Exhibitor Prospectus
Exhibitor agrees to be bound by all rules and regulations hereunder and to abide by the rules and regulations of the International Association of Exposition Management. Exhibitor further agrees to be bound by:
OVMA reserves the right to review a request to exhibit and determine if the products, services, and marketing activities of the exhibiting entity are consistent with the lawful, ethical, and educational goals of the MVC and the OVMA. Requests to exhibit will be reviewed, and any determination of non-acceptance conveyed in a timely manner with a return of deposit fees paid.
The parties hereby agree to indemnify, hold harmless and defend the other party, its officers, directors, partners, agents, members and employees from and against any and all liability, responsibility, loss, damage, cost or expense of any kind whatsoever (including but not limited to cost, interest and attorney’s fees) which said party may incur, suffer, be put to, pay or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission by the other party or any of its officers, directors, partners, agents, members or employees. The foregoing not withstanding, the OVMA and its officers, directors, partners, agents, members, and employees shall not be responsible in any way for:
Exhibitor shall be assigned to the booth(s) selected in the online Booth Selection application. Upon completion of the online selection of booth space by Exhibitor, the selected booth space shall be placed in a “hold status,” preventing other exhibitors from selecting the space. The space shall remain in a “hold status” until final OVMA contract acceptance and all rental payments have been received by the OVMA in accordance with the Payment Terms herein.
The OVMA assumes no responsibility for the location of competitors of Exhibitor prior to or after Exhibitor’s space selection. In the event it is necessary for the OVMA to revise booth space assignments, the OVMA will do so only with the consent of Exhibitor.
Virtual booths provide a static, non-interactive information source on your company and products on the MVC Virtual Platform. Exhibitors are responsible for developing and uploading their own materials, which may include text, images, links, PDF downloads, video, and other HTML-based content.
OVMA can assist with questions on the uploading process as part of your virtual booth fee. Modifications to content or actual uploading by the MVC or its agents are subject to additional fees of $100 per hour, with a one-hour minimum.
OVMA reserves the right to cancel the virtual exhibit portion of the MVC, if exhibitor participation is not sufficient to proceed. Any such decision would be made no later than 60 days prior to the virtual conference start date. In the event of cancellation, all virtual exhibit fees would be refunded in full.
A minimum deposit of 50% of Exhibitor’s booth space rental fee is due within 30 days of Exhibitor’s online selection of physical and/or virtual Exhibit Space. If such deposit is not received within the 30 days, the selected space shall automatically become available for reservation by another exhibitor. All remaining booth space rental fees are due no later than Jan. 31, 2022. Full payment for booth space must be made at the time of online selection of space for those booth spaces reserved after Jan. 31, 2022.
Exhibitor shall not sublet the booth space associated with this Contract, nor shall Exhibitor assign this Contract in whole or in part without the prior written consent of the OVMA.
All exhibitors must obtain and maintain appropriate insurance to cover any liability that may arise pursuant to this Contract, with OVMA named as an additional insured. A copy of Exhibitor’s certificate of insurance must be submitted to the OVMA by Jan. 31, 2022. Any Exhibitor that does not have a COI on file will not be permitted to set up their booth.
If you do not have liability insurance through your current carrier, you may obtain it from Rainprotection for a fee of $84. Learn More »
The MVC Show Decorator Exhibitor Service Kit will be available online via the Exhibitor Service Center approximately 90 days prior to the MVC. Orders for show services will only be accepted from those Exhibitors that have either made the required deposit or have paid for booth space in full according to the Payment Terms defined in this Contract.
Exhibitor will receive six (6) complimentary staff badges for each 10x10 booth space rented. Additional badges for employees of exhibiting company and/or affiliated companies are available in advance or on site for a fee of $20 per badge.
Exhibitor shall be able to pre-register booth staff via the online Exhibitor Service Center after completing the booth selection process. All pre-registrations must be received no later than Jan. 31, 2022; after this date, staff must register on site. Any booth staff registering on-site must provide company identification in the form of a company ID badge or a company business card.
Exhibitor badges are for use ONLY by Exhibitor employees and employees of affiliated companies permitted to participate in Exhibitor’s booth activities. Exhibitors may not provide badges to customers or other individuals not employed by the Exhibitor or an affiliated company. Exhibitors may purchase Exhibit Hall-Only passes for customers on site for $20 per person, per day.
Exhibitor name badges may not be used to attend CE sessions, and no CE credit verification will be provided. Booth staff who wish to attend educational sessions must also register as attendees.
