Annual Meeting: March 10–14, 2024
ToxExpo: March 11–13, 2024

Salt Palace Convention Center, Salt Lake City, Utah

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2024 ToxExpo Rules and Regulations 

Contracting exhibiting organizations, hereafter 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 Salt Palace Convention Center. Exhibitors accept responsibility for informing their employees and agents of these Rules and Regulations. 

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 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 requires that all parties disclose any potential conflicts of interest. In addition, 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. SOT also reserves the right to cancel any organization’s exhibit space contract if potential conflicts of interest arise. 

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 the move-out date and time published by SOT will be subject to a loss of priority points and a one-year suspension of exhibit privilege. 

APPLICATION FOR 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 organization, SOT will use the higher number of points accumulated by either organization. The ToxExpo Senior Exhibits Manager must be notified in writing of company mergers or acquisitions and include a public announcement of the transaction.  

SPACE RENTAL FEES 

Commercial (includes 4 full-conference registrations, per 100 square feet)
Inline 10' x 10' = USD $2,700
Corner and Island 10' x 10' = USD $2,900 

Nonprofit* and Government Agency (includes 2 full-conference registrations, per 100 square feet)
Inline 10' x 10' = USD $700 

*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. 

Nonprofit and Government Agency exhibit space assignments are made at the discretion of the ToxExpo Senior Exhibits Manager, generally in January. Requests for exhibit space adjacent to or near other Nonprofit and Government Agencies must be sent in writing to the ToxExpo Senior Exhibits Manager before exhibit space assignment is made. Such requests will be considered but not guaranteed since the exhibit space assignments will be based on the available exhibit space at the time of the assignment. 

TERMS OF PAYMENT 

Exhibit space requests made on or before July 1, 2023, exhibitors may choose from these payment options: 

  • Option 1: 100% of the exhibit space fee paid online by credit card at the time of contract. 
  • Option 2: 50% of the exhibit space fee paid online by credit card at time of contract and remaining 50% to be paid by September 30, 2023.  
  • Option 3: 50% of the exhibit space fee to be paid by July 1, 2023, and the remaining 50% to be paid by September 30, 2023.

Exhibit space requests made between July 2, 2023, and September 29, 2023, exhibitors may choose from these payment options:

  • Option 1: 100% of the exhibit space fee paid online by credit card at the time of contract. 
  • Option 2: 50% of the exhibit space fee paid online by credit card at time of contract and remaining 50% to be paid by September 30, 2023.
  • Option 3: 100% of the exhibit space fee to be paid by September 30, 2023.

For exhibit space requests made after September 29, 2023, exhibitors may choose from these payment options:

  • Option 1: 100% of the exhibit space fee paid online by credit card at the time of contract.
  • Option 2: 100% of the exhibit space fee to be paid within thirty (30) days of invoice date.

If payments are not received by the deadline dates listed above or within thirty (30) days of the invoice date, SOT reserves the right to cancel the exhibitor’s exhibit space request and contract and assess the canceling organization a fee as liquidated damages as indicated in the “Exhibit Space Cancellations” section below. 

All outstanding account balances must be paid in full for exhibitors to receive their registration badges, to set up their booth, and participate in any SOT Annual Meeting and ToxExpo session or event. SOT reserves the right to deny any exhibitor access to the SOT Annual Meeting and ToxExpo if the account has an outstanding balance. 

All payments must be made in US currency either by credit card, organization check, or wire transfer. Credit card payments can be made online through the organization's Accounting/Financials page in the Service Center. If payment is made by wire transfer, the organization is responsible for any wire transfer fees. A confirmation email will be sent when a payment has been processed. 

