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Online registration is coming soon. In the meantime, reserve the Conference dates on your calendar.

Add to Calendar 11/9/2018 11/11/2018 America/Chicago 2018 AVCA Annual Conference For more info, visit avca.regstep.com Richardson, TX AVCA avcainfo@junct.com true MM/DD/YYYY

Exhibitor Information

We are so glad you are partnering with us this year. To ensure a smooth conference for all, please note the important exhibitor information below.

Want to exhibit? Click below

Exhibitor Conference Schedule

Date
All times are location time zone
Activity
Thursday
2:00 pm – 5:00 pm

Exhibitor Check-in and Set-Up

All exhibits must be show ready by 6:30 pm on Thursday
7:00 pm – 9:00 pm Hospitality Check In Mixer in Exhibit Area
Friday
7:15 am - 6:00 pm Exhibit Hall Open
9:50 am – 10:20 am Morning Break
12:10 pm – 2:20 pm Lunch and Annual Meeting
3:20 pm – 3:50 pm Afternoon Break
Saturday
7:30 am - 6:00 pm Exhibit Hall Open
9:50 am – 10:20 am Morning Break
12:10 pm – 1:40 pm Lunch
3:30 pm – 4:00 pm Afternoon Break
6:00 pm – 7:30 pm Saturday Evening Happy Hour On property
Sunday
7:30 am - 2:30 pm Exhibit Hall Open
9:50 am – 11:20 am Break
11:00 am

Drawing

Exhibitor Bingo! Be thinking about drawing prizes. Grand prize is a complimentary next year’s conference registration.
2:30 pm – 5:30 pm

Tear Down

Tear down is not allowed prior to 2:30 pm on Sunday

Exhibitors must be moved out by 6:00 pm on Sunday

Exhibitor Contract Terms and Conditions

These Contract Terms and Conditions, together with the associated Exhibitor Space Application and Exhibitor Contract (collectively, the “AGREEMENT”), constitute the agreement by and between the American Veterinary Chiropractic Association, referred to henceforth as the “AVCA” and the Exhibitor identified on the submitted Application in the connection with the Exhibitor’s participation in the AVCA Annual Conference described herein.

The AVCA Annual Conference is expected to take place on November 9-11, 2018 at the Renaissance Dallas Richardson Hotel, located at Renaissance Dallas-Richardson Hotel, 900 E. Lookout Drive, Richardson, Texas, 75082, 972-367-2000 (the “VENUE”).
Space
Space is assigned on a first-come, first-serve basis. No space is assigned without the official contract and full payment of the exhibit fee. You may show preferred table space on contract, but final table assignment will be made by the AVCA depending on total number of exhibitors. Exhibitor should review the sold table list to see location of competing companies.

Exhibits, Eligibility, Assignment, and Relocation: AVCA reserves the right to determine the eligibility of any company or product for inclusion as an Exhibitor.

Exhibitor understands and agrees that AVCA has sole discretion on the assignment of table space and is under no obligation to assign Exhibitor any of the specific space which may be preferred by the Exhibitor.

AVCA reserves the right to alter Exhibitor’s assigned location at any time at its sole discretion if deemed in the best interests of the conference and conference space.

AVCA also reserves the right to alter the exhibit hall floor plan at any time.
The application for space and the formal confirmation constitutes a contract for the right to use the space allotted. In the event of fire, strikes, or other uncontrollable circumstances, this contract will not be binding.
No exhibitor shall assign, sublet, or share the whole or any part of the exhibitor’s table space/expo area or any exhibitor privileges. Exhibitor shall only exhibit or sell goods, apparatus, etc. which are manufactured or sold by the exhibitor in (his/her/its) regular course of business.

No part of exhibit/display may be erected which in any way interferes with the view, light or space of other exhibitors. Table tops will remain in same configuration as diagram.

