ADVERTISING AND MARKETING OPPORTUNITIES
Boost your brand by purchasing items from the Enhancement Opportunities Gallery, such as an SOT Event App banner ad, Stair Riser Stickers, Hand Sanitizer, or a Wi-Fi Welcome Page banner ad. Different items are available to meet your budget and to increase your exposure beyond the exhibit hall.
BOOTH AND CARPET CLEANING
Exhibit space cleaning will be at the expense of the exhibitor. Refer to the online ordering system, ExhibitorPro.
BOOTH DESIGN AND DISPLAY REQUIREMENTS
Refer to the Booth Design and Display Requirements Guide and the Construction of Exhibit and Use of Space section of the 2027 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 12, 2027.
BOOTH FURNISHINGS
The official General Service Contractor, Shepard Exposition Services, has an extensive inventory of booth furnishings with discount rates available. Refer to the Shepard online ordering system, ExhibitorPro. 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 Henry B. Gonzalez 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 assemble/dismantle your booth, labor can be ordered in the Shepard online ordering system ExhibitorPro. If assistance is needed with hanging signs, please contact Shepard.
BOOTH PACKAGE (WHAT’S INCLUDED, NOT INCLUDED)
The following items are included in the ToxExpo booth package:
- Back drape (8-foot high) and side draped rails (3-feet high).
- A single-line identification sign.
- SOT Annual Meeting full-conference registration badges for exhibit booth personal to receive full access to ToxExpo, Annual Meeting Scientific Sessions, Welcome Reception, and Awards Ceremony, as follows:
- 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 the ToxExpo Directory.
- SOT Annual Meeting and ToxExpo registrant list (available in February) – list does not include email addresses.
- Opportunity to host an Exhibitor-Hosted Session and request meeting space.
- Audio Visual Equipment
- Booth Cleaning
- Carpeting/Flooring
- Catering
- Electricity and Other Utilities
- Floral
- Furniture
- Labor
- Lead Retrieval
- Shipping and Material Handling
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 Henry B. Gonzalez Convention Center. Exhibitors using the Henry B. Gonzalez 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 Edlen, the SOT official electrical service provider. The electrical service order form can be found in the "Services" section of the Shepard online ordering system ExhibitorPro.
ENHANCEMENT OPPORTUNITIES
Peruse and purchase advertising items to boost your brand. You can also book meeting space at the Henry B. Gonzalez Convention Center and become a 2027 SOT Annual Meeting Supporter. Four-Hour Room Holds are available at the Henry B. Gonzalez Convention Center. All-Day Room Holds are available at the Grand Hyatt San Antonio, which is the SOT Headquarters hotel.
EXHIBIT HALL LOCATION
Henry B. Gonzalez Convention Center, Halls 2 & 3.
EXHIBIT HALL MOVE-IN (Tentative schedule: Hours are subject to change.)
Saturday, March 13: 2:00 PM*–5:00 PM
Sunday, March 14: 8:00 AM–5:00 PM
* Island booth move-in and installation may begin at 10:00 am on Saturday, March 13.
Freight doors and entrance doors will be closed promptly at 5:00 pm on Sunday, March 14. 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
For your safety and the respect of others, the dismantling of booths is not permitted prior to the official close of ToxExpo at 4:30 pm on Wednesday, March 17. Packing up early while the ToxExpo is still in progress is disrespectful to attendees and exhibitors still conducting business. Exhibitors who dismantle or begin to pack up their booths before 4:30 pm Wednesday, March 17, are subject to a loss of priority points and a one-year suspension of exhibit privilege.
EXHIBIT HALL OPEN (Tentative schedule: Hours are subject to change.)
Monday, March 15: 9:00 AM–4:30 PM
Tuesday, March 16: 9:00 AM–4:30 PM
Wednesday, March 17: 9:00 AM–4:30 PM
EXHIBITOR APPOINTED CONTRACTORS (EAC)
Exhibiting organizations using employees from an EAC, also referred to as an Independent or Third-Party Contractor, to install and dismantle displays must complete the Exhibitor Appointed Contractor registration in the Shepard online ordering system, ExhibitorPro, by February 12, 2027. Refer to the “Exhibitor Appointed Contractor (EAC)” section of the 2027 ToxExpo Rules and Regulations for more important information.
