FAQs

Exhibitor Rules

Booths reserved on or before Dec. 22, 2023

  • Upon completion of the online selection process, your booth will be placed in a hold status.
  • A minimum 50% deposit is due within 30 days of reserving your booth online. If your deposit is not received within 30 days, your booth will be released.
  • Any outstanding fees are due 30 days prior the MVC (Jan. 22, 2024).

Booths reserved after Dec. 22, 2023

  • Full payment is due at the time of reservation.

Failure to remit payment as outlined above will result in the exhibitor’s booth space being released for general sale and all payments forfeited. If the space is not claimed by another company, the original exhibitor may reclaim the space upon full payment of outstanding balances.

Exhibitors may cancel at any time. Refunds (less a 25% cancellation fee) will be given if notice is received on or before 60 days prior to the first day of the Conference (Dec. 22, 2023).

Exhibitors who cancel within 60 days of the MVC (after Dec. 22, 2023) will be billed for the remaining balance of their booth. If the booth space can be resold to another company, a 50% refund will be issued after the conclusion of the MVC.

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. 20–25, 2024
  • 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)

Quantity

  • Each 10' x 10' booth space receives six complimentary badges.
  • Additional badges may be purchased for $25 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. CBD products are NOT permitted to be sold.
  • 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 1:30 p.m. on Saturday without prior authorization from OVMA.

Not Permitted at Any Time

  • The sale or promotion of illegal products (including CBD);
  • 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;
  • 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;
  • Blocking the view of adjacent exhibits; and
  • Invading the personal space of and/or touching an attendee or other exhibitor without express permission.

Only service animals, as defined in federal and state law, are permitted in the convention center facility. Animals without proper documentation of their service animal status will be required to leave immediately.

Exhibitors who wish to use demonstration animals as part of their exhibit must contact OVMA at least 30 days in advance with a detailed explanation as to the nature and necessity of their intended use. Requests will be reviewed and written acceptance or denial provided.

For more information, please see the "Booth & Exhibitor Activities" provision of the Exhibitor Contract.

In the event the MVC is cancelled, any exhibitor rental fees paid will be refunded in full.

Booth Selection

Please complete the new exhibitor application to submit your interest. We will review your request and let you know of your approval/denial within two business days.

OVMA welcomes companies whose products or services are relevant to the practice of veterinary medicine and animal care.

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.

OVMA reserves the right to deny entry to any company that cannot demonstrate a practical application to veterinary medicine and/or animal care.

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

Appreciation Points are awarded to reflect past support of the MVC, both as an exhibitor and sponsor, and are used in determining your booth selection category. More about Appreciation Points »

If you are a returning exhibitor, your registration invitation email will contain your points balance. You may also contact us directly to inquire.

Please refer to the selection dates to find out when you will be able to register.

Included

  • 8-foot backdrop draping in show colors
  • 3-foot side rails
  • One 7" x 44" sign with company name
  • Listing in printed programs
  • Customized exhibitor profile in mobile app
  • Six (6) Exhibitor staff badges per 10x10 space
  • Access to on-site Exhibitor Lounge
  • Complimentary virtual booth on the MVC Virtual Platform
  • 1 Appreciation Point per 10x10 space purchased

In addition, you are also eligible to purchase attendee mailing lists and other advertising/marketing opportunities.

Not Included

  • Lead retrieval
  • Access to CE sessions
  • Attendee mailing lists
  • Carpet or other floor covering
  • Tables, chairs, or other furniture
  • Utilities, including electric and internet

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.

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 selections.

Sponsorship Opportunities » Marketing Options »

Exhibit Hall Happy Hour

Existing Exhibitors: Log in to the MVC registration system using the name and email on your reservation. Once logged in, click the Modify button. Advance to the Booth Selection page and scroll to the "Special Events" section at the bottom to select your package.

