ADVERTISING OPPORTUNITIES 
Check back soon to see what opportunities will be available.
 
BOOTH AND CARPET CLEANING
Exhibit space cleaning will be at the expense of the exhibitor. Please use the cleaning order form included in the Exhibitor Service Manual (available in November). 
 
BOOTH DESIGN AND DISPLAY REQUIREMENTS
Refer to the Construction of Exhibit and Use of Space section of the 2025 ToxExpo Rules and Regulations for proper booth construction. Permissible drapes, furnishings, signs, and banners are required and at the discretion and expense of the exhibitor. Exhibitors proposing any alterations, including but not limited to island and end cap exhibit space and an 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 ToxExpo Senior Exhibits Manager for approval by February 17, 2025. 
 
BOOTH FURNISHINGS
Shepard has an extensive inventory of booth furnishings with discount rates available. Order forms can be found in the Exhibitor Service Manual (available in November). Standing on chairs, tables, or other rental furniture is strictly prohibited. Booth furniture is not to be used to hang booth materials or assemble/dismantle booth construction. SOT, Shepard, and the Orange County Convention Center cannot and will not be responsible for injuries or falls caused by the improper use of booth furniture. If assistance is required to hang signs or to assemble/dismantle your booth, please order labor in advance using the forms provided in the Exhibitor Service Manual (available in November). 
 
BOOTH PACKAGE (WHAT’S INCLUDED, NOT INCLUDED)
The following items are included in the ToxExpo booth package:

  • Back 'wall' (8-feet high) and side rails (3-feet high) made of fabric drape.
  • A single-line identification sign.
  • SOT Annual Meeting full-conference registration badges for exhibit booth personal to receive full access to ToxExpo, SOT's Scientific Sessions, Welcome Reception, and Awards Ceremony:
    • Commercial Exhibiting Organizations receive up to four (4) complimentary badges per 10'x10' exhibit space contracted.
    • Nonprofit and Government Agency Exhibiting Organizations receive up to two (2) complimentary badges per 10'x10' exhibit space contracted. 
  • Organization and product listing information in the SOT Event App and ToxExpo website.    
  • SOT Annual Meeting and ToxExpo registrant list (available in February) with name, organization, city, state, and country, including exhibitors, provided a few weeks before the event – list does not include email addresses.
  • Opportunity to host an Exhibitor-Hosted Session and request meeting space. 

The following items are NOT included in the ToxExpo booth package:

  • Furnishings such as carpet/flooring, tables, chairs, wastebasket, floral, etc.
  • Services such as audiovisual, electricity, labor, lead retrieval, and other exhibitor services.

Refer to the Exhibitor Service Manual (available in November) for more information and the proper order forms. 

CATERING 
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. 

CONCESSION AREAS
Food and beverages for purchase will be available in the ToxExpo exhibit hall. Coffee may be provided on Monday, Tuesday, and Wednesday morning in the exhibit hall. 
 
ELECTRICAL SERVICES 
Electricity is not provided complimentary by SOT or the Orange County Convention Center. Exhibitors using the Orange County Convention Center electrical outlets to provide electricity in an exhibit booth is prohibited. If electricity is needed for your booth, electrical service must be ordered from the SOT official electrical service provider.  Please use the electrical order form included in the Exhibitor Service Manual (available in November). 

ENHANCEMENT OPPORTUNITIES
Check back soon to see what opportunities will be available.
 
EXHIBIT HALL LOCATION
Orange County Convention Center, West Concourse, W Hall A1, W Hall A2, and W Hall A3. Main entrance will be through W Hall A2.
 
EXHIBIT HALL MOVE-IN (Tentative schedule: Hours are subject to change.)
Saturday, March 15 - 2:00 PM*–5:00 PM
Sunday, March 16 - 8:00 AM–5:00 PM
* Island booth move-in and installation may begin at 10:00 a.m. on Saturday, March 15.
Refer to the Show Information page in the Exhibitor Service Manual (available in November). Freight doors and entrance doors will be closed promptly at 5:00 p.m. on Sunday, March 16. All exhibits must be completely and properly set with acceptable flooring and empty containers must be tagged and set in the aisles. If acceptable flooring is not in place, carpet will be installed at the expense of the exhibitor.  
 
EXHIBIT HALL MOVE-OUT
Refer to the Show Information page in the Exhibitor Service Manual (available in November). Exhibitors who dismantle or begin to pack up their booths before 4:30 p.m. Wednesday, March 19 are subject to a loss of priority points and a one-year suspension of exhibit privilege. 
 
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 send a completed EAC notification form to Shepard and the ToxExpo Senior Exhibits Manager by February 14. The EAC notification form is included in the Exhibitor Service Manual (available in November). It is the exhibitor’s responsibility to remind their EAC that all services must be performed in accordance with the 2025 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 wristbands for exhibit hall access during installation and dismantling. EAC employees will be required to report to a designated labor entry area at the Orange County Convention Center to receive and wear the date-specific wristband, which must be worn while working in the exhibit hall. 
 
EXPOSITION SERVICES CONTRACTOR
Shepard Exposition Services (Shepard) is SOT’s official general exposition services contractor, providing booth furnishings, labor, and freight management services. Refer to the Exhibitor Service Manual (available in November) for order forms and contact information. During move-in, exhibit hours, and move-out, a Shepard service desk will be in the ToxExpo On-Site Exhibitor Services area in the exhibit hall to provide onsite orders and assistance. Shepard’s labor services include receiving shipments at the Orange County Convention Center loading dock; delivering exhibit materials to exhibitor booths; removing, storing, and returning empty crates and containers; and removing packed shipments from the booth and transferring to the outgoing carriers at the loading dock.  
 
