Ancillary Meeting Application

Ancillary Meeting Application

Request Deadline: February 7, 2025

The deadline to submit an Ancillary Meeting request is February 7, 2025, or when all available meeting space is filled. Please carefully review all of the policies listed below and contact Emly Maradiaga (emly@toxicology.org) if you have any questions.

Policies:

Submit one application per function request (i.e., only submit one day/time request per application). You will receive an email acknowledging receipt of each space request.
In December 2024, you will receive an email confirming your room assignment and hotel contact information. All coordination, including food and beverage and audiovisual equipment requests, should be arranged directly with the hotel contact. Food and beverage orders must be finalized by February 14, 2025. The applicant is responsible for any fees or charges assessed by the hotel.
Space will be assigned on a first-come, first-served basis after all SOT functions have been placed. The 2025 SOT Annual Meeting Diamond Supporters receive priority in the space-assignment process.
SOT has the right to change space assignments at any time in the event of unforeseen schedule alterations.
SOT reserves the right to deny any Ancillary Meeting request from any organization whose goals or past actions are deemed counterproductive to those of the Society.
Please notify SOT of any cancellations or changes to your meeting up until the time of your event.
Ancillary Meetings may not take place during blackout periods, as designated by SOT. Please consult the list of blackout times before making your request for meeting space.
Events submitted before February 7, 2025 will be listed, if desired, in the 2025 SOT Online Planner and SOT Event App.

If your organization plans to host an off-property event, please email Emly Maradiaga (emly@toxicology.org), SOT ancillary function organizer, by February 7, 2025. The Society will provide a full listing of all SOT-related events to the city bureau and the SOT security team, INA Security, to ensure that everyone in Orlando is informed of all SOT Annual Meeting and ToxExpo events.

Contact

Contact Information

Organization

Position/Role

First Name

Last Name

Phone

Eligibility

(Click the dropdown arrow on the right side of this field, and then select all that apply.)

If other eligibility, please specify:

Function

Function Information

Function Name:

(As you would like it to appear in Annual Meeting materials. Max 150 characters. Example: “IUTOX Executive Committee Meetings”)

Description

Function to be listed in the SOT Annual Meeting materials:

NoYes

Function to be listed on the Hotel Reader Board:

NoYes

Estimated Number of People

Date

(The main days of the convention run from 3/17 (Monday) to 3/20 (Thursday). Remember to consult the blackout periods before submitting your request.)

Start Time

(All times use the 24-hour clock.)

End Time

Function Type

If other function type, please specify:

Room Setup

(Please note: this information is used for space assignment purposes only. Please make all setup arrangements directly with the hotel.)

If other room setup, please specify:

Audio/Visual Needs

(Click the dropdown arrow on the right side of this field, and then select all that apply.)

If other A/V needs, please specify:

Additional Comments

(Max 250 characters.)

Location Preference 1st

If off-site location, please specify:

(If you plan to host your event at another location outside of the complimentary ancillary hotel and would still like for it to be published in the SOT materials please specify the venue name and address.)

Location Preference 2nd

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