Here is a quick reference list of key deadlines. For more information, refer to the SOT Annual Meeting Website, ToxExpo Directory, and the Exhibitor Services and Ordering Information webpage.
Monday, December 15: Reservation Deadline to Secure These Enhancement Opportunities:
· Past Presidents' 5K Fun Run/Walk
· San Diego Convention Center Digital Advertising
Wednesday, December 31: Reservation Deadline to Secure an EXPOsure Networking Nook (see Enhancement Opportunities)
Friday, January 23: Reservation Deadline for Enhancement Opportunities (not included above)
Saturday, January 31:
- Advertising and Marketing Art Files to SOT
- Booth Personnel Registration – Register booth personnel by this date to receive timely meeting details and access to self-serve on-site badge printing.
- ToxExpo Directory Content Changes – Content received now appears in the ToxExpo Directory and Online Planner (coming soon). Content received after January 31, 2026, will appear in the SOT Event App to attendees who accept Event App updates after the initial launch.
Friday, February 6: Hotel Reservations Through the Official SOT Annual Meeting and ToxExpo Housing Provider Connections Housing
Friday, February 20: First Day Freight Can Arrive at Shepard's Advance Warehouse Without a Surcharge – Proper Label Required
Monday, February 23: Exhibit Island, End-Cap, and Altered Booth Construction Drawings or Schematics to the ToxExpo Senior Exhibits Manager
Friday, February 27:
• Advance Rate Discount Deadline for Shepard and Encore Orders
• Exhibitor Appointed Contractor (EAC) Registration – Required for all Independent or Third-Party Contractors for Booth Installation and Dismantle
• Exhibiting Organization and Exhibitor Appointed Contractor Proof of Insurance (Certificate of Insurance) to ExhibitorInsurance.com
Monday, March 2: Advance Rate Discount Deadline on Electrical Orders
Friday, March 6: Advance Rate Discount Deadline on These Orders:
- Booth Cleaning
- Cable TV
- Internet
- Telephone
Friday, March 6:
- Last Day to Order Booth Catering to Avoid Late Fees
- Last Day to Order Floral at Published Prices
- Visitor Pass Requests to the ToxExpo Senior Exhibits Manager
Friday, March 13: Last Day Freight Can Arrive at Shepard's Advance Warehouse Without a Surcharge – Proper Label Required
Wednesday, March 18: Last Day Freight Can Arrive at Shepard's Advance Warehouse – Proper Label Required
Saturday, March 21: First Day Direct to Show-Site Shipments Can Arrive at the San Diego Convention Center – Proper Label Required
Updated 10.1.25