EXHIBIT SET-UP AND REGISTRATION
Set-up - Wednesday, February 3, from 5:00 - 7:00 pm and Thursday, February 4, 2009 from 6:00 - 11:00 am. Registration for exhibitors is at the registration desk during these hours. Name tags will be provided according to the names listed on your registration form. Exhibiting companies may only have direct employees of their company in the exhibit booth. Please call the MVMA office with any name badge changes prior to set-up.    

EXHIBIT DISMANTLING
Saturday, February 6. No exhibits may be removed prior to 2:00 pm.

BOOTH DESCRIPTION
Single booths will be standard in-line measuring 8' x 10'. No obstructions to the sides of the booth above the height of 36 inches are permitted. Booth drapes will be royal blue & white. The exhibit floors are carpeted.

ASSIGNMENT OF BOOTHS
Preference will be given to MVMA Corporate members, to annual meeting sponsors, to 2009 exhibitors who have paid on the MVMA EXHIBITOR EARLY PAYMENT FORM and received their 2009 booth location and to those who have exhibited previously. Early registrants will receive priority over late registrants. Booth assignments will be made after December 20, 2009.

EXHIBIT HALL ADMITTANCE/BADGES
Exhibitors must furnish the MVMA with an advance list of all their representatives. Badges will be required to be admitted into the exhibit hall for all convention attendees, including exhibitors. Exhibitors may only have direct employees of their company in the exhibit booth. Manufacturer's Representative Exhibit hall day-passes are available for $200.

RELOCATION
The MVMA retains the right to change exhibitor locations for causes beyond the control of the Association or if it becomes advisable in the best judgment of the MVMA's executive director. All such changes will be discussed with the exhibiting company first.

INAPPROPRIATE EXHIBITS
The MVMA reserves the right to deny booth space to any company whose products do not contribute directly to the meeting registrants' medical practice or professional needs.

EXHIBIT REGULATIONS
The MVMA reserves the right to close any exhibit that conducts itself in an objectionable manner or infringes upon the rights and privileges of other exhibitors.

SPACE CANCELLATION
a) if an exhibitor cancels space prior to November 1 the Association will retain 10% of booth fee.

b) if an exhibitor cancels space between November 1 and December 1 the Association will retain 50% of the booth fee.

c) if an exhibitor cancels space between December 1 and January 1 the Association will retain 75% of the booth fee.

d) if an exhibitor cancels space after January 1 the Association will retain 100% of the booth fee.

SERVICE CONTRACTOR
Hubbell Tyner will warehouse and transfer all exhibits directed to them in and out of the exhibit area. All correspondence, including bills of lading and notices of shipments, and phone calls should be directed to Dave Warhol 651-917-2632, at Hubbell Tyner, 1810 Como Avenue, St. Paul, MN  55108. Local pick-up and delivery service will be available at prevailing rates. Exhibitor equipment is not covered by Hubbell Tyner’s insurance. If insurance is desired, the exhibitor must secure it. Services provided by Hubbell Tyner includes: receipt of inbound shipments at warehouse, delivery to exhibitor’s booth and removal of empty containers, removal of materials and release to carrier.

We strongly recommend that exhibitors use Hubbell Tyner for shipping of all of their materials. The Hilton Hotel does not have any storage space for crates.

LABOR
Labor for unpacking, repacking and assisting will be available at prevailing rates.

SPECIAL SERVICES
Any special services such as rental of furniture, signs or carpentry work and freight may be secured from our exhibit contractor, Hubbell Tyner, 1810 Como Avenue, St. Paul, MN 55108, phone number 651-917-2632. Exhibitor information with online requisition forms for services are available through the link below. All details should be arranged early to minimize confusion and charges for overtime labor. YOU CAN ORDER ITEMS AFTER SEPTEMBER 1, 2009, password is 6920.

ELECTRICAL SERVICE
Electrical service will be handled by Hilton Minneapolis Hotel. Click here for information, costs and order forms - YOU DO NOT NEED YOUR BOOTH NUMBER TO ORDER, LEAVE IT BLANK. ORDERS RECEIVED BY THE HILTON MINNEAPOLIS HOTEL IN ADVANCE OF THE SHOW will be serviced before on-site requests.

TELEPHONE/HIGH SPEED INTERNET HOOK-UP
Temporary phone hook-up and internet access in exhibitor booths is being handled by the Hilton Minneapolis Hotel. Please fill out the form (by clicking here), and return it to the Hilton. YOU DO NOT NEED YOUR BOOTH NUMBER TO ORDER, LEAVE IT BLANK.

LIABILITY
The Minnesota Veterinary Medical Association, and the Hilton, are not responsible for injury to persons or damage to/or loss of property. Neither the Hilton nor the legal entities that own, lease and/or operate the Hilton, the MVMA, nor their members, officers, directors or employees shall be responsible or liable for injury to any person or persons or for loss of or damage to any property belonging to the exhibitor or any person or persons. The exhibitor assumes complete responsibility and liability for all loss, damage, or destruction of the property of the exhibitor, their guests and all property upon the premises in their behalf. The exhibitor also assumes all responsibility and liability for all injury to any and all persons or property in any way connected with the exhibitors display caused by: the exhibitor, agents, representatives or employees. The exhibitor indemnifies and agrees to hold harmless the MVMA, the Hilton Hotel and the legal entities which own, lease and/or operate the Hilton Hotel, their members, officers, directors and employees against any and all liability whatsoever arising from any or all damage to property or personal injury or loss caused by the exhibitor or its agents, representatives, employees, or any other person.

The MVMA assumes no liability to exhibitors if they are unable to attend the annual meeting or if the MVMA is unable to make the exhibit space available to them due to unforeseen conditions and circumstances including such events as fire, flood, snowstorms, strikes, terrorism, government action or authority, or other events beyond the control of the MVMA. Consequently, the MVMA expressly disclaims any and all claims of damages or refunds by exhibitors due to any cancellation or modification of the annual meeting. However, the MVMA will reimburse exhibitors as provided under the Space Cancellation provision above.

SECURITY
The exhibit hall will be locked at the end of each day by the hotel and around-the-clock security will be employed throughout the convention.

HOSPITALITY SUITES
Exhibiting firms are not permitted to hold hospitality functions.

EXHIBITOR EVENT on Friday, February 5, will be held in the exhibit hall and will have a Carnival theme, more information will follow .

Register Online

Exhibit Hall Map (please note highlighted booths are not available)

Hubbell Tyner Exhibitor Information Password is 6920.

Download 2010 MVMA Exhibitor Registration Form