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 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 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's 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 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.
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 4:30 PM, Wednesday, March 22, will be subject to a loss of priority points and a one-year suspension of exhibit privilege.
APPLICATION OF 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 year of exhibiting, 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 company, SOT will use the higher number of points accumulated by either company. The Senior Exhibits Manager must be notified in writing of company mergers or acquisitions and include a public announcement of the transaction.
SPACE RENTAL FEES
August 5, 2022
August 6, 2022
Inline 10' x 10'
Corner and Island 10' x 10'
includes 4 full-conference registrations, per 100 square feet
Nonprofit* and Government Agency
August 5, 2022
August 6, 2022
Inline 10' x 10'
includes 2 full-conference registrations, per 100 square feet
*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.
All Nonprofit and Government Agency exhibit space assignments are made at the discretion of the Senior Exhibits Manager, generally in January.
TERMS OF PAYMENT
August 5, 2022 – 50% due
October 28, 2022 – 100% due
The 50% deposit for exhibit space must be received at SOT Headquarters by August 5, 2022. Exhibitors who pay the 50% deposit no later than August 5, 2022, will maintain the Early Rate Exhibit Space Fee. If the deposit is not received by August 5, 2022, or an exhibit space request is received on or after August 6, 2022, the rate will increase to the Standard Rate. Exhibit space requests made after the deposit deadline require the 50% deposit at the Standard Rate, and the balance is due upon receipt of the exhibit space confirmation and financial statement.
The final payment is due and payable on or before October 28, 2022, to fulfill the contractual obligation. Exhibit space requests made after October 28, 2022, must include full payment.
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 Exhibitor Service Center. Exhibitors are responsible for wire transfer fees. Once the payment has been processed you will receive a confirmation via email.
If payments are overdue, the space may be made available for general sale and the exhibitor will remain responsible for the outstanding balance. No exhibiting organization will be allowed to set up until all fees have been paid in full.
EXHIBIT SPACE CANCELLATIONS AND REDUCTIONS
Request for exhibit space cancellations or reductions is required in writing to the Senior Exhibits Manager.
Canceling exhibit space forfeits all exhibiting benefits, including complimentary SOT Annual Meeting registrations and opportunities to apply and present Exhibitor-Hosted Sessions and request meeting space. SOT has the right to cancel exhibitor hotel rooms and hotel room blocks held by the canceling organization. Reduction of island space dimensions may result in the relocation of the exhibit space. If any exhibitor cancels and the ToxExpo exhibit hall sells out of commercial exhibit space, the amount paid for the exhibit space will be refunded less an administrative fee of $300.
The following schedule and fees apply for exhibit space cancellations and reductions:
- On or before August 5, 2022 – The company is responsible to pay as liquidated damages an administrative fee equal to 10% of the total exhibit space fee canceled or reduced.
- Between August 6, 2022, and October 28, 2022 – The company is responsible to pay as liquidated damages an administrative fee equal to 50% of the total exhibit space fee canceled or reduced.
- After October 28, 2022 – The company is responsible to pay as liquidated damages an administrative fee equal to 100% of the total exhibit space fee canceled or reduced.
SOT reserves the right to alter an exhibitor's assigned space if it is deemed necessary in the best interest of the exhibition.
No subletting or sharing of exhibit space is permitted. Exhibitors may not release or assign any of their contracted exhibit 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 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.
UNCLAIMED EXHIBIT SPACE
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 exhibit space fee. No refunds or transfers of funds are permitted.
CONSTRUCTION OF EXHIBIT AND USE OF SPACE
Exhibitor is 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 (eight feet high) and side rails (three feet high) 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 to the International Association of Exhibitors and Events (IAEE) Guidelines and Display Rules and Regulations, which will be included in the Exhibitor Service Manual.
Exhibits must conform to the size of the space and must be arranged so as not to obstruct the view or interfere with other exhibits. 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 copy will not be permitted on the exposed area adjacent to a neighboring exhibit. Exposed and unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. If such draping is not ordered, the Senior Exhibits Manager will order Shepard, the general exposition services contractor, to install draping at the expense of the exhibitor.
Exhibitor proposing any alterations from these guidelines, including exhibit consisting of materials other than or in addition to pipe and drape exceeding eight feet in height, must first submit drawings or schematics of the proposed design to the Senior Exhibits Manager by March 1, 2023, for 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 through Shepard, the general exposition services contractor. All carpeting or flooring (either self-provided or ordered) must be in place by 5:00 PM, Sunday, March 19. If an exhibitor does not provide acceptable flooring for their booth the Senior Exhibits 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 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.
BOOTH PERSONNEL AND REGISTRATION
Exhibitors are requested to staff their booths during 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 company. Every ToxExpo exhibitor is required to register and wear an official SOT Annual Meeting and ToxExpo badge. Commercial exhibits receive four complimentary full-conference registrations per 100 square feet of exhibit space reserved. Nonprofit and Government Agency exhibits receive two complimentary full-conference registrations per 100 square feet of exhibit space reserved. Full-conference registrations for exhibitors include badges that allow exhibitors to enter the exhibit hall one hour before the hall opens and after it closes each day. These registrations will also allow exhibitors the opportunity to attend sessions, the Welcome Reception, and the Awards Ceremony as well as submit and present posters. Tickets for special events and CE Courses are an additional registration and charge.
