Contract Provisions

Upon completion of the online selection process, your booth will be placed in a hold status until OVMA approves your reservation and receives your deposit. If we do not receive your first payment by the dates specified below, your booth will be released.

Deposit

A minimum 50% deposit is due within 30 days of reserving your booth online.

Final Payment

Any remaining balance is due no later than Jan. 31. For companies that select a booth after this date, full payment is due at the time of reservation.

You may cancel your contract at any time by written notice to OVMA. If you cancel on or before Jan. 1, 2023, the OVMA will refund all payments, less a 25% cancellation fee.

Exhibitors who cancel after Jan. 1 will be billed for the remaining balance of their booth. If the booth space can be resold to another company, a 50% refund will be issued after the conclusion of the MVC.

All exhibitors must obtain liability insurance and submit a certificate of insurance (COI) by Jan. 31. OVMA must have this document on file before you are able to set up your booth.

Requirements

  • Minimum policy limits: $1,000,000 per occurrence and $2,000,000 aggregate
  • Effective dates: Feb. 14–19, 2023
  • Certificate holder: Ohio Veterinary Medical Association (1472 Manning Parkway, Powell OH 43065)
  • Additional insured: OVMA and the Greater Columbus Convention Center (400 N. High St., Columbus OH 43215)

Quantity

Each 10' x 10' booth space receives six complimentary badges. Additional badges may be purchased for $25 each.

Use of Exhibitor Badges

  • Exhibitor badges are ONLY for use by the exhibitor's employees and employees of affiliated companies permitted to participate in the booth. Pre-registration is encouraged and will open in early December.
  • Exhibitors may NOT provide badges to customers or other individuals not employed by the Exhibitor (or an affiliated company).
  • Exhibitor badges cannot be used to attend CE sessions.
  • Violation of these provisions will result in the loss of all previously accrued exhibitor appreciation points and a $500 penalty.

General Requirements & Guidelines

  • All activities and materials must be contained within the confines of your booth space and may not obstruct aisles or common areas. Exhibitors may not leave their booths to solicit business and/or hand out marketing materials.
  • Exhibitors who wish to play music are responsible for obtaining and paying for all music licensing fees.
  • Exhibitors are expected to keep any audio to a reasonable level so as not to interfere with the activities of other exhibitors. OVMA reserves the right to limit the use of any music or other audio/visual media it determines to be offensive or infringes upon the rights of other exhibitors.
  • Only the promotion and sale of products that are legal under federal and Ohio law will be permitted. CBD products are NOT permitted to be sold.
  • Purchases, refunds and contracts executed in the Exhibit Hall shall be governed by the laws of Ohio.
  • Refund and exchange policies should be prominently displayed and/or verbalized prior to a sale.

Advance Permission Required

  • You must obtain permission from the OVMA prior to the MVC if you wish to use demonstration animals and/or entertainers.
  • Exhibitors may not make announcements over the loud speaker. However, OVMA staff members may, at their discretion, make a non-commercial announcement on an Exhibitor’s behalf.
  • Exhibitors may not vacate the premises before 3:00 p.m. on Saturday without prior authorization from OVMA.

Activities Not Permitted

  • The sale or promotion of illegal products (including CBD);
  • Balloons of any kind;
  • Providing badges to customers or other individuals not employed by or affiliated with your company;
  • Using exhibitor badges to attend CE sessions;
  • Displaying your literature in any location outside of your booth;
  • Leaving your booth to solicit business and/or hand out marketing materials;
  • Bridging the aisle between booths;
  • Using your own floor covering in the aisle; and
  • Blocking the view of adjacent exhibits.

Only service animals, as defined in federal and state law, are permitted in the convention center facility. Animals without proper documentation of their service animal status will be required to leave immediately.

Exhibitors who wish to use demonstration animals as part of their exhibit must contact OVMA at least 30 days in advance with a detailed explanation as to the nature and necessity of their intended use. Requests will be reviewed and written acceptance or denial provided.

For more information, please see the "Booth & Exhibitor Activities" provision of the Exhibitor Contract.

In the event the MVC is cancelled, any exhibitor rental fees paid will be refunded in full.

Booth Selection

To receive an email invitation once general exposition opens, please join our mailing list.

If general expo has already commenced (see selection dates), click the "RESERVE BOOTH" button at the top of the page to get started.