Aisles must be kept clear. To this end, exhibits must be arranged so that exhibitors and their representatives will be within their exhibit space.
Each single exhibit space shall be one 6’ tabletop and one chair, overall space is approximately 8’ x 6’. Double spaces will be two 6’ tabletops and two chairs. All exhibits must be in compliance with hotel rules and the Fire Marshall’s guidelines and regulations.

Exhibitor agrees not to extend invitations to meetings, receptions, outings, social events, or otherwise encourage attendee absence from the conference or Exhibit Hall during conference and show hours.

Exhibitors must obtain approval from AVCA Conference Management for all activities planned during the course of the conference.

AVCA reserves the right to request and enforce cessation of any non-approved activity as it sees fit.
AVCA does not endorse the products or services of the companies who exhibit during the Conference.
AVCA shall have the right to require dismantling of an exhibit or part of an exhibit which in their opinion is not suitable to or in keeping with the character and purpose of the Conference.
Amenities & Fees
The fee for a single tabletop is $700 and for a double tabletop is $900. The fee is due when the contract for exhibit space is submitted.
In order to be included in conference materials, contract and fee are due no later than September 15th.

Electrical and other apparatus must be operated so that the noise does not interfere with other exhibitors.

Contact hotel directly for electrical and other hook-ups or amenities. AVCA exhibitors receive a discount on hotel electric and wifi/internet. The order form below includes discount pricing and shipping information. The Exhibitor Order From Deadline is October 26, 2018.
+ Download Hotel Service Order Form
+ Download Credit Card Authorization Form

Hotel Reservations: Beware of exhibitor housing management scam phone calls. Please report any incidents to the AVCA office.

Only deal directly with the conference hotel or the AVCA office.
Schedule, Cancellations, Set-up, Dismantle, Other
Displays must remain fully intact and manned during all exhibit hours.
Exhibitor Check In / Set up is from 2:00 pm – 5:00 pm on Thursday. All exhibits must be show ready by 6:30 pm on Thursday.
Exhibit hours will be the same hours as all days of conference schedule: Thursday evening, Friday, Saturday, and Sunday. See Exhibitor Schedule above.
Exhibitor expressly agrees not to dismantle exhibit or do any packing before 2:30 pm on closing day of the conference. Dismantling must be complete by 6:00 pm on Sunday.

Exhibitor Bingo: Consider donating product, coupons, etc. to the Exhibitor Bingo Drawing held during morning break on Sunday. Grand prize is a complimentary next year’s conference registration for attendees.

Attendees must visit each exhibitor to have bingo card stamped. Attendee must be present at the Drawing to win. Winners receive Exhibitor business card with prize listed on the back. Winner will come to Exhibitor’s table to collect prize.
Cancellation: Exhibitor cancellations must be received in writing by October 11, 2018 to receive a 50% refund. No refunds after October 11, 2018.
Attendee Lists: Attendee Lists are emailed to Exhibitors within 4 weeks post conference.
Shipping and Receiving Instructions
Exhibitors are responsible for arranging their own shipping to and from the meeting site.
+ Download Hotel Service Order Form
+ Download Credit Card Authorization Form
All materials should be addressed as follows:
Renaissance Dallas Richardson Hotel
Attn: American Veterinary Chiropractic Association
(Your Name), (Your Company Name) - EXHIBITOR
900 E. Lookout Drive
Richardson, Texas, 75082
972-367-2000

Shipments may start arriving Saturday, November 3, 2018. Last day packages stored is Tuesday, November 13, 2018. Hotel Inbound/Outbound Package Handling Fees apply.

Hotel Service Order From contains Shipping Information
Security & Liability
Hotel does not provide security in the meeting and function space and all personal property left in the meeting or function space is at the sole risk of the owner. The AVCA, and officers or staff members of the same, will not be responsible for the safety or the property of the exhibitors, their agents or employees, from theft, damage of fire, accident or other cause. Exhibitors wishing to insure their goods must do so at their own expense.
Exhibit Hall locks, but hotel and conference staff can access after-hours.