Rules and Regulations
Exhibitors agree to abide by the contract conditions published herein and on the SOT website and by all conditions stipulated by the Henry B. Gonzalez Convention Center. Exhibitors accept responsibility for informing their employees and agents of these conditions and agree that they will abide by them as well.
ELIGIBILITY FOR EXHIBITING
The purpose of the Society of Toxicology exhibit program is to further the education of scientists working in the field of Toxicology. Exhibits must be of an educational character and must emphasize instruments, products, or services for use in teaching or research. Books or other publications in fields of relevance to the professional interests of the Society's members and meeting registrants are also considered acceptable. The character of the exhibits is subject to approval by the Society of Toxicology (SOT). SOT reserves the right to refuse applications not meeting standards required or expected, as well as the right to curtail or to close exhibits or parts of exhibits that reflect unfavorably on the character of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.
The very foundation of the Society is to create a safer, healthier world by advancing the science of toxicology. To this end, the Society reserves the right to deny a booth request from any organization whose goals, objectives, or past actions are deemed counterproductive to those of the Society of Toxicology. Application for exhibit space is subject to the approval of the SOT Council.
CONDITIONS OF CONTRACT
Exhibitors agree to abide by the contract conditions published herein and on the SOT Web site and by all conditions stipulated by the Henry B. Gonzalez Convention Center. Exhibitors accept responsibility for informing their employees and agents of these conditions and agree that they will abide by them as well.
PRIORITY POINTS SYSTEM
Priority in space assignment will be conducted per a point-based system. Previous exhibitors will receive one point for each year of exhibiting without regard to the number of booth spaces utilized. In the case of company mergers, SOT will use the highest number of years exhibited in calculating priority points. A space selection meeting takes place at the show each year, and exhibitors make booth selections in order of priority point ranking. After the space selection meeting, booths are sold on a first come, first served basis. If an exhibitor does not exhibit for two or more consecutive years, their priority points will be returned to zero.
SPACE RENTAL FEES
Inline 10' x 10' (Bound by Front Aisle Only) USD $2,300
Corner 10' x 10' (Bound by Front and Side Aisle) USD $2,500
Commercial booths include four full-conference staff registrations per 100 square feet.
Non-Profit and Government Agency Exhibits
Non-Profit Inline 10' x 10'* USD $600
Government Agency Inline 10' x 10'* USD $600
*Institutes and other organizations that are non-profit according to the US Internal Revenue Service receive a discount, and must provide a copy of their tax exempt certificate with their application for space.
*Booth assignments for non-profit exhibitors are made at the discretion of the Exhibits Manager in mid-December. Non-Profit booths include two staff registrations per booth.
TERMS OF PAYMENT
The 50% deposit for booth space must be received at SOT Headquarters by July 7, 2017. If the deposit is not received by July 7, 2017, the space may be made available for general sale. Booth requests made after the deposit deadline require the 50% deposit upon receipt of the booth confirmation and financial statement. The final payment is due and payable on or before October 27, 2017, to fulfill the contract obligation. All payments must be made in US currency either by credit card, company check, or wire transfer. Credit card payments can be made directly through the ToxExpo Exhibitor Service Center. If paying by wire transfer, please be sure to include the appropriate wire transfer fees, and email or fax the wire transfer receipt to SOT as soon as payment has been processed. Please contact the Exhibits Manager for details via firstname.lastname@example.org. Once the payment has been processed you will receive a confirmation via email. Exhibitors with an outstanding balance will not be allowed to set-up their booth until all accounts are settled.
Applications for exhibit space are subject to approval by the Society of Toxicology. Space reservation for the 2018 ToxExpo Annual Meeting is considered confirmed once the 50% deposit is received. The 50% deposit for booth space must be received at SOT Headquarters by July 7, 2017. If the deposit is not received by July 7, 2017, the space may be made available for general sale. Space assignment is considered contractually finalized once the booth request is approved by SOT. Non-profit space assignments are made in mid-January. The Society reserves the right to alter an Exhibitor's assigned space if it is deemed necessary in the best interest of the exhibition. Application for exhibit space is subject to the approval of the SOT Council.
If an exhibiting company merges with, is acquired by, or purchases another exhibiting company, the seniority accumulated by either company (whichever is highest) will be used. Exhibit Management must be notified in writing of such changes, including a public announcement of the transaction.
No subletting or sharing of exhibit space is permitted. Exhibitors may not release or assign any of their contracted booth space to another company.
NON-CONTRACTED EXHIBIT SPACE
Persons, companies, or organizations that have not contracted with SOT to occupy space in the exhibit hall will not be permitted to display or demonstrate products, processes or services, solicit orders or distribute advertising materials in the Henry B. Gonzalez Convention Center, parking lots or in any hotel contracted by SOT. Solicitation beyond an exhibitor's booth, or by anyone other than approved exhibitors, is strictly prohibited.
