100TH ANNUAL OVMA CONVENTION
EXHIBITOR PROSPECTUS
THE OKLAHOMA VETERINARY MEDICAL ASSOCIATION PRESENTS: “WILD, WILD WEST,” THE 100TH ANNUAL CONVENTION FEATURING THE LARGEST SINGLE EVENT GATHERING OF VETERINARIANS IN THE STATE. JANUARY 29-31, 2015 • EMBASSY SUITES • NORMAN, OK
Table of Contents
• Expo Tentative Schedule......... 3 • General Information............... 4 • Expo Facilities.......................... 5 • Floor Plan and Pricing........... 6 • Expo Housing........................ 7 • Dates to Remember.............. 8 • Fun Night.............................. 9 • Silent Auction..................... 10 • Expo Rules......................... 11
Never Looked Better Join us for the 100th Annual OVMA Convention. This year we’re pulling out all the stops: more interactive presentations, easier loading for exhibitors, and more events in the exhibit halls means more foot traffic. As the largest annual gathering of the Oklahoma veterinary community, the OVMA Convention grants you the opportunity to interact with more than 1,000 veterinarians, technicians, practice managers, amongst others involved with animal health and welfare. Regular communication with our membership means your visibility as an exhibitor reaches beyond the attendees this year in Norman. It means our member base sees your name in our newsletter, on our website, and within the convention program and mobile app. Thank you for your support. Our industry partners are vital to the success of convention. See you in January.
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E xpo Ten t at i ve S ch e dul e THURSDAY Move-In
7:00 p.m. - 10:00 p.m.
FRIDAY Move-In
7:30 a.m. - 9:30 a.m.
OVMA Seminars Begin
8:00 a.m.
Expo Opens 9:30 a.m. Box Lunch in Expo Hall
12:15 p.m. - 1:15 p.m.
Coffee Break in Expo Hall
2:15 p.m. - 2:30 p.m.
Coffee Break in Expo Hall
3:30 p.m. - 3:45 p.m.
Fun Night with Exhibitors
5:00 p.m. - 6:30 p.m.
SATURDAY Expo Opens 8:00 a.m. Coffee Break in Expo Hall
9:30 a.m. - 10:15 a.m.
Coffee Break in Expo Hall
2:30 p.m. - 3:00 p.m.
Expo Closes 4:30 p.m. Move Out 4:30 p.m. - 6:30 p.m.
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GE N E R AL I N F OR M ATIO N
THEME The theme for our 100th annual convention is Wild, Wild West. We encourage you to dress up in western attire and feature themed signage and games at your table.
GRAND OPENING The Grand Opening Celebration will be at 9:30 a.m., during the first break, at the Expo Hall. Exhibitors must be set up at this time. Badges will be required for all expo entrants, including exhibitors and meeting attendees. Security officers will be at the door to monitor traffic. Fun Night will take place at 5:00 p.m. and will run until 6:30 p.m. Bring games and inexpensive prizes.
UPDATES Visit okvma.org regularly to follow annoucements and changes. If you have any questions, please contact the OVMA office staff at 405-478-1002 or admin@okvma.org.
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Expo Facil it ie s
The 2015 OVMA Convention and Expo will be held January 29-31 in Norman, OK. The Embassy Suites Hotel and Convention Center will house all exhibitions and meetings.
Applic at i on fo r S p ac e Applications for booth space must be completed on the enclosed form, signed, and sent to: OVMA PO BOX 14521 Oklahoma City, OK 73113 If payments are to be charged, you may fax (405-478-7193), or you may submit online at okvma.org. Full payment is due by October 1, 2014. If you fail to meet this deadline, your company may not be featured in our publications prior to the event. Booth assignment begins as soon as the contract is received by the OVMA office. Factors in space assignment are: past exhibitor, postmark date of booth application and payment, amount of space requested, and special needs.
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Prime 10’ x 10’ 8’ x 8’ Booths Member Benefits Reserved Coffee Bar
F loor P la n a nd P ricin g In fo r m at i o n
10’ x 10’ Prime Booth - $875 (each additional - $850; after Oct. 1 - $950) 8’ x 8’ booth - $800 (each additional - $775; after Oct. 1 - $875)
• Allied Member Discount - as a thank you, Allied Members may deduct $25 from their booth rental price.
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Expo Hou s i n g Exhibitors are encouraged to make early reservations with our host hotel, Embassy Suites, by calling (405) 364-8040. Let them know you are with the OVMA to receive the following room rate discounts: Single - $95 Double - $95 Triple - $105 Quad - $115 The rates are good for Thursday, Friday, and Saturday.
Ser vic e I n fo r m at io n Midwest Decorating Company will be OVMA’s official decorating service contractor for the 2015 conference. All services customarily required by exhibitors will be available, complete shipping instructions and information regarding booth furnishing, electricity, shipping and freight handling will be forwarded to assigned spaces. The exhibitor is responsible for ordering and payment of all extra services, including the draping for extra tables, carpeting, or extra furniture from Midwest Decorating Company. The exhibit hall is carpeted. Midwest Decorating Co. • 1510 S. Memorial, Tulsa, OK 74112 Phone: 918-584-0988 Fax: 918-585-9157
Lunch Exhibitors may order half-price box lunches for Friday by indicating the desire on the contract.