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 new Shepard online ordering system, ExhibitorPro. 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 on-site orders and assistance. Shepard’s labor services include receiving shipments at the Henry B. Gonzalez 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 2027 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 San Antonio Public Health Services. 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 2027 ToxExpo Rules and Regulations for details and requirements. A current COI must be sent to or purchased from ExhibitorInsurance.com by February 12, 2027. Exhibitors with current and acceptable COIs on file will be permitted to set up their booths. Exhibitors without the proper COI on file may be asked to provide a copy of their insurance policy or COI upon request by SOT.
INTERNET SERVICES
SOT provides free wireless internet access in the Henry B. Gonzalez Convention Center locations where SOT events are being held. The 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. The Internet service order form can be found in the "Services" section of the Shepard online ordering system ExhibitorPro.
LABOR
Refer to the Labor Rules and Regulations page in the Shepard online ordering system ExhibitorPro for information and guidelines on labor in San Antonio.
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 Henry B. Gonzalez Convention Center will be subject to material handling. Packages sent directly to the Henry B. Gonzalez Convention Center without the required labeling may result in loss or return delivery and a rerouting fee may be charged to the exhibitor. The Henry B. Gonzalez Convention Center will not accept packages at any time and will not be responsible for storing any exhibitor materials. Freight picked up after ToxExpo by any carrier must be arranged by the exhibitor and each piece of freight must be labeled. Additional details will be provided in the online ordering system ExhibitorPro.
MEETING AND EVENT SPACE OPPORTUNITIES
SOT will offer a variety of meeting space options for exhibitors in the Henry B. Gonzalez Convention Center and the Grand Hyatt San Antonio. More information on requesting meeting space will be on the SOT Annual Meeting website and the Enhancement Opportunities Gallery (coming soon).
PARKING
The Henry B. Gonzalez Convention Center offers several parking options. For more information, click here.
REGISTRATION
Registration instructions are located here. Refer to the Booth Personnel and Registration section of the 2027 ToxExpo Rules and Regulations for details and requirements. Important to note: All requests and changes to complimentary registrations must be received in January 2027, for the registrant to receive important meeting details and the SOT Event App download instructions prior to the meeting dates. Registrations received in February and March may be subject to a delay in receiving meeting details and the self-serve on-site badge printing option.
RULES AND REGULATIONS
The 2027 ToxExpo Rules and Regulations contain important details regarding exhibitor responsibilities. Exhibitors accept responsibility for informing their employees and agents of the rules and regulations and agree that they will abide by them too.
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 Henry B. Gonzalez 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 will be in the new Shepard online ordering system, ExhibitorPro. Exhibitors are urged to verify the delivery of their freight before arrival in San Antonio, as shipments may not be traced or delivered over the weekend. The Henry B. Gonzalez 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 Henry B. Gonzalez Convention Center must be sent to the attention of Shepard Exposition Services using the Direct Shipping Label. All shipments delivered to the Henry B. Gonzalez 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 Henry B. Gonzalez Convention Center. For more information, refer to the "Services" section in the Shepard online ordering system ExhibitorPro.
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
Senior 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 pm Sunday, March 14. "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 on-site Shepard service desk. Containers or skids without the "empty" stickers will be considered refuse and disposed of accordingly. Storage of packaging 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
Prior to the exhibition opening, ToxExpo Show Management will inspect all booths. 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 2027 ToxExpo Rules and Regulations, the International Association of Exhibitors and Events (IAEE) Guidelines and Display Rules and Regulations, and the Display Requirements and Booth Design Guide. For your reference, the Booth Violations notice will be available on-site during move-in at the ToxExpo Show Management Sales Office.
Updated 8.6.2026