2018 MVMA Exhibitor Prospectus

Mayo Civic Center, Rochester, MN

February 15-17, 2018


Online Registration | Download Registration Form Mid-America Exhibitor Kit 
Exhibit Hall Map |  
2018 Exhibitor List | 2014-2018 Convention Attendance 

 Thank you for your interest in the 2018 MVMA Annual Meeting


The 121st 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 NEW Mayo Civic Center in Rochester, MN. A map of the exhibit hall can be viewed by following the link above. Exhibits will be open on Thursday, Friday and Saturday, Feb 15 - 17, 2018.

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

  • NEW in 2018 WiFi in the exhibit Hall is complimentary and a reasonable rate for electrical in the Mayo Civic center.
  • NEW in 2018 an 8 ft table and two chairs are INCLUDED in your exhibitor fee.
  • AGAIN in 2018 - Exhibitors get 2 complimentary lunches per single booth space both Thursday and Friday.
  • An Exhibitor's Event will be held  5:00 - 7:15 pm, Friday, February 16th - featuring SongBlast - Dueling Guitars.

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. 


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


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
Nicole Kast, Continuing Education Coordinator
Brittney Yohannes - MVMF Fundaising & Planned Giving Manager


All educational sessions, the exhibit hall, and entertainment for the 121st MVMA Annual Meeting will be held at the Mayo Civic Center in Rochester, MN.

Mayo Civic Center
30 Civic Center Drive SE,
Rochester, MN 55904-3701
Driving and Parking Directions to the Mayo Civic Center

We have not designated a conference headquarter hotel, but rather there are numerous hotel blocks throughout downtown Rochester at various price points to meet each attendees needs. 

All ROOM BLOCKS END on Sunday, January 24, 2018. In order to receive the best rate, you are encouraged to book early.


Grand Opening - Thursday, February 15th, 12:00 noon
12:00 noon - 5:30 pm, Thursday, February 15
8:00 am - 5:30 pm, Friday, February 16
5:00 pm - 7:15 pm, Exhibitor's Event - Friday, February 16
8:00 am - 11:00 am, Saturday, February 17

The times listed may change, you will be notified.


The cost of exhibiting 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 an 8' table and two chairs, 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 - CALL TO REGISTER or be added to wait list, 651-645-7533

The MVMA must receive registrations with full payment no later than January 1, 2018. The deadline for the annual meeting program listing is January 1, 2018. 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 full price 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.


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.  Exhibit Hall map shows booth layout.


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 1, 2017.

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


Set-up - Wednesday, February 14, 2018 from 1:00 pm - 5:00 pm and Thursday, February 15, 2018 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.


Saturday, February 17. No exhibits may be removed prior to 11:00 am.


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.


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.


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. 


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. 

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.


Mid America Convention Service has been selected as the official service contractor for the MVMA 2018 Annual Meeting. Mid America will send out an exhibitor service kit by Oct. 31 that will feature Exhibit Information and additional services and/or furniture rental options. Please review the kit and contact the customer service rep from Mid America Convention Services assigned to your event, Chris Martin 507-876-2200, cmartin@midamericaconventionservice.com with any questions or to place an order.


Mid America Convention Service 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 Chris Martin 507-876-2200, cmartin@midamericaconventionservice.com . Exhibitor equipment is not covered by Mid America Convention Service insurance. If insurance is desired, the exhibitor must secure it. Services provided by Mid America Convention Service 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 Mid America Convention Service for shipping of all of their materials.


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


Any special services such as rental of furniture, signs, carpentry work and material handling may be secured from our exhibit contractor, Mid America Convention Service, 605 Industrial Drive SE, Elgin, MN 55932, 507- 876-2200. All details should be arranged early to minimize confusion and charges for overtime labor.


WiFi is complimentary in the exhibit hall.  High speed wired internet hook up and Electrical service will be handled by Mayo Civic Center and can be ordered here. YOU DO NOT NEED YOUR BOOTH NUMBER TO ORDER, LEAVE BOOTH NUMBER FIELD BLANK. Water service is not available in the exhibit hall.


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


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 and located in foyer area.


Exhibiting firms are not permitted to hold hospitality functions.                        

Online Registration | Download Registration Form | Mid America Exhibitor Kit 
Exhibit Hall Map |  
2018 Exhibitor List 2014-2018 Convention Attendance 

EXHIBITOR EVENT will be on Friday, February 16, 6:00 pm - 7:00 pm.