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Dat e s t o Re m e m b e r
Booth reservations must be made
October 1, 2014
Room reservations must be made
December 31, 2014
Thursday evening move-in
January 29, 2015
Exhibit Grand Hall opening
January 30, 2015
Fun Night January 30, 2015 Last day of show
January 31, 2015
Move-out January 31, 2015
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Fun N i gh t One of the most popular events at convention is our Friday Night Fun Night. The event is scheduled from 5:00 p.m. to 6:30 p.m. in the exhibit hall. The fun night will feature live music, dancing, as well as some exciting attractions to be announced later on. Exhibitors are encouraged to bring simple Wild, Wild West-themed games along with inexpensive prizes. This gives exhibitors and attendees the opportunity to not only network but also have a lot of fun in the process. If you have any questions, call 405-4781002.
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Sile nt Auct i o n
The Oklahoma Veterinary Medical Foundation will be hosting a silent auction during the the expo. Proceeds from the auction will go to benefit the Pet Overpopulation Fund, a program that aids low-income families with inexpensive spay and neuters for their pets. Doations for the auction are appreciated. If you or your company are interested, please contact the OVMA office at 405-4781002 or admin@okvma.org.
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Expo Ru l e s an d Re gulatio n s The Annual Meeting and Exposition is produced and managed by the Oklahoma Veterinary Medical Association, hereinafter referred to as “OVMA”. OVMA will establish all meeting policies. All matters and questions not covered by these regulations are subject to the decision of OVMA. These regulations may be amended at any time by OVMA and all amendments that may be so made shall be equally binding on all parties affected by them, as are the original regulations.
ADHERENCE TO SHOW RULES
The following provisions become binding upon acceptance of the OVMA Application and Contract for Exhibit Space between the applicant, his employees and agents, and OVMA, and any additions and amendments thereto that may hereafter be established or put into effect by OVMA. OVMA reserves the right to disqualify potential exhibitors which do not meet the specifications on the Application and Contract for Exhibit Space and as stated herein. Failure by the exhibitor to comply with these rules and regulations as agreed by the parties or the breach of any representation, warranty, or guarantee by the exhibitor shall render the exhibitor liable for direct and consequential damages, expenses, allocations of overhead, etc. The Application/Contract for Exhibit Space and these Rules and Regulations represent the complete understanding of the parties.
FLOOR PLAN/SPACE ASSIGNMENTS
(A) The arrangement of exhibit space is shown on the floor plan. All dimensions and locations shown on the floor plan are believed, but not warranted, to be accurate. OVMA reserves the right to make such modifications, to whatever extent OVMA deems appropriate, to the floor plan as may be in the best interest to the Exposition. (B) Space is assigned on a first-come, first-served basis. If space selected has previously been reserved, OVMA retains the right to assign the next best available space. OVMA shall assign display space as indicated on the official floor plan, insofar as possible, but reserves the right to reassign, decline or pro-
hibit any exhibit that, in their judgment, is out of keeping with the character of the Convention, this reservation being all-inclusive as to person, things, printed matter, products, and conduct. (C) No exhibit shall assign, sublet, or share the whole or any part of their space, unless assignee is a partnership, subsidiary or joint venture with contract holder and is an integral part of exhibitor’s product presentation. ELIGIBILITY FOR PARTICIPATION 11
OVMA determines the eligibility of any company or product for exhibit. Until an exhibitor’s application has been accepted by OVMA, no rights to exhibit are granted. OVMA may prohibit installation or request removal of any exhibit or promotion, wholly or in part, that in its opinion is not in keeping with the Association’s character or purpose.
PAYMENT POLICIES
Booth payments are due before October 1, 2014. Cost of booth space for exhibitors wishing to purchase space after this date will be $875 or $950 (prime booths). No one will be allowed to exhibit unless exhibit fee is paid in full. The OVMA reserves the right to cancel and/or re-sell any booth space not paid in full by December 1, 2014. SHOW DATES AND HOURS Thursday, January 29, 2015 move in 7:00 PM - 10:00 PM Friday, January 30, 2015 7:30 AM - 4:30 PM Saturday, January 31, 2015
8:00 AM - 4:30PM
MOVE-IN/MOVE-OUT
(A) Thursday, January 29, 2015, 7:00 PM - 10:00 PM, Friday, January 30, 2015 from 7:30 AM - 9:30 AM. Exhibit Hall opens at 9:30 AM Friday. (B) Exhibit Hall closes at 4:30 PM, Saturday, January 31, 2015. Moveout by 6:30 PM. Name badges are not required for move-in or move out. (C) At the risk of being penalized no exhibitor will be permitted to move-out prior to the closing of the hall on Saturday, January 31, 2015, at 4:30 PM Arrangement and payment for transporting goods to and from the Exposition, receiving, decorating and removal of exhibits are the responsibility of the exhibitor.