BOOTH SPACE CANCELLATIONS OR SPACE REDUCTIONS
Canceling exhibitors are required to provide notice in writing:
Email Laura Helm, Exhibits Manager at email@example.com
The date the exhibitor's written notice is received will be the official cancellation/reduction date. Reduction of island space dimensions after assignment has been confirmed may result in relocation of the booth space. SOT may cancel exhibitor rooms and room blocks held by company canceling booth space. It is agreed that:
a. If the exhibitor cancels or reduces space between the date the application was received and September 8, 2017, the company will pay an administrative fee of 10 percent of the total booth space. Government agencies and nonprofits will pay an administrative fee equal to 10 percent of the canceled space.
b. If the exhibitor cancels or reduces space between September 8, 2017, and October 27, 2017, the company will pay 50 percent of the total canceled booth space fee as liquidated damages.
c. If the exhibitor cancels or reduces space after October 27, the company will pay 100 percent of the total contracted booth space fee as liquidated damages.
d. If the exhibitor cancels and the Society can sell out the hall with for-profit exhibit space, there will be an administrative fee of $300. The balance of monies received will be refunded.
e. Space not claimed and occupied by 8:00 AM on Monday, March 12, 2018 will be forfeited by the exhibitor, and the exhibitor will pay as liquidated damages 100% of the total contracted booth space fee.
f. Exhibitors who fail to show up at ToxExpo 2018 will still be liable 100% of the total contracted booth space. No refunds or transfer of funds to the next show will be permitted.
ToxExpo Exhibitors are welcome to request visitor’s passes for local, potential clients on either Tuesday, March 13 or Wednesday, March 14. Please submit these requests for one-day passes on your exhibiting company’s letterhead to firstname.lastname@example.org. Please include:
• visitor’s full name,
• company affiliation,
• business address,
• business email and
• business phone number
The request must include a submission date and a date in which the visitor wishes to attend – either Tuesday or Wednesday. All requests for visitor’s passes must be received by SOT no later than one (1) week prior to the desired visiting day. The request will be reviewed by SOT staff and our private security team. Once a decision has been made on the request, the requesting exhibitor will receive notice. The visitor can pick up their pass at the registration counter on the day of the visitation by showing a valid form of photo identification. When picking up their pass, all visitors will be required to agree to and sign the following statement:
I ______[insert printed name]____________________ agree that as a guest of _____________[insert exhibiting company]___________ to abide by the Rules and Regulations set forth by the Society of Toxicology and ToxExpo including no display or demonstration of products, processes or services, soliciting orders or distributing advertising materials on the tradeshow floor, in the New Orleans Ernest N. Morial Convention Center, parking lots or in any hotel contracted by SOT. If I am found in violation of these Rules and Regulations, I will be escorted off the premises, my badge will be revoked, and the requesting exhibiting company will lose their ability to request visitor’s badges for the following years at the SOT Annual Meeting and ToxExpo.
All visitors’ information will be added to the SOT database for future reference. The Society retains the right to use this information to advance our mission of creating a safer and healthier world by advancing the science of toxicology.
The Society of Toxicology appreciates your participation in our Annual Meeting.
CANCELLATION OF MEETING AND EXHIBIT
It is mutually agreed that in the event the SOT Annual Meeting (and/or ToxExpo) is cancelled due to acts of God, war, strikes, government regulation or advisory (including travel advisory warnings by the government or World Health Organization), civil disturbance, terrorism or threats of terrorism in San Antonio, Texas and the United States as substantiated by governmental warnings or advisory notices, curtailment of transportation, epidemics, disaster, fire, earthquakes, hurricanes, unseasonable extreme inclement weather, shortages or disruption of the electrical power supply causing blackouts or rolling blackouts or any other comparable conditions or circumstances occur either in the location of SOT's meeting or in the countries/states of origin of at least thirty percent (30%) of the attendees or along their routes of travel, making it commercially impracticable, illegal or impossible and therefore this agreement will be terminated. In such an event the affected party shall not be liable to the other for delay or failure to perform its obligations, except there shall be a prorated reduction of any fees payable or otherwise due under this agreement and/or refund of any deposits paid.
THIRD PARTY CONTRACTORS (EXHIBITOR APPOINTED CONTRACTOR)
Exhibiting companies wishing to utilize the services of third party contractors must notify Show Management and ToxExpo’s official General Service Contractor with the appropriate forms (found at the ToxExpo Website) and return to Show Management and ToxExpo’s official General Service Contractor by the close of business February 28, 2018. If Show Management and ToxExpo’s official General Service Contractor does not receive this form by February 28, 2018, it will be assumed that your company will use the services of the General Service Contractor. All exhibitors or appointed representatives are responsible for their paperwork. If exhibitors choose to use vendors other than the official vendors listed in the Exhibitor Service Manual and the General Service Contractor, it is the exhibitor's responsibility to remind all non-official contractors that there is NO SOLICITATION allowed in the exhibit hall or meeting rooms of the Henry B. Gonzalez Convention Center during the SOT Annual Meeting and ToxExpo.
