Annual Meeting: March 19 – 23, 2023
ToxExpo: March 20 – 22, 2023

Nashville Music City Center, Nashville, TN

Exhibitor Service Center

Frequently Asked Questions

Society of Toxicology
62nd Annual Meeting and ToxExpo
Music City Center
201 Rep. John Lewis Way South
Nashville, TN 37203

Annual Meeting Dates:

March 19, 2023 — March 23, 2023

ToxExpo Dates:

March 20, 2023 — March 22, 2023
9:00 AM — 4:30 PM (subject to change)*
Exhibit Halls B — D (Level 3)
*The SOT reserves the right to adjust the ToxExpo Schedule. Exhibitors will be informed of final schedule prior to the SOT Annual Meeting and ToxExpo dates.

ToxExpo Booth Installation

Saturday, March 18
10:00 AM — 1:00 PM (Island Booths Only)
1:00 PM — 5:00 PM (All Exhibitors)
Sunday, March 19
8:00 AM — 5:00 PM (All Exhibitors)
Exhibits must be set by 5:00 PM on Sunday and all empty containers must be tagged and set 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 carpet/flooring must be in place no later than 5:00 PM. If carpet/flooring is not in place, Show Management will order it at the cost to the exhibitor.

ToxExpo Booth Dismantling

Wednesday, March 22
4:30 PM — 10:00 PM
Thursday, March 23
8:00 AM — 10:00 AM
Exhibitors who dismantle before 4:30 PM, Wednesday, March 22 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 23 will be claimed by Shepard Exposition Services, returned to their warehouse, and shipped to the exhibitor at the cost of the exhibitor.

Returning Exhibitors

Select EXHIBITOR SERVICE CENTER from the home page and 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

Select EXHIBITOR SERVICE CENTER from the home page and create a profile for your organization. Please enter the information for your primary contact, who will receive all correspondence regarding ToxExpo. Your exhibitor password will be sent to your primary contact promptly.

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

Commercial Exhibit Space

Inline 10'x10'  
USD $2,500

Corner and Island 10'x10'  
USD $2,700

Nonprofit and Government Agency Exhibit Space

Inline 10'x10' 
USD $700

  • back wall (8 feet high) and side rails (3 feet high) made of fabric drape

  • Single-line text identification sign showing the exhibiting company name and booth number

  • Commercial Exhibitors: Four complimentary SOT Annual Meeting full-conference registrations per 10' x 10' exhibit space. Registration provides full access to ToxExpo, SOT's Scientific Sessions, Welcome Reception, and Awards Ceremony

  • Nonprofit and Government Agency Exhibitors: Two complimentary SOT Annual Meeting full-conference registrations per 10' x 10' exhibit space. Registration provides full access to ToxExpo, SOT's Scientific Sessions, Welcome Reception, and Awards Ceremony

  • Company and product listing information in the SOT Event App and ToxExpo website, including five product/service category listings, one press release, and a 500-character description in their booth profile (upgrades are available for purchase) 

  • Preregistered attendee list with name, organization, city, state, and country, including exhibitors (available in early February) — This list does not include email addresses

  • Opportunity to host an Exhibitor-Hosted Session, request meeting space, and more

Please note: All ToxExpo exhibit booths are required to have one continuous piece of approved carpet OR flooring. This is not included in your exhibit space reservation. Carpeting/flooring is an additional expense to the exhibitor. More details are included in the Exhibitor Service Manual available in December.

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

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. 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 provide assistance 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. If an organization attempts to solicit reservations or credit card information regarding your stay, please contact sandy@toxicology.org.

Invitation Letter

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

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

Exhibiting companies using employees from an Exhibitor-Appointed Contractor (EAC), also referred to as an Independent or Third-Party Contractor, to install and dismantle displays must notify the Senior Exhibits Manager and Shepard, the general exposition services contractor, by February 20, 2023, using the appropriate forms provided in the Exhibitor Service Manual. It is the exhibitor’s responsibility to remind their EAC that all services must be performed in accordance with exhibition rules and regulations and the solicitation of other exhibitors by EAC employees is prohibited.

Exhibitors must name themselves, the Society of Toxicology, and the Music City Center as well as an exhibitor-appointed contractor, if applicable, in their insurance certificates, for the duration of the SOT Annual Meeting and ToxExpo.

The Society of Toxicology has contracted with vendors for the Annual Meeting and ToxExpo, to provide services to ToxExpo exhibitors. The list of vetted and approved vendors by SOT can be found in the Exhibitor Service Manual, which will be available in December.

Shepard is the official general exposition services contractor for ToxExpo and will have a service desk during installation and throughout the exhibit hours. The desk is located in the rear of the exhibit hall to provide assistance with ordering carpet, furniture, labor, and other services.

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/where will it be available?

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

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

Order forms will be included in the Exhibitor Service Manual, which will be available in December. These services can be ordered at the exhibitor's expense.

Payment Deadlines

First 50% Deposit:

The 50% deposit for exhibit space must be received at SOT Headquarters by August 5, 2022. If the deposit is not received by August 5, 2022, the space may be made available for general sale.

Exhibit space requests made after August 5, 2022, will receive an invoice to be payable immediately upon receipt.

Final Payment:

Final exhibit space payment is due and payable on or before October 28, 2022, to fulfill the contractual obligation.

Exhibit space requests made after October 28, 2022, will receive an invoice to be payable immediately upon receipt.

How to Pay

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. Once the payment has been processed you 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 accounts are settled.

Details on shipping deadlines, as well as the address for the Advanced Shipping Warehouse, will be available in the Exhibitor Service Manual in December.

Shepard, the official general exposition services contractor, will have jurisdiction over 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 Nashville. 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 Music City Center must be sent to the attention of Shepard Exposition Services using the Direct Shipping Label provided in the Exhibitor Service Manual and they will be delivered to the exhibitor's booth. All packages sent to Shepard's Advanced Warehouse or directly to the Music City Center will be subject to material handling. Packages sent to the Music City Center without proper labeling may result in loss and/or return delivery.

Pick-up by these carriers must be arranged by the exhibitor and each piece of freight must be labeled. Additional details will be provided in the Exhibitor Service Manual

Professional security guard service is provided for the perimeter of the exhibit hall and the Music City 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, and the Music City 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 going into storage;
  • Remove attendee badges when exiting the Music City Center.

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

Headquarters Office:

Address:

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

Email:

ToxExpo: 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 exhibit hall in the ToxExpo Sales Office.