Authorized contractor representatives allowed to install and dismantle displays as employees of an Exhibitor Appointed Contractor (EAC) will not need registration badges but will be issued date-specific identification wristbands for exhibit hall access during installation and dismantling. EAC employees will be required to report to a designated labor entry area at the Music City Center to receive must wear the date-specific wristband, which must be worn while working in the exhibit hall. Exhibitors using an EAC for installation and dismantling are required to provide a completed EAC form to Shepard by February 20, 2023. The EAC form is included in the Exhibitor Service Manual.
EXHIBITOR-APPOINTED CONTRACTORS (EAC)
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 employess is prohibited.
ToxExpo exhibitors are welcome to request visitor passes to the ToxExpo exhibit hall only for local, potential clients for either Tuesday, March 21, or Wednesday, March 22. Submit requests for one-day passes on your exhibiting company’s letterhead to the Senior 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 the Senior Exhibits Manager no later than one (1) week prior to the desired visiting day. The request 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 can be picked up at the registration counter on the day of the visitation by showing a valid form of photo identification. 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.
SOT and its officers, directors, trustees, employees, and agents, as well as the Music City Center'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 to Senior Exhibits Manager on or before March 1, 2023:
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. Exhibitor will provide copies of insurance policies or certificates of insurance upon request by SOT. Exhibitor agrees to waive all claims against SOT, its officers, directors, agents, and employees, the Music City Center, and the City of Nashville 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. 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 certificate, for the duration of the SOT Annual Meeting and ToxExpo.
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 outside the exhibitor's 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.
- 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 the SOT and that are priced at more than $10.00 each.
- Smoking of cigarettes, cigars, electronic cigarettes, or vaporizer in the exhibit hall, session rooms, and all public lobbies and corridors in the Music City Center.
- Distribution of food and beverage not purchased through the 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.
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 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 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.
Exhibitors must adhere to the following minimum exhibit space lighting guidelines:
- All lighting, fixtures, trusses, or overhead lighting are limited to the boundaries of 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.
- Lighting which is potentially harmful, such as lasers or ultraviolet lighting, must comply with facility rules and be approved in writing by the Senior Exhibits Manager.
- Lighting that spins, 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.
The storage of 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 day 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, the general exposition services contractor, will assist exhibitors with their storage needs.
The Fire Marshall will examine all exhibits and test construction and decorative materials prior to the opening of the exhibit hall. 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, no volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the Music City Center, Tennessee Fire Department's Fire Prevention Division, or insurance carriers, may be used in any booth.
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 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.
- Under NO circumstances are helium balloons, confetti, glitter, or rice prohibited in the Music City Center. Any costs incurred by Music City Center 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 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 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 Music City Center as their interests may appear.
- The cost to repair any damage to the Music City Center made by the exhibitor, its employees, or representatives will be billed to and paid by the exhibitor.
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
One prize drawing per exhibitor is allowed. Exhibitors are encouraged to advertise prize drawings on the bulletin boards placed on the exhibit floor. Each exhibitor may hang one 8.5" x 11" flyer. Exhibitors should submit the prize information to the Senior Exhibit Manager on Wednesday, March 22, to be included in an announcement over the public address system. The value of the prize may not exceed the $1,000 wholesale value.
OFFICIAL SERVICE VENDORS
Shepard is the official general exposition services contractor for the SOT Annual Meeting and ToxExpo. As such, the ToxExpo Exhibitor Service Manual will be provided by Shepard with the proper order forms for exhibitors to order furnishings, shipping, and material handling as well as electrical, audiovisual, and other services from SOT's other service vendors. Only these vendors will be authorized to contract ToxExpo exhibitors for the 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 Music City Center. The use of dollies, hand-trucks, and flat carts in the Music City Center 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 highly encouraged to send their exhibit materials in advance to the Shepard advanced warehouse prior to the event. The proper shipping labels and order forms are in the Exhibitor Service Manual. 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 the Senior Exhibits Manager. The use of SOT's identity is forbidden on signs inside or outside the exhibit area and on descriptive product literature. 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 the Senior Exhibits Manager. This rule applies before, during, and after the meeting.
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 Music City Center. Breach of the foregoing warranty shall be grounds for immediate revocation of the right to exhibit, without a 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.
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. Exhibitor agrees that SOT shall have no liability in connection with the foregoing.
Exhibitor assumes entire responsibility and hereby agrees to indemnify and hold SOT, the Music City Center, Shepard, and other official services 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 Music City Center, 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 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.
These rules and regulations become a 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 rules and regulations contained herein and full power to amend these and to make such additional terms and conditions as necessary for the proper conduct of the ToxExpo exhibits. All such decisions shall be binding upon each exhibitor. Any amendments and additional terms and conditions shall be equally binding on all parties affected as the original rules and regulations.
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.