ToxExpo Rules and Regulations
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 Nashville Music City Center. Exhibitors accept responsibility for informing their employees and agents of these conditions and agree that they will abide by them as well.
ELIGIBILITY FOR EXHIBITING
The purpose of the Society of Toxicology 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 exhibits is subject to approval by the Society of Toxicology. 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.
The very foundation of the Society is to create a safer, healthier world by advancing the science and increasing the impact 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.
CONDITIONS OF CONTRACT
Exhibitors agree to abide by the contract conditions published herein and on the SOT website and by all conditions stipulated by the Nashville Music City Center. Exhibitors accept responsibility for informing their employees and agents of these conditions and agree that they will abide by them as well.
PRIORITY POINTS SYSTEM
Exhibit booth sales will be conducted on a priority point-based system. Exhibitors receive one point for each year of exhibiting, regardless of the number of booth spaces utilized. In the case of company mergers, SOT will use the highest number of years exhibited in calculating priority points. If an exhibitor does not exhibit for two or more consecutive years, their priority points will be returned to zero.
SPACE RENTAL FEES
Inline: 10' x 10' (Bound by Front Aisle Only) USD $2,300
Corner and Island: 10' x 10' (Bound by Front and Side Aisle) USD $2,500
Commercial booths include four full-conference registrations, per 100 square feet.
Nonprofit and Government Agency Exhibits*
Nonprofit Inline 10' x 10' USD $600
Government Agency Inline 10' x 10' USD $600
Nonprofit booths include two full-conference registrations.
*Institutes and other organizations that are nonprofit according to the US Internal Revenue Service receive a discount and must provide a copy of their tax-exempt certificate with their application for space. Booth assignments for nonprofit exhibitors are made at the discretion of the Exhibits Manager.
TERMS OF PAYMENT
August 5, 2022 - 50% due
October 28, 2022 – 100% due
The 50% deposit for booth space must be received at SOT Headquarters by August 5, 2022. If the deposit is not received, the space may be made available for general sale. Booth requests made after the deposit deadline require the 50% deposit paid upon receipt of the booth confirmation and financial statement.
The final payment is due and payable on or before October 28, 2022, 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. Exhibitors are responsible for wire transfer fees. Contact the Exhibits Manager for details. Once the payment has been processed you will receive a confirmation via email.
The Society reserves the right to alter an Exhibitor's assigned space if it is deemed necessary in the best interest of the exhibition.
If an exhibiting company merges with, is acquired by, or purchases another exhibiting company, the seniority accumulated by either company (whichever is highest) will be used. Exhibit Management must be notified in writing of such changes, including a public announcement of the transaction.
No subletting or sharing of exhibit space is permitted. Exhibitors may not release or assign any of their contracted booth space to another company.
NON-CONTRACTED EXHIBIT SPACE
Persons, companies, or organizations that 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 Nashville Music City Center, 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.
BOOTH SPACE CANCELATIONS OR SPACE REDUCTIONS
Request for exhibit booth cancelations or space reductions are required to provide written notice to the Exhibits Manager.
Canceling exhibit space, the canceling organization forfeits all benefits, including registrations which are included in the booth fee.
- Cancelations received before August 5, 2022, will pay 10 percent of the total booth space as liquidated damages to maintain the integrity and layout of the show floor.
- Cancelations received after August 5, 2022, and before October 28, 2022, will pay 50 percent of the total booth space as liquidated damages.
- Cancelations received after October 28, 2022, will pay 100 percent of the total contracted booth space fee as liquidated damages.
- If an exhibitor cancels and the exhibit hall sells out of for-profit exhibit space, the booth space fee will be refunded, less an administrative fee of $300.
Reduction of island space dimensions may result in relocation of the booth space. SOT may cancel exhibitor hotel rooms and/or hotel room blocks held by the canceling organization.
- Space reductions received before August 5, 2022, will pay 10 percent of the reduced booth space as liquidated damages so as to maintain the integrity and layout of the show floor.