Exhibitors utilizing independent contractors must provide Show Management with a certificate of insurance of not less than US $1,000,000 by February 28, 2018. All certificates of insurance must name the Society of Toxicology as additional insured. Exhibitors are encouraged to take out a portal-to-portal rider available at a nominal cost on their own insurance policy. This will protect them against loss through theft, fire, damage, etc.
ANCILLARY EVENTS AND MEETING ROOMS
Exhibitors are not permitted to conduct events of any kind during the official SOT 2018 Annual Meeting education programs or events. If you are interested in holding a meeting or event that does not conflict with SOT sponsored events, please complete the Ancillary Meeting Request form found on SOT’s website.
DISTRIBUTION OF SAMPLES AND GIVEAWAYS
All distributions either on the exhibit floor or at hotel(s) of business-like samples and giveaways is permitted provided that:
• they are priced at $10.00 a piece or less;
• there is no interference with adjoining Exhibitors;
• the items must be in good taste; and
• it is conducted in a dignified manner.
One prize drawing per exhibitor is allowed. Exhibitors are encouraged to advertise the prize on the bulletin boards provided on the show floor. Each exhibitor may hang one 8.5" x 11" flyer. Exhibitors who wish to have their prize announced over the public address system on the show floor should submit the name of the exhibiting company, the prize winner and the prize name to the Exhibits Manager no later than 11:30 AM on Wednesday. Prize drawings are only announced on Wednesday of the show. The value of the prize may not exceed $1,000 wholesale value.
CARPETING AND FLOORING
All exhibit space must be carpeted with one, solid piece of carpet or interlocking flooring. Area rugs, outdoor rugs, sheets or bare concrete is considered unacceptable. If an exhibitor does not carpet their booth the Exhibits Manager will order the General Service Contractor to lay carpet at the expense of the exhibitor. Carpeting or flooring can be provided by either the exhibitor or ordered through the General Service Contractor.
EXPOSED UNFINISHED SIDES
Exposed unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. If such draping is not ordered, the decorator, with the approval of Exhibit Management, will install draping and charge the exhibitor.
The Exhibitor assumes entire responsibility and hereby agrees to indemnify and hold the Society of Toxicology, the Henry B. Gonzalez Convention Center, General Service Contractor, their agents, directors, officers, employees, and members harmless from any liability, loss, cost, expense, claim, or damage caused by or resulting from any negligent act or omission of the Exhibitor, its agents or employees. SOT shall indemnify and hold the Exhibitor, its agents, directors, officers, employees, and members harmless from any liability, loss, cost, expenses, claim, or damage caused by or resulting from any negligent act or omission of SOT, its agents, directors, officers, employees, and members. If more than one of the above mentioned parties is responsible then the liability shall be apportioned between the parties based on their respective degrees of responsibility. In addition, exhibitor acknowledges that the Society of Toxicology, the Henry B. Gonzalez Convention Center, General Service Contractor do not maintain insurance covering exhibitor's property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage insurance of not less than U.S. $1,000,000 covering such losses by exhibitor. SOT shall in no event be liable to an exhibitor for any lost business opportunities or for any other type of direct or consequential damages alleged to be due from a breach of this contract. It is understood and agreed that the sole liability of SOT to the exhibitor for any breach of this contract shall be for the refund of all amounts paid by the exhibitor to SOT only pursuant to this contract, as an exclusive remedy.
ENFORCEMENT OF RULES AND REGULATIONS
The Rules and Regulations of the Society of Toxicology Exhibits are intended to bring order and fairness to the medium. In addition to being subject to restriction or termination of an exhibit (see Eligibility for Exhibiting), exhibitors who violate regulations will be subject to the following sanctions:
1st violation - Loss of current year priority point.
2nd violation - Loss of one-half accrued points.
3rd violation - Loss of remainder of points.
4th violation - One year suspension of exhibit privilege.
Note: Exhibitors who dismantle before 4:30 PM, Wednesday, March 14, will be subject to a loss of priority points and/or a one-year suspension of exhibit privilege.
