Annual Meeting: March 16–20, 2025
ToxExpo: March 17–19, 2025

Orange County Convention Center, Orlando, Florida

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2025 ToxExpo Rules and Regulations 

Contracting exhibiting organizations (exhibitors) agree to abide by the contract conditions published herein and on the Society of Toxicology (SOT) website and by all conditions stipulated by the Orange County Convention Center (OCCC) and the official general services contractor Shepard Exposition Services (Shepard). Exhibitors accept responsibility for informing their employees and agents of these Rules and Regulations. 

ELIGIBILITY FOR EXHIBITING
The purpose of the SOT 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 SOT members and meeting registrants are also considered acceptable.  

The very foundation of SOT is to create a safer, healthier world by advancing the science and increasing the impact of toxicology. To this end, SOT requires that all parties disclose any potential conflicts of interest. In addition, SOT reserves the right to deny an exhibit space request from any organization whose goals, objectives, or past actions are deemed counterproductive to those of SOT. SOT also reserves the right to cancel any organization’s exhibit space contract if potential conflicts of interest arise. 

ENFORCEMENT OF RULES AND REGULATIONS
The Rules and Regulations of the SOT Annual Meeting and ToxExpo are intended to bring order and fairness to the medium. Exhibitors are cautioned to observe these Rules and Regulations. Should an exhibitor fail to comply with these or any other posted or published Rules and Regulations or any amendments thereto, SOT may require immediate removal of the exhibit of the offending exhibitor, who may at SOT's election, forfeit all rights to exhibit at future ToxExpo events together with all fees and rentals paid. SOT may assign any space so forfeited to another exhibitor. SOT reserves the right to evict any exhibitor found in violation of these Rules and Regulations. In the event of such eviction, SOT is not liable for any refunds or rental or other expenses, and 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 the move-out date and time published by SOT will be subject to a loss of priority points and a one-year suspension of exhibit privilege. 

APPLICATION FOR EXHIBIT SPACE
Application for exhibit space is subject to the approval of the SOT Council, and 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. 

PRIORITY POINTS SYSTEM
Exhibit space sales will be conducted on a priority point-based system. Exhibitors receive one point for each exhibiting year, regardless of the number of 10' x 10' exhibit spaces utilized. If an exhibitor does not exhibit for two or more consecutive years, their priority points will be returned to zero. In the case of company mergers or acquisitions of another exhibiting organization, SOT will use the higher number of points accumulated by either organization. The ToxExpo Senior Exhibits Manager must be notified in writing of company mergers or acquisitions and include a public announcement of the transaction.  

SPACE RENTAL FEES 

Commercial (includes 4 full-conference registrations per 100 square feet)
Inline 10' x 10' = USD $2,700
Corner and Island 10' x 10' = USD $2,900 

Nonprofit* and Government Agency (includes 2 full-conference registrations per 100 square feet)
Inline 10' x 10' = USD $750 

Not-for-profit institutes, charities, projects, and other non-business entities according to the US Internal Revenue Service or equivalent if not US-based. Proof of nonprofit status (i.e., tax-exempt certificate or letter of nonprofit authenticity) will be required prior to space assignment. 

*Nonprofit and Government Agency exhibit space assignments are made at the discretion of the ToxExpo Senior Exhibits Manager, generally in January. Requests for exhibit space adjacent to or near other Nonprofit and Government Agencies must be sent in writing to the ToxExpo Senior Exhibits Manager before exhibit space assignment is made. Such requests will be considered but not guaranteed since the exhibit space assignments will be based on the available exhibit space at the time of the assignment.

TERMS OF PAYMENT 

Exhibit space requests made on or before July 1, 2024, exhibitors 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: 50% of the exhibit space fee paid online by credit card at time of contract and remaining 50% to be paid by September 30, 2024.  
  • Option 3: 50% of the exhibit space fee to be paid by July 1, 2024, and the remaining 50% to be paid by September 30, 2024.

Exhibit space requests made between July 2, 2024, and September 29, 2024, exhibitors 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: 50% of the exhibit space fee paid online by credit card at time of contract and remaining 50% to be paid by September 30, 2024.
  • Option 3: 100% of the exhibit space fee to be paid by September 30, 2024.

For exhibit space requests made after September 29, 2024, exhibitors 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.

