Booths reserved on or before Dec. 20, 2024

• 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. 20, 2025).

Booths reserved after Dec. 20, 2024

• 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 by contacting OVMA. 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. 20, 2024).

Exhibitors who cancel within 60 days of the MVC (after Dec. 20, 2024) 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.

Downsizing requests made on or prior to the cancellation deadline (Dec. 20, 2024) will be refunded the cost of the canceled booths, less a 25% administrative fee. No refunds will be given for downsizing requests made after this date.

Island booths will not be split; therefore, any Exhibitor downgrading from an island booth will be required to relocate to another available space.

Please contact us to downsize your booth.

All exhibitors must obtain liability insurance and submit a certificate of insurance (COI) by Feb. 10, 2025. 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. 18–22, 2025
• 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)

Submitting Your COI

Please email your COI to Trade Show & Events Manager Alissa Lewis-McGlone at alm@ohiovma.org.

Quantity

• Each 10′ x 10′ booth space receives six complimentary badges.
• Additional staff badges may be purchased for $50 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 1:30 p.m. on Saturday without prior authorization from OVMA.

Not Permitted 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;
• 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.