Contracting exhibiting organizations, aka exhibitors, agree to abide by the contract conditions published herein and on the American College of Toxicology (ACT) website and all conditions stipulated by the JW Marriott San Antonio Hill Country Hotel and the official General Services Contractor (GSC) Alliance Exposition Nationwide (Alliance). Exhibitors accept responsibility for informing their employees and agents of these Rules and Regulations.
CHARACTER OF THE EXHIBITION: The American College of Toxicology exhibit program aims to further the registrants' education by providing an area for Exhibitors to present information about products or services pertinent to the professional interests of meeting attendees. All exhibitors agree to disclose any potential conflicts of interest. The College reserves the right to determine the eligibility of any organization based on the product or service offered and the right to restrict, prohibit, or evict any Exhibitor or product that, in the opinion of the College, detracts from the character of the exhibition or for any violation of the following Rules and Regulations. In the event of such restriction or eviction, the College is not liable for refunding exhibit fees or any other cost incurred by the Exhibitor. Violations of the Rules and Regulations may also result in loss of Exhibitor priority for space in future years.
APPLICATION FOR EXHIBIT SPACE: Organizations that have not exhibited at the ACT Annual meeting are subject to the approval of the American College of Toxicology Council, and ACT reserves the right to refuse applications not meeting the standards and relevance to the professional interests of ACT members and meeting registrants as required or expected. A completed application must include the required non-refundable deposit. By signing this contract, the exhibitor acknowledges and agrees to pay the deposit and any remaining balance in full, in accordance with the terms of this contract, as approved in the notification or invoice statement. Failure to make payments as required may result in forfeiture of exhibit space.
PRIORITY POINTS SYSTEM: Exhibit booth sales will be conducted on a priority point-based system. Commercial Exhibitors receive 1 point per exhibit year, regardless of the number of 8' x 10' exhibit spaces used. If an exhibitor does not exhibit for two or more consecutive years, their priority points will be returned to zero. In the case of a company merger or the acquisition of another exhibiting organization, ACT will use the higher points total accumulated by either organization.
- Booths will be assigned according to ACT's priority point system and at ACT's sole discretion.
- ACT reserves the right to relocate the Exhibitor's booth if necessary and in the best interest of the exhibition. ACT will inform exhibitors of the new exhibit space assignment prior to the dates of the exhibition.
SPACE ASSIGNMENT and SPACE RENTAL FEES: After the Priority Points sales process for returning exhibitors, remaining exhibit space will be assigned on a first-come, first-served basis, subject to availability.
2026 Exhibit Space Fee Options
Option 1: Full Payment (Standard Rate – No Increase)
- Full payment due February 15, 2026 to retain 2025 rates.
- For-Profit Commercial Booths:
- Inline: $3,000
- Corner: $3,250
- Includes: Two (2) Full Registration badges; 8’ high back and 3’ high side drape; 6’ draped table, two chairs, one wastebasket; 7" x 44" standard booth identification sign; Booth number floor stickers (as permitted by the hotel).
- Payments received after February 15, 2026 will incur a $300 contract/financial statement change fee.
Note: If Option 1 is selected but full payment is not received by February 15, 2026, the account will revert to Option 2 and a $300 contract/financial statement change fee will be applied. Your 50% non-refundable deposit must be received by February 15, 2026, to maintain your booth space, and the remaining balance must be paid no later than June 1, 2026.
Option 2: Two-Payment Plan (Adjusted Rate)
- 50% deposit due February 15, 2026; balance due June 1, 2026.
- Includes a $300 administrative fee
- For-Profit Commercial Booths
- Inline Booth: $3,300
- Corner Booth: $3,550
- If the full balance is not received by June 1, 2026, the exhibit space may result in forfeiture of booth space and payments made.
Nonprofit Booths (Qualified Nonprofit Organizations Only)
- Inline Booth: $2,750
- Includes: One (1) Full Registration badge; 8’ high back and 3’ high side drape; 6’ draped table, two chairs, one wastebasket; 7" x 44" Standard Booth Identification Sign; Booth number floor stickers (as permitted).
- Nonprofit booth assignments will be made after all for-profit exhibitors have been placed.
- Nonprofits wishing to select space during the priority process must register at the for-profit rate.
- Applications open April 1, 2026.
- 50% deposit due upon contract acceptance; balance due June 1, 2026.
- All applications are subject to ACT Council approval.
BOOTH CANCELLATION AND DOWNSIZING POLICY: In the event of booth cancellation or downsizing, the Exhibitor must notify the College in writing; otherwise, refunds will not be considered. ACT reserves the right to cancel any exhibitor contract if the contracted organization does not complete the Terms of Payment. Exhibitors cancelling or downsizing their exhibit space will be assessed a fee as liquidated damages for exhibit space based on the following schedule:
- On or before June 1, 2026—50% of the total exhibit space cost.
