Frequently Asked Questions


Annual Meeting dates and hours 

Exhibit dates and hours

Exhibit installation dates and times

Schedule at a Glance

How do I reserve an Exhibit Booth?

Booth Rental Fees

What is included with an exhibit booth?

Official Service Providers

Exhibitor Service Manual

Using an independent contractor

Who must be named in insurance
certificates?

Deadlines for Payment

How do I ship my materials to the Henry B. González Convention Center?

What is the status of security at ToxExpo?

How do I make hotel reservations?

Will concession stands be available at ToxExpo?

2018 Mobile Event App

Where is show management located?

How do I request a formal invitation letter?

Future Meeting Dates and Locations


Society of Toxicology
57th Annual Meeting and ToxExpo 2018

Henry B. González Convention Center

 
900 E. Market Street
San Antonio, TX 78205

SOT Annual Meeting:

Sunday, March 11, 2018 - Thursday, March 15, 2018

ToxExpo Dates and Hours:

Monday, March 12, 2018 - Wednesday, March 14, 2018
9:15 AM—4:30 PM

Exhibit Halls 2 & 3



 

ToxExpo Booth Installation ToxExpo Booth Dismantling

Saturday, March 10:

Island Booths Only: 8:00 AM-1:00 PM

All Exhibitors: 1:00 PM-5:00 PM

Wednesday, March 14:

All Exhibitors: 4:30 PM-10:00 PM

Sunday, March 11:

All Exhibitors: 8:00 AM-5:00 PM

Thursday, March 15:

All Exhibitors: 8:00 AM-10:00 AM

Exhibits must be set by 5:00 pm on Sunday and all empty containers need to be tagged and set in the aisles. Freight doors and entrance doors will be closed promptly at 5:00 pm. You may remain in the Exhibit Hall
until your booth is completed. After 5:00 pm no re-entry is allowed after you leave.

Exhibitors who dismantle before 4:30 pm, Wednesday March 14 will be subject to a one-year
suspension of exhibit privileges and/or loss of Priority Points.


Schedule at a Glance

Below is a schedule of the major starting and ending times to SOT events and sessions. For a comprehensive schedule, and details on sessions and events, please visit the 2018 Mobile Event App.*

*Available for download February 2018

Saturday, March 10

Exhibitor Move-In

Island Booths Only: 8:00 AM-1:00 PM

All Exhibit Booths: 1:00 PM-5:00 PM

Registration

Exhibitors: 12:00 Noon–6:00 PM

Attendees: 4:00 PM-6:00 PM

Sunday, March 11

Registration:

7:00 AM – 8:00 PM

CE Courses

TBD; AM and PM

Exhibitor Move-In:

8:00 AM-5:00 PM

Awards Ceremony:

5:15 PM-6:30 PM

Welcome Reception:

6:30 PM-7:30 PM

Monday, March 12

Registration

7:00 AM-5:00 PM

Daily Plenary Lecture

Monday AM

Exhibit Hall Open

9:15 AM–4:30 PM   

Scientific Sessions

TBD; AM and PM

Tuesday, March 13

Past President's 5K

Fun Run/Walk

6:30 AM-8:00 AM

Registration

8:00 AM–4:00 PM

Daily Plenary Lecture

TBD; Tuesday AM

Exhibit Hall Open

9:15 AM–4:30 PM

Scientific Sessions

TBD; AM and PM

Wednesday, March 14

Registration

8:00 AM–4:00 PM

Daily Plenary Lecture

TBD; Wednesday AM

Exhibit Hall Open

9:15 AM–4:30 PM   

Scientific Sessions

TBD; AM and PM

Booth Dismantling

4:30 PM-TBD

Thursday, March 15

Booth Dismantling

8:00 AM-TBD

Registration

8:00 AM–12:00 Noon

Poster Sessions

9:30 AM-4:30 PM

Scientific Sessions

TBD; AM only


Reserving a Booth

Interested exhibitors may make booth selections by clicking the "Request A Booth" button at the top of the page.

Returning Exhibitors:

Enter your exhibitor password to access the request page. If you do not know your password, please utilize the password retrieval tool to have it sent to your primary contact. 

First Time Exhibitors:

Before requesting a booth, create a profile for your organization. Please enter the information for your primary contact, who will recieve all correspondence regarding ToxExpo 2018. Your exhibitor password will be sent to them promptly. 

Please contact us if you have any questions about requesting a booth, or if you would like assistance selecting your location.


Booth Rental Fees

For Profit Booth: Not For Profit Booth:


Inline 10'x10' Booth: US $2,300

Bound by Front Aisle Only

Corner 10'x10' Booth: US $2,500
Bound by Front and Side Aisle

Non-profit 10'x10' Booth: US $600
Nonprofit booths will be assigned in January on a space-available basis.


What is included in my booth rental?


