2024 ToxExpo: : FAQManagement

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How do I add content or change my online profile that appears on the ToxExpo website?

Every ToxExpo exhibiting organization receives an online profile page in the ToxExpo Directory. To manage the content on your organization's online profile page requires logging in with the PRIMARY CONTACT email address and personalized password.

To log in, follow these steps:

Step 1: Click on EXPLORE TOXEXPO DIRECTORY from the blue navigation bar above.

Step 2: Click on the blue "Log In" button located on the right.

Step 3: Enter the PRIMARY CONTACT email address and password. If this is the first time logging in to the ToxExpo website, enter the PRIMARY CONTACT email address and select "Forgot Password?"

Step 4: Enter the PRIMARY CONTACT email address again and check "I'm not a robot" then click on "Submit". An email will be sent to the PRIMARY CONTACT with instructions on how to reset the password. Keep in mind, the password entered is not collected by SOT. If the password is forgotten, a password reset will be necessary.

Once logged in, follow these steps:

Step 1: Click on "Manage Online Profile Page and Access Service Center" under the CURRENT EXHIBITORS tab.

Step 2: Click on "Take the Online Profile Page Tour" and follow the prompts to review, edit, and add enhancements to your organization's profile page, such as your organization's logo, a cover photo, a tile photo, a description, website address, searchable product categories, and contact information.

Step 3: Review and track your TASKS.

Step 4: Check out the FEATURED LINKS for quick access to more information and helpful resources.

Step 5: Contact SOT_Exhibits@toxicology.org if you need assistance.

How do I reserve exhibit space?

Visit the ToxExpo website, select REQUEST EXHIBIT SPACE from the PROSPECTIVE EXHIBITORS tab. Choose the proper exhibit space fee type (Commercial or Nonprofit).

Returning Exhibitors
Login to the SERVICE CENTER by entering your organization’s account password. If you do not know this password, please utilize the password retrieval tool to have it sent to your organization’s primary contact.

First-Time Exhibitors
Click on CLICK HERE next to NEW EXHIBITORS to create a new account for your organization. Be sure to include the name and email address of your organization’s primary contact – the person who is to receive all correspondence regarding ToxExpo.

Take note of the organization’s account password as it will be necessary to login to the SERVICE CENTER to reserve exhibit space, pay invoices, register booth personnel, and order items to enhance your presence at the meeting.

Contact SOT_Exhibits@toxicology.org if you have any questions about requesting exhibit space, or if you would like assistance selecting your location.

How much does the exhibit space cost?

Commercial Exhibit Space
Inline 10'x10' USD $2,700
Corner and Island 10'x10' USD $2,900

Nonprofit and Government Agency Exhibit Space
Inline 10'x10' USD $750

What is included in the exhibit space fee?

Back 'wall' (8-feet high) and side rails (3-feet high) made of fabric drape.
A single-line identification sign.
SOT Annual Meeting full-conference registration badges for exhibit booth personnel to receive full access to ToxExpo, SOT's Scientific Sessions, Welcome Reception, and Awards Ceremony:
- Commercial Exhibiting Organizations receive up to four (4) complimentary badges per 10'x10' exhibit space contracted.
- Nonprofit and Government Agency Exhibiting Organizations receive up to two (2) complimentary badges per 10'x10' exhibit space contracted.
Organization and product listing information in the SOT Event App and ToxExpo website.
SOT Annual Meeting and ToxExpo registrant list (available in February) with name, organization, city, state, and country, including exhibitors, provided a few weeks before the event – list does not include email addresses.
Opportunity to host an Exhibitor-Hosted Session and request meeting space.

Note: SOT does NOT provide exhibit space with carpeting or approved flooring. Exhibiting organizations are responsible for furnishing their exhibit space with one solid piece of approved carpet or interlocking flooring. Area indoor or outdoor rugs, sheets, or bare concrete are not acceptable. Carpeting or flooring can be provided by either the exhibitor or ordered through the official service contractor Shepard Exposition Services. More details are included in the Exhibitor Service Manual.

What is NOT included in the exhibit space fee?

The following items are NOT provided complimentary by SOT and must be ordered from the SOT official service providers if desired in your exhibit space:

Audio visual equipment
Carpeting/Flooring
Catering
Electricity and other utilities
Floral
Furniture
Lead Retrieval
Shipping and Material Handling

More information and order forms are included in the Exhibitor Service Manual (available in November).