View the Exhibit Hall Floor Plan to see what spaces are available and what other companies have already signed up.

OVMA welcomes companies whose products or services are relevant to the practice of veterinary medicine and animal care.

As hosts of one of the largest and most respected veterinary conventions in North America, we make it our responsibility to verify that our exhibitors are pertinent to our attendees' needs and adhere to the same high standards that we do. Therefore, we will review your company information upon registering and notify you within two business days of your acceptance.

OVMA reserves the right to deny entry to any company that cannot demonstrate a practical application to veterinary medicine and/or animal care. If your reservation request is rejected, you will receive a full refund of any payment made.

Appreciation Points are awarded to reflect past support of the MVC, both as an exhibitor and sponsor, and are used in determining your booth selection category. More about Appreciation Points »

Booth selection is divided into six periods: One for each of the five exhibitor categories (A–E), and a sixth for general exposition. When you select your booth is determined by how many Appreciation Points your company has accrued over the past five years.

If you are a previous exhibitor and/or have signed up for our mailing list, you will receive an email notification when your selection period opens.

Your physical booth includes the following:

  • 10' backdrop draping in show colors
  • 3-foot side rails
  • One 7" x 44" sign with company name
  • Listing in printed programs
  • Customized exhibitor profile in mobile app
  • Six (6) Exhibitor staff badges per 10x10 space
  • Access to on-site Exhibitor Lounge
  • Complimentary booth in the Virtual Exhibit Hall

In addition, you are also eligible to purchase attendee mailing lists and other advertising/marketing opportunities.

Absolutely! You are most welcome to purchase additional marketing opportunities, traffic boosters, and sponsorships during the online selection process or anytime thereafter. Just keep in mind that quantities are limited and offered on a first-come, first-served basis.

For additional items beyond your selected booth(s), payment is not required at the time of reservation, but it must be received in full in order to lock in your selection(s) and prior to the designated marketing/sponsorship deadlines, which will be specified during online reservation, in your confirmation email, and on the MVC website.

Exhibitor Admin Portal

Please upload all required items via the Exhibitor Admin Portal by following the directions below:

  1. Log in to the using the email address you used to register for the MVC. If it is your first time logging in, click the "Forgot?" link above the password box to set your password and log in.
    • Note: The Cvent platform may be used for other events you are exhibiting at, so you may already have an account. You will use the same information to log in. If you can't remember whether you have an account, click the forgot password link.
  2. If multiple events are shown on the home screen, select "2023 Midwest Veterinary Conference." You will then find a list of tasks you need to complete. Follow the prompts to submit your items.
  3. Once you have finished, be sure to click "Mark task complete" so we know you are finished. (If you do not mark it complete, you will continue to receive reminder emails.)

Yes. Once you log in (see previous question), click on the "Team" tab in the left sidebar, then click on the "Admins" tab. Click the "Add Admin" button and follow the prompts to add administrative access to another member of your staff.

You must mark each task complete when you are finished; otherwise, you will continue to receive reminder emails. Follow these steps to check off your tasks as you complete them:

  • Log in to the Exhibitor Admin Portal
  • Click on the "Tasks" tab in the left sidebar
  • Click "View" next to the task you have finished
  • Click the "Mark task complete" button

For optional tasks that you do not plan to complete, simply mark them complete following the steps above to turn off the reminder emails.

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Booth Staff Registration

For a better on-site experience, please register your booth staff prior to the MVC. The deadline to pre-register your staff is Feb. 10. However, if you miss the deadline, you will be able to register staff on site.

  1. Log in to the Exhibitor Admin Portal.
  2. Click on the "Tasks" tab in the left sidebar or the "View Tasks" tile on the home page.
  3. Click on "Upload booth staff list." In the pane that appears, click the Booth Staff Template spreadsheet to download it to your computer.
  4. Read the instructions and complete the spreadsheet per the directions. Don't forget to save your changes!
  5. Return to the task in the Exhibitor Admin Portal, click the "Upload files" link, attach your spreadsheet, and click "Upload."
  6. Click "Mark task complete" to save your upload and check off the task.

Be advised, we WILL NOT add or make changes to your roster after the deadline. Please instruct your staff to register on site at the Exhibitor Staff Badges counter.

OVMA staff processes booth staff registrations every Friday.