 

  • Pipe and drape, eight-feet-high (2.5 m) back wall and 36 inches (91.44 cm) side drape;
  • Single-line text identification sign showing the exhibiting company name and booth number;
  • Four complimentary full-conference exhibitor badges per 10' x 10' booth for for-profit companies. Badges provide full access to SOT's scientific sessions, Welcoming Reception, and Awards Ceremony;
  • Two complimentary exhibitor badges per 10' x 10' booth space for non-profit and government agencies providing full access to SOT's Scientific Sessions, Welcome Reception, and Awards Ceremony;
  • Preregistered conference attendee list, including exhibitors, via the SOT Mobile App (available in early February);
  • Complete company and product listing information in the 2018 Mobile Event App and ToxExpo website, including five product/service category listings;
  • Around-the-clock search capability on the Annual Meeting/ToxExpo website; in the Preliminary Program mailed to 15,000+; as well as the Final Program; and ToxExpo.com web pages;
  • Company listing and booth number published in the Society's Final Program, which is mailed to all Society members and nonmembers in February;
  • Opportunity to host a hospitality event/ancillary event and;
  • The opportunity to host an Exhibitor/Supporter-Hosted Session.


Making Hotel Reservations

The Society of Toxicology has arranged for a hotel block which includes discounted room rates at many premier hotel chains.

Connections Housing is SOT’s partner in helping you identify the hotel that best meets your needs during the SOT Annual Meeting. Reserving a room at a discounted rate in the SOT-contracted room block is an important way to support SOT and keep overall meeting costs as low as possible. Your patronage of these official meeting hotels makes it possible for SOT to secure the meeting space necessary for our annual event at a greatly reduced cost, which helps to reduce registration costs.

Connections Housing is the only endorsed group to provide assistance with making reservations for attendees of the Annual Meeting. 

More information will be available on the SOT 57th Annual Meeting website in Summer 2017. 

Connections Housing, as well as all of SOT's official service providers, does not solicit reservations or credit card information by phone or email. If an organization attempts to solicit reservations or credit card information regarding your stay in San Antonio, please contact Heidi Prange.

Below are housing pirates that are not affiliated with SOT and are not sanctioned by SOT to offer housing for the 2017 Annual Meeting and ToxExpo. Use them at your own risk. 

CBS International
Convention Expo Travel
Convention Hotel Management
Convention Housing Authority
Convention Housing Services
Corporate Booking Services    
Events Plus Corporation
Exhibit Transfer, Inc., 
Exhibition Housing Services
Exhibition Housing Management
Global Housing and Lodging Services
Global Housing and Travel Services    
Global Housing Corporation
Global Travel Partners
HLS Global National Travel Associates
National Travel Associates
Show Coordinators
TravelEra

 


Requesting a Formal Invitation Letter

Invitation Letter:

To request a formal invitation letter for visa purposes, please send an email to sothq@toxicology.org. Please be sure to include your name, title, company name, and mailing address.

Letter of Attendance:

If you require a letter or certificate of attendance for Visa purposes, this can be provided to you at the on-site registration desk. Please visit the desk after Tuesday, March 13 at Noon, and a signed copy of your registration confirmation will be provided.

If you require a letter of attendance prior to March 13 or require any further assistance from SOT for your US Travel Visa, please contact sothq@toxicology.org


Official Service Providers

Official General Contractor for ToxExpo and the SOT Annual Meeting:

Shepard Exposition Services 


What do I do If I plan to use an independent contractor and not the Official General Contractor?

 Exhibit Management must be notified on or before February 28, 2018, in writing, if you intend to use an independent contractor.


Independent Contractors must:

1) perform services in accordance with exhibition rules and regulations;

2) not solicit business on the exhibit floor;

3) provide Exhibit Management with an original Certificate of Insurance of not less than US $1,000,000 by February 28, 2018, naming SOT as additional insured

Who must be named in insurance certificates?

Exhibitors must name themselves, an independent contractor (if applicable), the Society of Toxicology and the Henry B. González Convention Center in their insurance certificates.

The Society of Toxicology has contracted with the vendors listed below for the 2018 Annual Meeting, to provide services to ToxExpo Exhibitors. These service providers have been vetted and approved by the Society. It is permissible to contract with outside vendors at your own risk.

Approved vendors will be added to the below list as planning for the Annual Meeting progresses. Please check back regularly for updates.

SERVICE

VENDOR

EMAIL

PHONE

General Service Contractor (carpet, labor, shipping)

Shepard Exposition Services

customerservice@shepardes.com

-

Audio Visual

PSAV

cranderson@psav.com

1.800.966.4498

Food and Beverage

The RK Group

modom@therkgroup.com

210.225.4535 x11

Housing

Connections Group Housing

jay@connectionshousing.com

1.800.262.9974


On Site Services

A service desk will be staffed during installation and throughout the meeting. The desk is located in the rear of the Exhibit Hall and can provide assistance with verifications or adjustments of orders for labor, furniture, and other services. 




Exhibitor Service Manual

What is the Exhibitor Service Manual? 