EXHIBIT SPACE CANCELLATIONS 

SOT reserves the right to cancel any exhibitor contract if the Terms of Payment are not completed by the contracted organization. Request for exhibit space cancellation by an exhibiting organization is required in writing to the ToxExpo Senior Exhibits Manager. Organizations with canceled exhibit space will be assessed a fee as liquidated damages for exhibit space cancellations based on the following schedule: 

  • On or before July 1, 2023 – 10% of the total exhibit space cost 
  • Between July 2, 2023, and September 30, 2023 – 50% of the total exhibit space cost
  • After September 30, 2023 – 100% of the total exhibit space cost

Cancellation of exhibit space forfeits all exhibiting benefits, including complimentary SOT Annual Meeting registrations and opportunities to apply and host Exhibitor-Hosted Sessions and meeting space. If exhibit space is canceled, the contract between the exhibitor and SOT is canceled. SOT will then remove the exhibitor's online profile and listing from the ToxExpo website and SOT Event App. The organization will also be expected to cancel all hotel rooms and hotel room blocks, if held for the organization's personnel. The organization will also lose the exhibitor priority point for the event, and the SOT Council will be informed of the cancellation. In addition, future requests for ToxExpo exhibit space may require full payment at the time of contract. 

EXHIBIT SPACE REDUCTIONS 

SOT reserves the right to relocate any organization that reduces its exhibit space to any location in the ToxExpo exhibit hall as SOT deems necessary. Request for exhibit space reduction by an exhibiting organization is required in writing to the ToxExpo Senior Exhibits Manager. Organizations reducing exhibit space will be assessed a fee as liquidated damages for exhibit space reductions based on the following schedule: 

  • On or before July 1, 2023 – 10% of the reduced exhibit space cost
  • Between July 2, 2023, and September 30, 2023 – 50% of the reduced exhibit space cost
  • After September 30, 2023 – 100% of the reduced exhibit space cost

SPACE ASSIGNMENT 

SOT reserves the right to alter an exhibitor's assigned space if it is deemed necessary in the best interest of the exhibition. 

SHARING SPACE 

Exhibitor shall not assign, sublet, or share the whole or any part of the exhibit space contracted to them with another organization. Exhibitor agrees to limit the service and/or materials displayed in assigned exhibit space to those purveyed only by the exhibitor. 

NON-CONTRACTED EXHIBIT SPACE 

Representatives from organizations who 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 Salt Palace Convention 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 

Exhibit space not claimed and occupied by 5:00 p.m. on Sunday, March 10, 2024, 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 

Exhibitors are 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 with the International Association of Exhibitors and Events (IAEE) Guidelines and Display Rules and Regulations, which will be included in the Exhibitor Service Manual. 

Exhibits displays must conform to the size of the exhibit space contracted and must be arranged so as not to obstruct the view or interfere with other exhibits. No exhibit display may span an aisle with floor covering or roofing. 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 on banners and signs may hang directly above contracted island exhibit space. However, hanging/rigging banners or signs by exhibitors is prohibited. All rigging services must be ordered from Shepard Exposition Service, the general exposition services contractor. Corporate identification will not be permitted on the exposed area adjacent to a neighboring exhibit. Exposed and unfinished sides of exhibit displays must be draped to present an attractive appearance. If such draping is not ordered, the ToxExpo Show Manager will order Shepard to install draping at the expense of the exhibitor.  

Exhibitors 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 submit drawings or schematics of the proposed design to the ToxExpo Senior Exhibits Manager for approval by February 12, 2024. 

Exhibitors may order food and beverages for their booths if these guidelines are followed: 

