Frequently Asked Questions

Society of Toxicology
58th Annual Meeting and 2019 ToxExpo
Baltimore Convention Center
1 West Pratt Street
Baltimore, MD 21201

Annual Meeting Dates:

March 10, 2019 - March 14, 2019

ToxExpo Dates:

March 11, 2019 - March 13, 2019
9:15 AM—4:30 PM
Exhibit Halls C-G

ToxExpo Booth Installation

Saturday, March 9
8:00 AM-1:00 PM (Island Booths Only)
1:00 PM-5:00 PM (All Exhibitors)
Sunday, March 10
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 on Sunday, March 10. If carpet/flooring is not in place, Show Management will order it at the cost to the exhibitor.

ToxExpo Booth Dismantling

Wednesday, March 13
4:30 PM-10:00 PM
Thursday, March 14
7:00 AM-9:00 AM
Exhibitors who dismantle before 4:30 pm, Wednesday March 13 will be subject to a one-year suspension of exhibit privileges and/or loss of Priority Points. Any freight not picked up at 9:00 am will be claimed by Shepard Exposition Services and returned to their warehouse. It will be shipped back to the exhibitor at the cost of the exhibitor.

Returning Exhibitors

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

Before requesting a booth, 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 them promptly.

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

For Profit Booth

Inline 10'x10' Booth (Bound by Front Aisle Only)
USD $2,300

Corner 10'x10' Booth (Bound by Front and Side Aisle)
USD $2,500

Not for Profit Booth

Not for Profit 10'x10' Booth
USD $600
Nonprofit booths will be assigned in January on a space-available basis.

  • 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;

  • For Profit Exhibitors: Four complimentary full-conference exhibitor badges per 10' x 10' booth. Badges provide full access to SOT's Scientific Sessions, Welcome Reception, and Awards Ceremony;

  • Non-profit Exhibitors: Two complimentary exhibitor badges per 10' x 10' booth. Badges provide full access to SOT's Scientific Sessions, Welcome Reception, and Awards Ceremony;

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

  • Complete company and product listing information in the SOT Mobile Event App and ToxExpo website, including five product/service category listings;

  • Around-the-clock search capability on the Annual Meeting/ToxExpo website;

  • Opportunity to host a hospitality event/ancillary event and;

  • The opportunity to host an Exhibitor/Supporter-Hosted Session.

Please note: All ToxExpo exhibit booths are required to have one continuous piece of carpet OR flooring. This is not included in your booth rental. Carpeting/flooring is an additional expense to the exhibitor.

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

Connections Housing is SOT’s 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 these 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 Annual Meeting. 

Connections Housing, as well as all of SOT's official service providers, does not 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 Heidi Prange.

Beware of Pirates

Below are housing pirates that are not affiliated with SOT and are not sanctioned by SOT to offer housing for the Annual Meeting and ToxExpo. Use them at your own risk. 

CBS International
Convention Expo Travel
Convention Hotel Management
Convention Housing Authority
Convention Housing Services
Corporate Booking Services    
Events Plus Corporation
Exhibit Transfer, Inc., 
Exhibition Housing Services
Exhibition Housing Management
Global Housing and Lodging Services
Global Housing and Travel Services    
Global Housing Corporation
Global Travel Partners
HLS Global National Travel Associates
National Travel Associates
Show Coordinators
TravelEra

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.

Letter of Attendance

If you require a letter or certificate of attendance for Visa purposes, this can be provided to you at the on-site registration desk. Please visit the desk after Tuesday, March 12 at Noon, and a signed copy of your registration confirmation will be provided.

If you require a letter of attendance prior to March 12 or require any further assistance from SOT for your US Travel Visa, please contact sothq@toxicology.org

Exhibit Management must be notified on or before February 28, 2019, in writing, if you intend to use an independent contractor.

