Exhibitor Rules and Regulations
These Rules & Regulations apply to all exhibitors at the American Veterinary Medical Association (hereinafter “AVMA”) Convention
In connection with your online application to exhibit at the AVMA Convention, you will be asked to provide certain personally identifiable information of an individual for purposes of completing this transaction (e.g.,name, email address, street address). AVMA will process any such personal data in compliance with applicable privacy and data protection lawsand only in connection with your application and exhibition at the AVMA Convention. AVMA will only share your personal data with its employees and certain third parties that provide services to AVMA and are likewise obligated to protect your personal data. Please note AVMA may transfer your personal data outside of the country in which it was collected, including to countries that may not require the same level of protection as your country; however, AVMA will maintain reasonable administrative, physical and technical safeguards to protect such personal data from accidental loss, theft or damage.
Assignment of Space
New or additional exhibit space requests will be assigned on a space available basis in the order in which the applications are received. The AVMA reserves the right to relocate booth space.
Standard booths are defined as 10’ wide and 10’ deep with 8’ high back drape and 3’ high side drape and include the following:
• Four (4) complimentary* exhibitor badges per 10’ x 10’ space. Additional badges are available for $410 each. An exhibitor badge entitles the bearer to attend all scientific and general sessions that do not require an additional fee (CE credit is included with exhibitor badges). If you plan on registering on-site, you must provide proof of affiliation with the exhibiting company. Exhibitor badges will be issued in the name of the exhibiting company only. Non-commercial exhibitors and tech hubs will receive two (2) complimentary badges per 10’ x 10’ space.
• One (1) Lead Retrieval Unit (must be ordered by exhibitor in advance) will be provided to each commercial exhibiting company.
• Complimentary postal mailing list of preconvention primary pre-registrants for commercial exhibitors (must be requested by exhibitor by the deadline listed in the Exhibitor Services Manual and exhibitor must accept terms of agreement). Available to non-commercial exhibitors for a sponsorship fee.
• Company name, booth location, and product information on the AVMA Convention web site and mobile app.
• Opportunities to increase visibility through sponsorships and advertising.
DEPOSITS, REFUNDS, TRAVEL RESTRICTIONS AND EVENT
A minimum deposit of 50% of the total booth space is due within 10 days of booth reservation. Full balance must be paid by June 5, 2023. Exhibitors with a balance due after this date will be subject to cancellation or booth relocation by the AVMA, at the AVMA’s sole discretion, without refund of the deposit. Full payment due upon booth reservations made after June 5th,2023. Exhibitors will not be allowed to set up until monies due to AVMA are paid in full.
All cancellation requests must be submitted in writing.
Written cancellations postmarked by May 31st 2023 are eligible for a refund up to 50% of their booth cost based on balance paid at that time. If only 50% has been paid, no refund will be issued. No refunds will be provided for cancellations after May 31 2023.
Downsizing of booth space is considered a cancellation. Any exhibitor who downsizes will be subject to loss of all priority points and will be required to relocate to another area in the exhibit hall. A 25% administrative fee will apply to exhibitors who downsize prior to May 31, 2023. No refunds will be given for downsizing after May 31, 2023.
• If you are unable to travel and cancel after May 31, 2023 - AVMA will offer to:
• Per the rules and regulations, all cancellations or reductions must be received in writing. In order qualify for the above options, as these are outside of our standard cancellation policy, we would request an email/letter from your HR/leadership, noting the travel restriction and dates of the restriction. If a special arrangement is needed, please contact firstname.lastname@example.org. The AVMA reserves the right to cancel the exhibition, or any part thereof, without liability to the AVMA, due to government order, or other cause beyond its reasonable control, including without limitation, labor strikes, failure of mass transportation, acts of God (hurricanes, tornado, fire, flood and the like), or pandemic illness, which make it illegal, impossible, or inadvisable for the AVMA to hold its annual convention, the exhibition, or any event thereof. Should AVMA cancel the exhibition, or any part thereof, a full refund of any exhibit space deposits, or payments made, will offered. In the case of a cancellation by AVMA, AVMA will refund all payments within 90 days of the cancellation.
