Upon completion of the online selection process, your booth will be placed in a hold status until OVMA approves your reservation and receives your deposit. If we do not receive your first payment by the dates specified below, your booth will be released.

Deposit

Booths reserved during pre-sales period. If you selected your booth on site at the MVC, your 50% deposit is due by May 31.

A minimum 50% deposit is due within 30 days of reserving your booth online.

Final Payment

Any remaining balance is due no later than Jan. 31. For companies that select a booth after this date, full payment is due at the time of reservation.

You may cancel your contract at any time by written notice to OVMA. If you cancel on or before Dec. 1, 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.

All exhibitors must obtain liability insurance and submit a certificate of insurance (COI) by Jan. 31. OVMA must have this document on file before you are able to set up your booth.

Requirements

• Minimum policy limits: $1,000,000 per occurrence and $2,000,000 aggregate
• Effective dates: Feb. 15–20, 2021
• Certificate holder: Ohio Veterinary Medical Association (1472 Manning Parkway, Powell OH 43065)
• Additional insured: OVMA and the Greater Columbus Convention Center (400 N. High St., Columbus OH 43215)

If you do not have liability insurance through your current carrier, you may obtain it from Rainprotection for a fee of $84. Learn More »

Quantity of Badges

Each 10' x 10' booth space receives six complimentary badges. Additional badges may be purchased for $20 each.

Use of Exhibitor Badges

• Exhibitor badges are ONLY for use by the exhibitor's employees and employees of affiliated companies permitted to participate in the booth. Pre-registration is encouraged and will open in early December.
• Exhibitors may NOT provide badges to customers or other individuals not employed by the Exhibitor (or an affiliated company).
• Exhibitor badges cannot be used to attend CE sessions.
• Violation of these provisions will result in the loss of all previously accrued exhibitor appreciation points and a $500 penalty.

General Requirements & Guidelines

• All activities and materials must be contained within the confines of your booth space and may not obstruct aisles or common areas. Exhibitors may not leave their booths to solicit business and/or hand out marketing materials.
• Exhibitors who wish to play music are responsible for obtaining and paying for all music licensing fees.
• Exhibitors are expected to keep any audio to a reasonable level so as not to interfere with the activities of other exhibitors. OVMA reserves the right to limit the use of any music or other audio/visual media it determines to be offensive or infringes upon the rights of other exhibitors.
• Only the promotion and sale of products that are legal under federal and Ohio law will be permitted.
• Purchases, refunds and contracts executed in the Exhibit Hall shall be governed by the laws of Ohio.
• Refund and exchange policies should be prominently displayed and/or verbalized prior to a sale.

Advance Permission Required

• You must obtain permission from the OVMA prior to the MVC if you wish to use demonstration animals and/or entertainers.
• Exhibitors may not make announcements over the loud speaker. However, OVMA staff members may, at their discretion, make a non-commercial announcement on an Exhibitor’s behalf.
• Exhibitors may not vacate the premises before 5:30 p.m. on Saturday without prior authorization from OVMA.

Activities Not Permitted

The following items/activities are not allowed at any time:

• The sale or promotion of illegal products;
• 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 Product Demos Theater);
• Leaving your booth to solicit business and/or hand out marketing materials.
• Bridging the aisle between booths;
• Using your own floor covering in the aisle; and
• Blocking the view of adjacent exhibits.

If you would like to have animals in your booth, you must contact OVMA in advance to obtain special permission. You will need to provide an example of how the animal(s) will be used to demonstrate your product and/or service. For more information, please see the "Booth & Exhibitor Activities" provision of the Exhibitor Contract.

While these are uncertain and challenging times, we are proceeding with plans to host the next Midwest Veterinary Conference. As COVID-19-related developments unfold throughout the coming year, we will continue to evaluate and inform our consituents of any potential changes under consideration. That said, in the event the MVC is cancelled, any exhibitor rental fees paid will be refunded in full.

