Submission Items & Deadlines

Please remember it is critical to submit all required materials by the designated deadlines shown below, so that OVMA has an adequate amount of time to prepare and promote your sessions and the Conference as a whole.

Due Date #1:

Aug. 1, 2022: Participation Confirmation

Contact Information & Credentials

Please provide your mailing address, phone number, and email address, as well as your name and credentials exactly as you'd like them to appear in MVC marketing materials.

Speaker Agreement

The Speaker Contract provides all the details of your agreement to speak at the MVC, including:

  • Specific speaking arrangements: Agreed-upon date(s) and number of hours for speaker presentation(s).
  • Compensation: Please provide the MVC with payment instructions for your honorarium and whether you or your employer should receive the payment. See OVMA's Compensation & Expenses Policy (below) for details.
  • Travel & accommodations policy: Describes what travel-related expenses will be covered by OVMA.
  • Copyright acknowledgment
  • Other general terms and conditions
  • Industry Affiliation Disclosure (if any): OVMA requests that speakers disclose any affiliation with and/or financial interest in any companies/products related to the veterinary industry outside of their current employer. Identification of such is simply to make MVC attendees aware in the interest of transparency.

Due Date #2:

Aug. 15, 2022: Promotional Materials

The primary MVC marketing piece is the Registration Program, which is sent to some 20,000 potential attendees in the fall. Also known as the MVC "bible," this book includes detailed program information that will ultimately be the deciding factor in whether someone attends our Conference. The following speaker items are crucial elements of the Registration Program.

Session Titles & Descriptions

A brief explanation of what your presentation will consist of, the target audience, and knowledge/skill level. | More details »

Speaker Biography and Photograph

The speaker biography is a brief summary of your credentials and relevant accomplishments. It is used on the MVC website, Conference Proceedings, and in session introductions. | More details »

Request for Session Moderator

The MVC invites attendees to volunteer as session moderators to introduce speakers and assist as needed throughout the lecture. Please denote whether you would like a moderator and, if so, for which sessions (as applicable).

Promotional Podcast Recording

If you are willing to sit down for a brief interview with OVMA staff to discuss your presentations for an episode of Fully Vetted podcast (either before or during the Conference), please let us know in this form. We will contact you directly to work out the details.

Due Date #3:

Nov. 15, 2022: Travel Arrangements & A/V

Method of Transportation

Verify whether you will need airfare or mileage reimbursement. If you plan to fly, arrangements need to be made through OVMA's designated travel agent.

Hotel Reservation Request (Eligible speakers)

Verify whether you will need hotel accommodations and whether you wish to stay longer than the allotted number of nights.

Audio/Visual Equipment List & Request

The MVC provides the following standard A/V equipment in each session room. If you need additional equipment, or if you plan to bring your own laptop, please denote as such in the A/V request form.

  • Podium microphone
  • Wireless lavalier microphone
  • LCD projector
  • Projection screen
  • Audio mixer
  • Slide advancer/laser pointer
  • Laptop computer (optional)

Due Date #4:

Dec. 15, 2022: Conference Proceedings Materials

Year after year, attendees state that having access to speaker presentations and notes is highly important to them, both during the MVC and after. As such, we strongly encourage you to submit these documents for inclusion in the Conference Proceedings. Please ensure the content of your PowerPoint and scientific notes matches the content of your presentation.

PowerPoint Presentations & Scientific Notes

Conference Proceedings are made available to attendees online prior to the Conference and provided on a flash drive on site. Please see the Materials Guidelines for specific instructions on formatting your documents.