How do I pay?

Online payments can be made through the online SERVICE CENTER. Details on how to make payments by wire transfer or check can be found in the 'Accounting/Financials' section of the SERVICE CENTER. If paying by check or wire transfer, please allow several business days for your payment to be received and fully processed. Once the payment has been processed, your organization's primary contact will receive an email confirmation.

All outstanding invoices must be paid prior to exhibitor move-in. Exhibitors with an outstanding balance will not be allowed to set up their booth until all outstanding balances are paid in full.

How does my staff receive registration badges?

ToxExpo exhibiting organizations must staff their booth during the ToxExpo open exhibit 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 organization.

All booth personnel are required to register and wear the official SOT Annual Meeting and ToxExpo registration badge with the SOT-provided exhibitor ribbon.

Every exhibitor is expected to pick up their own registration badge and exhibitor ribbon at the SOT Registration area during the scheduled registration hours. Exhibitor registration badges allow exhibitors to attend the SOT Annual Meeting and ToxExpo sessions, Welcome Reception, and Awards Ceremony, as well as the ToxExpo exhibit hall move-in, move-out, early access, and open hours.

Registered exhibitors who arrive during the Saturday move-in hours, but prior to the scheduled SOT Registration hours, and request access to the exhibit hall will be directed to a designated exhibit hall loading dock for security check-in. Exhibitors who are not registered will not have access to the exhibit hall at any time.

Exhibitor registration badges will include the exhibiting organization’s profile name. Requests to change the organization name on the badge will not be honored.

Commercial exhibiting organizations can receive up to four (4) complimentary full-conference registrations per 100 square feet of exhibit space contracted. Nonprofit and Government Agency exhibiting organizations can receive up to two (2) complimentary full-conference registrations per 100 square feet of exhibit space contracted.

Complimentary exhibitor registrations must be submitted online in January 2025 for registrants to receive important meeting details and the SOT Event App download instructions prior to the meeting date as well as access to the self-serve on-site badge printing option and less time in on-site registration wait lines.

IMPORTANT TO NOTE:

All requests and changes to complimentary registrations must be received in January 2025, for the registrant to receive important meeting details and the SOT Event App download instructions prior to the meeting dates. Registrations received in February and March may be subject to a delay in receiving meeting details and the self-serve on-site badge printing option.

SOT does not provide individual confirmation emails for complimentary exhibitor badge registrants. The agreement for the complimentary exhibitor badges is between the exhibiting organization and SOT, not individual registrants. Each exhibitor’s Service Center includes the names of registrants confirmed with complimentary exhibitor badges.

Additional registration badges over and above an exhibiting organization's complimentary allotment, as well as registration for Continuing Education Courses, can be purchased using the Exhibitor Registration form. If the exhibitor is a member of SOT, the member rate applies. Otherwise, nonmembers must register at the nonmember rate.

To register booth personnel, log in to the ToxExpo website, then select "Manage Online Profile Page and Access Service Center" or "Register Booth Personnel" under the CURRENT EXHIBITORS tab. There is a direct link to your account's Service Center from your online profile page. Once in the Service Center, click on the EXHIBITOR REGISTRATION tile, and provide the name and unique email for each exhibitor registrant. A unique email is required for each exhibitor registrant to receive event communications, the official required badge, and access the SOT Event App (available February 2025). All requests and changes to complimentary registrations must be received in January 2025, for the registrant to receive important meeting details and the SOT Event App download instructions prior to the meeting dates. Registrations received in February and March may be subject to a delay in receiving meeting details and the self-serve on-site badge printing option.

All registrants are encouraged to visit the SOT Annual Meeting website as a valuable resource.

Does SOT provide passes for exhibitors to invite their guests to the ToxExpo exhibit hall?

