Exhibitor FAQs

AVMA Convention 2023 will take place July 14-18, 2023. Exhibits are Saturday, July 15
to Monday July 17, 2023, at the Colorado Convention Center in Denver, CO.

Install Hours:
Thursday, July 13 - Exhibitor Move-In from 8:00 AM - 5:00 PM
Friday, July 14 - Exhibitor Move-In from 8:00 AM - 5:00 PM. Carpet will be forced at 3:00 PM, if it has not been noted that the exhibitor is providing.
Saturday, July 15 - All booths must be moved in by 10:00 AM

AVMA Convention 2023 Show Hours:
Saturday, July 15 - Exhibits Open from 12:00 PM – 4:00 PM
Sunday, July 16 - Exhibits Open from 10:00 AM – 4:00 PM
Monday, July 17 - Exhibits Open from 9:00 AM – 3:00 PM

Dismantle Hours:
Monday, July 17 - Exhibitor Move-Out from 4:00 PM - 8:00 PM
Tuesday, July 18 - Exhibitor Move-Out from 8:00 AM - 12:00 PM. All exhibitors/vendors must check-in before 10:00 AM with their BOL, otherwise shipment will be forced.

• Exhibitor Registration – Opening in March 2023
• Exhibitor Housing – Opening in March 2023
• Exhibitor Kit - Available in February 2023
• Cancellation Deadline to receive 50% refund - May 31, 2023*
• Remaining Booth Payment Due – June 5, 2023

Exhibit booth pricing:

• Standard in-line space is $33.00 per square foot plus a $250 premium, per corner. A 10 x 10 inline booth is $3,300
• Island space is a flat rate of $37.00 per square foot. A 20 x 20 island is $14,800
• Non-Commercial Booths are a flat rate of $550 per 10 x 10, plus the $250 premium for corner locations.

Included with commercial exhibit booths:

• Prime location, and priority booth selection
• 8’ high back drape and 3’ high side drape for In-Line Booths
• One (1) 11” x 17” I.D. sign with company name and booth number for In-Line Booths
• Four (4) complimentary exhibitor badges per 100 sq. ft. of exhibit space (additional badges available for $410)
• CE credit available for all exhibitor badge

• Complimentary postal mailing list of pre-convention mailing list of registrants to create awareness and accelerate the sales process (when ordered in advance)*
• Complimentary lead retrieval unit to capture attendee phone and email for post-convention follow-up (when ordered in advance)*
• Complimentary year-round listing on the AVMA Convention Mobile App and Website
• Exclusive sponsorship opportunities to further extend brand reach in-person.

Included with non-commercial booths:

• 8’ high back drape and 3’ high side drape for In-Line Booths
• One (1) 11” x 17” I.D. sign with company name and booth number for In-Line Booths
• Standard booth carpet (upgrade/padding available at an additional cost), (1) skirted 6ft table, (2) standard chairs, (1) wastebasket
• Two (2) complimentary exhibitor badges per 100 sq. ft. of exhibit space (Non-Commercial badges do not qualify for CE. Additional badges available for $410 -do qualify for CE)

• Complimentary year-round listing on the AVMA Convention Mobile App and Website
• Exclusive sponsorship opportunities to further extend brand reach, in-person and virtual.

A 50% deposit is due within 10 days of booth reservation. The full balance must be paid by June 5, 2023.

The booth space cancellation to receive a 50% refund is May 31, 2023. Should AVMA need to cancel the Convention for any reason under force majeure, a full refund will be provided.

Rules and Regulations are agreed to during exhibit space reservation as part of the space contract. They will be strictly enforced by our Floor Managers at show time.

For questions on the Rules & Regulations, contact exhibits@avma.org.

The Exhibitor Manual includes general AVMA Convention information, the official contractor list, shipping and handling instructions, rental display options, labor services, and order forms for every service available to exhibitors. There are numerous discounts offered and deadlines, so be sure to review the Exhibitor Manual in detail.

The Exhibitor Manual will be available in February 2023 in the Exhibitor Service Center.

GES will be the official tradeshow decorator for AVMA Convention 2023.

Exhibitor registration will be open March of 2023. Check back to the Exhibitor Services website to register your booth badges.

Commercial Exhibitors receive up to four (4) complimentary exhibitor badges per 100 square feet of exhibit space. Additional exhibitor badges are available for $410.