By signing the application and Exhibitor Contract, Exhibitor agrees that any balance due on the deposit as of May 31, 2023, will be charged to the same credit card used to pay the deposit. If at the conclusion of the Exhibition there remains a balance due, AVMA will charge the same to the credit card on file unless AVMA agrees to another form of payment in advance. Exhibitor hereby authorizes AVMA to charge the credit card on file according to the terms outlined above. This payment authorization is for the Exhibition. The signatory below certifies that he or she is an authorized user of this credit card and that he or she will not dispute the payment with the credit card company; so long as the transaction corresponds to the terms indicated in this Agreement.
Eligible Products and Services
Acceptable products and services to be exhibited include veterinary specific products, business enhancement products and services, and financial opportunities appropriate for a family friendly event that are related to the veterinary industry. Ineligible exhibits include, but are not limited to: those exhibiting illegal or unlawful products, services, or activities; those supporting philosophies or actions in opposition to those of the AVMA; those that are harassing, discriminatory or violate the AVMA Principles of Veterinary Medical Ethics; those that offer products or services in competition with AVMA; those that offer products or services that are not applicable to the veterinary profession; those that offer personal use products and those not appropriate for a family friendly event. AVMA in its sole discretion may exclude any exhibitor or any product or service at any time including onsite during the exhibition.
Exhibitor Product and Claims
Products and claims in exhibits and exhibit collateral will be subject to the same requirements as those for advertising in the Journal of the AVMA. (For a copy of these requirements, please contact the AVMA Publications Division at 847.285.6768).
Booth construction is governed by IAEE guidelines.
Standard Inline Booth
One or more standard units in a straight line. Exhibit features, components, and identification signs are permitted up to a maximum height of 8’. All display fixtures over 4’ in height and placed within 10 lineal feet of an adjoining exhibit must be confined to that area of the exhibitor’s space which is at least 5’ from the aisle line.
Perimeter Wall Booth
A standard booth located on the outer-perimeter wall of the exhibit floor. Exhibit fixtures, components and identification signs will be permitted to a maximum height of 12’. All display fixtures over 4’ in height and placed within 10 lineal feet of an adjoining exhibit, must be confined to that area of the exhibitor’s space which is at least 5’ from the aisle line.
An exhibit space, 20’ x 20’ or larger, with aisles on all four sides. Exhibit features, components, and identification signs will be permitted to a maximum height of 20’. Because an island booth is automatically separated by the width of an aisle from all neighboring exhibits, full use of the floor plan is permitted. All multi-story exhibits, regardless of whether people will occupy the upper area or not, and all exhibit fixtures and components exceeding 12’ in height must have engineered signed drawings available for inspection and approval by exhibition management, the installation and dismantling contractor, the exhibitor and governmental authority during the time the exhibit is being erected, exhibited and dismantled at the show site that includes a signature of an authorized official of the exhibit building company indicating that the structure is built in compliance with the details and specification set forth on the drawings. Signs must be posted indicating the maximum number of people the structure will accommodate. Hanging signs are permitted up to 20’ high. Any structure or sign placement above 20’ must be submitted to the AVMA for approval no later than 30 days prior to the convention.
Booth Construction and Arrangements
Full booth floor covering is mandatory in all booths. An exhibitor may provide their own floor covering or it may be rented through the General Service Contractor (GSC).
Please make sure that all carriers are checked in no later than 10:00 a.m. on Tuesday, July 18, 2023.
Safety Guidelines and Fire Code Regulations/Insurance
All exhibitors must observe appropriate safety guidelines and fire code regulations set by the Convention Center, municipal, local and state fire code, laws, rules and regulations as well as regulatory agencies (OSHA, FDA, USDA) regarding exhibition of equipment and products. This is especially important for those exhibitors who intend to exhibit potentially dangerous equipment (i.e., lasers, radiation, electro surgery devices, etc.). Exhibitors intending to demonstrate equipment with potentially dangerous or hazardous effects must provide “Guidelines for Exhibition” for the device they wish to demonstrate. The “Guidelines” are created by the exhibitor and must be based upon regulatory and safety requirements for the use of the device. The “Guidelines” must be submitted to AVMA 90 days prior to the convention. Additional insurance requirements may apply, and specialevent permits may be required for review by the Fire Marshal. The AVMA retains sole discretion to determine whether potentially hazardous equipment may be demonstrated during the convention.