Yes, a badge may be transferred in one of two ways:

Editing Online

  1. Click here and then click on the "Registrant Login" link at the top right corner of the page.
  2. Enter the original registrant's email address and confirmation number (found in the confirmation email or by clicking the "Forgot your confirmation number?" link) and click "Log In."
  3. Under "Registrant Actions," click the "Transfer Badge" button.
  4. Enter the required information for the new registrant and click "Submit."

*Note: To transfer a badge online prior to the conference, your staff person's registration must have been processed by OVMA staff. A confirmation email indicates the registration has been processed.

Editing On Site

Upon check-in at the exhibitor staff badges counter, the new staff person will search for the original registrant, then tap the Transfer button and follow the prompts.

To prevent potential errors, please do your best to make sure your list is finalized before uploading. However, in the event you need to add more staff members prior to Feb. 10, simply upload a second list with the new names and contact us to alert us to the new file. Do not delete or modify your original list.

After Feb. 10, anyone not pre-registered can sign up on site. We WILL NOT add anyone to your roster after this date.

To edit a badge, the individual staff person has two options:

Edit Online

  1. Click here and then click on the "Registrant Login" link at the top right corner of the page.
  2. Enter the registrant's email address and confirmation number (found in the confirmation email or by clicking the "Forgot your confirmation number?" link) and click "Log In."
  3. Under "Registrant Actions," click the "Modify Registration" button.
  4. Follow the prompts to make the necessary changes. Continue on to the last page and click "Finish" to submit the changes.

Edit On Site

Upon check-in at the exhibitor staff badges station, the system will prompt them to proof their badge. If any changes need to be made, they can follow the prompts to update the information prior to printing.

OVMA does not mail out exhibitor badges in advance. Your team can pick up their badges on site. Additional details and instructions will be emailed to the week prior to the MVC.

No, regular staff badges do not include access to educational sessions. However, you may purchase an upgraded badge for $400, which includes access to all live and on-demand CE (excluding hands-on labs). Simply denote on your booth staff spreadsheet which staff members would like the CE upgrade. Please note, these badges do not count against your allotment of complimentary badges included in your booth fee.

Exhibitor Admins: Please see the previous question.

Booth Staff: If your account manager has not already submitted your registration, speak to them about adding CE access to your staff badge. If they have already submitted your registration, you can add CE access once your registration has been processed by following the instructions below.

Modifying Your Registration

In order to edit your registration, the staff member's registration must have been processed by OVMA staff. Registrations are processed once a week on Fridays. The staff person will receive a confirmation email when their registration has been processed.

  1. In your confirmation email, click the "Modify Registration" button. If you do not have your confirmation email, click here and then click on the "Registrant Login" link at the top right corner of the page.
  2. Enter your email address and confirmation number (click the "Forgot your confirmation number?" link if you no longer have your confirmation email) and click "Log In."
  3. Under "Registrant Actions," click the "Modify Registration" button.
  4. On the first page, make your changes under the "Registration Type" section.
  5. Continue on to the last page, enter your payment information* as required, and click "Finish" to submit your changes.

*Please have your credit card ready before you begin, as payment is due at the time of registration. After completing the modification process, you will be able to download a payment receipt if needed for reimbursement.

Virtual Booth Setup

Log in to the Exhibitor Admin Portal and click on the "Profile" tab to get started. Please see the Virtual Booth page for detailed instructions, art specs, and file requirements.

Please see the Virtual Booth page for art specs and other file requirements.

To edit their profile, the individual staff person has two options:

Edit via Registration System*

  1. Click here and then click on the "Registrant Login" link at the top right corner of the page.
  2. Enter the registrant's email address and confirmation number (found in the confirmation email or by clicking the "Forgot your confirmation number?" link) and click "Log In."
  3. Under "Registrant Actions," click the "Modify Registration" button.
  4. Follow the prompts to make the necessary changes. Continue on to the last page and click "Finish" to submit the changes.

*Note: To edit your profile via the registration system, your staff person's registration must have been processed by OVMA staff. Registrations are processed once a week on Fridays. The staff person will receive a confirmation email when their registration has been processed.

Edit via the Mobile App

Alternatively, profiles can be updated via the Mobile App (available in February). Instructions will be provided in February.

Updated 12/1/22