- Beginning June 2, 2026, 100% of the total booth fee.
Cancellation of exhibit space forfeits all exhibiting benefits, including complimentary ACT Annual Meeting registrations, opportunities to apply for and host Exhibitor-Hosted Programs, and any Ancillary Meeting space. If the exhibit space is canceled, the following will occur:
- The contract between the organization and ACT is canceled.
- ACT will remove the organization's online profile and listing from the ACT Exhibitor Directory and ACT Event App.
- The organization will also be expected to cancel all hotel rooms and associated room blocks for the ACT Annual Meeting.
- The organization will lose its exhibitor priority point for the event.
- The organization will lose its complimentary registrations.
The College reserves the right to cancel this contract in any event, on written notice to the applicant, if the College considers it inadvisable to hold the Exhibition. A cancellation fee may not be applied as a deposit for an exhibit booth for a future year.
EXHIBIT SPACE REDUCTIONS: Exhibitors reducing their exhibit space will be assessed a fee as liquidated damages for exhibit space reductions based on the following schedule:
- On or before June 1, 2026– 50% of the reduced exhibit space cost
- After June 2, 2026– 100% of the reduced exhibit space cost
GENERAL CONDUCT OF EXHIBITS: The general rule of the exhibit floor is “be a good neighbor.” To ensure a professional, respectful, and productive environment for all, the following practices are prohibited by the American College of Toxicology: 1) noisy electrical or mechanical equipment interfering with other exhibitors; 2) operation of X-ray equipment; 3) scanning attendee badges, canvassing, or distributing any material outside the contracted booth space; 4) subleasing, co-branding or sharing of exhibit space. Only the contracted Company name, website address, and exhibitor description may be used; 5) the use of billboard advertisements and/or display of signs outside the exhibit area; 6) soliciting participation in surveys or otherwise harassing registrants; 7) publicizing and/or promoting any extracurricular activities, inducements, demonstrations, or displays away from the exhibit area during the meeting and exhibit hours; 8) the wearing of unofficial badges, company nameplates, or other identifiers not approved by ACT; 9) photographing or examining another Exhibitor’s materials or equipment without permission; 10) the playing of copyrighted music without the proper licensing; 11) Prize drawings are allowed in exhibitor booths only. The value of a prize may not exceed $1,000; ACT must approve prizes in advance. Participating exhibitors will be responsible for informing registrants about the process for awarding their prize. All prizes must be collected by the winners in the participating exhibitor booth; 12) Use of live animals during the ACT Annual Meeting and Exhibition is strictly prohibited; 13) images of animals in distress in booth displays or marketing materials.
The use of open audio systems is discouraged. The Exhibits Manager must approve requests to use an open audio system, and the Exhibitor must agree to discontinue its use if the sound level is deemed to be objectionable to the registrants or adjacent Exhibitors. Exhibitors are requested to staff their exhibits during show hours with personnel attired in a manner consistent with the decorum of the meeting and knowledgeable about the products and policies of the company. Exhibitor agrees to promptly remove from its exhibit space any person or thing that the College determines not to be suitable or in keeping with the character of the exhibition. Relevant portions of the foregoing prohibited practices apply to non-exhibitors at all times.
Note: ACT Show Management may choose to provide an open audio system during the evening Poster Session Event, held on the exhibit floor, starting after 5:00 PM.
INSURANCE: Exhibitors using independent contractors must provide the College with a certificate of insurance for not less than $ 1,000,000 USD by October 30, 2026. All certificates of insurance must name the American College of Toxicology and the JW Marriott Hill Country, San Antonio, TX, as additional insured. Exhibitors must operate and maintain their exhibit so that no injury will result to any person or property. The exhibition location and the College take every reasonable precaution to safeguard and protect the Exhibitors’ property while at the exhibition. Exhibitors are encouraged to add a portal-to-portal rider to their insurance policy, available at a nominal cost. This will protect them against loss of their merchandise and displays due to theft, fire, or other damage while in transit and during the exhibition.
LIABILITY AND FORCE MAJEURE: Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and hold the American College of Toxicology, the JW Marriott San Antonio Hill Country Hotel (hereinafter referred to as "Hotel"), and its employees and agents harmless against all claims, losses, and damages to persons or property, government charges or fines, and attorneys’ fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof, excluding any such liability caused by the negligence of the Hotel, its employees and agents. In addition, the Exhibitor acknowledges that the American College of Toxicology and the Hotel do not maintain insurance covering the Exhibitor’s property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property damage insurance covering such losses by the Exhibitor. The College and the Hotel shall take reasonable precautions against damage or loss by fire, water, storm, theft, strikes, or other emergencies but do not guarantee or ensure the Exhibitor against loss by reason thereof. Force Majeure: In case the premises of the Hotel shall be destroyed or damaged, or if the show fails to take place as scheduled or is interrupted and/or discontinued, or access to the premises is prevented or interfered with by demonstration, reason of any strike, lockout, injunction, act of war, act of God, epidemic, pandemic, emergency declared by any government agency or by the College or for any other reason, this exhibit space application/contract may be terminated by the College. In the event of such termination, the Exhibitor waives all damages and claims for damages and agrees that the sole liability of the College shall be of returning to each Exhibitor the space payment less the prorated share of all costs and expenses incurred and committed by the College.
