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EXHIBITOR PROSPECTUS TRADE SHOW
hosted by Kansas Veterinary Medical Association June 5-6, 2017 Hilton Garden Inn | Manhattan, Kansas
Kansas Veterinary Medical Association Formed in 1904 and currently serving over 900 members, the Kansas Veterinary Medical Association represents Kansas veterinarians and the interests of the veterinary team. The KVMA mission is to lead, advocate and promote the veterinary profession by supporting animal and human health.
BENEFITS & FACTS OF EXHIBITING June Conference brings together veterinarians, veterinary students, veterinary technicians and veterinary practice managers. Attendees come from clinics, animal hospitals, referral centers, regulatory agencies and more. One of the largest gatherings for veterinary professionals in Kansas. This is a great opportunity to network with potential clients. As an exhibitor, your company will receive a direct link from the KVMA website. A complimentary listing in the conference program will include your booth location.
DATE & LOCATION June 5-6, 2017 Hilton Garden Inn 410 S. 3rd St Manhattan, KS 66502 Phone 785-532-9116
EXHIBIT SPACE & RATES Booth Specs:
8’ x 8’ including pipe and drape, 6’ table covered and skirted, two chairs, wastebasket and identification sign.
Rates:
Standard Booth: $800 Additional Booth: $700
Payment
Check or credit card (VISA, Mastercard, Discover). Booth locations will not be assigned until full payment is received. KVMA will not hold booth selections. No exceptions
EXHIBITOR DETAILS Contract for space - The application for space and the formal notice of assignment constitutes a contract for the right to use the space allotted. In the event of fire or other uncontrollable circumstances at the exhibit site, this contract will not be binding. Use of space - No exhibitor shall assign, sublet or share the whole or any part of the space allotted without the knowledge and consent of the KVMA executive director. Aisles must be kept clear. Exhibitors must comply with all safety, fire and health requirements during set-up, operation and tear-down. Exhibit space - Booths are 8’x8’. Each exhibit space shall have pipe and drape, one 2’x6’ skirted table, two chairs, internet access, access to electricity and an identification sign. The exhibitor fee does not include drayage, additional display equipment or decorations, special lighting or any other associated services. Assignment of space - KVMA reserves the right to accept exhibitors at its own discretion. Space is assigned on a first-come, first-served basis. No space is assigned without official contract and payment of exhibit fee. Exhibitors will be notified, in writing, of booth assignments prior to this meeting. There will be an attempt to honor requests for placement away from or near other exhibitors, but this is not guaranteed. All dimensions and locations of the booths on the floor plan are believed, but not guaranteed, to be accurate. KVMA reserves the right to make modifications to the floor plan as deemed appropriate. Exhibit hours - Move-in may begin at 6 pm on Sunday, June 4, and must be completed by 7 am on Monday, June 5. Exhibit hours are: Monday from 7 am - 6 pm and Tuesday from 7 am - 12:30 pm. Dismantling - Exhibitors expressly agree not to tear-down the exhibit or do any packing before 12:30 pm on Tuesday. Premature dismantling reflects poorly on the conference, disrupts other
exhibitors during their last chance to visit with attendees. Premature dismantling of booths may impact future booth location assignments. Liability - KVMA, any officer or staff members of the same, will not be responsible for the safety or the property of the exhibitors, their agents or employees, from theft, damage or fire, accident or other cause, but will use reasonable care to protect the exhibitor from such loss. Exhibitors wishing to insure their goods must do so at the own expense. Care of building/equipment - Exhibitors, or their agents, shall not injure or deface the walls or floors of the building or the booths. No signs or any other articles shall be posted, nailed, or otherwise attached to the floors, walls, furniture or fixtures. When damage appears, the exhibitor is liable to the KVMA and to the Hilton Garden Inn. No animal will be allowed in the exhibit hall without prior approval of the KVMA executive director and the Hilton Garden Inn. Cancellation and refund policy - All booth cancellations must be submitted in writing to the KVMA office. Full refunds will be made to cancelled booths on or before May 15, 2017. No refunds will be made after that date. Exhibit fee - Each standard 8’x8’ booth rents for $800. Exhibitors with more than one booth pay a reduced rate of $750 for each additional standard booth. Payment is required upon receipt of the reservation form. The contract and payment are due no later than April 30, 2017 to be listed in the conference program. Hospitality events - Exhibitors may host a hospitality event on Monday evening as there are no scheduled evening activities. Contact Megan at 785-234-0461 for details.
