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118th MVMA Annual Meeting
Exhibitor Prospectus

February 5-7, 2015
Hilton Minneapolis
Minneapolis, Minnesota

 

Register Online Exhibit Hall Map
Exhibitor Kit Download 2015 MVMA Exhibitor Registration Form View 2014 Attendance Numbers

 

The 118th Annual Meeting and convention of the Minnesota Veterinary Medical Association will bring an outstanding program of continuing education and great opportunity for exhibitors to connect with veterinarians, veterinary technicians, hospital staff, and veterinary students.

Features of the meeting include:

  • The convention will be held back at the Hilton Minneapolis Hotel with a $99 room rate with free parking for those staying at the hotel. A map of the exhibit hall can be viewed by following the link above. Exhibits will be open on Thursday, Friday and Saturday, February 5 - 7, 2015.
  • Coffee and refreshments will be provided throughout the day at various locations in the exhibit hall.
  • AGAIN in 2015! - Exhibitors get 2 complimentary lunches per single booth space both Thursday and Friday.
  • AGAIN in 2015 our service contractor will offer a SPECIAL table and chair discount rate.
  • An Exhibitor's Big Band Jazz Event will be held Friday, February 6th from 5:30 - 8:00.

Please contact the MVMA office at 651-645-7533, or email Kelly at kellya@mvma.org with any questions, suggestions or feedback regarding the convention. Room reservation information for the Hilton will be forthcoming.


NAME OF ASSOCIATION
Minnesota Veterinary Medical Association, 101 Bridgepoint Way, Suite 100, South Saint Paul, Minnesota 55075, 651-645-7533, Fax 651-645-7539, www.mvma.org.

NAMES AND TITLES OF KEY PERSONNEL
Dr. Jennifer Schurrer - CE Committee Chair
Dan Tjornehoj – Executive Director/CEO
Kelly Andrews - Assistant Director
Yan He - Membership, Marketing and Event Coordinator
Melissa Timm - Administrative Assistant

2015 CONVENTION DATES
February 5 - February 7, 2015

CONVENTION HOTEL
The convention is being held at the Hilton Minneapolis, 1001 Marquette Avenue South, Minneapolis, MN 55403. (View mapquest). You may book your reservation by calling their toll free number 888-933-5363 or online at Online Hotel Reservations. Rooms are $99 and include complimentary parking for one vehicle per night. Please request the group rate for the MN Veterinary Medical Association or the group code MVM.

EXHIBIT HOURS
Grand Opening - Thursday, February 5th, 12:00 noon
12:00 noon - 5:30 pm, Thursday, February 5
8:00 am - 5:30 pm, Friday, February 6
5:30 pm - 8:00 pm, Exhibitor's Event - Friday, February 6
8:00 am - 2:00 pm, Saturday, February 7

The times listed may change, you will be notified.

EARLY BIRD EXHIBITING COSTS
The cost of exhibits is $1,350 for a single booth, $2,300 for a double booth and $3,400 for a triple booth. Please register by December 31, 2014.

REGISTRATION AND BOOTH PAYMENT
The MVMA must receive registrations with full payment no later than December 31, 2014. The deadline for the annual meeting program listing is January 2, 2015. The program listing all education sessions and activities scheduled during the convention will be available at registration. Up to two exhibitors who are DVMs and directly employed by exhibiting company/organization may attend education sessions at no additional cost.

No space may be reserved except through the Executive Director of the Association and in accordance with instructions noted in this prospectus. No booth may be subleased except with the consent of the Executive Director.

Mail registrations to: Minnesota Veterinary Medical Association, 101 Bridgepoint Way, Suite 100, South St. Paul, MN, 55075, fax 651-645-7539.

EXHIBIT SET-UP AND REGISTRATION
Set-up - Wednesday, February 4, 2015 from 12:00 noon - 5:00 pm and Thursday, February 5, 2015 from 6:00 - 11:00 am. Registration for exhibitors is at the registration desk during these hours. Name tags will be provided according to the names listed on your registration form. Exhibiting companies may only have direct employees of their company in the exhibit booth. Please call the MVMA office with any name badge changes prior to set-up.

EXHIBIT DISMANTLING
Saturday, February 7. No exhibits may be removed prior to 2:00 pm.

BOOTH DESCRIPTION
Single booths will be standard in-line measuring 8' x 10'. No obstructions to the sides of the booth above the height of 36 inches are permitted. Booth drapes will be royal blue, white & black. The exhibit floors are carpeted. A single booth can be reserved for one company/organization, no sharing of booth space by companies/organizations is allowed. Exhibitors may only have direct employees of their company in the exhibit booth.

ASSIGNMENT OF BOOTHS
Preference will be given to MVMA Supporting members (you also receive a 5-10% discount on booth fee) and to annual meeting sponsors (Call or email kellya@mvma.org to discuss either or click here for Supporting Member information and application). Early registrants will receive priority over late registrants. Booth assignments will be made after December 20, 2014.

EXHIBIT HALL ADMITTANCE/BADGES
Exhibitors must furnish the MVMA with an advance list of all their representatives. Badges will be required to be admitted into the exhibit hall for all convention attendees, including exhibitors. Exhibitors may only have direct employees of their company in the exhibit booth. Manufacturer's Representative exhibit hall day-passes are available for $200.

RELOCATION
The MVMA retains the right to change exhibitor locations for causes beyond the control of the Association or if it becomes advisable in the best judgment of the MVMA's executive director. All such changes will be discussed with the exhibiting company first.

INAPPROPRIATE EXHIBITS
The MVMA reserves the right to deny booth space to any company whose products do not contribute directly to the meeting registrants' medical practice or professional needs.

EXHIBIT REGULATIONS
The MVMA reserves the right to close any exhibit that conducts itself in an objectionable manner or infringes upon the rights and privileges of other exhibitors.

