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EXHIBITOR/SPONSORPROSPECTUS
The Omni HotelNashville, Tennessee
co-sponsored byThe Foundation for Veterinary Dentistry | American Veterinary Dental College | Academy of Veterinary Dentistry
� EXHIBITOR & SPONSOR PROSPECTUS
Air delivery systemsBonding agentsCuring lightsDental cleaning and care productsDental instruments and equipmentDiagnostic kitsDigital imaging, x-rayElectronic patient records and administrative formsEducational books and materialsEndodontic equipment and productsExamination tables and equipmentFinishing and polishing systemsFlexible instrumentationImpression equipment and materialsInstrument sharpening and repair servicesIntra-oral camerasHeadlights/MagnifiersHome dental/oral careJoint healthMedical books and periodicalsModels
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Pain managementPet foodPeriodontal suppliesPatient warming systemsPharmaceuticalsProtective eyewareOral cleansingOrthodontic suppliesRestorativesSealantsScalersScopesSocial Media ServicesSoftware (practice management, dental charting)SterilizersSurgical lightingSurgical instruments and equipmentTransplant suppliesUltrasonic cleaners and solutions, scalers and polishing unitsVideo equipment
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WHEN YOU EXHIBIT AT THE VDF YOU WILL RECEIVE. . . Two (�) company representatives per booth to attend the conference and exhibit.
�3 hours to exhibit, allowing for plenty of contact time with attendees.
Box lunches and breaks are hosted in the exhibit area each day to build traffic and registered vendors are welcome to partake.
Welcome Reception/Exhibit Hall Grand Opening event with attendees.
Invitation to attend one evening social event, when scheduled, with potential clients (additional fee required).
Attendance at scientific sessions on a space-available basis (continuing education certificate not provided without separate attendee paid registration).
One copy of the on-site program with official proceedings USB drive per company.
Your company contact information listed in the on-site program for future reference by attendees (if registered by July 15th).
Your company name on signage at the meeting; posted near the registration desk and/or in the exhibit area.
Your company name listed on the current meeting website for all attendees to see.
A printed list of attendees’ contact information (provided at the Forum; address and phone numbers, no emails).
The option to purchase an up-to-date list of attendees provided after the Forum (includes late registrants and walk ups). The option to purchase a digital list is only available to registered vendors.
A box lunch for each registered representative.Cover photographs provided by Dr. Brett Beckman.
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CAN YOU AFFORD NOT TO BE THERE?The exhibit show features 70-75 companies from every section of the veterinary dentistry industry. Products represented in the past include:
The Veterinary Dental Forum is considered the premier event in veterinary dentistry with an extensive array of educational sessions, technical updates,
hands-on labs, case study presentations and exhibits.
3THE OMNI HOTEL | SEPTEMBER 14-17, �017
EXHIBIT SPACE FEESEXHIBIT BOOTH SPACE INCLUDES:• One standard (1) 6-foot table.• Two (�) chairs.• Pipe/Drape.• Carpeted exhibit hall.• One (1) identification sign.• Two (�) exhibitor badges per booth space purchased.• Complimentary welcome reception tickets, box lunches and break refreshments for two (�) representatives per booth space purchased.• Complimentary admittance into general lectures (as space allows, does not include laboratories or CE).• Company listing in final VDF on-site program, VDF website and in proceedings.• One (1) complimentary proceedings on USB drive.• Overnight exhibit hall security.
EXHIBIT FEESBooth Types Booth Fees*Premier Booth $1,400 (each)Standard Booth $1,300 (1st)Additional Standard Booths
$975 each
• All Premier and Standard booth spaces are 10’x10’ each.• See the Terms & Conditions section for more specific details (page 11).
*Full payments and exhibitor contract must be received before exhibit booth space will be assigned. Booths will be confirmed after payment is processed.
EXHIBIT BOOTH SPACE ASSIGNMENTS(Points will be assigned by July 1st)VDF booth spaces will be assigned on a point system. The point system has two goals:1. To provide a more objective exhibit booth space assignment criterion other than “first come, first served.” Space assignments will be based on the highest number of points obtained.�. To recognize those exhibitors/sponsors who have supported the Veterinary Dental Forum over the past sixteen (16) years.