Commercial booth badges qualify for CE. Non-Commercial Exhibitors receive (2) complimentary exhibitor badges. Exhibitor Guest badges are available for $95 and do not qualify for CE.

Will Open in March of 2023. Please contact avma@mcievents.com to submit your request.

Individual Exhibitor Housing will open in March of 2023.

AVMA Convention 2023 sponsorship can help you focus your message and extend your brand reach to key decision makers in the veterinary field. 

Opportunities include: 

• Promotional: Notebooks/pen, lanyard, bag insert, professional headshots, wellbeing initiatives
• Educational: Sunrise CE, Lunchtime Connections, Refresher Sessions, Vet Talks, Symposia, Sponsored Tracks
• Signage: Meter boards, escalator/stair clings, column wraps, digital signage
• Digital: Mobile app, sponsored emails, email banners, newsletter call-out, mobile-push notification, VetAdventure

Each commercial exhibitor will be provided a complimentary postal mailing list of pre-convention registrants to create awareness and accelerate the sales process (when ordered in advance). The mailing list order form will be included in the Exhibitor Manual or via online application. 

Note: AVMA mailing lists are provided for a one-time use only and are only valid for pre-show marketing. Persons and companies placing orders for mailing lists must sign an AVMA Mailing List Agreement. The mailing list is not made available to non-commercial exhibitors. Additional Terms and Conditions apply.

For questions on this program, please contact exhibits@avma.org.

Details for shipping to the advanced warehouse or direct to the Denver Convention Center will be released in February of 2023.

From the first day of move-in through the last day of move-out, there will be 24-hour perimeter badge-checkers for the exhibit floor. This level of security is intended to control the access of people and material to and from the Exhibits in a safe and organized manner. It is not intended as individual security for your booth and materials.

Please remember that the Denver Convention Center is a public building to which hundreds of individuals have access – let alone the number of individuals involved in the shipping of your materials to and from the exhibition, and the installation and dismantling of displays. 

Be security conscious at all times during your time at the show. Do not leave items of value in your booth overnight, during the installation period, or exhibition days without taking security precautions.

Exhibitors can order overnight booth security from the security vendor. Remember that the security of your product is your responsibility—don't take chances!

Yes! It is the responsibility of the exhibitor to insure their property. Exhibitors are required to provide for their own floater insurance coverage, protecting against damage, loss, or theft. The American Veterinary Medical Association, their agents, the Denver Convention Center, GES, and their respective agents will not be responsible in any way against theft, fire, or accident.

The GES Service Center and Exhibits Management Office will be located in the back of the exhibit hall.

Visit the GES Service Center for assistance with shipments, orders, or other service needs that you may have.

Visit the Exhibits Management Office for general information about the exhibition and facility.

If you would like to follow up post-convention, please contact exhibits@avma.org.

Exhibitors who rolled over funds to 2022 but did not use the voucher code this year, your funds will be refunded to you by December 2022. We will not be rolling over any payments to 2023.

The health and wellbeing of all attendees is of the utmost importance to the AVMA. We are committed to providing an environment in compliance with all CDC, state, and local mandates and guidelines. We are working closely with the city, hotels, convention center and offsite venues to ensure that all necessary safety precautions are in place.

Check here for Denver’s COVID 19 policiies: https://www.denver.org/meetings/denver-

info/clean-safe-resource-guide/

If the AVMA Convention is canceled, all deposits will be refunded. Badge registration and housing reservations will be canceled on your behalf.

Nothing else will need to be done by you, unless you have contract with vendors outside of AVMA's preferred list.

If you are unable to attend the AVMA Convention due to company mandated a travel restriction, please review the below options: 

If you cancel from time of booking through March 31, 2023, AVMA will waive the non-refundable 50% deposit and refund the original form of payment.

If you cancel between March 31, 2023, and May 31, 2023, AVMA will refund any funds paid over the 50% deposit (If only 50% has been paid, this option does not apply) 

If you cancel after May 31, 2023, AVMA will apply the deposit as a cancelation fee.

All cancelations or booth reductions must be received in writing. Cancelation due to travel restriction is an exception to the AVMA Convention 2023 cancelation policy and requires an email/letter from your HR/leadership, noting the travel restriction and dates of the restriction. If a special arrangement is needed, please contact exhibits@avma.org.