The Exhibitor Service Manual contains a complete set of forms for ordering furniture, electricity, and other services. Contact information for all SOT Official Service Providers is also included.

When and where will it be available? 

The Exhibitor Service Manual will be posted online in the Exhibitor Service Center in December, 2017. 

How do I order services such as internet, telephone, or a lead retrieval system? 

Order forms will be included in the Exhibitor Service Manual, and service can be ordered at the exhibitor's expense.



What are the Deadlines for Payment?

First 50% Deposit:

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 July 7, 2017 will receive an invoice which is payable upon receipt.

Final Payment:

The final payment is due and payable on or before October 27, 2017, to fulfill the contract obligation.
Booth requests made after October 27, 2017, will receive an invoice which is payable upon receipt
.

How do I make my booth payment? 

Online payments can be made through the Exhibitor Service Center. Details on how to make payments by wire transfer or check can be found in the 'Financials' section of the Exhibitor Service Center. If paying by check or wire transfer, please allow several business days for your payment to be received and fully processed. 
Please contact the Exhibits Manager for details via laura@toxicology.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.

All payments must be satisfied prior to exhibitor move-in beginning on Saturday March 10, 2018.



How do I ship my materials to the Henry B. González Convention Center?
Details on shipping deadlines, as well as the address for the Advanced Shipping Warehouse, will be available in the Exhibitor Service Manual in December, 2017.

Shepard has jurisdiction on the operation of all material handling equipment, all unloading and reloading and handling of empty containers. An exhibitor may move material that can be hand-carried by one person in one trip, without the use of dollies, hand trucks, or other mechanical equipment.

All exhibitors are urged to verify the delivery of their freight before arrival in San Antonio. Many shipments cannot be traced or delivered on the weekend.

Packages sent via USPS, UPS, Federal Express, or any other carrier going directly to the Henry B. González Convention Center must be sent to the attention of the General Contractor (Shepard); they will then be delivered to the exhibitor's booth.

Pick up by these carriers must be arranged by exhibitor and each piece of freight must be labeled.


What is the status of Security at ToxExpo?

Professional security guard service is provided for the perimiter of the Exhibit Hall and Convention Center on an around-the-clock basis, beginning with the first day of move-in and continuing through move-out.

The Society of Toxicology, the General Service Contractor and the Henry B. González Convention Center are not responsible for loss or damage to exhibitor property.

Exhibitors are advised to:

  • not leave valuables such as laptop computers or purses overnight in the Exhibit Hall
  • not store store anything of value in crates going into storage
  • remove attendee badges when exiting the Convention Center

Will concession stands be available at ToxExpo?

Food outlets will be open in the Exhibit Hall on show days. Limited service will be available during installation and dismantling periods..

Complimentary coffee will also be offered each morning in the Exhibit Hall. 


 


How do I use the Mobile Event App?

How to download the Mobile Event App:

The 2018 Mobile Event App will be available beginning in February 2018. The App is free to download, but only registered attendees of the 2018 Annual Meeting will receive a log in. 

The Mobile Event App is available for download in the App Store or Google Play for use on your smart phone or other mobile device. For use on another device such as a Windows phone or desktop, a desktop version can be accessed through our SOT 2017 website.*

*Mobile App page coming January 2018

How to log in to the Mobile Event App:

When  you are registered for the SOT Annual Meeting, an email address will be included with your name and other information. This email address will be your username for the Mobile Event App, and your password will be unique to you. Your username and password will be included in your registration confirmation.

If you and another attendee are registered under the same email address, you will be unable to access the Mobile Event App.

Please utilize our password retrieval tool on the Mobile App login screen if you have forgotten your password. If the password retrieval tool is unsuccessful, or if you have further questions, please contact will@toxicology.org.

How to use the Mobile Event App:

Navigate the tiles on the main page to access the Mobile Event App's many features. Floorplans for the convention center, program times and locations, exhibitor information and more are available on the app. 

All ToxExpo Exhibitors are featured in the Mobile Event App with a company description of up to 500 characters, product and service categories that define that organization, and general company information. To update your company profile please visit the Exhibitor Service Center and enter the 'Exhibitor Profile' section. 


Where is show management located?

Headquarters Office:

Address:

Society of Toxicology
1821 Michael Faraday Drive, Suite 300
Reston, VA 20190
Phone: 703.438.3115
Fax: 703.438.3113

Email:

ToxExpo: SOT_Exhibits@toxicology.org
SOT HQ: sothq@toxicology.org

On-Site:

Show Management can be found in the Society of Toxicology Headquarters office on-site. The location of the 2018 SOT Office has has not been officially assigned.

ToxExpo Show Management can be found in the rear of the Exhibit Hall in the 2018 Sales Office. 



 

Society of Toxicology
11190 Sunrise Valley Drive, Suite 300, Reston, VA 20191
Tel: 703.438.3115, FAX: 703.438.3113
www.toxicology.org, www.toxexpo.com

  



 
 
 
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