FLAMMABLE MATERIAL: No volatile or flammable fluids, substances, or materials prohibited by local ordinances, the Fire Prevention Bureau, or insurance carriers may be used in any booth. The use of crepe or corrugated paper is strictly prohibited.
EXHIBITION AND PUBLIC SAFETY POLICIES: 1) Each Exhibitor is charged with knowledge of all laws, ordinances, and regulations on health, fire prevention, and public safety while participating in this show. Compliance with such laws is mandatory for all exhibitors and is the sole responsibility of the exhibitor. 2) Materials used in all parts of exhibit construction, together with curtains, draperies, and other decorative materials, must be flameproof as prescribed by the fire ordinance of the city. The Fire Marshal will examine all exhibits and test construction and decorative materials before opening the exhibit. No combustible material such as crepe paper, tissue paper, cardboard or corrugated paper, or board shall be used in, or about, or in the construction of any exhibit or part of an exhibit at any time. 3) Nothing shall be posted, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. Anything necessary or proper to protect the building, equipment, or furniture will be at the expense of the Exhibitor. 4) No Exhibitor may allow an article to be brought into or permit any act to be done in the Hall/Hotel that will increase the premiums or void policies of insurance held by the College. No Exhibitor may permit any act by its employees, agents, or guests by which the premises of the Hotel shall be marred or defaced. 5) 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 College or the Hotel as their interests may appear. THIRD-PARTY CONTRACTORS (Exhibitor Appointed Contractor): Exhibiting companies wishing to utilize the services of third-party contractors must notify the College and the official General Service Contractor (GSC), Alliance Exhibition Services and return to the College and GSC by October 25, 2026. If the College and GSC do not receive this form by the deadline, it will be assumed that your company will use the services of the GSC. All exhibitors or appointed representatives are responsible for their paperwork. If exhibitors choose to use vendors other than the official vendors listed in the Exhibitor Service Portal and the General Service Contractor, it is the exhibitor's responsibility to remind all non-official contractors that there is NO SOLICITATION allowed in the exhibit hall or meeting rooms of the Hotel during the ACT Annual Meeting.
INSTALLATION OF EXHIBITS: Exhibits will be installed on Sunday, November 15, from 2:00 to 6:30 p.m. The official service contractor will make every effort to have all exhibit material in the booth and ready for set-up at the initial installation time. Exhibits must be set up by 6:30 p.m. on Sunday, November 15, 2026. This applies to single 8'x10' booths. Double booths may receive an earlier time frame, which will be determined before the meeting.
EXHIBIT HOURS: (hours subject to modification)
Monday, November 16
9:30 AM–6:30 PM
5:00 PM–6:30 PM: Poster Reception in Exhibit Hall
Tuesday, November 17
8:00 AM–4:30 PM
8:00 AM–9:00 AM: Breakfast Reception in Exhibit Hall
4:30 PM–6:30 PM Exhibitor Booth and Poster Dismantle
DISMANTLING OF EXHIBITS: Dismantling occurs Tuesday, November 17, 2026, from 4:30 PM–6:30 PM (overtime rates apply). All materials must be packed, ready, and removed from the exhibit area by 6:30 PM on November 17, 2026. The exhibitor shall be liable for all storage and handling charges for failure to remove the exhibit by the specified time and date.
BOOTH DESIGN, USE OF SPACE, STANDARD FURNISHINGS: Exhibitors will be provided with an 8’ high back drape, 3’ high side drape, 6’ draped table, two chairs, one wastebasket if requested, a 7" x 44" Standard Booth Identification Sign and booth number floor stickers (if permitted), per 8’x10’ booth rented. The display should be in good taste and in keeping with the show's general tone. The display should not interfere with or detract from adjoining exhibits. These provisions are subject to enforcement at the discretion of Show Management. Linear booths must confine their exhibits to not more than 8’ high along the back wall and no more than 4’ high along the side rail. However, linear exhibits may be structured above the side rail if the structure extends no more than 4’ forward from the back of the booth. Exceptions must be approved in writing by Show Management. Exposed and unfinished sides of the exhibit background must be draped to present an attractive appearance. If the Exhibitor is unavailable, the decorator, with the approval of Show Management, will provide draping deemed necessary and charge the Exhibitor. The exhibit hall is carpeted. Exhibitors will not be required to provide floor covering in their booth space, but may rent booth carpet through the General Service Contractor if they so choose. OFFICIAL GSC: Alliance Exposition Services is the official General Service Contractor (GSC). The GSC is selected for quality of service and pricing. Before the show, the GSC will send an email link to each Exhibitor that provides access to the online Exhibitor Service Kit, which includes information on furnishings, shipping and drayage, electrical, telephone, and other services.