New Exhibitors: Refer to your invitation email for a link to access the registration system. Follow the prompts to enter your company information and select your booth. Before advancing, scroll to the "Special Events" section at the bottom of the page to select your desired ticket package.

Not yet an approved MVC exhibitor? Apply here!

Please keep in mind that ticket sales will close on Jan. 23, 2024, to allow us time to print tickets and make other arrangements for the event. All reservations and modifications should be made by this date.

We understand that participation may not be within budget or company standards for all. If that is the case, please consider the following engagement ideas to entice attendees to interact with you during the Happy Hour:

  • Purchase a spot in the MVC Mobile App Game
  • Host a giveaway at your booth during the designated happy hour time (5-7 p.m. on Friday)
  • Host an interactive game (trivia, memory cards, spin the wheel, etc)
  • Offer snacks in your booth to visitors (see below regarding catering)
  • Make sure your team is on site and prepared for booth traffic
  • Post on social media using #2024MVC across platforms with your booth number to let them know where to find you
  • Check out the many other sponsorship and marketing opportunities at MVC

Exhibit Hall concessions stands will remain open for the Happy Hour. We strongly encourage all exhibitors to consider catering options, from small snacks to displays, to not only enhance the attendee experience, but also to drive traffic to your booth.

Please note, with the exception of wrapped, bite-size candy or peppermints, all food and beverage items distributed from your booth space must be ordered through the convention center caterer. A full menu of their offerings and ordering information can be found here.

The reservation fee is only $100, and it does not include drink tickets. Beverage tickets can be purchased in bundles of 100 for $1,000, which equates to $10 per drink. If you don't think you will use that many, you can purchase a starter pack of 50 for $750, which equals out to $15 per drink.

You are welcome to make adjustments after purchase. However, be advised, you will not receive a refund if you decrease the number of tickets you order. Therefore, we recommend starting small and increasing your purchase later.

Please keep in mind that ticket sales will close on Jan. 23, 2024, to allow us time to print tickets and make other arrangements for the event. All reservations and modifications must be made by this date.

The tickets can be used during the happy hour only (Friday from 5 to 7 p.m.) at the designated bars in the Exhibit Hall. The bars will be located in the Social Space and Attendee Lounge (view floor plan) and will offer the following beverages:

  • Bottled water — $5.00
  • Assorted sodas — $5.00
  • Domestic and premium beer — $7.50 / $8.50
  • Premium Wine — $10.00
  • Mixed drinks — $11.00

You will be able to pick up your branded tickets on site. More information and instructions will be provided in the event reminder email sent the week before the MVC.

You are welcome to distribute the tickets to anyone you wish (including your own staff!), as long as they are registered for the MVC. Remember, badges are required for entry into the Exhibit Hall, so if you'd like to share with your customers who aren't attending, they will need to obtain an Exhibit Hall day pass. These can be purchased on site, either by them or by you, for $25 each.

Due to demand and logistics, please do not expect to purchase additional tickets on site. The Happy Hour bars will accept cashless payment if you wish to continue buying drinks for yourself or others on site.

This happy hour is an opportunity for all exhibitors to engage with attendees and grow relationships in a more casual setting. To ensure the best use and engagement, work with your team on how and to whom your drink tickets should be handed out (e.g., during conversations, potential sales, returning customers, etc). As you distribute your tickets, be sure recipients are aware of what the tickets are for and when they can be used.

MVC prohibits other beverage-based offers at individual booths during this time. However, you are welcome to offer food in your booth. Please see "Will there be food available?" above for catering information.

If you are no longer able to participate, please log in to the MVC registration system and modify your registration by un-selecting the event, or contact us directly.

However, please note, no refunds will be given if you cancel. If you aren't certain whether your company participate, we strongly recommend you confirm this prior to making your reservation.

Exhibitor Admin Portal

MVC staff have already created your account for you. Please refer to your Exhibitor Admin Portal email invitation for a direct login link. If you cannot find your email, click the button and follow the appropriate instructions below.

