2019 MVMA Exhibitor Prospectus

Hilton Minneapolis, Minneapolis, MN

February 7-9, 2019 

Online Registration | Download Registration Form Brede Exhibitor Kit 
Exhibit Hall Map (booths with red lines through them are not available) |  
 2014-2018 Convention Attendance 

 Thank you for your interest in the 2019 MVMA Annual Meeting

The 122nd 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.

The convention will be held at the Hilton Minneapolis with a $105 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 7 - 9, 2019.

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

  • 2019 WiFi and Electrical in the exhibit Hall has a negotiated reasonable rate available
  • NEW in 2019 Table and Chair specials from the contractor and a 6 ft table INCLUDED in your exhibitor fee to the first 40 who register and check they want a table. NO LONGER AVAILABLE.
  • AGAIN in 2019 - Exhibitors get 2 complimentary lunches per single booth space both Thursday and Friday.
  • An Exhibitor's Reception will be held  5:00 - 6:30 pm, Friday, February 8th in the exhibit hall to maximize your time with attendees. 

Please contact the MVMA office at 651-645-7533, or email Kelly at [email protected] with any questions, suggestions or feedback regarding the convention. 

The convention will be held back at the Hilton Minneapolis Hotel  

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
Nicole Kast, Continuing Education & Program Coordinator
Brittney Yohannes - MVMF Fundraising & Planned Giving Manager
Mandy Richter, Administrative Assistant

CONVENTION HOTEL

The convention is being held at the newly remodeled Hilton Minneapolis, 1001 Marquette Avenue South, Minneapolis, MN 55403. (View directions). You may book your reservation by calling their toll free number 888-933-5363 or online at Online Hotel Reservations. Rooms are $105 and include complimentary parking for one vehicle per night.

HOTEL RESERVATIONS INFORMATION  

All ROOM BLOCKS END on Tuesday, January 16, 2019. In order to receive the best rate, you are encouraged to book early.

EXHIBIT HOURS

Grand Opening - Thursday, February 7th, 12:00 noon
12:00 noon - 5:30 pm, Thursday, February 7
8:00 am - 6:30 pm, Friday, February 8
5:00 pm - 6:30 pm, Exhibitor's Reception - Friday, February 8
8:00 am - 11:00 am, Saturday, February 9

The times listed may change, you will be notified.

EXHIBITING COSTS

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 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 1, 2019. The deadline for the annual meeting program listing is January 1, 2019. 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.

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.  Exhibit Hall map shows booth layout.

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 [email protected] 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, 2018.

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 6, 2019 from 1:00 pm - 5:00 pm and Thursday, February 7, 2019 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 [email protected] or call the MVMA office with any name badge changes prior to set-up.

EXHIBIT DISMANTLING

Saturday, February 9. 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 2016 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 612-378-6516[email protected] at Brede Exposition Services 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 Sharon Sandvik 612-378-6516, [email protected] 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/TELEPHONE/HIGH SPEED INTERNET HOOK-UP

Electrical service will be handled by Hilton Minneapolis Hotel. You will find information, costs and an order form here ELECTRIC SERVICE ORDER FORM. NOTE - 2019 SPECIAL RATE AVAILABLE UNTIL JANUARY 16, 2019; $17 per wireless internet connection per day INTERNET AND $95 ELECTRICAL SERVICE.  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.

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..

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 and located in foyer area.

HOSPITALITY SUITES

Exhibiting firms are not permitted to hold hospitality functions.                        

Online Registration | Download Registration Form | Brede Exhibitor Kit 
Exhibit Hall Map | (booths with red lines through them are not available) 
2018 Exhibitor List 2014-2018 Convention Attendance 

EXHIBITOR RECEPTION will be on Friday, February 8, 5:00 pm - 6:30 pm.