To receive an email invitation once general exposition opens, please join our mailing list.

If general expo has already commenced (see selection dates), simply click the "RESERVE BOOTH" button at the top of the page to get started.

View the Exhibit Hall Floorplan to see what spaces are available and what other companies have already signed up.

As hosts of one of the largest and most respected veterinary conventions in North America, we make it our responsibility to verify that our exhibitors are pertinent to our attendees' needs and adhere to the same high standards that we do. Therefore, we will review your company information upon registering and notify you within two business days of your acceptance. If you are denied entry, you will receive a full refund of any payment made.

Appreciation Points are awarded to reflect past support of the MVC, both as an exhibitor and sponsor.Current point accumulation is based on five years (2017–2021) and will roll forward one year, each year, to maintain a five-year basis.

Points are awarded as follows:

• Each 10x10 and/or virtual exhibit booth space: 1 point per year
• Platinum Sponsor: 10 points per year
• Gold Sponsor: 5 points per year
• Silver Sponsor: 3 points per year
• Bronze Sponsor: 1 point per year
• OVMA members who are principal business partners in the exhibiting company: 3 points per five-year period

The number of points you have determines your selection category. The categories are as follows:

• Category A: 30+ points
• Category B: 11–29 points
• Category C: 5-10 points
• Category D: 2-4 points
• Category E: 1 point
• See selection dates ❯❯

Current/Past Exhibitors

We will notify you by email prior to the opening of your category's selection dates with your current point balance.

New Exhibitors

If you have not exhibited at the MVC in the past five years, your point balance is 0.* You will begin accruing points when you purchase booth space and/or sponsorship.

*Unless the principal business partner(s) is(are) OVMA member(s). Please contact us prior to booth selection to confirm membership and collect your points.

Booth selection is divided into five periods: One for each of the four exhibitor categories, and a fifth for general exposition. When you select your booth is determined by how many Appreciation Points your company has accrued over the past five years. Once you your selection category, see the exhibitor dates and deadlines to find out when your selection dates are.

If you are a previous exhibitor and/or have signed up for our mailing list, you will receive an email reminder when your selection period opens.

Please see the "Included in Fee" tab of the Exhibition Information page.

Absolutely! You are most welcome to purchase additional marketing opportunities, traffic boosters, and sponsorships during the online selection process or anytime thereafter. Just keep in mind that quantities are limited and offered on a first-come, first-served basis. You can learn more about available opportunities by clicking the links below.

For additional items beyond your selected booth(s), payment is not required at the time of reservation, but it must be received in full in order to lock in your selection(s) and prior to the designated marketing/sponsorship deadlines, which will be specified during online reservation, in your confirmation email, and on the MVC website (see below).

Learn more about marketing opportunities ❯❯ | Learn more about sponsorship opportunities ❯❯

The MVC offers a variety of print and digital marketing opportunities, both prior to and during the conference. Please see the media kit for offerings and pricing information.

Exhibitors are invited to take their participation to the next level by becoming MVC sponsors. MVC offers a variety of on-site and virtual sponsorship options at a range of price points. For more information, please see the Sponsor Prospectus.

No, mailing lists are not included in your booth rental fee, but confirmed exhibitors are able to purchase them for 12 cents each before and/or after the MVC.

Exhibitors are welcome to host meetings or events for attendees outside of session hours, provided the reservation is made directly through OVMA. Submit room request form ❯❯

Exhibitors may also reserve space within the Exhibit Hall for a two-hour period during peak hours. Learn more about the Social Space ❯❯

Marketing

Krysten Bennett
Communications & Technology Director
kdb@ohiovma.org

Sponsorship

Carmel Martin
Director of Education
crm@ohiovma.org

Show Decorator

Please contact our show decorator, Shepard Exposition Services, to place an order for:

• Furnishings and decor
• Flooring (carpet, vinyl, hardwood, padding, etc.)
• Shipping and material handling
• Ground rigging and forklift rentals
• Warehouse storage
• Booth design (counters, product displays, backdrops, hanging signs, etc.)

