2017 MVMA Exhibitor Prospectus

Register Now for the Early Rate

Hyatt Regency Hotel, Minneapolis, MN
February 23-25, 2017

Online Registration | Download Registration Form Brede Exhibitor Kit 
Exhibit Hall Map (please call the MVMA for available booths) |  
2017 Exhibitor List | 2014-2017 Convention Attendance 

Please call 651-645-7533 if interested in booth space.

 Thank you for your interest in the 2017 MVMA Annual Meeting

The 120th Annual Meeting and Convention of the Minnesota Veterinary Medical Association offers an outstanding CE programming and great opportunities 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 Hyatt Regency 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, Feb 23 - 25, 2017.

Coffee and refreshments will be provided throughout the day at various locations in the exhibit hall.

  • AGAIN in 2017 - Exhibitors get 2 complimentary lunches per single booth space both Thursday and Friday.
  • AGAIN in 2017 our service contractor will offer a SPECIAL discounted rate on table and chair.
  • AGAIN in 2017 we have negotiated a reasonable rate for electrical and internet connections through the Hyatt Regency Hotel.
  • An Exhibitor's Event will be held  5:00 - 7:15 pm, Friday, February 24th - featuring Comedian Tim Gabrielson.

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 Hyatt is below.

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
Melissa Timm-Carlson - Certification and Systems Coordinator
Yan He – Marketing, Website and Social Media Coordinator

2017 CONVENTION DATES

February 23 - February 25, 2017

CONVENTION HOTEL

The convention is being held at the Hyatt Regency Minneapolis, 1300 Nicollet Mall, Minneapolis, MN 55403. (View directions). You may book your reservation by calling 888-421-1442 or online at Online Hotel Reservations. Rooms are $99 + tax and includes complimentary parking for one vehicle per room/night. 

EXHIBIT HOURS

Grand Opening - Thursday, February 23rd, 12:00 noon
12:00 noon - 5:30 pm, Thursday, February 23
8:00 am - 5:30 pm, Friday, February 24
5:00 pm - 7:15 pm, Exhibitor's Event - Friday, February 24
8:00 am - 11:00 am, Saturday, February 25

The times listed may change, you will be notified.

EXHIBITING COSTS

The cost of exhibits is $1,450 for a single booth, $2,400 for a double booth and $3,550 for a triple booth. Supporting members receive a 5 or 10% discount off these prices.  The booth comes with 8’ high background drape and 3’ high side drape and one (1) 7’ x 44” ID sign and the exhibit hall is carpeted.

REGISTRATION AND BOOTH PAYMENT

The MVMA must receive registrations with full payment no later than January 20, 2017. The deadline for the annual meeting program listing is January 18, 2017. 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.

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.  End cap double booth placement is available for the 10' and 18' aisle facing booths.  Please call the MVMA to discuss.  Exhibitors may only have direct employees of their company in the exhibit booth.  Exhibit Hall map shows booths that are no longer available with a red diagonal line going through them.

ASSIGNMENT OF BOOTHS

Early registration will be given to MVMA Supporting members (supporting members also receive a 5-10% discount on their booth fee) and booth preference will be given to annual meeting sponsors (Call or email kellya@mvma.org to discuss sponsorship or click here for Supporting Member information and application). Early registrants will receive priority. Booth assignments will be made after December 20, 2016.

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

BOOTH SET-UP

Set-up - Wednesday, February 22, 2017 from 12:00 noon - 5:00 pm and Thursday, February 23, 2017 from 6:00 - 11:00 am. Registration for exhibitors is at the registration desk during these hours. Name badges 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.  Email kellya@mvma.org or call the MVMA office with any name badge changes prior to set-up.

EXHIBIT DISMANTLING

Saturday, February 25. No exhibits may be removed prior to 11:00 am.

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 and any additional representatives that are not direct employees of exhibiting companies badges 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 1 the 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 2017 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, Sharon Sandvik 612-378-6522, sharon.sandvik@brede.com at Brede Exposition Services with any questions or to place an order.

MATERIAL HANDLING SERVICES

Brede Exposition Services will warehouse and transfer all exhibits that are directed to them, both in and out of the exhibit area through their advanced warehouse material handling services. All correspondence, including securing material handling services, bills of lading, notices of shipments, and phone calls should be directed to Sharon Sandvik 612-378-6522, sharon.sandvik@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 Hyatt Regency 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/TELEPHONE/HIGH SPEED INTERNET HOOK-UP 

Electrical service will be handled by Hyatt Regency Minneapolis Hotel. You will find information, costs and an order form here. ELECTRIC/INTERNET SERVICE ORDER FORM. NOTE - 2017 SPECIAL RATE AVAILABLE UNTIL JANUARY 16, 2017, 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, LEAVE BOOTH NUMBER FIELD BLANK. ORDERS RECEIVED BY THE Hyatt Regency Hotel IN ADVANCE OF THE SHOW will be serviced before on-site requests.

LIABILITY

The Minnesota Veterinary Medical Association, and the Hyatt, are not responsible for injury to persons or damage to/or loss of property. Neither the Hyatt nor the legal entities that own, lease and/or operate the Hyatt, 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 Hyatt Regency Hotel and the legal entities which own, lease and/or operate the Hyatt Regency 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.                        

Online Registration | Download Registration Form | Brede Exhibitor Kit 
Exhibit Hall Map (please call the MVMA for available booths) |  
2017 Exhibitor List 2014-2016 Convention Attendance 

EXHIBITOR EVENT will be on Friday, February 24, 5:00 pm - 7:15 pm.