One-day passes for local, potential clients of ToxExpo exhibiting companies may be requested. Visitor passes are exclusively for individuals to visit the ToxExpo exhibit hall during open hours on Tuesday, March 18 or Wednesday, March 19. Visitor passes do not provide access to the SOT Annual Meeting’s sessions or special events. All requests for visitor passes must be emailed to the ToxExpo Senior Exhibits Manager by March 1, 2025 and include the following:

Request date
Name of exhibiting organization
On-site contact of exhibiting organization (person to whom visitor pass will be given to on-site): name, email, and day-time phone number
ToxExpo exhibit hall visit date (Tuesday, March 18, or Wednesday, March 19)
Visitor’s full name, email address, day-time phone number, and organization’s name and address

Requests for visitor passes will be reviewed by SOT staff and the event's private security team. Once a decision has been made on a request, the requesting exhibitor will receive notice. Visitor passes will be given to the organization’s designated on-site contact who will be responsible for giving their visitors the passes. Visitors will abide by the SOT rules, regulations, and policies. Visitors’ information will be added to the SOT database for future reference. SOT retains the right to use this information to advance our mission of creating a safer and healthier world by advancing the science of toxicology.

How do I request a formal Visa invitation letter?

Invitation Letter

To request a formal invitation letter for Visa purposes, please send an email to SOT_Exhibits@toxicology.org. Be sure to include your name, title, name of organization, and mailing address.

Securing a Visa

Steps for securing a travel visa are available on the travel page of the 2025 Annual Meeting website.

Letter of Attendance

A letter or certificate of attendance for Visa purposes can be provided to you at the on-site registration desk. A signed copy of your registration confirmation may also be requested at that time.

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

Is insurance required?

Yes! Exhibitors are required to maintain insurance coverage and submit proof of insurance (Certificate of Insurance) here by February 21, 2025. If you need to order insurance, please click here. Only the organizations that have provided the required proof of insurance will be permitted to set up their booths. For the specific requirements and details, visit the Insurance section of the ToxExpo Rules and Regulations. For the specific requirements and details, visit the Insurance section of the ToxExpo Rules and Regulations.

For a sample Certificate of Insurance, click here.

What is the status of security at ToxExpo?

Professional security guard service is provided for the perimeter of the exhibit hall and the Orange County 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, Shepard Exposition Services, and the Orange County 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 anything of value in crates or containers that are stored.
Registration badges should be removed when exiting the Orange County Convention Center.

What is the Exhibitor Service Manual?

The Exhibitor Service Manual contains a complete set of forms for ordering booth furnishings, 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 available in November. A link to the manual will be provided on the ToxExpo website under the CURRENT EXHIBITORS section.

How do I order services such as electricity, internet, audiovisual, floral, catering, and more?
Order forms are included in the Exhibitor Service Manual. These services can be ordered at the exhibitor's expense.

How do I ship my materials to the Orange County Convention Center?

Exhibitors are urged to verify the delivery of their freight before arrival in Orlando. Packages sent via USPS, UPS, Federal Express, or any other carrier going directly to the Orange County Convention Center must be sent to the attention of the official general exposition services contractor, Shepard Exposition Services (Shepard) using the Direct Shipping Label provided in the Exhibitor Service Manual. Packages sent to Shepard's Advanced Warehouse or directly to the Orange County Convention Center with the proper direct shipping label details will be subject to material handling. Packages sent directly to the Orange County Convention Center without the required labeling may result in loss or return delivery and a rerouting fee may be charged to the exhibitor. Details on shipping deadlines, as well as the address for the Advanced Shipping Warehouse and Direct Shipping to the Orange County Convention Center, are available in the Exhibitor Service Manual (available in November).

Keep in mind that freight picked up after ToxExpo by any carrier must be arranged by the exhibitor and each piece of freight must be labeled. Additional details will be provided in the Exhibitor Service Manual.

Can I bring in my booth materials?

The official general exposition services contractor, Shepard Exposition Services, has jurisdiction over the operation of material handling, including unloading, reloading, and handling of empty containers. However, exhibitors 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. Details on material handling are available in the Exhibitor Service Manual (available in November).

Where is show management located?

Headquarters Office:

Address:
Society of Toxicology
11190 Sunrise Valley Drive, Suite 300
Reston, VA 20191
Phone: 703.438.3115
Fax: 703.438.3113

Email: SOT_Exhibits@toxicology.org

On-Site:
SOT show management can be found in the Society of Toxicology Headquarters office on-site.
ToxExpo show management can be found in the ToxExpo Show Management Sales Office in the exhibit hall.

How do I make hotel reservations?

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

Click here to make your hotel reservations. Connections Housing is the official SOT Annual Meeting and ToxExpo housing partner in helping you identify the hotel that best meets your needs during the SOT Annual Meeting and ToxExpo. 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 the 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 help with making reservations for attendees of the SOT Annual Meeting and ToxExpo.