USE OF SOCIETY'S NAME, INSIGNIA, LOGO OR ACRONYM
The use of the Society's name is forbidden on signs inside or outside the exhibit area and on descriptive product literature. Special exceptions apply: Reference may be made to the meeting as ToxExpo 2018 or the Society of Toxicology 57th Annual Meeting (with location and dates) on the exhibitor's advertising provided it is first approved by the Society. This rule applies before, during, and after the meeting. The Society of Toxicology name, acronym, logo, and meeting name are registered trademarks of the Society and may not be used without prior written permission.
GENERAL CONDUCT OF EXHIBITS
The following practices are prohibited by the Society of Toxicology:
• noisy electrical or mechanical apparatus interfering with other exhibitors;
• operation of X-ray equipment;
• canvassing or distributing any material outside the Exhibitor's own space without SOT approval;
• subleasing of exhibit space (one company name per 10' x 10' booth);
• the use of billboard advertisements and/or display of signs outside the exhibit area;
• soliciting participation in surveys or otherwise harassing registrants;
• publicizing and/or maintaining any extracurricular activities, inducements, demonstrations, or displays away from the exhibit area during the meeting and exhibit hours;
• contests or games of chance conducted on-site that violate local gambling laws;
• entry into another Exhibitor's booth without permission;
• photographing or examining another Exhibitor's equipment without permission;
• the distribution of any giveaway items (excluding items regularly manufactured by the exhibiting company) not approved by SOT and that are priced at more than $10.00 each;
• exhibiting or selling products/services to prospects before the opening of the show;
• the smoking of cigarettes and cigars in the exhibit hall;
• the distribution of food and beverage, and candy not purchased through the Henry B. Gonzalez Convention Center;
• the playing of copyrighted music without the proper licensing;
• the displaying of live animals and/or animals in distress in videotapes or photos as part of a display or sales literature;
• Solicitation beyond an exhibitor's booth, or by anyone other than approved exhibitors, is strictly prohibited.
The Exhibitor agrees to promptly remove from its exhibit space any person or thing that Show Management determines not to be suitable or in keeping with the character of the exhibition. Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors at all times.
The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the Exhibits Manager, and the Exhibitor must agree to discontinue its use if the sound level is deemed to be objectionable to the registrants or adjacent Exhibitors. Exhibitors are requested to staff their exhibits during show hours with personnel attired in a manner consistent with the decorum and the meeting, as well as knowledgeable in the products and policies of the company.
Exhibitors should adhere to the following minimum guidelines when determining booth lighting:
• No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space.
• Lighting should be directed to the inner confines of the booth space. Lighting should not project onto other exhibits or show aisles.
• Lighting which is potentially harmful, such as lasers or ultraviolet lighting, should comply with facility rules and be approved in writing by SOT Show Management.
• Lighting that spins, rotates, pulsates and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the ToxExpo 2018 and SOT 57th Annual Meeting.
Fire regulations in the Henry B. Gonzalez Convention Center prohibit storing product, literature, empty packing containers or packing materials behind the drape line.
EXHIBIT AND PUBLIC POLICY
a. Each Exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention and public safety, while participating in this show. Compliance with such laws is mandatory for all Exhibitors and the sole responsibility of the Exhibitor.
b. Materials used in all parts of the exhibit construction, together with curtains, draperies and other decorative materials must be flameproof as prescribed by the fire ordinance of the city. The Fire Marshal will examine all exhibits and test construction and decorative materials prior to the opening of the exhibit. No combustible materials such as crepe paper, tissue paper, cardboard or corrugated paper or board shall be used in or about or in construction of any exhibit or part of an exhibit at anytime.
c. Nothing shall be posted, tacked, nailed or screwed or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. Anything necessary or proper for the protection of the building, equipment or furniture will be at the expense of the Exhibitor.
d. No Exhibitor may allow an article to be brought into, or permit any act by its employees, agents, or guests by which the premises of the Henry B. Gonzalez Convention Center shall in any manner be marred or defaced.
e. Each Exhibitor must surrender the space occupied by it in the same condition as at the commencement of its occupation. Any damage done to the premises by the Exhibitor shall be made good to the Society or the Henry B. Gonzalez Convention Center as their interests may appear.
HENRY B. GONZALEZ CONVENTION CENTER RULES AND REGULATIONS
Exhibitor compliance with the Henry B. Gonzalez Convention Center rules and regulations is mandatory. A copy of the rules will be included in the exhibitor service kit which will be sent to all exhibiting companies.
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the San Antonio, TX Fire Department's Fire Prevention Division or insurance carriers, may be used in any booth. The use of any type of crepe or corrugated paper is prohibited. Please see complete fire regulations to be included in the exhibitor service kit.
AMENDMENT OF RULES
SOT reserves the right to make changes, amendments and additions to these rules at any time, and all changes, amendments and additions so made shall be binding on the exhibitor with the provision that all exhibitors will be advised of any such changes. Any matters not specifically covered herein are subject to decision by SOT.