Insurance and Indemnification
Exhibitors shall meet all insurance requirements set forth in the Exhibitor Services Manual and shall maintain general public liability insurance against claims for personal injury, death, or property damage incident to, arising out of or in any way connected with the exhibitor’s participation in the AVMA Convention 2023. In addition, exhibitors are responsible for obtaining property insurance for its exhibit and display materials including without limitation theft/damage coverage.
Limitation on Liability
To the maximum extent permitted by applicable law, in no event shall the AVMA or its directors, officers, members, employees, and agents, be liable to exhibitor or exhibitor’s employees, agents, or guests, for any loss or damages whatsoever, such as personal injuries or damage to property (whether known, foreseeable or otherwise), including without limitation, any consequential, incidental, direct, indirect, special, punitive, or other damages whatsoever, arising out of or in any way related to exhibitor’s participation in the AVMA Convention 2023, unless said damages are the result of the gross negligence of the AVMA.
Biological Products & Demonstrations
Biological products exhibited require a USDA license. Information contained in the exhibit and in all literature distributed must conform to current approved labeling practices.
Apart from guide, signal or service animals, animals are not allowed in the facility without prior written approval from AVMA. Approval is based on whether the animal is part of an exhibit, teaching, training or activity requiring the use of animals.
Denver convention center requirements for Live Animals will be released in March of 2023. Please check back in the exhibitor service center for that update.
a) Per AVMA, in order for the animal(s) at your exhibit booth to be considered, the proper application/paperwork must be submitted for review June 5, 2023*, for every live non-service animal that will be in the Convention Center and/or Exhibit Hall. The application is located in the Exhibitor Service Center. *Should a request come after this date, approvals are not guaranteed and will be handled on a case-by-case basis. Once submitted, an Animal Welfare team member will be in touch with your email@example.com.
Once approved, owners and handlers will be provided additional information, including how to pick up a Live Animal Ribbon indicating that you have been approved. Security will be asking handlers to show their registration badge. Service animals are exempt, but it is recommended that a Live Animal Ribbon is worn within convention facilities. When permission is granted to display live animals in a pen or other enclosure, the floor must be protected from stains by laying a leak proof covering on the floor. Any exhibit involving live animals must also comply with all laws, rules, and regulations governing their use in such activities.
Independent Contractors (Exhibitor Appointed Contractors)
All services customarily required by exhibitors are available at the current rates: decorating, drayage, electrical, furniture rental, sign printing, carpenter services, product storage, general labor, plumbing, photography, special cleaning and porter service, florist and telephone service. Order forms for all services will be included in the online Exhibitor Services Manual. A link to the Exhibitor Services Manual will be posted on avmaconvention.org and will also be emailed directly to each exhibitor by the AVMA’s exhibit contractor, in April 2023.
Delivery of Exhibit Material
Shipments will not be accepted at the Convention Center prior to 8:00 am on Thursday, July 13, 2023. GSC will receive and store advance shipments of crated material beginning in June. GSC will also deliver all advance shipments to assigned booth space(s), remove, and store all empty containers, return empty containers to the booth at close of show, deliver shipments to loading area of exhibit hall, and load onto outbound carrier’s trucks at the prevailing drayage rates. GSC & AVMA are not responsible for exhibit items removed from aisle space.
A copy of the convention center labor guidelines and non-official contractor rules will be included in the Exhibitor Services Manual emailed to each exhibitor.
Standard electrical services available for purchase are: 120-volt, AC, single phase, 60 cycle; 208-volt, AC, three phase, 60 cycle, special voltage available upon request. All exhibitor equipment must be UL approved. Extension cords shall be three- wire with ground and shall service one appliance or device. Multi- plug adapters must be UL approved and have an overload internal circuit breaker. Home- type “cube” taps are prohibited. Spliced wires are also prohibited.
