Exhibitor Information


Hyatt Regency Minneapolis, Minneapolis, MN

February 1-4, 2023


 

Exhibit Hall Map (booths with red lines through them are not available) | Exhibitor List 

The 126th Annual Meeting of the Minnesota Veterinary Medical Association (MVMA) will be an in person event that offers outstanding CE programming and great opportunities for exhibitors to connect with veterinarians, veterinary technicians, hospital staff, and veterinary students.

A map of the exhibit hall can be viewed by following the link above. Exhibits are open on Thursday, Friday and Saturday, Feb 2-4, 2023.

Coffee and refreshments will be provided throughout the day at various locations in the exhibit hall.

  • WiFi and electrical connection is $175, see Exhibitor Kit link above.
  • Exhibitors receive 2 complimentary lunches per single booth space on Thursday and Friday.
  • Exhibitors Reception and Midway Games will be held from 5:30 to 7:00 pm, Friday, February 3rd in the Exhibit Hall

Please contact the MVMA office at 651-645-7533, or email Mandy at [email protected] with any questions, suggestions or feedback regarding the convention. 

HOTEL
The Hyatt Regency Minneapolis is the MVMA Annual Meeting headquarter hotel. The room block ends on Monday, January 24, 2023. Book online now! Reservations can be made, modified or canceled via this link. Alternatively, reservations may be made through Hotel’s Reservation Department by calling 612-370-1234 or 877-803-7534 and refer to the “MVMA 2023 Annual Meeting”. Standard Guest Room rate is $99+applicable taxes and fees for single/double/triple/quad rate. (View directions).

All guestroom rates include complimentary self-parking for one vehicle per guest room in the Loring Parking Ramp. The Loring Parking Ramp is located next to the hotel but is not operated by the hotel. It is a covered parking garage with 6’6′ clearance. In/out privileges are not offered.
 

Additional Amenities Include:

● Complimentary wireless internet in guest sleeping rooms, hotel’s public spaces, all common/meeting spaces, and exhibit hall
● Complimentary 24 hr. Access to Stay Fit Athletic Club

EXHIBIT HOURS

Grand Opening - Thursday, February 2, 10:50 am
10:50 am - 5:30 pm, Thursday, February 2
7:45 am - 7:00 pm, Friday, February 3
5:30 pm - 7:00 pm, Exhibitors Reception and Midway Games - Friday, February 3
7:30 am - 11:00 am, Saturday, February 4

The times listed may change, you will be notified.

EXHIBITING COSTS
The cost of exhibiting during our early registration is $1,550 for a single booth, $2,800 for a double booth and $3,600 for a triple booth. After December 1, 2022 regular registration rates will apply. Supporting members receive a 5 or 10% discount off these prices and when logged in will receive their rate. The booth comes with 8’ high background drape and 3’ high side drape and one (1) 7’ x 44” ID sign and the exhibit hall is carpeted.

REGISTRATION AND BOOTH PAYMENT 
The MVMA must receive registrations with full payment no later than January 1, 2023. The deadline for the annual meeting program listing is January 1, 2023. The program listing all education sessions and activities scheduled during the convention will be available at registration. Up to two exhibitors who are DVMs and directly employed by full price exhibiting company/organization may attend education sessions at no additional cost.

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.

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 white & black. The exhibit floors are carpeted. A single booth can be reserved for one company/organization, no sharing of booth space by companies/organizations is allowed. Exhibitors may only have direct employees of their company in the exhibit booth. Exhibit Hall map link shows booth layout.

ASSIGNMENT OF BOOTHS
Early registration and booth selection will be given to 2022 Virtual Exhibitors and MVMA Supporting members (supporting members also receive a 5-10% discount on their booth fee) and booth preference will be given to annual meeting sponsors (Call or email [email protected] to discuss sponsorship or click here for Supporting Member information and application). Early registrants will receive priority. Booth assignments will be finalized and confirmed after December 1, 2022.