Liquidated damages are payable to SOT and are not credited against the reduced booth space.
- Space reductions received after August 5, 2022, and before October 28, 2022, will pay 50 percent of the reduced booth space as liquidated damages.
Liquidated damages are payable to SOT and are not credited against the reduced booth space.
- Space reductions received after October 28, 2022, will pay 100 percent of the reduced booth space as liquidated damages.
Space not claimed and occupied by 8:00 AM on Monday, March 20, 2023, will be forfeited by the exhibitor, and the exhibitor will pay as liquidated damages 100% of the total contracted booth space fee. No refunds or transfer of funds are permitted.
ToxExpo Exhibitors are welcome to request visitor passes to the Exhibitor Hall only for local, potential clients on either Tuesday, March 21, or Wednesday, March 22. Submit requests for one-day passes on your exhibiting company’s letterhead to the Exhibits Manager and include:
- Request Date
- Day of visit request (Tuesday, March 21, or Wednesday, March 22)
- Visitor’s full name and email address
- Business address and phone number
Requests for visitor passes must be received by SOT no later than one (1) week prior to the desired visiting day. The request will be reviewed by SOT staff and our private security team. Once a decision has been made on the request, the requesting exhibitor will receive notice. The visitor can pick up their pass at the registration counter on the day of the visitation by showing a valid form of photo identification. Visitors will abide by SOT rules, regulations and policies.
All visitors’ information will be added to the SOT database for future reference. The Society retains the right to use this information to advance our mission of creating a safer and healthier world by advancing the science of toxicology.
CANCELATION OF MEETING AND EXHIBIT
It is mutually agreed that in the event the SOT Annual Meeting (and/or 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 Nashville, Tennessee, 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 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.
THIRD PARTY CONTRACTORS (EXHIBITOR APPOINTED CONTRACTOR)
Exhibiting companies using a third-party contractor must notify Show Management and the General Service Contractor using the appropriate forms (see Exhibitor Service Manual). It is the exhibitor’s responsibility to remind their third-party contractor that they are prohibited from soliciting other exhibitors.
Exhibitors utilizing independent contractors must provide Show Management with a certificate of insurance no less than US $1,000,000 by March 1, 2023. All certificates of insurance must name the Society of Toxicology as additional insured. Exhibitors are encouraged to take out a portal-to-portal rider available at a nominal cost on their own insurance policy. This will protect them against loss through theft, fire, damage, etc.
ANCILLARY EVENTS AND MEETING ROOMS
Exhibitors are permitted to conduct events that do not conflict with education or scientific sessions during the 2023 SOT Annual Meeting. Complete the Ancillary Meeting Request to secure space.
DISTRIBUTION OF SAMPLES AND GIVEAWAYS
All distributions either on the exhibit floor or at hotel(s) of business-like samples and giveaways is permitted 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
One prize drawing per exhibitor is allowed. Exhibitors are encouraged to advertise prize drawings on the bulletin boards placed on the show floor. Each exhibitor may hang one 8.5" x 11" flyer. Exhibitors should submit the name and item to show management on Wednesday, March 22, to be included in an announcement over the public address system. The value of the prize may not exceed $1,000 wholesale value.
CARPETING AND FLOORING
All exhibit space must be carpeted with one, solid piece of carpet or interlocking flooring. Area rugs, outdoor rugs, sheets, or bare concrete is considered unacceptable. Exhibitors are required to have all flooring or carpet (either self-provided or ordered) in place by 5:00 PM, Sunday, March 19. If an exhibitor does not carpet their booth the Exhibits Manager will order the General Service Contractor to lay carpet at the expense of the exhibitor. Carpeting or flooring can be provided by either the exhibitor or ordered through the General Service Contractor.
EXPOSED UNFINISHED SIDES
Exposed unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. If such draping is not ordered, the General Service Contractor, with the approval of Exhibit Management, will install draping at the expense of the exhibitor.