Beware of Pirates

Connections Housing, as well as all of SOT's official service providers, will never solicit reservations or credit card information by phone or email. Unfortunately, scammers have been known to impersonate SOT providers. You are encouraged to be vigilant when opening and responding to emails. If you are uncertain of an email’s origin, do not open or respond but delete the email. If you have questions or need assistance regarding this matter, contact Sandy Fridy.

Will concession stands be available at ToxExpo?

Food concessions will be available in the Orange County Convention Center on show days. Complimentary coffee will also be offered Monday, Tuesday, and Wednesday morning in the exhibit hall.

When and where do I make exhibit space payments?

Payment Deadlines

First 50% Deposit:
The 50% deposit for exhibit space must be received at SOT Headquarters by July 1, 2024. If the deposit is not received by July 1, 2024, the space may be made available for general sale.

Exhibit space requests made after July 1, 2024, will receive an invoice to be payable immediately upon receipt.

Final Payment:
Final exhibit space payment is due and payable on or before September 30, 2024, to fulfill the contractual obligation.

Exhibit space requests made after September 29, 2024: Exhibiting organizations may choose from these payment options:

Option 1: 100% of the exhibit space fee paid online by credit card at the time of contract.
Option 2: 100% of the exhibit space fee to be paid within thirty (30) days of invoice date.

What are the 2025 Annual Meeting and ToxExpo dates, hours, and location?

Society of Toxicology
64th Annual Meeting and ToxExpo
Orange County Convention Center
9800 International Drive
Orlando, FL 32819

Annual Meeting Dates
March 16–20, 2025

ToxExpo Dates
March 17–19, 2025 9:00 AM–4:30 PM*
Orange County Convention Center, West Halls A1, A2, and A3

* SOT reserves the right to adjust the ToxExpo schedule, and exhibitors will be informed if the schedule changes. Exhibitors with the official SOT exhibitor registration badge and ribbon will be able to enter the ToxExpo exhibit hall for move-in on Saturday and Sunday and early access during show days beginning at 7:30 am on Monday-Wednesday.

When is the exhibit move-in and move-out?

ToxExpo Exhibit Move-In
Saturday, March 15 - 2:00 PM*–5:00 PM
Sunday, March 16 - 8:00 AM–5:00 PM

* Island booth move-in and installation may begin at 10:00 am on Saturday, March 15.

Pre-registered exhibitors who arrive prior to 2:00 pm Saturday, March 15, requesting access to the exhibit hall will be directed to the exhibit hall loading dock for security check-in. Non-registered exhibitors will not have access to the exhibit hall prior to 2:00 pm Saturday. For access to the exhibit hall, exhibitors must pick up their registration badge and exhibitor ribbon at the SOT Registration during these hours (subject to change):

Saturday, 2:00 PM–6:00 PM
Sunday, 7:00 AM–7:00 PM
Monday, 7:00 AM–5:00 PM
Tuesday, 8:00 AM–4:00 PM
Wednesday, 8:00 AM–4:00 PM

Exhibits must be set up by 5:00 pm on Sunday and all empty containers must be tagged and left in the aisles. Freight doors and entrance doors will be closed promptly at 5:00 pm. After 5:00 pm, no re-entry is allowed. All approved carpet or flooring must be in place no later than 5:00 pm. If the approved carpet or flooring is not in place, Show Management will order carpeting from Shepard Exposition Services (Shepard) at the exhibitor’s expense. SOT reserves the right to adjust the ToxExpo exhibit hall schedule. Exhibitors will be informed of the final schedule prior to the SOT Annual Meeting and ToxExpo dates.

ToxExpo Exhibit Move-Out
Wednesday, March 19 - 4:30 PM–10:00 PM
Thursday, March 20 - 8:00 AM–10:00 AM

Exhibitors who dismantle before 4:30 pm, Wednesday, March 19 will be subject to a one-year suspension of exhibit privileges and/or loss of priority points. Any freight not picked up by 10:00 am, Thursday, March 20, will be claimed by Shepard, returned to their warehouse, and shipped to the exhibitor at the exhibitor’s expense.

When will more FAQ's be included in this section?

The ToxExpo Team is working hard to include answers to many frequently asked questions. Check back frequently for answers to new questions added or refer to the 2025 ToxExpo Rules and Regulations where many answers to many questions can be found. For assistance, contact SOT_Exhibits@toxicology.org.