SPACE CANCELLATION
a) if an exhibitor cancels space prior to November 1 the Association will retain 10% of booth fee.

b) if an exhibitor cancels space between November 1 and December 1the Association will retain 50% of the booth fee.

c) if an exhibitor cancels space between December 1 and January 1 the Association will retain 75% of the booth fee.

d) if an exhibitor cancels space after January 1 the Association will retain 100% of the booth fee.


  

SERVICE CONTRACTOR
Brede Exposition Services has been selected as the official service contractor for the MVMA 2015 Annual Meeting. Brede Expo will send out an exhibitor service kit by Oct. 31. that will feature a Show Special Package, Exhibit Information and additional services and/or furniture rental options. Please review the kit and contact the customer service rep from Brede Exposition Services assigned to your event, Bobbi Snider, at 612-378-6516 or bsnider@brede.com with any questions or to place an order.

MATERIAL HANDLING SERVICES
Brede Exposition Services will warehouse and transfer all exhibits directed to them in and out of the exhibit area through their advanced to warehouse material handling service. All correspondence, including securing material handling services, bills of lading, notices of shipments, and phone calls should be directed to Bobbi Snider, at 612-378-6516 or bsnider@brede.com at Brede Exposition Services. Exhibitor equipment is not covered by Brede Exposition Services insurance. If insurance is desired, the exhibitor must secure it. Services provided by Brede Exposition Services includes: receipt of inbound shipments at advanced warehouse, delivery to exhibitor's booth, removal of empty containers, return of empty containers once show breaks, removal of shipment and release to carrier. We strongly recommend that exhibitors use Brede Exposition Services for shipping of all of their materials. The Hilton Hotel does not have any storage space for crates.

LABOR
Labor for unpacking, repacking, shrink wrapping, banding and labor assistance to set up displays and/or dismantle displays will be available at prevailing rates.

SPECIAL SERVICES
Any special services such as rental of furniture, signs, carpentry work and material handling may be secured from our exhibit contractor, Brede Exposition Services, 2211 Broadway Street NE Minneapolis, MN 55413 phone number 612-378-6524. All details should be arranged early to minimize confusion and charges for overtime labor.

ELECTRICAL SERVICE
Electrical service will be handled by Hilton Minneapolis Hotel. You will find information, costs and an order form here ELECTRIC SERVICE ORDER FORM. NOTE - 2015 SPECIAL RATE AVAILABLE UNTIL JANUARY 15, 2015, INTERNET AND ELECTRICAL SERVICE FOR $175; $100 INTERNET AND $75 ELECTRICAL SERVICE. This is almost a 50% SAVINGS. YOU DO NOT NEED YOUR BOOTH NUMBER TO ORDER NOW, LEAVE BOOTH NUMBER FIELD BLANK. ORDERS RECEIVED BY THE HILTON MINNEAPOLIS HOTEL IN ADVANCE OF THE SHOW will be serviced before on-site requests.

TELEPHONE/HIGH SPEED INTERNET HOOK-UP
Temporary phone hook-up and internet access in exhibitor booths is being handled by the Hilton Minneapolis Hotel. Please fill out INTERNET SERVICE FORM, and return it to the Hilton. NOTE - 2015 SPECIAL RATE AVAILABLE UNTIL JANUARY 15, 2015, INTERNET AND ELECTRICAL SERVICE FOR $175; $100 INTERNET AND $75 ELECTRICAL SERVICE. This is almost a 50% SAVINGS. YOU DO NOT NEED YOUR BOOTH NUMBER TO ORDER NOW, LEAVE BOOTH NUMBER FIELD BLANK.

LIABILITY
The Minnesota Veterinary Medical Association, and the Hilton, are not responsible for injury to persons or damage to/or loss of property. Neither the Hilton nor the legal entities that own, lease and/or operate the Hilton, the MVMA, nor their members, officers, directors or employees shall be responsible or liable for injury to any person or persons or for loss of or damage to any property belonging to the exhibitor or any person or persons. The exhibitor assumes complete responsibility and liability for all loss, damage, or destruction of the property of the exhibitor, their guests and all property upon the premises in their behalf. The exhibitor also assumes all responsibility and liability for all injury to any and all persons or property in any way connected with the exhibitors display caused by: the exhibitor, agents, representatives or employees. The exhibitor indemnifies and agrees to hold harmless the MVMA, the Hilton Hotel and the legal entities which own, lease and/or operate the Hilton Hotel, their members, officers, directors and employees against any and all liability whatsoever arising from any or all damage to property or personal injury or loss caused by the exhibitor or its agents, representatives, employees, or any other person.

The MVMA assumes no liability to exhibitors if they are unable to attend the annual meeting or if the MVMA is unable to make the exhibit space available to them due to unforeseen conditions and circumstances including such events as fire, flood, snowstorms, strikes, terrorism, government action or authority, or other events beyond the control of the MVMA. Consequently, the MVMA expressly disclaims any and all claims of damages or refunds by exhibitors due to any cancellation or modification of the annual meeting. However, the MVMA will reimburse exhibitors as provided under the Space Cancellation provision above.

SECURITY
The exhibit hall will be locked at the end of each day by the hotel and around-the-clock security will be employed throughout the convention.

HOSPITALITY SUITES
Exhibiting firms are not permitted to hold hospitality functions.

EXHIBITOR Big Band Jazz EVENT will be on Friday, February 6, 5:30 pm - 8:00 pm and will be held in the adjacent ballroom to the exhibit hall.

 
Register Online Exhibit Hall Map
Exhibitor Kit coming
October 2014
Download 2014 MVMA Exhibitor Registration Form View 2014 Attendance Numbers

Minnesota Veterinary Medical Association
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