Exhibitor-Hosted Sessions (EHS) are commercially supported educational sessions held in conjunction with the SOT Annual Meeting and ToxExpo. Only ToxExpo exhibitors or Annual Meeting Supporters may apply. These sessions are open to all on-site meeting attendees.

Application Information

Sessions are evaluated for the ability to provide educational content distinct from the official SOT Annual Meeting scientific program. Presentations must be balanced and objective. Applications are subject to review and approval by the SOT Scientific Program Committee (SPC) or its agents/staff.

Application requirements include session title, description, and three unique time and date options. Applications are reviewed and assignments are made on a first-come, first-served basis.

Apply for an Exhibitor-Hosted Session

Applications for an Exhibitor-Hosted Session signify that you have read and agree to the EHS Rules and Regulations.

Apply

Essential Information

  • Sessions take place Monday, Tuesday, and Wednesday of the annual meeting.
  • Four sessions are scheduled to occur concurrently.
  • Session rooms are located in the San Diego Convention Center and are set for approximately 100.
  • The cost is $1,250 and sessions are limited to one hour.
  • Cancellations received prior to December 17, 2021, will be refunded if a replacement session is identified. If a replacement session is not identified, 50% of the application fee will be refunded. No refunds will be granted after December 17, 2021.

Application Fee

The fee is $1,250 per EHS and must be paid in full upon receipt of the approval email. The fee includes:

  • Inclusion of the session in all lists of EHS, including in the SOT Event App and on the Annual Meeting website, and a sign placed outside the session room with a complete listing of that day’s EHS (time sensitive)
  • Audiovisual equipment (data projector, screen, laser pointer, podium, laptop, and wired microphone)
  • Theatre-style meeting room set for approximately 100 people

Auxiliary costs related to the session, such as additional AV equipment or food and beverages, will be the responsibility of the company hosting the EHS.

Individuals are seated in rows watching a presentation off-camera. There is not an empty seat visible.

EHS Rules and Regulations

Sessions are limited to one per day per exhibitor/Supporter.

EHS are open to all registered attendees. Attendees cannot be turned away because of their employer.

SOT reserves the right to review all mailings and other promotional items and activities employed to publicize any EHS. 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 Society of Toxicology’s name and logo are the exclusive property of and trademarked by the Society of Toxicology. 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 exhibit 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 your ToxExpo booth.

Sessions are limited to one hour per session. Session rooms are preset in theatre style and cannot be altered from this layout.

Applicants must be in good financial standing. By applying to host an EHS, applicants are agreeing to comply with the financial, administrative, and other responsibilities associated with their EHS.

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.

If these rules are not adhered to in full, SOT reserves the right to cancel the event at any time.

EHS Marketing and Promotion Guidelines

Beyond the promotion assistance provided by SOT (see “Application Fee” section), the SOT mailing list also is available to rent for one-time use and contains postal mailing addresses only (no email addresses or fax numbers, per the SOT privacy policy).

In the left foreground is a promotional sign. In the background to the right of the sign, two men who are out of focus are chatting at a cloth-covered table.

Organizers may display promotional signs on the day of their session. Display signs should be no larger than 22 inches by 28 inches and may be used as follows:

  • One sign placed outside the meeting room no more than 30 minutes before the start time of the session. Exact placement of signs will be at the discretion of the SOT Event Management.
  • One sign placed in your ToxExpo booth.
  • Flyers distributed from your ToxExpo booth.

Your personnel or agents may not distribute any literature related to your EHS on-site outside the confines of your ToxExpo booth.

Liability

Your organization will take full responsibility for your Exhibitor-Hosted Session and will hold harmless SOT and its agents and employees from any and all liability associated with the EHS. By your completion and submission of the EHS application form, SOT is released from any and all liability.