THE POINTS WILL BE AWARDED AS FOLLOWS*:1. Two (�) points will be awarded for each year exhibiting with a single exhibit booth space.�. Four (4) points will be awarded for each year exhibiting with multiple exhibit booth spaces.3. Four (4) points will be awarded for each year exhibitor was a Silver Crown sponsor, from �000-�016.4. Six (6) points will be awarded for each year exhibitor was a Gold Crown sponsor, from �000-�016.5. Eight (8) points will be awarded for each year exhibitor was a Premier Crown sponsor, from �000-�016.*In order to allow for timely assignment of exhibitor booths, the points system will not apply to companies who submit registration forms after June 30th. The Platinum Crown Level was eliminated and new sponsorship levels assigned. Refer to the chart on page nine for the updated sponsorship levels. Points assigned for each level have been adjusted to reflect this change with eight (8) being the most points awarded for sponsorship. All points accrued under the previous points system have been retained. Note: Exhibitors who dismantle their exhibit booths prior to the official closing of the Veterinary Dental Forum exhibit hall will lose five (5) points toward the next Veterinary Dental Forum booth assignment process.
EXHIBITOR NO-SHOWSAll exhibitors are expected to have their booth set-up completed by 5:00pm on Thursday, September 14th. Companies who do not establish and confirm that they are exhibiting in their assigned exhibit booth space at this time will be considered no-shows. The Foundation for Veterinary Dentistry reserves the right to reassign the unclaimed space to another company without remedy to the no-show company.
CANCELLATION POLICYCancellation prior to July 15th — refund of exhibit space, minus a $150 administrative fee.Cancellation after July 15th — no refund of exhibit space will be granted.All cancellations must be received IN WRITING at the VDF office by fax or email on or before July 15th.Fax: �08-895-787�, email: [email protected]
INSURANCEFountation for Veterinary Dentistry and the Omni require that each exhibitor maintain worker’s compensation, commercial general liability, personal injury and blanket contractual liability insurance at limits of at least one million ($1,000,000) per occurrence and one million ($1,000,000) aggregate. Such insurance, maintained by the exhibitor, must be issued and include coverage of the indemnification obligations of the exhibitor under these rules and regulations, and shall name the FVD as additional insured. A certificate of Insurance may be requested at least 30 days before the exhibit date.
OFFICIAL FORUM DECORATING CONTRACTOR:Fern Exposition & Event Services615-�56-0357
4 EXHIBITOR & SPONSOR PROSPECTUS
Thank You 2016 Sponsors! Sponsors: See page seven for more information about the benefits included with your sponsorship.
Premier Sponsor Bronze Crown Sponsors
Gold Crown Sponsors General Sponsors
Silver Crown Sponsors
ADVERTISING OPPORTUNITIES
ADVERTISEMENT SPECIFICATIONS
ON-SITE PROGRAM ADSMake the most of your trade show experience, run an advertisement or ‘invitation’ to your booth in the VDF on-site program. The book includes the daily schedule, activities, exhibitor list, company descriptions, speaker information and necessary last-minute details needed by attendees. Ads placed in the VDF on-site program proceedings book are sure to be noticed by attendees. Exhibitors’ prices are discounted. Ad placement is assigned at random with on-site program sponsors receiving priority placement.
On-Site Program Full Page B&W Color Exhibitors………………………...............................$475 $575 Non-Exhibiting Vendors………...............................$650 $750
On-Site Program Half Page B&W ColorExhibitors ……………………….............................. $300 $400Non-Exhibiting Vendors….............................…..... $475 $575 ATTENDEE PACKET INSERTSAttendee packet inserts are another easy, affordable way to advertise. A maximum of five (5) companies will be given the chance to have their advertisement placed directly in each attendee packet.
Attendee Packet Inserts.....................................$1,�00 (approx. $1.�0/attendee) Limited to 5 companies. Price does not include company’s printing and shipping costs.
ON-SITE PROGRAM AD SPECIFICATIONSFull Page Ad: 10”h x 7.5”wHalf Page Ad: 5”h x 7.5”w
For best results, do not use high contrast photos. JPG or high resolution PDF files are preferred and will yield the best results. Ads must be formatted to the correct size (see above), or distortion of the ad may occur. Typesetting will not be provided by the VDF. Ads must be received by email at [email protected] by July 15th.
ATTENDEE PACKET INSERT SPECIFICATIONS8.5”X11” ad inserts for attendee packets. Inserts can be double-sided. Companies are responsible for printing and shipping the inserts to the VDF office in time for packet insertion at their own expense. Printed copies (1,000) must be received at the VDF office by August 20th. (Do not place inserts in plastic sleeves.)
Addison Biological Laboratory, Inc.AllAccem SANOS - Associtd X-Ray Imaging
Banfield Pet SupplyCenter for Comparative Oral and Maxillofacial
Pathology (CCOMP)DePuy Synthes Veterinary - Schick
Veterinary Transplant Services Veterinary Information Network (VIN)
Zoetis
5THE OMNI HOTEL | SEPTEMBER 14-17, �017
The Exhibit Hall will be located in the Broadway Ballroom of the Omni Hotel.