Exhibitor Admin Portal »

If You Already Have an Account in the Cvent Exhibitor Platform

If other events you are exhibiting at also use the Cvent platform, you may already have an account. If so, use your existing email* and password to log in.

Once you log in, you will see a list of events you are registered for. Select 2024 Midwest Veterinary Conference.

*It must be the same email address you used to register for the MVC.

If This is Your First Time Logging In to the Cvent Exhibitor Platform

Click the "Forgot your password?" link on the login page and enter the email you used to register for the MVC. You will receive an email with a link to set your password and log in.

Need more help? View step-by-step instructions here »

Please upload all required items via the Exhibitor Admin Portal by following the directions below:

  1. Log in to the using the email address you used to register for the MVC. (See previous question if it is your first time logging in.)
  2. If multiple events are shown on the home screen, select "2024 Midwest Veterinary Conference." You will then find a list of tasks you need to complete. Follow the prompts to submit your items.
  3. Once you have finished, be sure to click "Mark task complete" so we know you are finished. (If you do not mark it complete, you will continue to receive reminder emails.)

Yes. Once you log in, click on the "Team" tab in the left sidebar, then click on the "Admins" tab. Click the "Add Admin" button and follow the prompts to add administrative access to another member of your staff.

You must mark each task complete when you are finished; otherwise, you will continue to receive reminder emails. Follow these steps to check off your tasks as you complete them:

  • Log in to the Exhibitor Admin Portal
  • Click on the "Tasks" tab in the left sidebar
  • Click "View" next to the task you have finished
  • Click the "Mark task complete" button

For optional tasks that you do not plan to complete, simply mark them complete following the steps above to turn off the reminder emails.

Need additional help with the portal? View step-by-step instructions here »

Booth Staff Registration

You will be able to pre-register your booth staff beginning at 12 p.m. ET on Jan. 9, 2024. An email will be sent to your main booth contact once staff registration is available.

Each 10x10 space includes six complimentary staff badges. After this allotment is exhausted, you can purchase additional staff badges for $25 each.

Simply enter your designated coupon code on the payment page. This code can be found in your booth staff registration notification email.

Please enter it exactly as shown in the registration invitation email and make sure you do not add any extra spaces at the beginning or end of the code. If it still does not work, you may have exhausted your allotment of free badges. Check your booth size and compare it against the individuals who have already registered. If there is a discrepancy, please contact us.

You can either register on behalf of your staff, or instruct them to do so themselves.

Group Registration by Admin

If you are your booth's admin and would like to register everyone on your staff, follow these instructions:

  1. On the first page of registration, enter the first staff member's information in the "Create Your Badge" section, then click the box next to "Registering for someone else? Click here." Then, enter your information in the fields that appear. This will ensure you receive a confirmation email.
    • NOTE: If you are staffing your booth as well, you DO NOT need to register again! Proceed to step 5.
  2. On the staff information page (page 2), you can complete the information or skip it. Your staff members will be able to add these details later, if they wish.
  3. When you get to the summary page, click the Add Booth Staff button. Repeat as many times as necessary to add all of your staff members.
  4. On the payment page, enter your coupon code (found in your booth staff registration invitation email) to claim your complimentary badges. Enter payment information for any additional staff badges and accept the terms and conditions, then submit.
  5. Once all registrations are complete, log in to the Exhibitor Admin Portal and add each staff member to your booth roster.
    • On the home screen, click the "Find Booth Staff" button.
    • Search for each registrant's confirmation number (found in the post-registration confirmation email). Click on their name, then click the Add Selected button at the bottom right corner of the page.
    • Repeat as many times as necessary to add all staff members to your booth roster.

Distributing to Staff for Self-Registration

You can invite employees who will be staffing your booth to register themselves. Simply forward them the invitation email or send them this registration link: https://cvent.me/vrqaMo?RefId=boothstaff. Be sure to remind them of the following:

  • They will need to enter your email address (or whoever is managing your company's booth staffing) in the yellow box on page two. This will ensure you receive a copy of their confirmation email as proof of their registration.
  • They should enter your company's coupon code on the payment page to take advantage of any remaining complimentary badges. Otherwise, they will be required to pay $25.

