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Exhibitor Instructions

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 Opens
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 Opens
9:50 am – 10:20 am Morning Break
12:10 pm – 1:40 pm Lunch
3:30 pm – 4:00 pm Afternoon Break
7:00 pm – 11:00 pm Saturday Evening Get-Together On property
Sunday
7:30 am - 2:30 pm Exhibit Hall Opens
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

Rules & Regulations

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 booth space on contract, but final booth assignment will be made by the AVCA depending on total number of exhibitors. Every effort will be made to see that exhibits of competing companies are not located in adjoining booths.
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 booth space/expo area or any exhibitor privileges. Aisles must be kept clear.
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.
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.
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.

Contact hotel directly for electrical and other hook-ups or amenities. You will receive a 20% discount on hotel electric and AV.

+ Download Hotel Service Order Form

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 must be received in writing by October 13, 2017 to receive a 50% refund. No refunds after October 13, 2017.
Exhibitor Check In / Set up is from 2:00 pm – 5:00 pm on Thursday
Exhibit hours will be the same hours as all days of conference: Thursday evening, Friday, Saturday, and Sunday.
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.
Shipping and Receiving Instructions
Exhibitors are responsible for arranging their own shipping to and from the meeting site.
All materials should be addressed as follows:
(Your Name), (Your Company Name)
c/o American Veterinary Chiropractic Association
Hyatt Regency Tamaya Resort and Spa
1300 Tuyuna Trail
Santa Ana Pueblo, New Mexico 87004
Shipments may start arriving Thursday, November 2, 2017. Last day packages stored is Tuesday, November 14, 2017. Hotel Inbound/Outbound Package Handling Fees apply.
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 staff can access after-hours.