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Exhibitor FAQs

General Information

Where does the Midwest Veterinary Conference take place?

The MVC is held at the Greater Columbus Convention Center, Hall A (400 N. High St., Columbus, Ohio 43215) and the Hyatt Regency Hotel (350 N. High St.). The Exhibit Hall is located in Convention Center Hall A.

How do I get an Exhibitor Prospectus? 

Past exhibitors will automatically receive a prospectus. If you are a new exhibitor, you may contact the OVMA to request a hard copy or download a PDF (available summer 2017).

How many booth spaces are available?

This information will be posted in summer 2017.

How can I check for available booth spaces? 

View the Exhibit Hall Floor Plan to see what spaces are still available.

Where can I make hotel reservations? 

OVMA secures room blocks in several nearby hotels. Visit the Travel & Hotels page for details. Room blocks will be posted in the fall.

Are animals permitted in the Exhibit Hall? 

If you would like to have animals in your booth, you must contact the OVMA in advance to obtain special permission.

Booth Selection & Staff Registration

When can I reserve my booth?

Previous exhibitors will receive an email notification when their selection dates open. See the Dates & Deadlines page for a schedule of selection dates.

How many Appreciation Points do I have?

This information will be emailed to you prior to your booth selection dates, or you may contact Exhibits Manager Cindi Rains directly.

I want to select my booth sooner but don't have enough (or any) points. How can I get more?

Bump up your selection dates by committing to a sponsorship before booth selection begins! One Appreciation Point is awarded for each $1,000 of sponsorship. Visit the Sponsorship page to see what options are available, or contact Director of Education Carmel Martin to select your sponsorship level.

How can I check for available booth spaces?

View the Exhibit Hall Floor Plan to see what spaces are still available.

How can I find out what companies have reserved booths near mine?

Check the Current Exhibitors by Booth page to find out what companies have already selected a booth.

How do I register my booth staff?

Exhibitors will receive an email with a link and instructions for submitting their booth staff once registration opens in December.

How many staff badges do I get?

Each booth receives a certain number of badges included in the rental fee. See the Booth Selection & Rental Fees page for details.

Can I purchase additional badges?

Yes, the cost is $20 per badge; you can purchase these in advance or on site.

Who can use our exhibitor badges?

Badges may be used by your registered employees only; they cannot be given to customers or anyone else not employed by your company. Violation of this provision will result in the loss of all previously accrued Exhibitor Appreciation Points and a $500 penalty.

Can I get passes for customers?

Yes, you may buy Exhibit Hall-Only passes on site for customers at the rate of $20 per day or $50 for all three days.

Can I attend CE sessions?

Exhibitors may only attend CE sessions if they register as attendees, as exhibitor badges may not be used to attend educational sessions. { Attendee Registration Fees }

Do we receive name badges in advance?

No, exhibitor badges must be picked up on site. Visit the Exhibitor counter in Hall A of the Convention Center to obtain your staff's badges.

Can my booth staff register on site?

While the OVMA strongly encourages you to pre-register your booth staff, you may register on site. Any booth staff registering on-site must provide company identification in the form of a company ID badge or a company business card.

Contract Provisions

What is the cancellation policy?

You may cancel your contract at any time by written notice to OVMA. If you cancel on or before Dec. 1, 2017, the OVMA will refund all payments, less a 25% cancellation fee. If you cancel after Dec. 1, you will not receive a refund of any payments already made.

Who can use Exhibitor name badges?

Exhibitor badges are ONLY for use by the exhibitor's employees and employees of affiliated companies permitted to participate in the booth. Exhibitors may not provide badges to customers or other individuals not employed by the Exhibitor (or an affiliated company). Violation of this provision will result in the loss of all previously accrued exhibitor appreciation points used in making booth selection and a $500 penalty.

What are the payment terms to reserve a booth?

A minimum 50% deposit is due within 30 days of reserving your booth online. The remainder is due no later than Jan. 27, 2018. For companies that select a booth after Jan. 27, full payment is due at the time of reservation.

What items/activities are not permitted in my booth?

• Balloons of any kind;
• Providing badges to customers or other individuals not employed by or affiliated with your company;
• Using exhibitor badges to attend CE sessions;
• Displaying your literature in any location outside of your booth (except for those exhibitors participating in the New Product Showcase);
• Bridging the aisle between booths, using your own floor covering in the aisle, and blocking the view of adjacent exhibits.

Do I need permission for any booth activities?

You must obtain permission from the OVMA prior to the MVC if you wish to use demonstration animals and/or entertainers.

Do I need liability insurance?