  • All food and beverages must be ordered from the official caterer for the SOT Annual Meeting and ToxExpo. SOT prohibits the distribution of food and beverages not purchased through or approved by the official caterer.
  • All exhibitor-generated food and beverage orders are between the exhibiting organization and the official caterer.
  • SOT will not be financially responsible for any exhibitor-generated food and beverage order.
  • Exhibitors assume all liability for the food and beverages ordered for their booths.
  • Food and beverage orders for an exhibit booth may only be served during ToxExpo exhibit hall open hours and within the exhibitor’s booth. Food and beverages may not be given to attendees outside the exhibitor’s booth. All food stations and beverage bars must face the interior of the exhibitor’s booth. Service of food and beverage in the exhibit hall aisles is prohibited.
  • SOT reserves the right to assign specific time periods for when booth catering can be served.
  • All exhibitor-generated food and beverage orders are subject to SOT 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 p.m. Sunday, March 10, 2024. If an exhibitor does not provide acceptable flooring for their booth the ToxExpo Show 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 Salt Lake City, Utah, 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 fulfill 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 must staff their booth during the open 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 organization. Every ToxExpo exhibitor is required to register and wear an official SOT Annual Meeting and ToxExpo badge with the SOT-provided exhibitor ribbon. Commercial exhibiting organizations receive four (4) complimentary full-conference registrations per 100 square feet of exhibit space reserved. Nonprofit and Government Agency exhibiting organizations receive two (2) complimentary full-conference registrations per 100 square feet of exhibit space reserved. Full-conference registration badges allow entry into sessions, the Welcome Reception, and the Awards Ceremony as well as the opportunity to submit and present posters. Continuing Education (CE) courses and some special events are an additional registration. Exhibitors with full-conference registration badges and the SOT-provided exhibitor ribbon will be allowed to enter the exhibit hall during the scheduled exhibit hall move-in hours on Saturday, March 9, and Sunday, March 10 as well as the scheduled early access hours on show days. Exhibitors who arrive prior to the scheduled Saturday move-in time and request access to the Exhibit Hall will be directed to the Exhibit Hall’s loading dock for security check-in. Non-registered exhibitors will not have access to the Exhibit Hall prior to the scheduled move-in time on Saturday. For access to the Exhibit Hall, exhibitors must pick up their registration badge and exhibitor ribbon during the scheduled SOT Registration hours.

To register booth personnel, visit the ToxExpo website, select REGISTER BOOTH PERSONNEL under the CURRENT EXHIBITORS tab, login to the SERVICE CENTER, select EXHIBITOR REGISTRATION, and provide the name and unique email for each exhibitor registrant. A unique email is required for each exhibitor registrant to receive event communications, the official required badge, and access the Annual Meeting program event app (available February 2024). All requests and changes to complimentary registrations must be received by February 9, 2024, for the registrant to receive important meeting details and the SOT Event App download instructions prior to the meeting dates. Registrations received after February 9, 2024, may be subject to a delay in receiving meeting details and the self-serve on-site badge printing option. All registrants are encouraged to visit the SOT Annual Meeting website as a valuable resource.

EXHIBITOR APPOINTED CONTRACTORS (EAC) 

Exhibiting organizations 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 ToxExpo Senior Exhibits Manager and Shepard Exposition Services, using the appropriate form 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 the ToxExpo Rules and Regulations. The solicitation of other exhibitors by EAC employees is prohibited. 

EAC employees will not need full-conference registration badges but will be issued date-specific identification lapel stickers for exhibit hall access during installation and dismantling. EAC employees will be required to report to a designated labor entry area located at Hall C loading dock at the Salt Palace Convention Center to receive the date-specific lapel sticker, which must be worn while working in the exhibit hall. 

VISITOR PASSES 

ToxExpo exhibitors are welcome to request visitor passes to the ToxExpo exhibit hall only for local, potential clients for either Tuesday, March 12, or Wednesday, March 13. Exhibitors may submit a request to receive one-day passes on your exhibiting company's letterhead to the ToxExpo Senior Exhibits Manager and include: 

  • Request Date 
  • Day of visit request (Tuesday, March 12, or Wednesday, March 13)
  • Visitor's full name, email address, day-time phone number, organization name and address
  • Exhibiting Organization
    • Name
    • On-Site Contact name, email address, and day-time phone number

Requests for visitor passes must be received by the ToxExpo Senior Exhibits Manager on or before March 1, 2024. 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 will be given to the exhibiting organization's on-site contact for that person to give to their visitors. SOT's on-site registration will not hold or distribute visitor passes. 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. 

INSURANCE 

SOT and its officers, directors, trustees, employees, and agents, as well as the Salt Palace Convention 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 by February 16, 2024, to the ToxExpo Senior Exhibits Manager.

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. Exhibitors must provide copies of insurance policies or certificates of insurance upon request by SOT. Exhibitors must name themselves, the Society of Toxicology, and the Salt Palace Convention Center as well as any exhibitor appointed contractors, if applicable, in their insurance certificate, for the duration of the SOT Annual Meeting and ToxExpo. Exhibitor agrees to waive all claims against SOT, its officers, directors, agents, and employees, the Salt Palace Convention Center, and Salt Lake City 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. 