(Accurate as of April 3rd. Subject to change.)
THURSDAY - SEPTEMBER 148:00am-5:00pm Exhibitor Move-in8:00am-5:00pm (tentative) Lab Equipment Move-in (Lab equipment must be shipped and labeled separately from exhibit booth shipments) 6:00pm-8:00pm Exhibit Hall Grand Opening & Welcome Reception
FRIDAY - SEPTEMBER 159:00am-4:30pm Exhibit Hall Open 9:50am-10:�0am Attendee Break with Exhibitors 1�:10pm-1:30pm Attendee Lunch* 3:�0pm-3:50pm Attendee Break with Exhibitors
SATURDAY - SEPTEMBER 167:00am-4:30pm Exhibit Hall Open 9:50am-10:�0am Attendee Break with Exhibitors 1�:10pm-1:30pm Attendee Lunch* 3:�0pm-3:50pm Attendee Break with Exhibitors
SUNDAY - SEPTEMBER 177:00am-11:00am Exhibit Hall Open9:50am-10:�0am Attendee Break with Exhibitors 11:00am-10:00pm Exhibitor Tear Down 6:00pm-10:00pm Lab Equipment Tear Down10:00pm Exhibitors must be off the floor * Box lunches provided in exhibit hall for attendees and registered exhibitors.
ATTENDEESThe Veterinary Dental Forum hosts over 1,�00 attendees annually, which includes veterinarians, technicians, practice staff, company representatives and guests. In �016 the VDF was held in Minneapolis, MN and drew attendees from throughout the U.S. and about �0 countries including Australia, Austria, Brazil, Canada, Denmark, Finland, France, Grenada, Germany, Hong Kong, Japan, The Netherlands, New Zealand, Norway, Portugal, Spain, Sweden, Switzerland and the United Kingdom. Over 80% of attendees were from the U.S.
PROFILEThe Veterinary Dental Forum is a collaboration of three veterinary dental organizations: Foundation for Veterinary Dentistry (FVD), American Veterinary Dental College (AVDC) and Academy of Veterinary Dentistry (AVD).
2016 EXHIBITORS3M Animal CareAddison Biological LaboratoryAesculightAllAccem SANOSALLPRO ImagingAssociated Xray ImagingAvalon Biomed IncBanfield Pet HospitalBluePearl Veterinary PartnersCislak Mfg, IncColteneColumbia DentoformCompanion Animal Health by LiteCureDechra Veterinary ProductsDelmarva �000Dentalaire ProductsDental Focus LLCDePuy Synthes VetDiatechDVM MultimediaEclipse Loupes and ProductsElite Science VetElsevierEnova IlluminationezyVet
Hawaiian MoonHemaBlock, LLCHenry Schein Animal HealthHot Dog Patient WarmingiM3ImageWorks VeterinaryJorgensen LaboratoriesKeystone VetKRUUSEMAI Animal HealthMerial IncMicrosurgery Instruments IncMidmark CorpMidwest Veterinary SupplyMWI Animal HealthPatterson VeterinaryPKB Animal HealthPeriOptixPetDNA LabspetMAPPetSmilePlanmecaRGP DentalRose Micro SolutionsRoyal CaninScil Animal CareShipp’s Dental Specialty ProductsSkulls Unlimited Int’l, Inc.
Summit Hill LaboratoriesSuni Medical ImagingSurgitel/General Scientific CorpSwedencare USA (Formerly SV Dist)Tartar Shield Pet ProductsTriLogic PharmaUniv of Wisc -CCOMPVet Dental ChartsVeterinary Dental Specialties & Oral SurgeryVeterinary Transplant ServicesVetMatrixVINVirbacXoran Technologies LLC
2017 EXHIBIT HALL SCHEDULE
ATTENDEE DEMOGRAPHICS & PREVIOUS EXHIBITORS
6 EXHIBITOR & SPONSOR PROSPECTUS
2017 EXHIBIT HALL FLOOR PLAN
OMNI HOTEL FLOOR PLANS
Exhibit space at the Veterinary Dental Forum sells quickly. Send in your form today! Spaces are assigned on a points based system.
