proof of vaccination against COVID-19 as a condition of your participation on-site in San Diego, California.
• Exclude your on-site participation in San Diego, California, if you do not provide proof of vaccination against COVID-19.
• Provide you with access to the meeting’s scientific content in alternative formats in lieu of participating in the meeting on-site in San Diego.
• Reproduce, copy, and publish your image, voice, and any or all media taken at the Annual Meeting and ToxExpo.
• Share your contact information with organizations that the Society believes might have a product or service of interest to you. Limited data provided to third parties include name, title, affiliation, and business address. Your telephone and fax numbers and email will not be disclosed to third parties.
• Share your name and affiliation with ToxExpo exhibitors and Annual Meeting Supporters.
• Include you in the attendee list, which includes your name and affiliation, accessible to meeting registrants using the SOT Event App.

SOT Annual Meeting registrants:

• Confirm that they will only participate in the in-person sessions on-site in San Diego only if they are fully vaccinated and provide documentation of vaccination in the manner requested by SOT and its vendors.
• Confirm that if participating on-site in San Diego, they will conduct a self-health assessment prior to arriving at any in-person events and that they will not participate at any in-person sessions if they are experiencing any symptoms of COVID-19 as identified by the Centers for Disease Control and Prevention (CDC).
• Confirm, acknowledge, and will abide by all applicable regulations and health and safety protocols, including the reporting of suspected cases of or exposures to COVID-19 and positive COVID-19 test results to the appropriate authorities and entities designated by SOT.
• Acknowledge that participating in this event and interacting with people place you at risk of exposure to or illness from infectious diseases regardless of your or their vaccination status.
• Assume the risk of injury, harm, and loss associated with the event, including any injury, harm, and loss caused by the negligence, fault, or conduct of any kind on the part of SOT, its vendors, and its partners.
• Acknowledge that SOT may need to share your contact information with public health authorities or other associated personnel if a public health event becomes associated with the meeting.

SOT Annual Meeting registrants (excluding registered guests) are allowed to bring children fully vaccinated against COVID-19 and under full parental/guardian control into Scientific Sessions and the ToxExpo Exhibit Hall.

• Full control entails ensuring that children do not interfere with exhibits and sessions or display disruptive behavior (i.e., no running, no excessive noise).
• Parents/guardians will be liable for any damage to exhibits.
• In consideration of other participants, disruptive children should be removed from the hall or session.

SOT Annual Meeting registrants are prohibited from:

• Inviting guest/spouse registrants into Scientific Sessions and the ToxExpo Exhibit Hall.
• Soliciting in the ToxExpo Exhibit Hall unless registered as an exhibitor. SOT retains the right to remove any company or individual that has not duly contracted for exhibit space.
• Taking photographs or other electronic capture of Scientific Sessions or the ToxExpo without the consent of the session Chair, the presenter(s)/author(s), and/or exhibitor(s).
• Photographing colleagues against the backdrop of scientific posters on display without the express consent of the presenting author(s).
• Photographing or recording ToxExpo exhibit booths without the consent of a representative of the exhibiting organization.
• Speaking on electronic devices while attending Scientific Sessions. Attendees are asked to silence all electronic devices while attending Scientific Sessions.

These policies will be enforced by the Society. Those individuals who do not comply will be asked to leave the session and/or ToxExpo Exhibit Hall. To request an exemption from any of the Annual Meeting policies, written notification by the registrant must be submitted to SOT Headquarters before the Annual Meeting and ToxExpo or while on-site. If you have any questions regarding these policies, please contact the SOT Headquarters Office.

Attendance Etiquette and Audio and Video Recording, Photography, and Cell Phone Policies

The Society does not permit photography or the electronic capture of Scientific Sessions or the ToxExpo Exhibit Hall without the consent of the session Chair, the presenter(s)/author(s), and/or exhibitor(s). This policy also includes photographing colleagues against the backdrop of scientific posters on display without the express consent of the presenting author(s).

• Photographing or videotaping in the ToxExpo Exhibit Hall is prohibited.
• Electronic capture of Scientific Sessions via any method is prohibited.
• All cell phones and electronic devices must be put on silent mode while attending Scientific Sessions.

Attendees are encouraged to ask questions after presentations or at the direction of the moderator.

SOT Privacy Policy and Disclaimer

The SOT Annual Meeting and ToxExpo adheres to the Society’s general privacy policy and disclaimers.