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 or solicitation outside of the assigned exhibitor booth.
  • Subleasing of exhibit space (one organization 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 organization) not approved by the SOT and that are priced at more than $10.00 each.
  • Smoking cigarettes, cigars, electronic cigarettes, or vaporizer in the exhibit hall, session rooms, and all public lobbies and corridors in the Salt Palace Convention Center.
  • Distribution of food and beverage not purchased through or approved by the SOT Annual Meeting and ToxExpo official caterer.
  • 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.

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 also applicable to non-exhibitors.

AUDIO SYSTEMS 

The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the ToxExpo 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. 

LIGHTING 

Exhibitors must adhere to the following minimum exhibit space lighting guidelines: 

  • All lighting, fixtures, trusses, or overhead lighting are limited to 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.
  • Potentially harmful lighting, such as lasers or ultraviolet lighting, must comply with facility rules and be approved in writing by the ToxExpo Senior Exhibits Manager.
  • Lighting that moves, 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.

STORAGE 

Storing 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 daily 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 with exhibitors' storage needs. 

FIRE REGULATIONS 

The Fire Marshall will examine all exhibits and test construction and decorative materials before the exhibit hall opens. 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, volatile or flammable fluids, substances, or materials of any nature prohibited by the local ordinances, the Salt Palace Convention Center, Salt Lake City Fire Department's Fire Prevention Division, or insurance carriers, may not 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.
  • Exhibitors using the Salt Palace Convention Center electrical outlets to provide electricity in an exhibit booth is prohibited. All electricity provided in an exhibit booth must be ordered from the SOT official electrical provider.
  • Under no circumstances are helium balloons, confetti, glitter, or rice permitted in the Salt Palace Convention Center. Any costs incurred by the Salt Palace Convention 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 prohibited. Anything necessary or proper for the protection of the building, equipment, or furniture will be at the exhibitor's expense.
  • 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 Salt Palace Convention 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 Salt Palace Convention Center as their interests may appear.
  • The cost to repair any damage to the Salt Palace Convention Center made by the exhibitor, its employees, or representatives will be billed to and paid by the exhibitor.
  • Exhibitor agrees not to bring children under the age of eighteen onto the exhibit floor during move-in on Saturday, March 9 and Sunday, March 10 and exhibit move-out on Wednesday, March 13 and Thursday, March 14.

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.

PRIZE DRAWINGS 

Prize drawings are allowed in exhibitor booths only. The value of a prize may not exceed $1,000. Participating exhibitors will be responsible for informing registrants of the process for which their prize will be given away. All prizes must be collected by the winners in the participating exhibitor booths. 

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 Salt Palace Convention Center. The use of dollies, hand-trucks, and flat carts in the Salt Palace Convention 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 encouraged to send their exhibit materials to the Shepard Advanced Warehouse before 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 SOT. 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 SOT. SOT branding is not allowed on product materials or giveaway items. These rules apply before, during, and after the meeting. Graphics to promote exhibitor participation will be available on the SOT Annual Meeting and ToxExpo websites in January. Request for name and identity usage is required in writing to the ToxExpo Senior Exhibits Manager. 

INTELLECTUAL PROPERTY 

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 Salt Palace Convention Center. Breach of the foregoing warranty shall be grounds for immediate revocation of the right to exhibit, without 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. 

LEGAL COMPLIANCE 

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. The exhibitor agrees that SOT shall have no liability in connection with the foregoing. 

LIABILITY 

Exhibitor assumes entire responsibility and hereby agrees to indemnify and hold SOT, the Salt Palace Convention Center, Shepard, and other official service 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 Salt Palace Convention 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 $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. 

GENERAL 

These Rules and Regulations become 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 that is contained herein and full power to amend these Rules and Regulations and make such additions as necessary for the proper conduct of the ToxExpo exhibits. 

AMENDMENT OF RULES 

SOT reserves the right to make changes, amendments, and additions to these Rules and Regulations 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 amendments and additional rules and regulations shall be equally binding on all parties affected. Any matters not specifically covered herein are subject to the decision by SOT. 

Updated:  2.16.24