GRATUTIES
Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for services rendered. Any attempt to solicit a gratuity by an employee for any service should be reported immediately to the ToxExpo Show Manager or Shepard’s show site manager.  
 
HEALTH AND SAFETY
The US Federal COVID-19 Public Health Emergency declaration ended on May 11, 2023, but SOT continues to monitor the advisories and guidelines of local, US, and world health advisory organizations. As such, the 2025 SOT Annual Meeting and ToxExpo will adhere to local and national health rules and guidance, as issued by governing bodies such as the US Centers for Disease Control and Prevention (US CDC) and the Florida Department of Health in Orange County. If those rules and guidance require specific policies and procedures associated with in-person meeting attendance, our Annual Meeting website and other Annual Meeting materials will be updated to inform registrants and potential registrants. 
 
INSURANCE
Refer to the Insurance section of the 2025 ToxExpo Rules and Regulations for details and requirements. All exhibiting organizations are required to maintain insurance coverage and submit a Certificate of Insurance to the ToxExpo Senior Exhibits Manager by February 21, 2025.  
 
INTERNET SERVICES 
SOT provides free wireless internet access in the Orange County Convention Center locations where SOT events are being held. Wireless network and sign on information will be provided. As wireless internet could lag during high demand periods, if you require high speed internet in your booth, it is recommended that you order wired, dedicated internet service. Please use the electrical and technology order form included in the Exhibitor Service Manual (available in November) to order these services. 
 
MARKETING OPPORTUNITIES 
Check back soon to see what opportunities will be available. 
 
MATERIAL HANDLING
Shepard has jurisdiction over the operation of all material handling equipment, all unloading and reloading, and handling of empty containers. All packages sent to the Shepard Advanced Warehouse or directly to the Orange County Convention Center will be subject to material handling. Packages sent to the Orange County Convention Center without proper labeling may result in loss and/or return delivery. Pick-up by freight carriers during move-out must be arranged by the exhibitor and each piece of freight must be labeled. 
 
MEETING AND EVENT SPACE OPPORTUNITIES 
Check back soon to see what opportunities will be available.
 
PARKING 
The Orange County Convention Center operates on-site vehicle parking at both their West and North-South Buildings. Additional parking is also offered at the Destination Parkway Garage. For more information, click here. 
 
REGISTRATION
Check back in August for details and how to register.  
 
RULES AND REGULATIONS
The 2025 ToxExpo Rules and Regulations contain important details regarding exhibitor responsibilities. Exhibitors accept the responsibility for informing their employees and agents of the rules and regulations and agree that they will abide by them as well.  
 
SECURITY
A professional security guard service is provided for the perimeter of the exhibit hall (not booths) on an around-the-clock basis beginning with the first day of move-in and continuing through move-out. SOT, Shepard, and the Orange County Convention Center are not responsible for loss or damage to exhibitor property. Exhibitors are advised not to leave any valuables (laptops, purses, etc.) overnight in the exhibit hall or in crates bound for exhibit hall storage.  
 
SHIPPING
Dates, rates, proper label information, and additional shipping and material handling details are included in the Exhibitor Service Manual (available in November).  Exhibitors are urged to verify the delivery of their freight before arrival in Orlando, as shipments may not be traced or delivered over the weekend. The Orange County Convention Center will not accept advance shipments of freight or materials prior to the contracted move-in date. Packages sent via USPS, UPS, Federal Express, or any other carrier going directly to the Orange County Convention Center must be sent to the attention of Shepard Exposition Services using the Direct Shipping Label provided in the Exhibitor Service Manual (available in November). All shipments delivered to the Orange County Convention Center after the official move-in date must be addressed to the attention of Shepard Exposition Services. Under no circumstances will C.O.D. deliveries be accepted by the Orange County Convention Center.  
 
SHOW MANAGEMENT CONTACT
General: SOT_Exhibits@toxicology.org
Senior Exhibits Manager Sandy Fridy,  sandy@toxicology.org, 703.438.3115 ext. 1615. 
Exhibits and Promotions Manager Tonja Morrow, tmorrow@toxicology.org, 703.438.3115 ext. 1454.
Exhibits Coordinator Haley Ebertz, haley@toxicology.org, 703.438.3115 ext. 1602.
 
STORAGE
Empty crates, boxes, and cartons must be ready for removal from the exhibit area by 5:00 p.m. Sunday, March 16. "Empty" stickers, which must be placed on all containers to be stored and returned at the close of the exhibit, will be available at the onsite Shepard service desk. Containers or skids without the "empty" stickers will be considered refuse and disposed of accordingly. 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 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 will assist exhibitors with exhibitors’ storage needs. 
 
VIOLATIONS
Exhibit booths will be inspected when exhibitor move-in ends at 5:00 p.m. Sunday, March 16. If your exhibit booth is in violation, a notification will be left in your booth with the violation noted. To avoid violation, refer to and comply with the 2025 ToxExpo Rules and Regulations and the IAEE Guidelines for Display Rules and Regulations, which are included in the Exhibitor Service Manual (available in November). A copy of the Booth Violation Notification will be available on-site during move-in at the ToxExpo Show Management Sales Office.  

Updated 5.10.2024