Midwest Veterinary Conference: Exhibitors & Sponsors: Toolkit

Dates & Deadlines

Due Date	Category	Description	Link
Within 14 Days	Sponsors	High-Resolution Logo Submission Required for all relevant promotions for each opportunity/level, as outlined in the sponsorship builder.	Upload
10\|19\|2026	Marketing	Preliminary Program Close Date All art and payments due. Prepare art according to the specifications outlined on the marketing page.	Upload
10\|30\|2026	Marketing	Registration Invitation #1 Email Close Date All art and payments due for mid-November registration launch notification. Prepare art according to the specifications outlined on the marketing page.	Upload
10\|30\|2026	Marketing	Confirmation Email Close Date All art and payments due for attendee registration confirmation. Prepare art according to the specifications outlined on the marketing page.	Upload
12\|16\|2026	Exhibitors Sponsors	Deadline for 85% Refund Exhibitors and sponsors who cancel by this date will receive a refund less a 15% administrative fee.	Contract
12\|31\|2026	Marketing	Registration Invitation #2 Email Close Date All art and payments due for mid-January early bird deadline reminder. Prepare art according to the specifications outlined on the marketing page.	Upload
12\|31\|2026	Marketing	Moderator Solicitation & Raffle Email #1 Close Date All art and payments due for mid-January moderator solicitation. Prepare art according to the specifications outlined on the marketing page.	Upload
01\|04\|2027	Exhibitors Sponsors	Virtual Booth Builder Opens Exhibitors and sponsors receive a complimentary profile (or "virtual booth") in the MVC mobile app and Virtual MVC platform. Representatives are encouraged to log in to build their profiles before the Virtual Exhibit Hall launches to attendees.	Details
01\|12\|2027	Marketing	Art for In-Venue Signage Due All art and payments due. Prepare art according to the specifications outlined on the marketing page.	Upload
01\|18\|2027	Marketing	Moderator Solicitation & Raffle Email #2 Close Date All art and payments due for early February moderator solicitation. Prepare art according to the specifications outlined on the marketing page.	Upload
01\|18\|2027	Marketing	Notes & Mobile App Launch Close Date All art and payments due for the launch of the mobile app and conference proceedings. Prepare art according to the specifications outlined on the marketing page.	Upload
01\|18\|2027	Exhibitors Sponsors	Last Day to Request On-Site Meeting Space Space is assigned on a first-come, first-served basis. Requests should be submitted no later than 30 days prior to the MVC.	Request
01\|18\|2027	Sponsors	Whitepaper Submission Due CE sponsors who would like to include a whitepaper in the official conference proceedings should submit the document for inclusion by this date.	Upload
01\|19\|2027	Sponsors	Deadline for 50% Refund Sponsors who cancel between Dec. 17 and Jan. 19 will receive a 50% refund. No refunds will be given after this date.	Contract
01\|22\|2027	Marketing	Mobile App Submission Deadline Payments, art, and other materials for the mobile app are due. Prepare materials according to the specifications outlined on the marketing page.	Submit
01\|22\|2027	Marketing	On-Site Program Close Date Prepare art according to the specifications outlined on the marketing page.	Upload
01\|22\|2027	Marketing	Exhibit Hall Scavenger Hunt Close Date Payment and company logos due.	Upload
01\|25\|2027	Exhibitors	Certificate of Insurance (COI) Submission All exhibitors must obtain insurance meeting the requirements outlined here. Certificates of insurance must be on file in order to set up.	Submit
01\|25\|2027	Marketing Sponsors	Banner Ads for All Event Emails Due Event sponsors should submit their banner ads by this date for inclusion in the dedicated attendee invitation emails. Prepare art according to the specifications outlined on the marketing page.	Upload
01\|26\|2027	Exhibitors	Booth Staff Registration Opens Exhibitors are encouraged to pre-register booth staff to save time on site.	Details
02\|01\|2027	Marketing	Registration Invitation #3 Email Close Date All art and payments due for final live MVC registration reminder. Prepare art according to the specifications outlined on the marketing page.	Upload
02\|01\|2027	Marketing	Event Reminder Email Close Date All art and payments due for attendee "know before you go" live MVC reminder email. Prepare art according to the specifications outlined on the marketing page.	Upload
02\|01\|2027	Marketing	Post-MVC Email Close Date All art and payments due for post-MVC survey and CE certificates email. Prepare art according to the specifications outlined on the marketing page.	Upload
02\|01\|2027	Exhibitors Sponsors	Happy Hour Ticket Sales Close Tickets are available in quantities of 25 and will be printed with your company logo.	Purchase
02\|01\|2027	Exhibitors Sponsors	Mobile App Launch Registrants will be able to download the 2027 mobile app this week. (Note: The Virtual Exhibit Hall will not be visible until 02\|10.)	Details
02\|08\|2027	Exhibitors Sponsors	Happy Hour Activities Directory Closes Submit a brief description of any activities, giveaways, or attractions your company has planned for Exhibit Hall Happy Hour by this date for inclusion in the mobile app directory.	Submit
02\|09\|2027	Exhibitors Sponsors	Deadline to Set Up Virtual Booth Representatives are encouraged to build their profiles before the Virtual Exhibit Hall launches to attendees. However, editing capabilities will remain available through the end of the conference.	Purchase
02\|10\|2027	Exhibitors Sponsors	Virtual Exhibit Hall Launch The Virtual Exhibit Hall, available in the mobile app and web-based platform, will open to attendees and speakers.	Details
02\|17\|2027	Marketing	Virtual MVC Reminder Email Close Date All art and payments due for VMVC launch and instructions email. Prepare art according to the specifications outlined on the marketing page.	Upload
02\|22\|2027	Sponsors	Video for Session Recordings Due Sponsors of hybrid CE tracks should submit their 30-second video by this date.	Upload

Toolkit

Logistics & Vendors

General Contractor

Shepard Exposition Services

Facility & Utilities

Greater Columbus Convention Center

Event Management

Ohio Veterinary Medical Association

Lead Retrieval

SmartSource

Resources & Quick Links

Dates & Deadlines