Program Description

The Exhibitor-Hosted Program (EHP) offers a unique opportunity for commercial partners to deliver educational presentations alongside other scientific sessions and events during the ACT Annual Meeting. These sessions allow exhibitors to engage with attendees while highlighting innovations, research developments, and technological advances in toxicology. Programs are evaluated based on their ability to provide content distinct from the official ACT Annual Meeting scientific agenda. The content must be educational, objective, and balanced. 
  • Exhibitor-Hosted Programs are 55-minute presentations scheduled for Sunday, November 16; Monday, November 17; Tuesday, November 18; and Wednesday, November 19, during the ACT Annual Meeting in Phoenix, Arizona.
  • Each session is open to all ACT Annual Meeting attendees and is held in a theater-style room at the JW Marriott Desert Ridge Hotel with seating for approximately 50 people.
  • Current exhibitors and Platinum Supporters are eligible to host a program and may apply to present one session per day.
  • The ACT Program and Education Committee reviews applications on a rolling basis. The application deadline is Monday, August 18, 2025, or until all timeslots are filled. 

Application Information

The application submission period is scheduled to open in late February 2025 and closes on August 18, 2025. There is no application fee but host organizations selected to present an Exhibitor-Hosted Program will be assessed $1,750 for each approved session.

Applicants must provide their contact information, session title (no more than 100 characters) to be used in all program materials, a 50-word session description that will appear in all official listings, a statement of educational needs/learning objectives, and three preferred dates and time slots from the program schedule.

Exhibitor-Hosted Programs Schedule:
  • Sunday, November 16, 12:00 Noon–12:55 PM
  • Monday, November 17, 7:00 AM–7:55 AM 
  • Monday, November 17, 12:00 Noon–12:55 PM
  • Tuesday, November 18, 8:00 AM–8:55 AM
  • Tuesday, November 18, 12:00 Noon–12:55 PM
  • Wednesday, November 19, 7:00 AM–7:55 AM
  • Wednesday, November 19, 12:00 Noon–12:55 PM

Exhibitor Rules and Regulations

  • An organization must be in good financial standing to apply to host an Exhibitor-Hosted Program.
  • Approved applications are assessed at a $1,750 opportunity fee per session. The fee includes:
    • Listing in the ACT Annual Meeting promotional materials, including a program description on the ACT website and in the Annual Meeting Event App. 
    • Sign placement outside the session room.
    • A meeting room is set Theater style for approximately 50 people
    • Head table for two (2), with a sanding podium and a skirted table
    • Audiovisual equipment: LCD projector, screen, and wired podium microphone. If additional equipment is required, a laptop and/or audio-visual equipment can be ordered at the exhibitor's expense. A point of contact will be provided with the approval notification.
  • Exhibitor-hosted programs are limited to one 55-minute session. 
  • Exhibitor-hosted programs are open to all ACT meeting attendees.
  • Organizations may order food and beverages for their session at their expense from the JW Marriott Desert Ridge Hotel catering services. Outside food and beverages are prohibited. The approval notification will provide a point of contact. Unless otherwise indicated, signed event orders are due 30 days before the event date.
  • Host organizations can purchase lead retrieval using a hand-held scanner or mobile app from ExpoTools, the ACT's official lead retrieval provider. Both services allow the host organization to scan session attendees' registration badges to collect contact information. However, attendees cannot be compelled or required to have their badges scanned to attend an Exhibitor-Hosted Program. All scanning should take place inside the meeting room. 
  • Exhibitor-Hosted Program organizers have the option to purchase a dedicated email broadcast, a hotel room drop for program promotion, and/or an Annual Meeting attendee list (physical addresses will be sent to a third-party mailing house for one-time use only; ACT does not provide access to email addresses) to send a postcard-style mailer to pre-registered Annual Meeting attendees. All promotional materials must receive prior approval.
  • ACT prohibits the on-site distribution of promotional materials beyond the host organizations' booth within the Exhibit Hall.
  • The ACT name and logo are the exclusive property of ACT. ACT reserves the right to review all mailings, promotional items, and activities to publicize any Exhibitor-Hosted Program. All related promotional materials should clearly state:
    • This program is an Exhibitor-Hosted Program. Although it is not officially part of the ACT Annual Meeting scientific program, the College permits its presentation.
  • Hazardous materials or live animal testing are prohibited during the sessions. Animal research must comply with the College’s Guiding Principles for Using Animals in Toxicology.
  • Each host organization is fully responsible for its Exhibitor-Hosted Program and agrees to hold ACT, its agents, and its employees harmless from any liability related to the session. By submitting the Exhibitor-Hosted Session application, ACT is released from all liability.
  • Cancellation requests must be submitted in writing to the ACT Exhibits Manager. For cancellations received before August 18, 2025, 50% of the session opportunity fee will be refunded. Note that ACT does not guarantee program removal from the meeting materials if cancellation is made after August 19, 2025.

  • Failure to comply with these guidelines may result in the cancellation of the Exhibitor-Hosted Program at any time without a refund of the opportunity fee.

Marketing and Promotion Activities

Beyond the promotional assistance provided by the ACT Rules and Regulations section, our exhibitors and Annual Meeting Supporters may rent the ACT Membership and Annual Meeting attendee mailing lists. These lists include postal mailing address labels sent to a third-party mail house for a fee. They are ONE-TIME USE and may not be reproduced for distribution. Email addresses and phone and fax numbers are not provided per the ACT privacy policy.
  • One sign may be placed outside the Exhibitor-Hosted Program room before the program starts and removed immediately after the session ends. The exact placement of signs will be at the discretion of our Event Management.
  • One sign may be placed in the host organization’s exhibit booth.
  • Flyers by the host organization may only be distributed from the organization’s exhibit booth. Personnel or agents may not distribute any literature related to the Exhibitor-Hosted Program on-site outside the confines of the organization’s booth.