All activities of Exhibitor, including but not limited to, product demonstrations and presentations, literature distribution, and sales lead generation, shall take place only within the perimeter of Exhibitor’s space and shall not obstruct aisle ways or common areas, or infringe upon the space or rights of other Exhibitors. Such regulations on activity shall apply to all employees of Exhibitor as well as employees of affiliated companies permitted to participate in Exhibitor’s booth. In no event shall Exhibitor display literature or other materials in any location outside of Exhibitor’s space, unless otherwise approved by the OVMA.
Exhibitor shall be responsible for providing and paying for all materials and equipment necessary for Exhibitor to participate in the MVC.
Balloons of any kind are prohibited on show floor.
An exhibitor occupying multiple booth spaces directly across the aisle from each other is prohibited from bridging the aisle as part of the exhibit or from using any floor covering in the aisle other than that furnished by the official decorating company.
All exhibits must maintain sufficient visibility so as not to block the view of adjacent exhibits. No walls, partitions, decorations or other obstructions may be erected which in any way interfere with the view of any other exhibitor. Exhibitors who are blocking other exhibitors’ line of sight will be asked to re-set their booth layout.
Exhibitor shall notify the OVMA in advance if entertainers will be a part of the Exhibitor’s booth. Additionally, Exhibitor shall be responsible for obtaining and paying for all music licensing fees associated with any music to be played in conjunction with Exhibitor’s booth. The OVMA reserves the right to limit the use of any music in the Exhibit Hall the OVMA determines is offensive or infringes upon the rights of other Exhibitors.
Exhibitors may not make announcements over the loud speaker. OVMA staff members may, at their discretion, make a non-commercial announcement on an Exhibitor’s behalf.
If Exhibitor wishes to use demonstration animals as part of their exhibit, they must contact OVMA in advance to request written permission. Exhibitor must provide an example of how the animal(s) will be used to demonstrate their product and/or service. Animals without prior approval from OVMA are not permitted in the Exhibit Hall, with the exception of service animals, as defined in Ohio and federal law. Exhibitor further agrees to abide by all rules and regulations of the facility where the MVC will be held as pertains to the use of demonstration animals within Exhibitor’s booth.
The sale and promotion of only lawful products is permitted at the Midwest Veterinary Conference. This includes statements of interpretation by federal and state agencies as to the legal status of a product and the permissibility to market and/or encourage others to market and sell the same. Purchases, refunds and contracts executed in the Exhibit Hall shall be consistent with Ohio’s Consumer Sales Practices Act, including the provisions in Ohio Revised Code 1345.02.
For the safety of MVC attendees, Exhibitors may not leave early without prior approval from OVMA. Any company that begins tearing down or vacates the premises before 6:00 p.m. on Saturday, Feb. 19, may forfeit any accrued Appreciation Points and/or be prohibited from exhibiting at the 2022 MVC.
The OVMA does provide limited guard service throughout the hours of installation, show and dismantling periods. However, the OVMA, the show facility or any officer or staff member thereof will not be responsible for the property or the personal safety of Exhibitor, its agents or employees, from theft, damage by fire, accident or any other cause. Exhibitor is required to provide all insurance and/ or policy riders to cover all booth contents.
In the event the MVC is postponed due to acts of God, government regulation, war, terrorism, disaster, strikes, civil disorder, curtailment of transportation facilities, public health emergencies (epidemics, pandemics, or similar), or any other emergency beyond the reasonable control of the OVMA or Exhibitor, then the performance of the parties hereunder shall be excused for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof, and in any event for the duration of such postponement.
In the event such occurrences result in the cancellation of the MVC, the obligations of the parties hereunder shall be automatically terminated and all rental payments made under this Contract shall be refunded to Exhibitor.
Notwithstanding the foregoing, Exhibitor shall have the right to cancel this Contract at any time by written notice to the OVMA. In the event the cancellation notice is received on or before Dec. 1, 2021, the OVMA shall refund any rental payments already made by Exhibitor, less a 25% cancellation fee. If the cancellation is received after Dec. 1, 2021, Exhibitor expressly waives any rights to a refund of any monies paid made as of the date of cancellation. Under all circumstances, the OVMA retains the right to resell any booth space canceled by Exhibitor. Payments made to the OVMA are non-transferable.
Exhibitor agrees, by selecting the box marked “I Agree” at the end of the online booth reservation process, that such acceptance shall be deemed to be the same as Exhibitor’s signature. Further, the person completing the online booth selection and acceptance of this Contract for Exhibit Space warrants and represents that he or she is authorized to bind Exhibitor’s company to this Contract for Exhibit Space.
The OVMA reserves the right to make the final decision on contract acceptance.