Exhibitor Prospectus

Participation Type

In Person + Hybrid: 4,275

• Veterinarians: 1,723
• Technicians: 1,223
• Hospital/Shelter Staff & Other Professionals: 643
• Students: 686

Virtual Only: 640

• Veterinarians: 279
• Technicians: 260
• Hospital/Shelter Staff & Other Professionals: 69
• Students: 32

Areas of Practice

• Academic: 4%
• Corporate/Association: 2%
• Equine: 5%
• Exotic: 6%
• Food Animal: 4%
• Government/Military: 1%
• Holistic/Integrative Medicine: 3%
• Mixed Animal: 14%
• Pet/Small Animal: 51%
• Research/Laboratory: 2%
• Shelter Medicine: 7%

Note: Not all attendees selected their area(s) of practice.

Payment Terms

• A 50% deposit is due within 30 days of booth selection for booths reserved prior to Dec. 20, 2024.
• The selected booth will be placed on hold until the payment is made. If the deposit is not received within the allotted time, the booth will be released and may be selected by another company.
• Booths reserved after Dec. 20 must be paid in full at the time of reservation.
• Any outstanding fees are due 30 days prior the MVC (Jan. 20, 2025).
• Failure to remit payment as outlined above will result in the exhibitor’s booth space being released for general sale and all deposit payments forfeited. If the space is not claimed by another entity, the original exhibitor may reclaim the space upon full payment of outstanding balances.

Submit a Payment

Refer to your booth reservation confirmation email for a direct link to your exhibitor admin portal, or contact us to retrieve it for you.

Cancellation & Downsizing

• 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. 20, 2024).
• 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.

General Rules

• Exhibitor products and/or services must be relevant to the practice of veterinary medicine and animal care. OVMA will make the final determination of whether an applicant fits this criteria.
• Exhibitors may not share staff badges, use staff badges to attend CE sessions, or provide staff badges to anyone not employed by their company.
• Only service animals with proper identification are permitted on the premises. Demonstration animals may be approved on a case-by-case basis, and permission must be requested in advance of the MVC.
• Exhibitor activities must occur within the confines of their booth space. Literature and other promotional materials cannot be placed or displayed in public areas.
• Exhibitors may not tear down early unless they have obtained prior approval from OVMA.

Liability Insurance

• Per the exhibitor contract, all exhibiting companies must obtain and maintain appropriate insurance, with OVMA named as an additional insured, to cover any liability that may arise.
• A copy of Exhibitor’s certificate of insurance must be submitted to the OVMA no later than Feb. 10, 2025.
• Any Exhibitor that does not have a COI on file will not be permitted to set up their booth.
• Policy 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)