Independent Contractors must:

  1. Perform services in accordance with exhibition rules and regulations;
  2. Not solicit business on the exhibit floor;
  3. Provide Exhibit Management with an original Certificate of Insurance of not less than US $1,000,000 by February 28, 2019, naming SOT as additional insured.

Exhibitors must name themselves, an independent contractor (if applicable), the Society of Toxicology and the Baltimore Convention Center in their insurance certificates.

The Society of Toxicology has contracted with the vendors listed below for the 2019 Annual Meeting, to provide services to ToxExpo Exhibitors. These service providers have been vetted and approved by the Society. It is permissible to contract with outside vendors at your own risk.

Approved vendors will be added to the below list as planning for the Annual Meeting progresses. Please check back regularly for updates.

The Society of Toxicology has contracted with the vendors listed below for the 2019 Annual Meeting, to provide services to ToxExpo Exhibitors. These service providers have been vetted and approved by the Society. It is permissible to contract with outside vendors at your own risk.

Approved vendors will be added to the below list as planning for the Annual Meeting progresses. Please check back regularly for updates.

SERVICE VENDOR EMAIL PHONE
General Service Contractor (carpet, labor, shipping) Shepard Exposition Services customerservice@shepardes.com -
Housing Connections Group Housing jay@connectionshousing.com 1.800.262.9974
... ... ... ...

On Site Services

A service desk will be staffed during installation and throughout the meeting. The desk is located in the rear of the Exhibit Hall and can provide assistance with verification or adjustments of orders for labor, furniture, 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, 2018.

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

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

Payment Deadlines

First 50% Deposit:

The 50% deposit for booth space must be received at SOT Headquarters by July 6, 2018.

If the deposit is not received by July 6, 2018, the space may be made available for general sale.

Booth requests made after July 6, 2018 will receive an invoice which is payable upon receipt.

Final Payment:

The final payment is due and payable on or before October 26, 2018, to fulfill the contract obligation.

Booth requests made after October 26, 2018, will receive an invoice which is payable 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. 

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.

All payments must be satisfied prior to exhibitor move-in beginning on Saturday March 9, 2019.

Details on shipping deadlines, as well as the address for the Advanced Shipping Warehouse, will be available in the Exhibitor Service Manual in December, 2018.

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 Baltimore. 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 Baltimore 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.

Professional security guard service is provided for the perimiter of the Exhibit Hall and 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, the General Service Contractor and the Baltimore 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 store anything of value in crates going into storage;
  • Remove attendee badges when exiting the Convention Center.

Food outlets will be open in the Exhibit Hall on show days. Limited service will be available during installation and dismantling periods. Complimentary coffee will also be offered each morning in the Exhibit Hall.

Download

The 2019 Mobile Event App will be available beginning in February 2019. The App is free to download, but only registered attendees of the 2019 Annual Meeting will receive a log in.

The Mobile Event App is available for download in the App Store or Google Play for use on your smart phone or other mobile device. For use on another device such as a Windows phone or desktop, a desktop version can be accessed through our SOT website.*

*Mobile App page coming January 2019

Log In

When you are registered for the SOT Annual Meeting, an email address will be included with your name and other information. This email address will be your username for the Mobile Event App, and your password will be unique to you. Your username and password will be included in your registration confirmation.

If you and another attendee are registered under the same email address, you will be unable to access the Mobile Event App.

Please utilize our password retrieval tool on the Mobile Event App login screen if you have forgotten your password. If the password retrieval tool is unsuccessful, or if you have further questions, please contact will@toxicology.org.

Use

Navigate the tiles on the main page to access the Mobile Event App's many features. Floorplans for the convention center, program times and locations, exhibitor information and more are available on the app.

All ToxExpo Exhibitors are featured in the Mobile Event App with a company description of up to 500 characters, product and service categories that define that organization, and general company information. To update your company profile please visit the Exhibitor Service Center and enter the 'Exhibitor Profile' section.

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
SOT HQ: sothq@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.