Frequently Asked Questions
dates and hours? What are the Annual Meeting
Society of Toxicology
62nd Annual Meeting and ToxExpo
Nashville Music City Center
201 Rep. John Lewis Way South
Nashville, TN 37203
Annual Meeting Dates:
March 19, 2023— March 23, 2023
March 20, 2023— March 22, 2023
9:00 AM—4:30 PM
Exhibit Halls B —D (Level 3)
installation & dismantling? When is exhibit
ToxExpo Booth Installation
Saturday, March 18
TBD (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 on Sunday, March 19. 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 23 will be subject to a one-year suspension of exhibit privileges and/or loss of Priority Points. Any freight not picked up at 10:00 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.
reserve an Exhibit Booth? How do I
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.
cost? How much does an Exhibit Booth
Inline 10'x10' Booth (Bound by Front Aisle Only)
Corner 10'x10' Booth (Bound by Front and Side Aisle)
Not for Profit Booth
Not for Profit 10'x10' Booth
Nonprofit booths will be assigned in January on a space-available basis.
What is included in my booth rental?
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, one press release, and a 500-character description in their booth profile. Upgrades are available for purchase.;
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.
hotel reservations? How do I make
The Society of Toxicology has arranged for a hotel block that 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 Breeden.
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.
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
invitation letter? How do I request a formal
To request a formal invitation letter for visa purposes, please send an email to firstname.lastname@example.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 22 at Noon, and a signed copy of your registration confirmation will be provided.
If you require a letter of attendance prior to March 10 or require any further assistance from SOT for your US Travel Visa, please contact email@example.com.
independent contractor? Can I use an
Exhibit Management must be notified on or before February 27, 2023, in writing, if you intend to use an independent contractor.
Independent Contractors must:
- Perform services in accordance with exhibition rules and regulations;
- Not solicit business on the exhibit floor;
- Provide Exhibit Management with an original Certificate of Insurance of not less than US $1,000,000 by March 3, 2023, naming SOT as additional insured.
insurance certificates? Who must be named in
Exhibitors must name themselves, an independent contractor (if applicable), the Society of Toxicology and the Orange County Convention Center in their insurance certificates.
The Society of Toxicology has contracted with the vendors listed below for the 2023 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.
Official Service Providers? Who are the
The Society of Toxicology has contracted with vendors for the 2023 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. The list of approved vendors can be found in the Exhibitor Service Manual, which will become available in December.
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.
Exhibitor Service Manual
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 2022.
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 become available in December. These services can be ordered at the exhibitor's expense.
payments? When & where do I make
First 50% Deposit:
The 50% deposit for booth 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.
Booth requests made after August 5, 2022, will receive an invoice which is payable upon receipt.
The final payment is due and payable on or before October 28, 2022, to fulfill the contractual obligation.
Booth requests made after October 28, 2022, 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 firstname.lastname@example.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.
ship my materials to the Convention Center? How do I
Details on shipping deadlines, as well as the address for the Advanced Shipping Warehouse, will be available in the Exhibitor Service Manual in December 2022.
Shepard has 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 San Diego. 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 San Diego 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 the exhibitor and each piece of freight must be labeled.
security at ToxExpo? What is the status of
Professional security guard service is provided for the perimeter 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 San Diego Convention Center is 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 Convention Center.
concession stands be available at ToxExpo? Will
Food outlets will be open in the Convention Center on show days. Limited service will be available during installation and dismantling periods. Complimentary coffee will also be offered Monday, Tuesday, and Wednesday morning in the Exhibit Hall.
Show Management located? Where is
Society of Toxicology
11190 Sunrise Valley Drive, Suite 300
Reston, VA 20191
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.