Convention Center

Please contact the Greater Columbus Convention Center to order the following:

• Electricity
• Internet
• Catering
• Cleaning services
• Electronics rentals (TV, projector, etc.)

Please note, OVMA has no control over the price of any of the above services.

No, but exhibitors will be able to rent equipment through our lead retrieval provider. More information can be found on the Exhibit Sales page.

Yes. Please send to the appropriate address below:

Advance warehouse: Jan. 18 – Feb. 14, 2022

[Exhibiting Co. Name & Booth Number]
Midwest Veterinary Conference
TForce - Shepard Exposition Services
3400 Refugee Rd.
Columbus, OH 43232

Directly to Convention Center: Beginning Feb. 16, 2022

c/o Shepard Exposition Services
[Exhibiting Co. Name & Booth Number]
Midwest Veterinary Conference
Greater Columbus Convention Center
3 Convention Center Drive
Columbus, OH 43215

Shipping Schedule

• First Day for Warehouse Deliveries Without a Surcharge: Tuesday, January 18, 2022
• Last Day for Warehouse Deliveries Without a Surcharge: Wednesday, February 9, 2022
• Last Day for Warehouse Deliveries: Monday, February 14, 2022
• First Day Freight Can Arrive at Show Site: Wednesday, February 16, 2022 | 8:00 AM

If you have questions or need help with shipping, please contact Shepard at 614-237-9171.

Exhibitors are welcome to host meetings or events for attendees outside of session hours, provided the reservation is made directly through OVMA. Submit room request form ❯❯

Exhibitors may also reserve space within the Exhibit Hall for a two-hour period during peak hours. Learn more about the Social Space ❯❯

Pre-Registration

We strongly encourage you to pre-register your booth staff to ensure a smoother arrival and check-in process at the MVC. Staff registration begins in early December; you will receive an email notification once it opens. All registrations must be submitted online by the specified deadline, along with any modifications. We cannot accept staff lists or changes via email at any time.

Please note, we use Google Forms to collect staff lists, which requires you to log in to a Google account. If you do not have a Google account, you can set one up using your existing company email:

1. Go to the Google Account Sign In page.
2. Click Create account.
3. Enter your name.
4. Click Use my current email address instead.
5. Enter your current email address.
6. Click Next.
7. Verify your email address with the code sent to your existing email.
8. Click Verify.

More information »

See the Exhibitor Service Kit for a link to submit your staff list.

Additional Badges

If you would like to purchase additional badges beyond the number allotted for your booth size, you are welcome to do so at a cost of $20 each. You may buy additional badges in advance and/or on site.

If you miss the deadline and/or would like to add staff members once advance registration closes, on-site registration will be available. Staff must present identification in the form of a company business card or ID badge.

Additional Badges

If you would like to purchase additional badges beyond the number allotted for your booth size, you are welcome to do so at a cost of $20 each. You may buy additional badges in advance and/or on site.

Badges may be used only by your registered employees for the purpose of staffing your Exhibit Hall booth. They cannot be given to customers or anyone else not employed by your company, nor can they be used to attend CE sessions.

Violation of this policy will result in the loss of all previously accrued Exhibitor Appreciation Points and a $500 penalty.

Guest passes may be purchased on site for $25 per person, per day. Exhibit booth staff are welcome to register as attendees, should they wish to attend sessions and earn CE.

We do not mail exhibitor badges in advance. Staff may pick up their badges on site at the Exhibitor counter beginning Wednesday afternoon.

Exhibitor badges do not include access to educational sessions or CE verification. However, exhibit booth staff are welcome to attend sessions, provided they register as attendees.

The individual who completed your reservation will receive the following email invitation:

Sender: Midwest Veterinary Conference
Subject: 2022MVC: Your mobile app profile is ready for review

Click on the blue “Manage Profile” button.