Refreshments
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23
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25
26
27
28
29
30
21
20
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18
Equine Sessions
17
Large Animal Sessions
16
15
14 13
12
11
10
9
Lunch Guest Speaker
8
7
6
Small Animal Sessions
s fre Re
ts en hm
5
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1
Registration
TRADE SHOW BOOTH LAYOUT
2017 KVMA Trade Show Exhibit Space Contract 1. Company Information (please print clearly) Company name
Office use only Contract rec. Confirm sent Info updated Booth number Deposit ck no. Balance due ck no.
(as it will appear in conference materials)
Company contact person Phone ( ) E-mail (required) Company address City Company website Exhibit contact person Phone ( Email Address City
Fax (
)
State
Zip
(Person in charge on-site, if different from above)
)
Fax(
)
State
Zip
Please check the category/categories that best describe your business. Imaging Pharmacy Animal Health Buildings Supplier/Distributor Business Management
Website/Marketing Financial/Banking Referral/Emergency Centers Diagnostic Equipment/Services Software Surgical/Veterinary Equipment
Pet Services - (ID, insurance) Books, Journals/References Associations/Government Other, please describe:
2. Booth location Refer to exhibit hall map in the prospectus. If your choices are not available, you will be contacted to determine an alternate booth location. We will attempt to honor, but do not guarantee, requests for placement away from or near competing exhibitors (list here or on separate page). Booth preference: 1.
2.
3.
4.
Single Booth _____________________ Double Booth _________________________
3. Agreement of terms Submission of this application, with the authorized signature below, indicates that we have read, understand and agree to abide by all rules, regulations and restrictions outlined in this application and contained within the exhibit prospectus. The terms are made part of this application by reference and are fully incorporated. Signature
Date
4. Payment Mail full amount ($800 for first booth, $750 for each additional booth) and this completed form to: KVMA, 816 SW Tyler, Topeka, KS 66612-1635. You may fax your contract to 785-234-2930. Questions? Call or email Megan Kilgore at 785-234-0461, kvma@kansasag.org. Make checks payable to: KVMA Trade Show Payment Method
Check
Visa
Mastercard
Name on credit card Credit card number Billing city, state zip Signature
Expiration date Security code Amount to charge $ Thank you for your support of Kansas veterinary medicine
Discover
2017 KVMA Trade Show Exhibit Representatives (please print clearly) COMPANY NAME Your company will receive 2 complimentary registrations. Additional name tags may be purchased for $25.00. A lunch ticket is included for Monday and Tuesday. COMPLIMENTARY REGISTRATIONS: Exhibit Representative Cell Phone ( ) Email Emergency Contact & Phone Number Exhibit Representative Cell Phone ( ) Email Emergency Contact & Phone Number ADDITIONAL REGISTRANTS: Exhibit Representative Cell Phone ( ) Email Emergency Contact & Phone Number Exhibit Representative Cell Phone ( ) Email Emergency Contact & Phone Number Exhibit Representative Cell Phone ( ) Email Emergency Contact & Phone Number TOTAL DUE: $
Please return by May 25 to ensure all name tags are printed. Feel free to email to megan@kansasag.org or fax to 785-234-2930
KEY DATES
HOTEL INFORMATION
April 30
Conference Headquarters
Payment and contract due to be included in conference program
May 15
Last day for cancellation refund
Hilton Garden Inn ($108 + tax) 410 S Third St 785-532-9116 Group Name: Conference for Veterinarians Group Code: CVMKSU
May 25
Fairfield Inn ($102 + tax) 300 Colorado St 785-539-2400
June 4
Parkwood Inn & Suites ($85 + tax) 505 S 17th St 785-320-5440
Complete list of company representatives and meal tickets due Exhibitor move-in 6 pm - midnight
June 5
Exhibit Hall open 7 am - 6 pm
June 6
Exhibit Hall open 7 am - 12:30 pm Exhibit tear down 12:30 pm - 4 pm
Bluemont Hotel ($125 + tax) 1212 Bluemont Ave 785-473-7091
Have you heard?
KVMA CONVENTION IS BACK!
Mark your calendars January 12-14, 2018 Location TBA