The Exhibitor assumes entire responsibility and hereby agrees to indemnify and hold the Society of Toxicology, the Nashville Music City Center, General Service Contractor, 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 the Society of Toxicology, the Nashville Music City Center, General Service Contractor 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 U.S. $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.
ENFORCEMENT OF RULES AND REGULATIONS
The Rules and Regulations of the Society of Toxicology Exhibits 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 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 4:30 PM, Wednesday, March 22, will be subject to a loss of priority points and/or a one-year suspension of exhibit privilege.
USE OF SOCIETY'S NAME, INSIGNIA, LOGO, OR ACRONYM
The use of the Society's name is forbidden on signs inside or outside the exhibit area and on descriptive product literature. Special exceptions apply: Reference may be made to the meeting as 2023 ToxExpo or the 62nd Society of Toxicology Annual Meeting (with location and dates) on the 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.
GENERAL CONDUCT OF EXHIBITS
The following practices are prohibited by the Society of Toxicology:
- Noisy electrical or mechanical apparatus interfering with other exhibitors.
- Operation of X-ray equipment.
- Canvassing or distributing any material outside the Exhibitor's own space.
- Subleasing of exhibit space (one company name per 10' x 10' booth).
- Billboard advertisements and/or display of signs outside the exhibit area.
- Soliciting participation in surveys or otherwise harassing registrants.
- 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 company) not approved by SOT and that are priced at more than $10.00 each.
- Exhibiting products/services to prospects before the opening of the show.
- Smoking of cigarettes, cigars, electronic cigarettes, or vaporizer in the exhibit hall.
- Distribution of food and beverage not purchased through the Nashville Music City Center.
- 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.
Solicitation beyond an exhibitor's booth, or by anyone other than approved exhibitors, is strictly prohibited.
The Exhibitor agrees to promptly remove from its exhibit space any person or item Show Management determines not to be suitable or in keeping with the character of the exhibition. Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors as well.
The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the 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. Exhibitors are requested to staff their exhibits during show 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 company.
Exhibitors should adhere to the following minimum guidelines when determining booth lighting:
- All lighting, fixtures, trusses, or overhead lighting are limited to the boundaries of the exhibit space.
- Lighting should be directed to the inner confines of the booth space and should not project onto other exhibits or show aisles.
- Lighting which is potentially harmful, such as lasers or ultraviolet lighting, should comply with facility rules and be approved in writing by SOT Show Management.
- Lighting that spins, rotates, pulsates and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event.
Fire regulations in the Nashville Music City Center prohibit storing product, literature, empty packing containers or packing materials behind the drape line.
EXHIBIT AND PUBLIC POLICY
- Each Exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention, and public safety while participating in this show. Compliance with such laws is mandatory and the responsibility of the Exhibitor.
- Materials used in all parts of the exhibit construction, together with curtains, draperies and other decorative materials must be flameproof as prescribed by the fire ordinance of the city. The Fire Marshal will examine all exhibits and test construction and decorative materials prior to the opening of the exhibit. No combustible materials such as crepe paper, tissue paper, cardboard or corrugated paper or board shall be used in construction of any part of an exhibit.
- 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 strictly prohibited. Anything necessary or proper for the protection of the building, equipment or furniture will be at the expense of the Exhibitor.
- 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 Nashville Music City Center 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 made good to the Society or the Nashville Music City Center as their interests may appear.
NASHVILLE MUSIC CITY CENTER RULES AND REGULATIONS
Exhibitor compliance with the Nashville Music City Center rules and regulations is mandatory. A copy of the rules will be included in the exhibitor service kit which will be sent to all exhibiting companies.
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the Nashville Music City Center, TN Fire Department's Fire Prevention Division, or insurance carriers, may be used in any booth. The use of any type of crepe or corrugated paper is prohibited. Please see complete fire regulations to be included in the exhibitor service kit.
AMENDMENT OF RULES
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 be advised of any such changes. Any matters not specifically covered herein are subject to decision by SOT.