Highlighted = premier boothF&B Station = food and beverage
LEVEL TWO
ACOUSTIC
ELECTRIC
BASS
ACOUSTIC
ELECTRIC
BASS
LEVEL FOUR
(1500 SF)
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LEVEL THREE
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COUNTRY MUSIC HALL OF FAME
THEATER
BROADWAY BALLROOM
LEGENDSBALLROOM
COUNTRY MUSIC HALL OF FAME
LOBBY
EXHIBIT HALL
Registration
BROADWAY BALLROOM
Food & Beverage
F & BStation
F & BStation
F & BStation
7THE OMNI HOTEL | SEPTEMBER 14-17, �017
PREMIER
$100,000+
GOLD CROWN $50,000-$99,999
SILVER CROWN $10,000-$49,999
BRONZE CROWN $5,000-$9,999
GENERAL SPONSOR
$1,000-$4,999
Complimentary Booth*(Premier when available.) one booth
50% discount on one booth
Complimentary ad in on-site program
full page half page
Complimentary digital list of final registrants two weeks after the ForumComplimentary copies of the conference proceedings on USB drive
6 copies
4 copies
� copies 1 copy
Recognition on signage at the Forum company name listed in
text
Company logo on the VDF website
with link to company’s
website
with link to company’s
website
company name listed in
text
Complimentary digital list of pre-registrants two weeks prior to the ForumListing in the on-site program
Recognition in JVD article post-Forum (with reference to website for complete list of sponsors)Recognition at the sponsored session/event(when appropriate)Recognition in promotional materials
*Provided in combination with points accrued by sponsoring company since 2000.
SPONSOR BENEFITS
BECOME A SPONSOR!Being a sponsor of the Veterinary Dental Forum puts your marketing dollars to work from the time you become a sponsor, throughout the Forum and after. Sponsorship provides a great means of broadening your competitive edge by improving your company’s image, prestige and credibility through your support of the most prominent event in the veterinary dentistry community.
WHY SPONSOR?Enhance company imageShape consumer attitudesDrive salesCreate positive publicityHeighten visibilityDifferentiate your company from the competitionEnhance business, consumer and corporate VIP relations
View sponsorship opportunities available on page 10 or contact VDF management at [email protected] for more information.
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8 EXHIBITOR & SPONSOR PROSPECTUS
#1 COMPANY CONTACT INFORMATION
Company Name:_________________________________
Address: _______________________________________
City / State / Postal Code: __________________________ Company Website: ________________________________ Telephone: __________________Fax: _______________ Company Email: _________________________________
Contact’s Name: _________________________________
Address: _______________________________________ (if different from company address)
City / State / Postal Code: __________________________
Telephone: _________________Fax: ________________
Contact’s Email: _________________________________
#2 BOOTH SELECTIONBooths will be assigned according to the point system afterAugust 1st. See page three for explanation of the pointsystem. Note booth size, encroachment is NOT allowed.
□ Premier Booth - $1,400 (ea) X _____ booth(s)
□ Standard Booth - $1,300 (1st)
□ Additional Standard Booth - $975 each X ____ booth(s) Indicate your preferred booth locations: (refer to floor plan on page six; list in order of preference, does not guarantee placement)
1st _______ �nd _______ 3rd_______ 4th_______
Please list companies you do not wish to be near:____________________________________________________________________________________________
***The Friday Dinner at the Country Music Hall of Fame contract has not been finalized. We are in the process of finalizing it. Once we have the contract, we will email you with more details regarding the event.
#3 MARKETING ENHANCEMENTSAttendee ListsPrinted attendee lists will be provided at the conference. Option to purchase a digital list is available two weeks prior and post-meeting. _______ Digital attendee list, $150
On-site Program AdvertisementsSee page four for size and requirements. (Ads are due to the VDF office by July 15th)
_______ ½ page–exhibiting companies $300/$400* _______ ½ page–NON-exhibiting companies $475/$575*_______ Full page–exhibiting companies $475/$575* _______ Full page–NON-exhibiting companies $650/$750**B&W/Color
Attendee Packet Inserts 8.5”X11” ad inserts for attendee packets. Can be double-sided. Printed copies (1,000) must be received at the VDF office by August 20th. Limited to 5 companies. Price does not include company’s printing costs. _________ $1,�00
(approx. $1.�0/attendee)
2017 VDF EXHIBITOR CONTRACT
Names and emails of all representative(s) attending:Two complimentary badges are provided with each single booth exhibit space; two for each additional booth. If you will have additional representatives, attach a list of the names and emails of those individuals. Additional badges are available at a cost of $�00 each (includes welcome reception, box lunches and break refreshments).
Name:_________________________________________ Email:_______________________________________
Name:_________________________________________ Email:_______________________________________
#4 NETWORKING EVENTSThursday Fun Run # people _____ $30 ea $ _______ Friday Dinner Country Music Hall of Fame $TBD pp # _______
Friday Dinner Country Music Hall of Fame Table(10) $TBD □
#5 SPONSORSHIP COMMITMENTSee the Sponsorship Options menu on page 10 for a complete list of options. Please mark the event(s) your company is interested in sponsoring and include with your registration submission.