• If it is your first time logging in, click the “Forgot your password?” link, enter the email associated with your account, and click “Reset Password.”
• You will be sent an email with a link to set your password. Click the “Change my password” button and follow the instructions to finish setting up your account access.

After logging in, you will be directed to the VIP Admin Center. Click the “Edit” button next to your organization name to open the available options.

Review the information shown, adding and editing as necessary.

• To add your logo, scroll down to the “Assets” section. Upload your logo to the “Main Image” section. This image will be shown at the top of your profile, as well as on the exhibitor listing page. For best results, we recommend a square image at least 300 pixels x 300 pixels.
• You may upload additional files under “Other Images” and “Documents.” These will appear at the bottom of your profile.
• Once you select your file(s), click the “Upload” button. Otherwise, your document(s) will not be added. TIP: The app will show your file name, so be sure to give it a descriptive title to entice attendees to download it!
• When finished, click the “Update Organization” button to submit your changes.

If you would like to return later to make additional changes, simply click the button in the invitation email and log in.

Please reply to the invitation email with the correct email address, and we will change the administrator access to that person.

Note, this will not change your company’s main contact.

Please contact us to request access.

Log in to your exhibitor registration and scroll down to the “Registration Summary” section. You will see the tags you selected during registration under the “Categories” section. Alternatively, you can find these details in your confirmation email.

Only OVMA admins can make this change. Please send your request no later than Feb. 11.

Because the app is currently available for attendees to download, we encourage you to at least review the information as soon as possible to ensure it is accurate. However, if there is any information or materials you do not wish to share until the MVC begins, you wait to upload them until later. Be sure your profile is complete no later than Wednesday, Feb. 16.

List View:

Click to enlarge

Profile View:

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OVMA secures room blocks in several nearby hotels. Visit the Travel & Hotels page for details.

Please note: OVMA has reserved room blocks only at the hotels shown on the Travel & Hotels page, and we do not outsource hotel reservations to a third-party company. If a company contacts you claiming they are the official housing agency for the MVC, be advised that this is a scam.

Parking passes are not included in your booth reservation fee. You can park in any of the nearby lots and may want to consider reserving parking in advance, as we share the nearby parking facilities with other organizations hosting events at the same time.

Setup

• Tuesday: 2 – 8 p.m. (island booths only)
• Wednesday: 7 a.m. – 7 p.m.
• Thursday: 7 – 10 a.m.

Booth Staff Check-In

• Wednesday: 12 – 6:30 p.m. (subject to change)
• Thursday & Friday: 7 a.m. – 6 p.m.
• Saturday: 7 a.m. – 12 p.m.

Booth staff can temporarily park at the north facility loading dock at the back entrance to the Convention Center. The guard at the gate will direct them where to park while unloading.

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

Move-Out Hours

• Saturday: 6 – 10 p.m.
• Sunday: 8 a.m. – 12 p.m.

For the safety of MVC attendees, exhibitors may not leave early without prior authorization from OVMA. Any company that begins tearing down or vacates the premises before 6 p.m. on Saturday may be prohibited from exhibiting at the next MVC.

Yes, the MVC sales office will be open during off-peak hours. All exhibitors will be contacted the week prior to the conference with their updated selection category, Appreciation Points balance, and designated time slot for reservation.

If you do not wish to reserve your booth on site, you will be able to select a booth once regular exposition opens in early summer.

Yes, a preliminary floor plan will be emailed to your company's main contact the week prior to the MVC, and there will also be a printed version available to preview on site.

To ensure a smooth selection process on site, please be sure to:

• Review the preliminary floor plan and select your top three spaces prior to the MVC.
• If your main contact will not be attending the MVC, appoint a booth staff person to handle the reservation and discuss what he/she should do in the event your preferred booth is not available.

Per the contract provisions, a deposit of at least 50% of the total booth fee is required to lock in your selection. However, no payment will be required when reserving your booth on site. You (or whoever your company's main contact is) will receive a confirmation email with payment instructions and the due date.