We are pleased to announce the Missouri Veterinary Medical Association's 128th Annual Convention and Trade Show, which will be held January 24-27, 2020, at Holiday Inn Executive Center, Columbia, Missouri. This is the primary meeting for veterinarians from around the state, and also attracts those from neighboring states.
I would like to invite you to display your products and services at this year's Convention. The Trade Show is an integral component of the Convention and provides exposure for you and an opportunity to interact with more than 450 veterinary professionals and students.
Partners for Progress will receive two booth spaces included with their Partnership and Associate Members of the Association are entitled to a $25.00 discount on their exhibit booth. In addition, they have the opportunity to select their booth location before other exhibitors and receive special listing in our newsletter and Convention program. If you would like to take advantage of this Associate Member opportunity, you may do so by completing the enclosed Associate Membership Form and submitting your Associate Member fee of $293 along with your Application for Exhibit Space prior to November 10. The final deadline for Exhibitor Application is November 30. Late applications will be accepted depending on availability.
The Exhibit Hall will be open this year beginning at 7:45 AM on Friday, January 24, and will remain open until 5:00 PM. The Exhibit Hall Party will begin at 4:00 PM on Friday. The Exhibit Hall will also be open from 9:00 AM – 2:40 PM on Saturday.
NOTE: At the request of your fellow exhibitors and for the benefit of our attendees, we will be enforcing Saturday’s ending time to maintain a strong exhibit hall throughout the convention. All exhibitors will be required to remain set up until the 2:40 PM scheduled ending time on Saturday. Any exhibitor beginning an early tear down or displaying any evidence of packing or disassembly of an exhibit booth will incur a $500 “early teardown” penalty and will possibly jeopardize the opportunity of exhibiting with MVMA in future years. If incurred, an invoice for this penalty will be sent to the home office of the exhibiting company. Any exception will require advanced approval from the MVMA Convention Planning Committee.
We feel that we have designed a Convention format that will maximize traffic for your booth. Along with meal functions and several scheduled breaks in the Exhibit Hall, the Exhibit Hall Party on Friday evening provides ample time for attendees to visit booths in a relaxed atmosphere.
We also give our Exhibitors the opportunity to provide giveaways (i.e. pens, magnets, product flyers, etc.) for the attendees’ registration packets. Please indicate on the Application if you would like to take advantage of this opportunity. Further, we will once again have door prize drawings that serve as excellent incentives for attendees to visit the exhibit area and your booth. Please indicate on the Application if you would be willing to donate a door prize, or if you would like more information about sponsorship opportunities. We will collect door prizes for display during the Exhibitor set-up time.
The Missouri Veterinary Medical Foundation would also like to request donation items ($50 value) to be used for the Friday evening Silent Auction.
EXHIBIT HOURS: Friday, January 24, 2020 7:45 a.m. – 5:00 p.m.
Exhibit Hall Party 4:00 p.m. – 5:00 p.m.
Saturday, January 25, 2020 9:30 a.m. – 2:40 p.m. (STRICTLY ENFORCED)
SET-UP AND TEARDOWN: Thursday, January 23, 2020 2:00 p.m. – 8:00 p.m. Set-up
Saturday, January 25, 2020 2:40 p.m. – 4:00 p.m. Teardown
COST: The exhibitor fee of $995 ($455 for second booth) includes:
8' x 10' Booth Space with pipe and drape Unlimited Exhibit Hall badges
6' draped and skirted table (1) Complimentary listing in conference program
Wastebasket Two complimentary sets of Meal Tickets
Signage for Friday and Saturday
Wireless Internet (excluding Saturday Banquet)
Carpeting is optional (order through hotel)
(NOTE: Associate Members receive a $25.00 discount on booth costs and first option for booth selection.)
ACCOMMODATIONS: A block of sleeping rooms has been reserved for the Missouri VMA at Holiday Inn Executive Center. The convention rate is $126.95 plus tax (13%). This rate includes in-room wireless high speed internet service. Reservation requests are to be received no later than January 8, 2020 to guarantee accommodations. After this date, reservations will be taken on a space available basis. Call Holiday Inn Executive Center 1-800-HOLIDAY. Ask for Group Block VMD. There will also be a link on the Missouri VMA website where you can make your room reservations. To contact the hotel directly, call 1-573-445-8531. Holiday Inn Executive Center is located at 2200 I-70 Drive SW, Columbia, Missouri.
ADDITIONAL OPTIONS: Additional equipment, electrical service, telephone service, and/or booth decoration is available for an additional fee through our exhibitor services provider. A list of available options and an order form will be sent with confirmation of booth space reservation and location.
STORAGE: Storage space is not available for display material and/or show merchandise. All related equipment, crates, trash, etc. must be removed no later than 4:00 PM on Saturday, January 25, 2020.
SHIPPING OF EXHIBITION MATERIAL: Shipping information and instructions will be sent with confirmation of booth space reservation.
SPACE ASSIGNMENT: Assignment will be made in the order in which the applications, accompanied by payment, are received. Partners for Progress then Associate Members, who submit Application by November 10, will have first option. Every effort will be made to honor all requests for booth space. PLEASE NOTE ANY DIRECT COMPETITORS. EVERY EFFORT WILL BE MADE TO KEEP PLACEMENT SEPARATE.
FACILITY RESTRICTIONS: Due to fire codes, exits may not be blocked with tables, pipe and drape, easels or other equipment. No objects may be tacked or in any manner attached to the walls or other parts of Holiday Inn, hotel or its furnishings.
BOOTH PERSONNEL: The booth should be staffed by exhibitor personnel during the time that the Exhibit Hall is open to attendees. Exhibitors will be provided with unlimited badges for booth reservations, but only two sets of meal tickets (four sets of meal tickets for two booths). Additional sets of meal tickets; which include Continental Breakfast on Friday and lunch on Friday and Saturday may be obtained at a cost of $75.00 per person.
LIABILITY: An indemnity clause is included on the application form. The Exhibit Hall will be locked during the hours when the exhibits are closed. Every reasonable precaution will be taken to protect the exhibitor against a loss, but there is no guarantee.
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 services or activities, those supporting philosophies or actions in opposition to those of MVMA, those that are harassing, discriminatory or violate the AVMA Principles of Veterinary Medical Ethics, those that offer products or services in competition with MVMA, those that offer products or services that are not appropriate for a family friendly event. MVMA reserves the ultimate right to determine eligibility of an exhibitor at any time, including onsite at the convention.
Our meeting planner, Pam Widener, will be your primary planning contact for the Convention and Trade Show. Please do not hesitate to contact Pam at 573-265-9211, email: firstname.lastname@example.org. Please contact the Association offices at 573-636-8612 if you have questions regarding on-line registration, or if we can be of any assistance. I look forward to seeing you next January.