If payments are not received by the deadline dates listed above or within thirty (30) days of the invoice date, SOT reserves the right to cancel the exhibitor’s exhibit space request and contract and assess the canceling organization a fee as liquidated damages as indicated in the “Exhibit Space Cancellations” section below. 

All outstanding account balances must be paid in full for exhibitors to receive their registration badges, to set up their booth, and participate in any SOT Annual Meeting and ToxExpo session or event. SOT reserves the right to deny any exhibitor access to the SOT Annual Meeting and ToxExpo if the account has an outstanding balance. 

All payments must be made in US currency either by credit card, organization check, or wire transfer. Credit card payments can be made online through the organization's Accounting/Financials page in the Service Center. If payment is made by wire transfer, the organization is responsible for any wire transfer fees. A confirmation email will be sent when a payment has been processed. 

EXHIBIT SPACE CANCELLATIONS
SOT reserves the right to cancel any exhibitor contract if the Terms of Payment are not completed by the contracted organization. Request for exhibit space cancellation by an exhibiting organization is required in writing to the ToxExpo Senior Exhibits Manager. Organizations with canceled exhibit space will be assessed a fee as liquidated damages for exhibit space cancellations based on the following schedule: 

  • On or before July 1, 2024 – 10% of the total exhibit space cost 
  • Between July 2, 2024, and September 30, 2024 – 50% of the total exhibit space cost
  • After September 30, 2024 – 100% of the total exhibit space cost

Cancellation of exhibit space forfeits all exhibiting benefits, including complimentary SOT Annual Meeting registrations and opportunities to apply and host Exhibitor-Hosted Sessions and meeting space. If exhibit space is canceled, the contract between the exhibitor and SOT is canceled. SOT will then remove the exhibitor's online profile and listing from the ToxExpo website and SOT Event App. The organization will also be expected to cancel all hotel rooms and hotel room blocks, if held for the organization's personnel. The organization will also lose the exhibitor priority point for the event, and the SOT Council will be informed of the cancellation. In addition, future requests for ToxExpo exhibit space may require full payment at the time of contract. 

EXHIBIT SPACE REDUCTIONS
SOT reserves the right to relocate any organization that reduces its exhibit space to any location in the ToxExpo exhibit hall as SOT deems necessary. Request for exhibit space reduction by an exhibiting organization is required in writing to the ToxExpo Senior Exhibits Manager. Organizations reducing exhibit space will be assessed a fee as liquidated damages for exhibit space reductions based on the following schedule: 

  • On or before July 1, 2024 – 10% of the reduced exhibit space cost
  • Between July 2, 2024, and September 30, 2024 – 50% of the reduced exhibit space cost
  • After September 30, 2024 – 100% of the reduced exhibit space cost

SPACE ASSIGNMENT
SOT reserves the right to alter an exhibitor's assigned space if it is deemed necessary in the best interest of the exhibition. 

SHARING SPACE
Exhibitor shall not assign, sublet, or share the whole or any part of the exhibit space contracted to them with another organization. Exhibitor agrees to limit the service and/or materials displayed in assigned exhibit space to those purveyed only by the exhibitor. 

NON-CONTRACTED EXHIBIT SPACE
Representatives from organizations who 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 OCCC, 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. 

UNCLAIMED EXHIBIT SPACE
Exhibit space not claimed and occupied by 5:00 pm on Sunday, March 16, 2025, will be forfeited by the exhibitor, and the exhibitor will pay as liquidated damages 100% of the total contracted exhibit space fee. No refunds or transfers of funds are permitted. 

CONSTRUCTION OF EXHIBIT AND USE OF SPACE
Exhibitors are responsible for ensuring proper booth construction using permissible drapes, furnishings, signs, and banners and at the discretion and expense of the exhibitor. Exhibitors will be provided with a back 'wall' and side rails made of fabric drape and a single-line identification sign. All displays must be in good taste, keep with the general tone of the ToxExpo, and comply with the International Association of Exhibitors and Events (IAEE) Guidelines and Display Rules and Regulations. 