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

BOOTH SET-UP
Set-up - Wednesday, February 1, 2023 from 1:00 pm - 5:00 pm and Thursday, February 2, 2023 from 6:00 - 10:00 am. Registration for exhibitors is at the registration desk during these hours. Name badges 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.  Email [email protected] or 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 11:00 am.

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 and any additional representatives that are not direct employees of exhibiting companies badges are available for $200.

RELOCATION
The MVMA reserves the right to change any exhibitor's location before or during the convention if it becomes necessary and in the best judgment of the MVMA's executive director. All such changes will be discussed with the exhibiting company representative first.

INAPPROPRIATE EXHIBITS
The MVMA reserves the right to deny or remove booth space to any company (exhibitor) whose products or services do not contribute directly to the meeting registrants' medical practice or professional needs or who demonstrates behavior that is unacceptable for our convention. 

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 or attendees.

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
Chrom Expo Services has been selected as the official service contractor for the MVMA 2023 Annual Meeting. Chrom Expo exhibitor service kit is available at the link above. Exhibit Information and additional services and/or furniture rental options. Please review the kit and contact the customer service rep from Chrom Expo Services assigned to your event, Jeremy Egenberger 515-202-5629[email protected] at Chrom Expo Services with any questions or to place an order.

MATERIAL HANDLING SERVICES
Chrom Exposition Services will warehouse and transfer all exhibits directed to them in and out of the exhibit area through their advanced to warehouse material handling service. All correspondence, including securing material handling services, bills of lading, notices of shipments, and phone calls should be directed to Jeremy Egenberger 515-202-5629, [email protected] at Chrom Expo Services. Exhibitor equipment is not covered by Chrom Expo Services insurance. If insurance is desired, the exhibitor must secure it. Services provided by Chrom Expo Services includes: receipt of inbound shipments at advanced warehouse, delivery to exhibitor's booth, removal of empty containers, return of empty containers once show breaks, removal of shipment and release to carrier. We strongly recommend that exhibitors use Chrom Expo Services for shipping of all of their materials. The Hyatt Hotel does not have any storage space for crates.

LABOR
Labor for unpacking, repacking, shrink wrapping, banding and labor assistance to set up displays and/or dismantle displays will be available at prevailing rates.

SPECIAL SERVICES
Any special services such as rental of furniture, signs, carpentry work and material handling may be secured from our exhibit contractor, Chrom Expo Services, 2131 Broadway Street NE Minneapolis, MN 55413 phone number 515-202-5629. All details should be arranged early to minimize confusion and charges for overtime labor.

ELECTRICAL SERVICES/INTERNET HOOKUP
Electrical service will be handled by Hyatt Regency Minneapolis Hotel. You will find information, costs and an order form here ELECTRIC SERVICE ORDER FORM. NOTE - 2023 SPECIAL RATE AVAILABLE UNTIL JANUARY 20, 2023; $175 per wireless internet connection per day INTERNET AND $95 ELECTRICAL SERVICE.  YOU DO NOT NEED YOUR BOOTH NUMBER TO ORDER NOW, LEAVE BOOTH NUMBER FIELD BLANK. ORDERS RECEIVED BY THE HYATT REGENCY MINNEAPOLIS HOTEL IN ADVANCE OF THE SHOW will be serviced before on-site requests.

LIABILITY
The Minnesota Veterinary Medical Association, and the Hyatt Regency Hotel, are not responsible for injury to persons or damage to/or loss of property. Neither the Hyatt Regency nor the legal entities that own, lease and/or operate the Hyatt Regency, 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 Hotel and the legal entities which own, lease and/or operate the Hyatt Regency 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.

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 and located in the foyer area.

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

Online Registration | Download Early Registration Form Corporate Supporting Early Registration Form | Exhibitor Kit  
Exhibit Hall Map | (booths with red lines through them are not available) 
 Exhibitor List  2017-2022 Convention Attendance