STANDARD BOOTH EQUIPMENT
Each standard 8’ X 8’ and 10’ X 10’ prime booth includes standard back and side drape in show colors, 6’ skirted table, two chairs, standard booth identification sign, exhibitor badges, 24-hour security service in the hall, a listing of attendees following the Convention, a listing in the Convention program, and pre/ post convention recognition in the OVMA newsletter, the Communiqué. No booth carpeting, utilities, or extra furnishings are included in fee. The exhibit hall is carpeted.
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USE OF EXHIBIT SPACE DURING EXHIBIT HOURS/ PROHIBITION (A) Acceptance of exhibit space makes it obligatory on the part of exhibitor employees that he/she or they not deface, injure or mar the exhibit area. Nothing shall be pasted, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Exhibitors are not permitted to suspend, attach or affix any materials to ceiling, ceiling fixtures, pipes, ducts, sprinkler heads, lighting fixtures, etc. unless written permission has been granted by the convention center manager. Any damage done shall be made good by the exhibitor to OVMA or the owners of the building. (B) OVMA shall have the unqualified right to prohibit or require the dismantling of any exhibit or part of an exhibit which in their opinion is not suitable to or in keeping with the character or purpose of the exposition. Exhibits shall be modified or dismantled at the request of OVMA. OVMA reserves the right to remove from the Exposition any advertising, programs, materials, literature or costumed persons or mannequins which are, in the opinion of OVMA, in bad taste. (C) Exhibitors shall reflect the highest standard of professionalism while maintaining the booth during exhibit hours. The booth must be maintained by at least one company representative during exhibit hours. The OVMA reserves the right to expel from the exhibit area any exhibitor who misrepresents their product, service or firm, in name or action. (D) The exhibitor shall not display or place any product, sign, partition, person, apparatus, shelving, or other construction that extends more than eight feet above the floor or more than four feet forward from the back wall of the booth. Display between back construction and front of the booth may be no higher than four feet. No interference with the light or view of other exhibitors will be permitted. (E) Sound levels may not be distracting to neighboring exhibits. (F) Exhibitors must conform to rules and regulations concerning flammable and hazardous chemical products and materials as set by OSHA, the State of Oklahoma, and the City of Norman (G.) No outside food or beverage is allowed in the exhibit area.
CANCELLATION OF EXHIBIT SPACE Notification of booth space cancellations must be made in writing. The OVMA’s policy for refund of booth fees allows a full refund through November 1, 2014. AFTER NOVEMBER 1, NO REFUNDS WILL BE GIVEN - UNLESS THE SPACE IS RESOLD. In the event of cancellation, OVMA assumes no responsibility for having included the name of the canceled exhibitor or description of their products in convention materials. SUBLETTING OF SPACE Exhibitors may not assign, sublet, or apportion any part of the space allotted to them and may not advertise or display goods or services other than those manufactured or 13
sold by them in the regular course of their business.
EXHIBIT HALL ADMITTANCE/BADGES
(A) Exhibitors will furnish OVMA with an advance list of their representatives. Representatives must register upon arrival at the exhibit hall. (B) No one will be allowed in the Exhibit Hall without an official convention name badge during the course of the exhibition, except during move-in and move-out. (C) Exhibitors, with the proper name badge, will be allowed in the exhibit hall no earlier than 30 minutes prior to scheduled opening of exhibits.
STAFFING Exhibitors must open their exhibits on time and staff the booth at all times during show hours. The designated booth manager shall represent the exhibitor in connection with setup, operation, and dismantling of the exhibits. Only representatives who are employed by the exhibiting company and who will be working in the booth are to be registered as booth personnel. False certification of individuals as exhibitor’s representatives, sharing of exhibitors badges, or any other method used to assist unauthorized persons to gain admission to the exhibit floor will be just cause for expelling the violator from the convention.
ADVERTISING Distribution of souvenirs, advertising or printed matter is prohibited in any area other than the exhibitor’s own booth.
COPYRIGHT POLICY
Exhibitor must obtain all necessary authorization from third parties concerning copyrights, music licensing rights, patents, trademarks, trade names, slogans, logos, service marks, and other similar tangible property rights used by the exhibitor. Exhibitor’s operations at the Exposition do not infringe any copyright, patent, trademark, trade name, service mark, or other similar right of any other party. Exhibitors shall indemnify and hold harmless OVMA, and its officers, directors, employees, and agents from any and all liabilities, claims, costs, damages and reasonable fees of counsel of OVMA’s choice incurred in connection with any claim against OVMA arising out of or caused by Exhibitor’s display or distribution of any promotional materials, or performance of any music or other material that violates any copyright, patent, trademark, trade name service mark, or other similar right of any other party.
HOSPITALITY SUITES/ROOMS
Hospitality suites/rooms by exhibitors are prohibited. Exhibitors may be requested to leave; no refund will be issued for booth space.
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Oklahoma Veterinary Medical Association PO BOX 14521 Oklahoma City, OK 73113