Exhibits displays must conform to the size of the exhibit space contracted and must be arranged so as not to obstruct the view or interfere with other exhibits. No exhibit display may span an aisle with floor covering or roofing. Exhibitors are required to finish all walls and structural elements if such structural elements are exposed and visible from an adjacent exhibit or from any angle of visitors' view. Corporate identification on banners and signs may hang directly above contracted island exhibit space. However, exhibitors hanging/rigging banners or signs is prohibited. All rigging services must be ordered from the OCCC Exhibit Services. Corporate identification will not be permitted on the exposed area adjacent to a neighboring exhibit. Exposed and unfinished sides of exhibit displays must be draped to present an attractive appearance. If such draping is not ordered, the ToxExpo Show Manager will order Shepard to install draping at the expense of the exhibitor.  

Exhibitors with island or end-cap exhibit space or those proposing any alterations from these guidelines, including using alternative materials or adding pipe and drape that exceeds eight feet in height, must submit drawings or schematics of the proposed design to the ToxExpo Senior Exhibits Manager for approval by February 17, 2025. 

Exhibitors may order food and beverages for their booths if these guidelines are followed: 

  • All food and beverages must be ordered from the official caterer for the SOT Annual Meeting and ToxExpo. SOT prohibits the distribution of food and beverages not purchased through or approved by the official caterer.
  • All exhibitor-generated food and beverage orders are between the exhibiting organization and the official caterer.
  • SOT will not be financially responsible for any exhibitor-generated food and beverage order.
  • Exhibitors assume all liability for the food and beverages ordered for their booths.
  • Food and beverage orders for an exhibit booth may only be served during ToxExpo exhibit hall open hours and within the exhibitor’s booth. Food and beverages may not be given to attendees outside the exhibitor’s booth. All food stations and beverage bars must face the interior of the exhibitor’s booth. Service of food and beverage in the exhibit hall aisles is prohibited.
  • SOT reserves the right to assign specific time periods for when booth catering can be served.
  • All exhibitor-generated food and beverage orders are subject to SOT approval.

CARPETING AND FLOORING 
Carpet is not provided by SOT for exhibit spaces. All exhibits must include 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 from Shepard. All carpeting or flooring (either self-provided or ordered) must be in place by 5:00 pm Sunday, March 16, 2025. If an exhibitor does not provide acceptable flooring for their booth the ToxExpo Show Manager will order Shepard to lay carpet at the expense of the exhibitor.  

CANCELLATION OF MEETING AND EXHIBIT
It is mutually agreed that in the event the SOT Annual Meeting and ToxExpo 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 Orlando, Florida, 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 forty percent (40%) 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 fulfill 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. 

BOOTH PERSONNEL AND REGISTRATION
Instructions on how to register booth personnel and the online exhibitor registration form are available by logging in to the organization's ToxExpo Directory online profile. 

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.

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. The exhibitor registration instructions, online collection form, and list of confirmed complimentary registrants in each exhibitor's Service Center, which can be accessed from the exhibitor's ToxExpo Directory online profile. 

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

A unique name and email address is required for each registrant to receive event communications, an official required badge, and access to the SOT Event App (available February 2025).

Once registrations have been reviewed and processed, registrants will be added to the SOT Annual Meeting registrant communications list to receive up-to-date information regarding the event, where to pick up the registration materials, and access to the SOT Annual Meeting program event app (available February 2025). 

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

EXHIBITOR APPOINTED CONTRACTORS (EAC)
An Exhibitor Appointed Contractor (EAC), also known as an Independent or Third-Party Contractor, is a company other than the "general" or "official" service provider that requires access to an exhibit booth for installation and dismantling. EACs may provide services within the facility only if those services are not designated as "exclusive" by the facility's management or by the event organizer in a contract with the "general" or "official" service provider or other designated third parties.

All EACs requesting access to an exhibitor's booth must submit their information by completing the EAC form in the ToxExpo Online Ordering Platform by February 21, 2025. Additionally, proof of insurance (Certificate of Insurance) must be submitted for each EAC by this same deadline. The EAC form and the Certificate of Insurance must be submitted by every third-party contractor, including any third parties ordering or requesting services from Shepard on behalf of the exhibitor.

To upload a Certificate of Insurance, click here, select "Upload Certificate", and search for the event "SOT 64th Annual Meeting and ToxExpo." To order insurance, select "Order Insurance" and follow the on-screen instructions. Only EACs that have submitted the required documentation and proof of insurance by February 21, 2025, will be permitted to work in exhibitor booths. 

