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 following items/activities are not allowed at any time:

  • 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 Service Center

More information to come!