Exhibitor FAQs
WHAT IS THE NAME OF THE MEETING?
A. Society of Toxicology 51st Annual Meeting and ToxExpo 2012. The largest scientific-related meeting and exhibit in the world devoted to toxicology.
WHAT IS THE LOCATION?
A. Moscone Convention Center
San Francisco, CA
WHAT ARE THE MEETING DATES?
A. SOT Annual Meeting: Sunday, March 11, 2012 - Thursday, March 15, 2012
ToxExpo: Monday, March 12 - Wednesday, March 14, 2012
WHAT ARE THE EXHIBIT DATES AND HOURS?
A. Monday, March 12 9:00 AM - 4:30 PM
Tuesday, March 13 8:30 AM - 4:30 PM
Wednesday, March 14 8:30 AM - 4:30 PM
IS THERE ONLINE EXHIBIT APPLICATION SUBMISSION?
A. Yes. Exhibitors may make booth selections, submit product listings, purchase a hyperlink, become a sponsor and purchase various avenues of advertising on-line at www.toxexpo.com.
WHO IS THE MAIN EXHIBITS CONTACT?
A. Liz Kasabian
Society of Toxicology
1821 Michael Faraday Drive
Suite 300
Reston, VA 20190
Phone: (703) 438-3115
Fax: (703) 438-3113
E-mail: liz@toxicology.org
WHO IS THE OFFICIAL GENERAL CONTRACTOR?
A. Shepard
WHAT ARE THE INSTALLATION DATES AND TIMES?
A. Saturday, March 10, 2012 8:00 AM - 1:00 PM Installation for Island Booths Only
1:00 PM - 5:00 PM Installation for all companies
Sunday, March 11, 2012* 8:00 AM - 5:00 PM Installation for all companies
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 close promptly at 5:00 PM. You may remain in the exhibit hall until your booth is completed. No re-entry after you leave.
*Daylight Savings Time begins at 2:00 AM - please turn your clock back!
WHAT ARE THE DISMANTLING DATES AND TIMES?
A. Wednesday, March 14, 2012 4:30 PM - Midnight
Thursday, March 15, 2012 8:00 AM - 12:00 NOON
Note: Exhibitors who dismantle before 4:45 PM Wednesday, March 14, 2012 will be subject to a one-year suspension of exhibit privilege.
HOW ARE THE SPACE ASSIGNMENTS DETERMINED?
A. Applications for exhibit space are subject to approval by the Society of Toxicology. Space assignments for the 2012 ToxExpo Annual Meeting were made during the SOT 2011 Annual Meeting in Washington, DC. Subsequent space assignments will be made on a first-come, first-serve basis. The 50% deposit for booth space requested during SOT's 2011 Annual Meeting must be received at SOT Headquarters by July 15, 2011. If the deposit is not received by July 15, 2011, the space will automatically be available for general sale. 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.
WHAT ARE THE BOOTH RENTAL FEES?
A. In-Line 10x10 booth = $2100
Corner booth 10x10 = $2200
Nonprofits or government agency 10x10 = $550
Please note: Nonprofits or government agencies will be assigned booth space in late January.
The price of the booth includes:
* Pipe and drape 8 feet high (2.5 m) in the rear and 36 inches (91.44 cm) on each side.
* Single line text identification sign showing the exhibiting company name and booth number.
* Four complimentary exhibitor badges per 10' x 10' booth for for-profit companies providing access to SOT's 60 scientific sessions and hosted receptions.
* Two complimentary exhibitor badges per 10' x 10' booth for nonprofit companies or government agencies providing access to SOT's 60 scientific sessions and welcoming reception.
* Pre-registered conference attendees listing, including exhibitors, are provided on a CD-ROM and distributed on-site.
* Complete company and product listing information in the ToxExpo web site and in the ToxExpo Directory distributed to all of the attendees; including 5 Product Category Listings;
* Around-the-clock search capability on the SOT Web page and the ToxExpo.com Web pages.
* Company listing and exhibit location published in the Society’s advanced Annual Program, which is mailed to all Society members and non-members in February.
* Opportunity to host a hospitality event.
* The opportunity to host an Exhibitor Hosted Session
Exhibitor badges will allow exhibit staff to enter the exhibit hall before, during and after official exhibition hours.
WHAT ARE THE TERMS OF PAYMENT?
A. Each exhibit space application/contract submitted must be accompanied by a deposit of 50% of the total price of the space in U.S. dollars. The final payment is due and payable on or before November 1, 2011 to fulfill the contract obligation. You can make your deposit payment by credit card payment on the ToxExpo web site, and when the credit card has been processed, you will receive a confirmation e-mail. All payments must be made in U.S. currency; company check, money order or credit card. Wire transfers are also accepted, but please be sure to include the appropriate amount for transfer fees. Please contact Liz Kasabian for details via liz@toxicology.org.
MY COMPANY WOULD LIKE TO GIVE AWAY SAMPLES. WHAT ARE THE RULES FOR THE DISTRIBUTION OF SAMPLES AND GIVEAWAYS?
A. All distributions either on the exhibit floor or hotel(s) are permitted only at the discretion of the Society and Show Management, and 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
IS INSURANCE REQUIRED?
A. Exhibitors utilizing independent contractors must provide Show Management and the General Contractor with a certificate of insurance of not less than U.S. $1,000,000 by February 12, 2012. All certificates of insurance must name SOT 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. during the shipping to and from San Francisco.
WHAT IS THE LIABILITY?
A. The Exhibitor assumes entire responsibility and hereby agrees to indemnify and hold the Society of Toxicology, the Convention Center, the General 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 Convention Center, and the General 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.
WHAT ARE THE LABOR RATES?
A. Current labor rates can be found in the exhibitor service manual becomes available.
The General Contractor's services include receiving shipments at the convention center dock; delivery to the exhibitor's booth; removal, storage and return of empty crates and containers; and removal of packed shipments from the booth and transferring to the outgoing carriers at the convention center dock. Exhibitors are urged to be certain that all materials are delivered to booths on set-up days since deliveries cannot be made during exhibit hours
DOES THE SOCIETY OF TOXICOLOGY OFFER VISITOR PASSES?
A. VISITOR PASSES are available on Tuesday, March 13 or Wednesday, March 14 and are intended for local customers/potential buyers. They are good for one day only. To request a Visitor pass please send a letter of request on your company letterhead, and include the name of the individual, company, address and email address, and the day they will be attending the meeting. GUEST PASSES are intended for spouses/partners, and do not include access to the exhibit hall or the sessions.
HOW DO I APPLY FOR A VISA TO TRAVEL TO THE US?
A. Please click on the following link for more information about obtaining a Visa for the SOT Annual Meeting: http://www.toxicology.org/ai/meet/am2012/visainfo.asp
WHAT IF THE MEETING IS CANCELED?
A. It is mutually agreed that in the event the SOT Exposition is canceled 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 California and the western 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 in San Francisco 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.