EAC employees do not require full-conference registration badges; however, they will be issued date-specific identification lapel stickers. These lapel stickers must be always worn while in the work areas during installation and dismantling. EAC employees must report to a designated labor entry area at the OCCC to receive their date-specific lapel sticker, which must be worn while working in the exhibit hall. 

Exhibitors are responsible for ensuring that their EACs comply with all ToxExpo Rules and Regulations, the requirements specified on the EAC form, and all relevant union regulations. 

VISITOR PASSES
Exhibitors are welcome to request visitor passes on or before Friday, February 28, 2025, for local, potential clients only to visit the ToxExpo exhibit hall Tuesday, March 18, or Wednesday, March 19. Exhibitors may submit a request to receive one-day passes on your exhibiting company's letterhead to the ToxExpo Senior Exhibits Manager and include: 

  • Request Date 
  • Day of visit request (Tuesday, March 18, or Wednesday, March 19)
  • Visitor's full name, email address, day-time phone number, organization name and address
  • Exhibiting Organization
    • Name
    • On-Site Contact name, email address, and day-time phone number

Visitor pass requests will be reviewed by SOT staff and the event's private security team. Once a decision has been made on the request, the requesting exhibitor will receive notice. Visitor passes will be given to the exhibiting organization's on-site contact for that person to give to their visitors. SOT's on-site registration will not hold or distribute visitor passes. Visitors will abide by the SOT rules, regulations, and policies. All 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. 

INSURANCE
SOT and its officers, directors, trustees, employees, and agents, as well as the OCCC's service contractors and management are not responsible for the safety of exhibitor property from theft, damage by fire, accident, or other causes. Exhibitors are strongly encouraged to remove or place out of sight all small items from exhibit tables and display areas when exhibits are closed. No responsibility is assumed for goods delivered to the exhibit area before the designated exhibit set-up day or for unpacked materials left in the exhibit area after the official closing of the exhibit area.

Exhibitors are required to maintain the following insurance coverage and submit proof of insurance (Certificate of Insurance) by February 21, 2025:

Commercial General Liability, Products/Completed Operations, Personal Injury and Automobile Liability (if company-owned or leased vehicles will be delivering items to show site) with minimum limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate; Fire damage venue with a minimum limit of $300,000; and medical payments with a minimum limit of $5,000. In addition, coverage must be maintained for property insurance for exhibitor's goods, wares, merchandise, or property (i.e., transit from factory or warehouse to the exhibit hall while stored or exhibited and returned to the exhibitor's premises). The exhibitor must make provisions for the safeguarding of such exhibitor's goods, wares, merchandise, or property since SOT shall not be liable for any injury thereto. Exhibitors must provide copies of insurance policies or certificates of insurance upon request by SOT. Exhibitors must name themselves, the Society of Toxicology, and the Orange County Convention Center, Shepard Exposition Services, as well as any exhibitor appointed contractors, if applicable, in their insurance certificate, for the duration of the SOT Annual Meeting and ToxExpo. Exhibitor agrees to waive all claims against SOT, its officers, directors, agents, and employees, the OCCC for any and all claims, demands, defense costs, liabilities, expenses, or damages of any kind or nature arising out of or in connection with damage to or loss of any property belonging to the exhibitor or exhibitor's owners, employees, contractors, representatives, patrons, guests, or attendees or injury to any such personnel for which exhibitor indemnifies SOT, excepting that portion of such claims, demands, defense costs, liability, expense, or damages arising out of the sole gross negligence or willful misconduct of SOT. 

Proof of insurance (Certificate of Insurance) must be uploaded here by February 21, 2025. Select "Upload Certificate," and search for the event "SOT 64th Annual Meeting and ToxExpo." If you need to order insurance, select "Order Insurance" and follow the on-screen instructions. Once the order is processed a Certificate of Insurance will be filed on your behalf. Only the organizations that have a current Certificate of Insurance on file will be permitted to set up their booths.  

