ToxExpo Frequently Asked Questions


What is the name of the meeting?

Who is the sponsoring organization?

What is the location for ToxExpo?

What are the Annual Meeting dates?

What are the ToxExpo dates?

What are the exhibit dates and hours?

What are the exhibit installation dates and times?

What are the exhibit dismantling dates and times?


How do I reserve an exhibit booth?


What are the booth rental fees?

How do I make hotel reservations?


Who is the Official General Contractor for ToxExpo and SOT Annual Meeting?


Will there be a service desk on site?


What is the Exhibitor Service Manual and when will it be available?

What are the labor rates?

What must I do if I plan to use an independent contractor and not the Offical General Contractor?

Who must be named in insurance certificates?

How do I order electricity?

What are deadlines for payment? 

How do I ship my materials to the New Orleans Ernest N. Morial Convention Center?

What is the status of security at ToxExpo?


Will concession stands be available at ToxExpo?


How do I order internet and telephone?

How do I order a lead retrieval system?


Where is show management located?

How do I request a formal invitation letter?





What is the name of the meeting?
Society of Toxicology 55th Annual Meeting and ToxExpo 2016

Who is the sponsoring organization?
The Society of Toxicology

Where is the location for ToxExpo?
New Orleans Ernest N. Morial Convention Center
Exhibit Halls B & C
900 Convention Center Boulevard
New Orleans, LA 70130
504.582.3000

What are the Annual Meeting dates?
Sunday, March 13, 2016 - Thursday, March 17, 2016


What are the ToxExpo dates?
Monday, March 14, 2016 - Wednesday, March 16, 2016

What are the exhibit dates and hours?
Monday, March 14, 2016: 9:15 am - 4:30 pm
Tuesday, March 15, 2016: 9:15 am - 4:30 pm

Wednesday, March 16, 2016: 9:15 am - 4:30 pm

What are the exhibit installation dates and times?
Saturday, March 12, 2016: 8:00 am - 1:00 pm - Installation for Island Booths Only
                                           1:00 pm - 5:00 pm - Installation for all companies

Sunday, March 13, 2016: 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 be closed promptly at 5:00 pm. You may remain in the Exhibit Hall until your booth is completed. No re-entry after you leave.

What are the exhibit dismantling dates and times?
Wednesday, March 16, 2016: 4:30 pm - 10:00 pm
Thursday, March 17, 2016: 8:00 am - 10:00 am


How do I reserve an exhibit booth?
Interested exhibitors may make booth selections by clicking the "
Request A Booth" button at the top of the page.


NOTE: Exhibitors who dismantle before 4:30 pm, Wednesday March 16 will be subject to a one-year suspension of exhibit privileges and/or loss of Priority Points.

What are the booth rental fees?
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

NOTE:  All requests for a nonprofit booth will be placed on a wait list.  Nonprofit booths will be assigned in January on a space-available basis.

The price of the booth includes:
  • 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 providing 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 ToxExpo Directory distributed to all attendees; 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.

How do I make hotel reservations?
The Society of Toxicology has made arrangements for discounted hotel room rates during the Annual Meeting.  The official SOT Hotel Block includes discounted room rates at many premier hotel chains.  Visit the SOT Annual Meeting website
 to make your hotel reservations today! 

Who is the Official General Contractor for ToxExpo and SOT Annual Meeting?
Shepard Exposition Services

Will there be a service desk on site?
A service desk will be located in the Exhibit Hall, open during installation, to assist exhibitors with verification and adjustments of their orders for labor, furniture and other auxiliary services. The desk will also be staffed throughout the meeting.

What is the Exhibitor Service Manual and when will it be available?
An Exhibitor Service Manual containing a complete set of service forms will be posted online in December, 2015.

What are the labor rates?

Current labor rates will be published in the Exhibitor Service Manual. The General Contractor's services include receiving shipments at the New Orleans Ernest N. Morial 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 New Orleans Ernest N. Morial 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.


What must I do if I plan to use an independent contractor and not the Official General Contractor?
Exhibitors who plan to use the services of anyone other than the official service contractor must notify Exhibit Management on or before February 29, 2016, in writing. Independent contractors must: 1) perform services in accordance with exhibition rules and regulations; 2) not solicit business on the exhibit floor; and 3) provide Exhibit Management with an original Certificate of Insurance of not less than US $1,000,000 by February 29, 2016, 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 New Orleans Ernest N. Morial Convention Center in their insurance certificates.

How do I order electricity?
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?
The 50% deposit for booth space must be received at SOT Headquarters by July 10, 2015. If the deposit is not received by July 10, 2015, the space may be made available for general sale. Booth requests made after the deposit deadline must be accompanied by a 50% deposit at the time of the request. If the deposit does not accompany application the booth space will not be held. The final payment is due and payable on or before October 30, 2015, 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 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.   

How do I ship my materials to the New Orleans Ernest N. Morial Convention Center?
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 New Orleans. 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 New Orleans Ernest N. Morial 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?

Do not store anything of value in crates going into storage. Professional security guard service is provided for the perimeter of the exposition (not booths) on an around-the-clock basis beginning with the first day of move-in and continuing through move-out. The Society of Toxicology, the New Orleans Ernest N. Morial Convention Center, and the General Contractor are not responsible for loss or damage to exhibitor property.  Exhibitors are advised not to leave any valuables (laptop computers, purses, etc.) overnight in the Exhibit Hall.

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.

How do I order internet and telephone?

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

How do I order a lead retrieval system?

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

Where is show management located?

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

Email: SOT_Exhibits@toxicology.org

How do I request a formal 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.