A written release will be required to remove material/ equipment from the exhibit hall after the first day of installation through the last day of dismantling. Merchandise/ Equipment Removal Forms will be available at the GSC service desk office located in the Exhibit Hall.
Booth Activities & Literature Distribution
Adhesive-backed decals or similar items are not permitted in the convention center and may not be distributed by any group, exhibitor or individual. Any costs incurred for the removal of these items will be charged to the exhibitor. With prior written consent from AVMA and the Convention Center, helium balloons may be used when they are permanently affixed to authorized displays. Charges are assessed by the facility to the exhibitor for any helium balloon that escapes its display. Helium balloons may not be used as giveaways. Helium tank use and storage inside the convention center is strictly prohibited. Any violation of these rules will result in a removal fee charged to the exhibitor.
Distribution of balloons and flashing/ strobe lights of any kind are prohibited.
Exhibitors are prohibited from distributing souvenirs, printed matter, or other items considered objectionable by the AVMA. Any undignified solicitation on the part of an exhibitor should be promptly reported to the AVMA. The AVMA, in its sole discretion, reserves the right to close any exhibit which conducts its solicitation in an objectionable manner or infringes upon the rights and privileges of other exhibitors with no refund given to the offending exhibitor.
No sound-making equipment, distracting sound or lighting devices which may cause annoyance to other exhibitors will be permitted. Sound may not exceed 80 decibels as determined by AVMA’s sound monitoring equipment. Any exhibitor wanting to use sound equipment or microphones in their booth must submit their request in writing to the AVMA no less than 30 days prior to the convention. Exhibitors who do not submit a request and are found in violation of this rule will be forced to discontinue their use of this type of equipment onsite and will face potential loss of exhibitor priority points.
Distribution outside an exhibitor’s rented booth space is also prohibited. All activities of each exhibit must be confined within the exhibitors allotted space. Exhibitors are not permitted to demonstrate products in the aisles of the exhibit hall.
Distribution of exhibitor literature must be confined to the exhibitor’s booth space. Any material found in public spaces, both inside the exhibit hall and/ or throughout the convention center will be discarded and the exhibitor will be at risk of losing their priority points. Aisles are the common property of all exhibitors and must not be obstructed at any time; therefore, each exhibitor has the responsibility to assure proper flow of traffic through the entire exhibit area. If in-booth demonstrations gather spectators that crowd the aisle and interrupt the flow and safety of attendees, the exhibitor will be requested to contain the crowd within their booth or end the demonstration.
Exhibitors agree not to host events outside of the convention center during exhibit hall hours without the prior express written approval of the AVMA. No food or beverage items may be brought into the convention center. It is convention center policy that all food and beverage, including alcoholic beverages be supplied by the convention center catering provider.
“Suitcasing/outboarding” are unethical practices which are not permitted anywhere within the AVMA Convention or any of its related properties or activities. This refers to non-exhibiting companies or persons who work the aisles from their suitcase and solicit business without having an exhibiting presence at the Convention. Anyone suspected of or found suitcasing/ outboarding will be immediately escorted from the convention and their badge will be inactivated with no refund. All exhibitors selling merchandise or taking orders in the exhibit hall must adhere to local laws regarding sales/ use tax collection by the city/state of the event.
Exhibitor and Convention Promotion
Names of confirmed exhibiting companies may be used by the AVMA for promotion and publicity purposes, including without limitation the right to use exhibitor’s logo or other identifying symbols (“Marks”). Additionally, photos and other recordings taken by AVMA staff or AVMA designated contractors of confirmed exhibiting companies may also be used for promotion and publicity purposes. Exhibitor grants the AVMA a nonexclusive, perpetual, fully-paid, royalty-free license to use exhibitor’s name and Marks for promotion and publicity purposes.
