Virtual 2021 ToxExpo Rules and Regulations

The purpose of the Society of Toxicology (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 the Society's members and meeting registrants are also considered acceptable. The character of the exhibit is subject to approval by SOT. 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, conduct of persons, etc.

The very foundation of the Society is to create a safer, healthier world by advancing the science of toxicology. To this end, the Society reserves the right to deny a booth request from any organization whose goals, objectives, or past actions are deemed counterproductive to those of the Society of Toxicology. Application for exhibit space is subject to the approval of the SOT Council.

Exhibitors, exhibit designers, communication and marketing firms, and/or any third-party agents agree to abide by the contract conditions published herein, as well as the Virtual 2021 SOT Annual Meeting and ToxExpo Policies.

Exhibitors receive one point for exhibiting in the Virtual 2021 ToxExpo. The 2020 SOT Annual Meeting and ToxExpo was shifted to a virtual event and one priority point was awarded to exhibitors in good financial standing.

Exhibitors will be contacted in Priority Point order to make their booth selection for the following year. In the case of company mergers, SOT will use the highest number of years exhibited in calculating priority points. After that, booths are sold on a first-come, first-serve basis. If an exhibitor does not exhibit for two or more consecutive years, their priority points will be returned to zero.

To participate in the Virtual 2021 ToxExpo, exhibitors must be in good financial standing. All payments are due no later than February 5, 2021. 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. Exhibitors paying by wire transfer are responsible for wire transfer fees. Contact Will Low for wire transfer details. An email payment confirmation will be sent once the payment has been processed by our accounting department. Exhibitors with an outstanding balance will not be granted access to the exhibitor virtual platform until accounts are settled.

Cancelling exhibitors are required to provide notice in writing to the Senior Exhibits Manager, Laura Helm. The date the exhibitor's written notice is received will be the official cancellation date. By canceling exhibit space, the canceling organization forfeits all benefits, including registrations which are part of the booth fee. No refunds will be provided for the Virtual 2021 ToxExpo.

It is mutually agreed that in the event the Virtual 2021 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 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 in the countries/states of origin of at least thirty percent (30%) of the attendees 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.

All booth materials are due by March 1, 2021, and are subject to review by SOT.

Prize drawings or giveaways should be in good taste and conducted in a dignified manner. The value cannot exceed $1,000.

The Exhibitor assumes entire responsibility and hereby agrees to indemnify and hold the Society of Toxicology, 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 mentioned parties is responsible, then the liability shall be apportioned between the parties based on their respective degrees of responsibility. 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 amounts paid by the exhibitor to SOT only pursuant to this contract, as an exclusive remedy.

The Rules and Regulations are intended to bring order and fairness to the medium. In addition to being subject to restriction or termination of an exhibit (see Eligibility for Exhibiting), exhibitors who violate regulations may be subject to the loss of priority points or suspension of exhibit privilege.

Reference may be made to the Virtual 2021 SOT Annual Meeting and ToxExpo on an exhibitor's advertising provided it is first approved by the Society. This rule applies before, during, and after the meeting. The Society of Toxicology name, acronym, logo, and meeting name are registered trademarks of the Society and may not be used without prior written permission.

SOT reserves the right to make changes, amendments and additions to these rules at any time, and all changes, amendments and additions so made shall be binding on the exhibitor with the provision that all exhibitors will be advised of any such changes. Any matters not specifically covered herein are subject to decision by SOT.