Rules and Regulations

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.

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Purchase Exhibit Table

Exhibitor Conference Schedule

Day 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 (in Exhibit Hall)
12:10 pm – 2:20 pm	Lunch and Annual Meeting
3:20 pm – 3:50 pm	Afternoon Break (in Exhibit Hall)
Saturday
7:30 am - 6:00 pm	Exhibit Hall Open
9:50 am – 10:20 am	Morning Break (in Exhibit Hall)
12:10 pm – 1:40 pm	Lunch
3:30 pm – 4:00 pm	Afternoon Break (in Exhibit Hall)
6:00 pm – 7:30 pm	Saturday Evening Social Hour On property
Sunday
7:30 am - 2:30 pm	Exhibit Hall Open
9:50 am – 11:20 am	Break (in Exhibit Hall)
11:00 am	Drawing Exhibitor Bingo! Be thinking about drawing prizes. Grand prize is a complimentary next year’s conference registration.
3:00 pm – 5:30 pm	Tear Down Tear down is not allowed prior to 3:00 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 15-17, 2024 at the Renaissance Dallas Richardson (the “VENUE”), located at 900 E Lookout Drive, Richardson, TX 75082, 1-520-742-6000.

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, overall space approximately 14’ x 6’. All exhibits must be in compliance with AVCA guidelines, 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 $799 and for a double tabletop is $999. 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 1st.
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 10% discount on hotel electric and wifi/internet. The order form below does not include discount pricing. The Exhibitor Order Form Deadline is November 1, 2024. + Download Hotel Service Order 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 21st to receive a 50% refund. No refunds after October 21st.
Attendee Lists: Attendee Lists are emailed to Exhibitors within 4 weeks post conference.
Shipping and Receiving Instructions
Exhibitors are responsible for arranging their own electrical, wifi, and shipping to and from the meeting site.
Hotel shipping and storage fees apply. See the Hotel Service Order Form and/or contact the hotel directly to speak with the AVCA sales and event manager.
Order deadline is November 1st.
+ Download Hotel Service Order Form
All materials MUST addressed as follows: Renaissance Dallas Richardson Hotel Attn: Alva Dang + (Recipient’s Name – Exhibitor) + (AVCA) Hold for Arrival Date of MMM, DD, YYYY 900 E. Lookout Drive Richardson, TX 75082 972-367-2000
Shipments may start arriving Friday, November 8th. Last day packages stored is Tuesday, November 19th.
Hotel Inbound/Outbound Package Handling/Storage 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 hotel and conference staff can access after-hours.