You will need to add them individually using their confirmation number. Log in to the Exhibitor Admin Portal and click on the "Find Booth Staff" button to get started. See previous question (step 5) for complete directions.

Please double check the following:

  • The staff member(s) you are searching for have completed their registration
  • You are searching for them by confirmation number (their name and/or email address will not work)
  • You have entered the confirmation number correctly

If you have checked all these things, please contact us for assistance.

You can pick them up on site in Hall A of the Greater Columbus Convention Center. Please refer to your event reminder email the week of the MVC for complete details.

Marketing & Advertising

Exhibitors

All companies that exhibit at the MVC live or virtual events receive a listing in both printed programs and on the MVC website. In-person exhibitors also receive a complimentary Virtual Booth.

Sponsors

Depending on your sponsorship level, you may receive complimentary display ads, mailing lists, banner ads, and more. Please see the Sponsor Prospectus for complete details.

Please see the Marketing Opportunities page for a list of offerings and prices.

Exhibitors

Attendee mailing lists are not included as part of the booth fee; however, they can be purchased at the rate of 12 cents per name.

Sponsors

Depending on your sponsorship level, you may receive complimentary pre- and post-MVC mailing lists. Please see the Sponsor Prospectus for complete details.

Please note, mailing lists DO NOT include attendee emails.

No. The MVC does not sell its attendees' email addresses. You can, however, reserve a banner ad in one of several attendee-facing marketing emails. Quantities are limited and available on a first-come, first-served basis. Learn More »

Exhibitors and sponsors are welcome to host on-site meetings or events for attendees outside of session hours, provided the reservation is made directly through OVMA by mid-January. Request meeting space »

If budget restraints prevent you from hosting a standalone event, we invite you to participate in the first-ever Exhibit Hall Happy Hour on Friday evening. Space is limited and available on a first-come, first-served basis. Learn more »

You may select your marketing items during booth/sponsorship selection, or by logging in to your registration afterwards. Instructions are included in your confirmation email.

All specs and deadlines are listed alongside each option on the Marketing Opportunities page.

Mobile App Game

The mobile app game encourages users to engage with other participants and explore everything the MVC has to offer! By completing challenges throughout the event, they earn points and climb the leaderboard. The highest point earners earn a prize, so completing as many challenges as possible is a must!

Exhibitors are invited to purchase a spot in the game to encourage attendees to stop by their booth to earn points. We will provide participating companies with a QR code that attendees can scan to earn their points.

MVC staff have to generate your code for you. Once it is available, click here and download the graphic labeled with your company name.

Display it in your booth or on your booth materials so attendees can easily scan it. Here are some ideas:

  • Include it on an easel or tabletop sign
  • Create buttons your staffers can pin to their lanyards
  • Print it on your flyers or promo materials featuring your show specials
  • Design stickers for your staff's name badges or business cards
  • Create a desktop wallpaper for any computers or tablets staff will be using in your booth
  • You can also distribute it to your booth staff to print out or save to their smartphones (just in case!)

To earn points for their visit, attendees should follow these steps:

  1. Open the game and tap on the Exhibit Hall Explorer badge.
  2. Find the challenge for your company and tap on it.
  3. Tap on "Scan QR Code" and take a picture of your booth's designated QR code.
  4. Alternatively, they can tap on "Enter Code Manually" to type in the text version of the code.
  5. All claim codes must be scanned/entered by the end of the the day on Saturday, Feb. 24, for attendees to earn their points.

More Questions? Contact us!

Exhibits & Sponsorship

Ashley Sweet
Director of Educational Events
ams@mvcinfo.org

Marketing & Ads

Krysten Bennett
Communications & Technology Director
kdb@mvcinfo.org