GENERAL CONDUCT OF EXHIBITS
The following practices are prohibited by SOT: 

  • Noisy electrical or mechanical apparatus interfering with other exhibitors.
  • Operation of x-ray equipment.
  • Canvassing or distributing any material or solicitation outside of the assigned exhibitor booth.
  • Subleasing of exhibit space (one organization name per 10' x 10' booth).
  • Billboard advertisements and/or display of signs outside the exhibit area.
  • Soliciting participation in surveys.
  • 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 booth or equipment without permission.
  • Distribution of any giveaway items (excluding items regularly manufactured by the exhibiting organization) not approved by the SOT and that are priced at more than $10.00 each.
  • Smoking cigarettes, cigars, electronic cigarettes, or vaporizer in the exhibit hall, session rooms, and all public lobbies and corridors in the OCCC.
  • Distribution of food and beverage not purchased through or approved by the SOT Annual Meeting and ToxExpo official caterer.
  • Playing copyrighted music without the proper licensing.
  • Displaying live animals and/or animals in distress in videotapes or photos as part of a display or sales literature.

Exhibitors agree to promptly remove from exhibit space any person or item SOT determines not to be suitable or in keeping with the character of the exhibition. Relevant portions of the foregoing prohibited practices are also applicable to non-exhibitors.

AUDIO SYSTEMS
The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the ToxExpo Senior 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. 

LIGHTING
Exhibitors must adhere to the following minimum exhibit space lighting guidelines: 

  • All lighting, fixtures, trusses, or overhead lighting are limited to the exhibit space.
  • Lighting must be directed to the inner confines of the exhibit space and must not project onto other exhibits or show aisles.
  • Potentially harmful lighting, such as lasers or ultraviolet lighting, must comply with facility rules and be approved in writing by the ToxExpo Senior Exhibits Manager.
  • Lighting that moves, rotates, pulsates, and other specialized lighting effects must be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event.

STORAGE
Storing packing materials and surplus literature must be confined to areas away from the display area. No packing containers, wrapping materials, or display materials may be stored under tables or behind booths. However, a daily supply of display materials is permitted. All empty cartons or crates must be labeled and removed for storage, or they will be removed as trash. Shepard will assist with exhibitors' storage needs. 

FIRE REGULATIONS
The Fire Marshall will examine all exhibits and test construction and decorative materials before the exhibit hall opens. No combustible materials such as crepe paper, tissue paper, cardboard, or corrugated paper shall be used in construction of any part of an exhibit. In addition, volatile or flammable fluids, substances, or materials of any nature prohibited by the local ordinances, the OCCC, Orlando Fire Department's Fire Prevention Division, or insurance carriers, may not be used in any booth.  

EXHIBIT AND PUBLIC POLICY

  • Each exhibitor is charged with knowledge of all local and state laws, ordinances, and regulations pertaining to but not limited to health, fire prevention, and public safety and on-site sales and order taking while participating in the SOT Annual Meeting and ToxExpo. Compliance with such laws is mandatory and the responsibility of the exhibitor.
  • Materials used in all parts of the exhibit construction, together with table coverings, curtains, drapery, and other decorative materials must be flameproof as prescribed by the fire ordinance of the city.
  • Table coverings must extend down far enough to screen anything under the table but must clear the floor to meet fire regulations.
  • Exhibitors using the OCCC electrical outlets to provide electricity in an exhibit booth is prohibited. All electricity provided in an exhibit booth must be ordered from the SOT official electrical provider.
  • Under no circumstances are helium balloons, confetti, glitter, or rice permitted in the OCCC. Any costs incurred by the OCCC from the use of, or removal of, these items will be charged to the exhibitor at the prevailing rate.
  • 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 prohibited. Anything necessary or proper for the protection of the building, equipment, or furniture will be at the exhibitor's expense.
  • 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 OCCC shall in any manner be marred or defaced.
  • 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 rectified to SOT or the OCCC as their interests may appear.
  • The cost to repair any damage to the OCCC made by the exhibitor, its employees, or representatives will be billed to and paid by the exhibitor.
  • No exhibitor shall bring children under the age of eighteen onto the exhibit floor during move-in on Saturday, March 15 and Sunday, March 16 and exhibit move-out on Wednesday, March 19 and Thursday, March 20.

DISTRIBUTION OF SAMPLES AND GIVEAWAYS
All distributions of business-like samples and giveaways are only permitted on the exhibit floor 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.
  • It is conducted in a dignified manner.

PRIZE DRAWINGS
Prize drawings are allowed in exhibitor booths only. The value of a prize may not exceed $1,000. Participating exhibitors will be responsible for informing registrants of the process for which their prize will be given away. All prizes must be collected by the winners in the participating exhibitor booths. 

