Minnesota Veterinary Medical Association - Exhibitor Information
Paws
Home Contact Us Foundation
Annual Meeting Member Login
 

115th MVMA Annual Meeting
Exhibitor Prospectus

February 2 - 4, 2012
NEW LOCATION - Hyatt Regency Minneapolis
Minneapolis, Minnesota

The 115th annual meeting and convention of the Minnesota Veterinary Medical Association brings an outstanding program of continuing education and another great opportunity for exhibitor contact with veterinarians, veterinary technicians, and hospital staff.

Features of the meeting include:

  • The convention will be held in a new location at the Hyatt Regency Minneapolis. A map of the exhibit hall can be viewed by following the link below. Exhibits will be open on Thursday, Friday and Saturday, February 2 - 4, 2012.
  • Coffee and refreshments will be provided throughout the day at various locations in the exhibit hall.
  • Luncheon Events In 2012!
    • The Thursday luncheon for veterinarians will be held by the Exhibit Hall at noon as part of a Grand Opening Ceremony.
    • Friday and Saturday luncheons will be held in the ballroom across from the exhibit hall.
    • Saturday Lunch keynote speaker will be Animal activist, Dr. Temple Grandin, presenting on "Understanding Animal Behavior"
  • Again in 2012!
    • Exhibitors can purchase box lunches on Friday. Sign up on booth registration form.
  • An Exhibitor's Event will be held Friday, February 3rd. More information will come on this event.

Please contact the MVMA office at 651-645-7533, or email Kelly at kellya@mvma.org with any questions, suggestions or feedback regarding the convention. Click here to make your room reservation at the Hyatt Regency.


Register Online Exhibit Hall Map

NEW LOCATION

Hubbell Tyner Exhibitor Information
Password is 8182
Download 2012 MVMA Exhibitor Registration Form

View 2011 Attendance Numbers

2012 EXHIBITOR INFORMATION

NAME OF ASSOCIATION
Minnesota Veterinary Medical Association, 101 Bridgepoint Way, Suite 100, South Saint Paul, Minnesota 55075, 651-645-7533, Fax 651-645-7539, www.mvma.org.

NAMES AND TITLES OF KEY PERSONNEL
Dr. Adrienne Schucker - Program Chair
Dr. Jennifer Schurrer - CE Committee Chair
Dan Tjornehoj – Executive Director
Kelly Andrews - Assistant Director
Lisa Olson - Administrative Assistant
Melanie Dulak - Marketing, Membership and Fundraising

CONVENTION HOTEL - NEW LOCATION
The Convention is being held at the Hyatt Regency Minneapolis, located at 1300 Nicollet Mall, Minneapolis, MN 55403. A block of rooms has been reserved for the MVMA with a contracted rate of $99 if your reservation is made by January 18, 2012. Please request the group rate for the MVMA, parking is complimentary if you stay at the Hyatt Regency. For reservations, please call the Hyatt Regency at 612-370-1234 or go to Hotel Online Reservations. Please request the group rate for the MVMA. 

EXHIBIT HOURS
Grand Opening - Thursday, February 2, 12:00 noon
12:00 noon - 5:30 pm, Thursday, February 2
8:00 am - 5:30 pm, Friday, February 3
5:30 pm - 8:30 pm, Exhibitor's Casino Event - Friday, February 3 -
More details to come!
8:00 am - 12:00 noon, Saturday, February 4

EXHIBITING COSTS
The cost of exhibits is $1,200 for a single booth, $2,100 for a double booth and $3,100 for a triple booth. The link for Hubbell Tyner (above & below) for information on the additional costs for drayage, handling, etc. will take you to information on ordering and the password is 8182.

REGISTRATION AND BOOTH PAYMENT
The MVMA must receive registrations with full payment no later than December 30, 2011. The deadline for the annual meeting program listing is December 30, 2011. The program listing all education sessions and activities scheduled during the convention will be available at registration. Up to two exhibitors who are DVM's and directly employed by exhibiting company/organization may attend education sessions at no additional cost. One copy of the CD Proceedings will be given to each exhibiting firm.

No space may be reserved except through the Executive Director of the Association and in accordance with instructions noted in this prospectus. No booth may be subleased except with the consent of the Executive Director.

Mail registrations to: Minnesota Veterinary Medical Association, 101 Bridgepoint Way, Suite 100, South St. Paul, MN, 55075, fax 651-645-7539.

EXHIBIT SET-UP AND REGISTRATION
Set-up - Wednesday, February 1, 2012 from 2:00 - 5:00 pm and Thursday, February 2, 2012 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 4. No exhibits may be removed prior to 12:00 noon. For the benefit of our convention attendees we ask that you do not tear down your booth until 12:00 pm on Saturday, February 4th. An exhibitor that tears down their booth early may lose priority or preferred requested booth location at future MVMA Annual meetings.

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 and will have 8' high background drape and 3' high side divider drape. The booth comes with a 7" x 44" Booth Sign with your company name and no other furnishings. The exhibit floors are carpeted.

Booth furnishings are ordered through Hubbell Tyner and they will send out an exhibitor service kit approx 4 weeks prior to the show. Online ordering can be done through the link above and below, the password is 8182.

ASSIGNMENT OF BOOTHS
Preference will be given to MVMA Corporate members, to annual meeting sponsors, to 2011 exhibitors who have paid by November 1. Early registrants will receive priority over late registrants. Booth assignments will be made after December 20, 2011.

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.


MISCELLANEOUS INFORMATION

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 Hyatt Regency Minneapolis 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, 2110 Old Hwy 8, New Brighton, MN 55112, 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.

ELECTRICAL SERVICE
Electrical service will be handled by Hyatt Regency Minneapolis Hotel. Information, costs and order forms HERE.

TELEPHONE/HIGH SPEED INTERNET HOOK-UP
Temporary phone hook-up and internet access in exhibitor booths is being handled by the Hyatt Regency Minneapolis Hotel. Information, costs and order forms
PHONE ORDER HERE

INTERNET ORDER FORM HERE

LIABILITY
The Minnesota Veterinary Medical Association, and the Hyatt Regency MInneapolis Hotel, are not responsible for injury to persons or damage to/or loss of property. Neither the Hyatt Regency Minneapolis nor the legal entities that own, lease and/or operate the Hyatt Regency MInneapolis Hotel, 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 Hyatt Regency Minneapolis Hotel and the legal entities which own, lease and/or operate the Hyatt Regency Minneapolis 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 CASINO EVENT will be on Friday, February 3, 5:30 pm - 8:30 pm.


Register Online Exhibit Hall Map
Hubbell Tyner Exhibitor Information
Password is 8182
Download 2012 MVMA Exhibitor Registration Form


Minnesota Veterinary Medical Association
Copyright © 2014