All exhibitors must obtain liability insurance, with OVMA named as an additional insured. Your COI should be submitted by Feb. 1, 2018. OVMA must have this document on file before you are able to set up your booth. Click here to see a list of companies from which you can obtain your COI.

Who do I contact if I have any other questions about exhibiting?

Contact Exhibits Manager Cindi Rains by e-mail or phone at 800.662.6862.

Additional Exposure & Marketing

How can my company get additional exposure?

Exhibitors are encouraged to take advantage of the following opportunities to expand their reach:
Program advertising
Sponsorship
Attendee mailing lists
New Product Showcase
Exhibit Hall Passport to Rewards Program

What advertising options are available?

Display advertising in both the Registration and On-Site programs is available. For details, please visit the Marketing Opportunities page or contact OVMA Communications Director Krysten Bennett.

How can I become an MVC sponsor, too?

Read more about how to become a sponsor, what levels are available, and the benefits of participating on the Sponsorship Opportunities page, or contact OVMA Director of Education Carmel Martin with specific questions.

How can I obtain a mailing list of attendees?

Exhibitors may purchase pre- or post-Conference mailing labels for 12 cents per name. You may purchase all attendees or just those in a certain demographic. The labels may be used only one time. For more information, please contact Exhibits Manager Cindi Rains, or place an order online.

Can i purchase a list of attendee email addresses?

No, the OVMA does not sell its attendee email list. However, attendee badges are encoded with their name, organization, address, phone and fax numbers, and e-mail address, if provided. You may obtain this information with a lead retrieval unit.

How can I promote my company's new product?

The New Product Showcase is a great way to share new equipment, products and services! Exhibitors who participate in this first-ever exhibit can display their item(s) on a pedestal table, along with any marketing materials or pamphlets. A limited number of places are available. Learn more about the New Product Showcase.

How can I increase traffic to my booth?

There are several options you can take advantage of, including program advertising, direct mail, the new Passport to Rewards Program, and/or traffic boosters.

Setup & Move Out

How do I order tables, draping, etc.? 

Contact the MVC's show decorator, Fern Exposition & Event Services.

Am I able to ship materials directly to the Exhibit Hall?

Yes. Materials can be shipped to arrive Feb. 21 or later to the following address: 
Midwest Veterinary Conference 
(Company Name, Booth Number) 
Greater Columbus Convention Center - Hall A 
400 N. High St. 
Columbus, OH 43215

How do I order electricity or Internet for my booth? 

Before the Conference, contact the Greater Columbus Convention Center. At the Conference, locate the Convention Center representative in aisle 700 next to the Exhibitor Service Center. Please note, OVMA does not control the price of these services.

What are the setup and move-out hours?

View the Exhibitor Dates & Deadlines for this information.

Will on-site storage space be available?

Yes, OVMA provides limited storage space available on a first-come, first-serve basis. Use of this space is at the exhibitor’s discretion; OVMA is not responsible for any lost, stolen or damaged property or products.

What items/activities are not permitted in my booth?

• Balloons of any kind;
• Providing badges to customers or other individuals not employed by or affiliated with your company;
• Using exhibitor badges to attend CE sessions;
• Displaying your literature in any location outside of your booth (except for those exhibitors participating in the New Product Showcase);
• Bridging the aisle between booths, using your own floor covering in the aisle, and blocking the view of adjacent exhibits.

Do I need permission for any booth activities?

You must obtain permission from the OVMA prior to the MVC if you wish to use demonstration animals and/or entertainers. Contact Exhibits Manager Cindi Rains for more information.

Am I permitted to leave early?

For the safety of MVC attendees, exhibitors may not leave early. Any company that begins tearing down or vacates the premises before 6 p.m. on Saturday, Feb. 24, will be prohibited from exhibiting at the 2019 MVC.

Lead Retrieval

Who is the Lead Retrieval provider for the Midwest Veterinary Conference?

This information will be posted in summer 2018.

Is Lead Retrieval included in the cost of booth rental?

No, lead retrieval is not included in the cost of booth.

How much does Lead Retrieval Cost?

Please visit the Lead Retrieval page for a detailed price list and ordering instructions.

Is my equipment sent to me in advance? 

No, you may pick it up on site. Upon arrival at the MVC, please go to the Exhibitor / Lead Retrieval counter in Convention Center Hall A to pick up your unit.

Who do I contact if I am having difficulty with my lead retrieval equipment? 

A representative will be stationed at the Lead Retrieval desk in the registration area of Hall A to assist you with any challenges you might experience with the equipment.

Who do I contact when I need to upload any leads? 

A representative can upload your leads at any time during show hours at the Lead Retrieval desk. You will then have immediate access to your leads online.

 

Have a question not listed here?

Please contact OVMA directly.