OFFICIAL SERVICE VENDORS
As the official SOT Annual Meeting and ToxExpo General Service Contractor, Shepard Exposition Services (Shepard) provides the ordering system for exhibitors to order booth furnishings, shipping, material handling, and labor as well as provide access to the order forms and sites of the other official utility and ancillary vendors. Only Shepard and these approved vendors are authorized to contact ToxExpo exhibitors for services offered. 

EXHIBIT HALL UNLOADING AND LOADING PROCEDURES
Under no circumstances shall anyone attempt to move in or out large cartons, crates, or multiple boxes containing exhibit materials through the main entrance areas of the OCCC. The use of dollies, hand-trucks, and flat carts in the OCCC passenger elevators, escalators, or pedestrian entrances for moving in or out is prohibited. Damage to the facility caused by exhibitors violating this policy is charged to the exhibitor. Shepard will control access to the ToxExpo exhibit hall load in/out area to provide a safe and orderly move in/out. Unloading or reloading in this area will be handled exclusively by Shepard. Therefore, the exhibit hall load in/out area may not be used by exhibitors, and private vehicles will be prohibited in the load in/out area. Exhibitors are encouraged to send their exhibit materials to the Shepard Advanced Warehouse before the event. The proper shipping labels and order forms are in ToxExpo Online Ordering Platform. Shepard will not be responsible for any materials that it does not handle. 

NAME AND IDENTITY USAGE
The Society of Toxicology name, acronym, and official logos, as well as the meeting name SOT Annual Meeting and ToxExpo, may not be used without prior approval from SOT. Reference may be made to the meeting as the SOT Annual Meeting and ToxExpo (with location and dates) on the exhibitor's advertising provided it is first approved by SOT. SOT branding is not allowed on product materials or giveaway items. These rules apply before, during, and after the meeting. Graphics to promote exhibitor participation will be available on the SOT Annual Meeting and ToxExpo websites in January. Request for name and identity usage is required in writing to the ToxExpo Senior Exhibits Manager. 

INTELLECTUAL PROPERTY
By contracting exhibit space for participation at ToxExpo, exhibitor represents and warrants to SOT that exhibitor owns or validly possesses the right to make, use, perform, sell, and display any patented products, copyrighted works, trademarks, service marks, and trade names (collectively, "Intellectual Property") used by exhibitor at or to promote its activities at the OCCC. Breach of the foregoing warranty shall be grounds for immediate revocation of the right to exhibit, without notice or hearing. Exhibitor acknowledges that SOT is relying upon this representation and warranty and has no obligation to monitor the uses and displays of Intellectual Property at the SOT Annual Meeting and ToxExpo or to conduct an independent investigation of the status of rights to any Intellectual Property. 

LEGAL COMPLIANCE
Exhibits or conduct by exhibitor which SOT determines, in its sole discretion, are likely to constitute a violation of state or federal law or criminal activity shall be prohibited, and SOT shall have the right, upon such determination, to require immediate removal of the exhibit of the offending exhibitor (who will forfeit all rights to exhibit at future SOT shows together with all fees and rentals paid) and/or to confiscate any illegal material or property in possession of exhibitor. The exhibitor agrees that SOT shall have no liability in connection with the foregoing. 

LIABILITY
Exhibitor assumes entire responsibility and hereby agrees to indemnify and hold SOT, the OCCC, Shepard, and other official service vendors, 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 SOT, the OCCC, and Shepard 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 $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. 

GENERAL
These Rules and Regulations become part of the contract between the exhibitor and SOT. All points not covered are subject to the decision of SOT, which shall have full power to, in its sole discretion, interpret and enforce all that is contained herein and full power to amend these Rules and Regulations and make such additions as necessary for the proper conduct of the ToxExpo exhibits. 

AMENDMENT OF RULES
SOT reserves the right to make changes, amendments, and additions to these Rules and Regulations at any time, and all changes, amendments, and additions so made shall be binding on the exhibitor with the provision that all exhibitors be advised of any such changes. Any amendments and additional rules and regulations shall be equally binding on all parties affected. Any matters not specifically covered herein are subject to the decision by SOT. 

Updated: 11.18.24