EXHIBITOR FOOD AND BEVERAGE GUIDELINES: All food and beverages must be ordered through the official ACT Annual Meeting and Expo caterer. Items not purchased or approved through the caterer are prohibited. Orders are made directly between the exhibitor and the caterer. ACT is not financially or otherwise responsible for these orders. Food and beverages may be served only during exhibit hall open hours and within the exhibitor’s booth. Service in aisles or outside the booth is not permitted. All food stations must face the interior of the booth. ACT may assign specific times for booth catering service. All orders are subject to ACT approval.
REGISTRATION: Exhibitors must register booth personnel by logging into their ACT Expo Directory online profile, where instructions for online registration are available. Each booth must be staffed during open exhibit hours by personnel who are dressed professionally and knowledgeable about their organization’s products and services. All booth staff must register and wear the official ACT Annual Meeting badge, accompanied by the ACT-issued exhibitor ribbon. Badges must be picked up in person at the ACT Registration area during scheduled hours. Any modifications needed to the badge must be made by registration personnel at the Registration desk.
EXHIBIT HALL ACCESS: Access to the Exhibit Hall outside of exhibit hall hours is restricted to registered exhibitors only. Exhibitors who arrive during Sunday move-in hours but before the exhibit hall opens must check in at the ACT Registration Desk upon arrival. Entry will not be granted to any unregistered individuals. This includes Exhibitor Appointed Contractors (EACs) or any setup personnel; these individuals must be on file with Show Management and will receive a wristband at the Registration Desk to gain access to the hall.
Badges:
- Each badge will display the exhibiting organization’s profile name; no change to the organization name of an exhibitor will be accepted.
- Tickets for special events and CE Courses are an additional charge. All complimentary badges are for company personnel only.
- Complimentary Registrations: Commercial For-Profit Exhibitors: Receive up to 2 full-conference badges for company personnel per 80 sq. ft. of exhibit space. Nonprofit Exhibitors: Receive up to 1 per 80 sq. ft.
- To ensure timely access to the ACT Event App and self-service badge printing, all complimentary registrations and any changes must be submitted by November 1, 2026. Registrations received later may experience delays.
Additional Registrations & Courses:
Additional Registrations & Courses
- Extra badges and Continuing Education Courses can be purchased using the ACT Annual Meeting Registration website's online ordering page.
- ACT members pay the member rate; others pay the nonmember rate.
- A unique name and email address are required for each registered attendee to receive event updates, an official badge, and access to the Mobile Event App (available November 2026).
- Registered participants will be added to the ACT attendee list for meeting updates, badge pick-up info, and app access.
For additional information and resources, visit the 2026 ACT Annual Meeting website.
LICENSING/PERMITS
Exhibitors are responsible for obtaining all necessary licenses and permits to use music, photographs, or other copyrighted material. Exhibitors are also responsible for displaying all attributions required for their use of copyrighted material. Exhibitors are liable for and shall indemnify, defend, and hold the College, its directors, officers, employees, and agents harmless from all loss, claims, causes of action, suits, damages, liability, expenses, and costs, including attorney’s fees, arising from or out of any violation or infringement (or alleged violation or infringement) by exhibitor, its agents or employees, of any patent, copyright, trademark or other mark, trade secret rights or privileges.
Exhibitors or their agents shall not display or offer for sale any counterfeit product, nor shall they display, offer for sale, or advertise any products that bear the name, logo, mark, symbol or other indicia of origin of an organization or entity for which a licensing program exists, unless the respective license holder has authorized such display and/or its licensing agent. If the College believes that an exhibitor has violated the licensing agreement, the organizer shall be entitled to request removal of the unauthorized product. If the College is found liable for any licensing or infringement violation that arises from or relates to an exhibitor’s actions, that exhibitor agrees to indemnify the College.
These Rules and Regulations are deemed part of the exhibit space contract. Any matters not specifically covered by the Rules and Regulations shall be subject solely to the decision of the College. The College shall have full power to interpret, amend, and enforce these Rules and Regulations, provided any amendments, when made, are brought to the notice of Exhibitors. Each Exhibitor, for itself, its employees, and agents agree to abide by the Rules and Regulations and any amendments or additions in conformance with the preceding sentence. Rules and regulations are subject to change.
rev. 10.17.25