Protection of Personal Information; PCI Compliance
Exhibitor shall implement and maintain commercially reasonable and appropriate technical, administrative, and physical safeguards and security methods designed to prevent any unauthorized release, access to or publication of any data collected from exhibition attendees, including without limitation, any information of an individual person that can be used to identify that person and that is protected by law, such as name, street address, email address, or phone number (“Personal Information”). exhibitor shall implement processes and maintain procedures designed to comply with all applicable laws (“Applicable Laws”) and data security obligations with respect to Personal Information, including without limitation, to the extent applicable, (i) the General Data Protection Regulation (EU) 2016/679 of the European Parliament and of the Council and any applicable laws enacted by an EU member state implementing the requirements of the regulation;(ii) the Australian Privacy Act 1988 and National Privacy Principles; (iii) the Canadian Personal Information Protection and Electronic Documents Act; (iv) California Consumer Privacy Act, Cal. Civ. Code §§ 1798.100 et seq. and implementing regulations; and (v) any amendments and successors to the aforementioned privacy laws, or any newly enacted laws regarding privacy. Exhibitor is exclusively responsible for compliance with Applicable Laws with respect to all Personal Information collected from attendees and shall indemnify and hold AVMA harmless from and against any all claims or liabilities arising from any violation or alleged violation of the Applicable Laws arising from exhibitor’s participation in the Exhibition.
To the extent that exhibitor accepts, processes, or handles any merchant, credit, or payment card, exhibitor represents that it will do so in full compliance with the Payment Card Industry Data Security Standard (PCI DSS) promulgated by the PCI Security Standards Council. All processing, transmission, storage or cardholder data shall be in compliance with PCI DSS. The exhibitor is exclusively responsible for compliance with PCI DSS and shall indemnify and hold AVMA harmless from and against any and all liabilities of any nature arising from non-compliance or alleged non- compliance with PCI DSS.
Disclaimer of Partnership or Endorsement
This Agreement does not create or constitute a partnership, joint venture, or other form of business organization of any kind. AVMA’s acceptance of exhibitor for the Event in no way constitutes or implies an endorsement or recommendation of exhibitor or exhibitor’s products or services, and exhibitor agrees that any promotion of its participation in the Event shall not express or imply an endorsement or recommendation by AVMA, or a business relationship with AVMA.
If you are using live or recorded music via any medium in the exhibit space, you represent that you have appropriate licenses, such as licenses from ASCAP and BMI, for such activities.
Motor Vehicle Displays
Exhibitors wishing to display motorized vehicles must submit a request in writing to the AVMA along with the booth space application listing the number of vehicles. Automotive vehicles and equipment may be displayed if there is not more than ¼ tank of fuel or the minimum amount for positioning the vehicle, fuel tanks are locked or sealed, battery cables are disconnected, ignition keys are removed at display location, and vehicle may not be started, run or moved during event hours. Fire Code Regulations will be included in the Exhibitor Services Manual.
The following items may NOT be displayed without prior express written approval from the AVMA and the Fire Marshal: display or storage of LPG, flammable liquid, flammable gas, straw, sawdust, shavings, welding or cutting equipment, gas fired appliances, and compressed gas cylinders. If compressed gas cylinders are approved, they must be firmly secured to a carriage or fixed location at all times and be in compliance with all Convention Center guidelines for compressed gas cylinder storage. A special permit for the use of fireworks/ pyrotechnics and lasers is required by the Convention Center Building Manager and Fire Marshal.
Health and Safety
AVMA is working with vendors, local venues, including federal, state and local regulations on health and safety guidelines for Denver and future shows moving forward. Please review our FAQS and stay tuned for additional updates. To view current updates as it relates to the Denver Convention Center, visit https://www.denver.org/meetings/denver-info/clean-safe-resource-guide/
Acceptance of Rules and Regulations
By submitting an application for booth space, the exhibitor agrees to abide by these Rules & Regulations and all applicable rules and regulations of the Convention Center. All exhibit applications accepted by the AVMA require the exhibitor to assume the full acceptance of these Rules & Regulations. The AVMA reserves the right to make all final decisions regarding the interpretation and enforcement of these Rules & Regulations. The AVMA may amend these Rules & Regulations at any time and will endeavor to inform exhibitor of any such amendments in a timely manner. This document is subject to change. For the most current version please visit our web site, www.avmaconvention.org.