In-kind SponsorshipsIf your company is interested in “in-kind” sponsorship (providing equipment and supplies for labs, and other non-cash sponsorships) please contact VDF at [email protected].
#6 SIGN THE AGREEMENTThis Application for Commercial Exhibits and Sponsorships is a contract. By submitting this application, you agree to the rules and regulations provided on page 11 of the �017 FVD Exhibitor/Sponsor Prospectus.
_______________________________________________Accepted & Approved by Exhibitor Representative
(signature required to reserve booth)_________________Date
9THE OMNI HOTEL | SEPTEMBER 14-17, �017
#8 PROVIDE PAYMENT INFORMATIONFull payment is required to reserve a booth. Sponsorship fees may be paid at a later date but must be received by July 1st.Mail contract & check payment to:VDF, PO Box 1311, Meridian ID 83680Or fax contract and credit info to: �08-895-787�If you have questions, contact staff at: [email protected] or �08-461-9045.□ Visa □ MC □ Discover □ AMEXDebit cards are not accepted.
Total to charge today $ _________
Total to charge, July 1st $ ___________
Name on card: _______________________________________________________________________________
Payment signature: ___________________________________________________________________________
Billing address: ___________________________________________________________( □ same as ‘company address’)
Credit card number: ___________________________________________
Exp date: ________ CVC __________ (3-digit code on back of card, Amex 4-digit code)
#7 FINALIZING THE DETAILSTotals
$ __________ Exhibit booth(s) space fee
$ __________ Additional representative fee
$ __________ Digital attendee list
$ __________ On-site program advertisements
$ __________ Attendee packet ad inserts
$ __________ Networking events
$ __________ Sponsorship commitment* (Can be paid as late as July 1st)
$ __________ Late fee of $100 applies to registrations received after July 15th
Total due the VDF: $_____________
Total paid today: $_____________(Less sponsorship amount is okay before July 1st. We will invoice for the remaining amount due.)
VDF OFFICE USE ONLYDate Received:_______ Total Amount Due: $______Check/CC#:__________ Date Payment Received:______Amount Received: $_________Amount Still Due: $_________Date Full Payment Received: _________Sponsorship:_______________________________Booth(s) Assigned: _________# of Points Earned: _________Database:___________Outlook:_________ Confirmation:__________
Dear Vendors/Exhibitors,We are compiling a reference list of veterinary dental product/service categories. This list will be provided to VDF conference attendees as a quick reference to make searching for a product/service easier. This will lead them directly to you as the product/service provider which they can cross reference with the vendor guide in the on-site program. Please take a moment to mark the type of product(s)/service(s) that your company provides:
□ Dental/Surgical Equipment
□ Diagnostic Equipment
□ Dental Supplies & Instruments
□ Consumables
□ Books/Periodicals & Education Aid
□ Pharmaceuticals
□ Wound Care
□ Home Care
□ Marketing Resources
□ Clinic/Exam Room Furnishings
□ Dental Charting
□ Distributor
□ Other:
10 EXHIBITOR & SPONSOR PROSPECTUS
Company Name:____________________________CONTINUING EDUCATIONLABORATORIESA list of labs available for sponsorship will be provided after May 8, �017. Please contact the VDF office at �08-461-9045 or [email protected] if you are interested in sponsoring a lab. (All sponsorships in USD.) □ Full Sponsorship: $1,500 □ Partial Sponsorships: $500
LECTURE SERIES □ Full Sponsorship: $2,500 □ Partial Sponsorships: $500
Please indicate the series your company would like to sponsor: □ Fundamental Series □ Intermediate Series □ Advanced Series □ Brief Clinical Reports □ Dr. Peter Emily Zoo/Wildlife Track □ Original Research □ Specialists in Training □ Marketing & Management □ Equine Dentistry □ Technician Session “ON THE CUSP” LECTURE □ Full Sponsorship: $3,000 □ Partial Sponsorships (up to 3): $1,000
POSTER SESSION Sponsor’s logo will be included on signage near the posters, on the awards given out for the poster competition, as well as receive appropriate recognition as outlined on the sponsorship benefits chart on page seven.□ Full Sponsorship: $750
WIFI SPONSOR FOR ATTENDEES Exclusive sponsorship of WiFi for conference. (Logo and web site link on landing page)
□ Full Sponsorship: $4,000
SOCIAL EVENTSGRAND OPENINGOpening Reception/Grand Opening of Exhibit Hall(approximately 800 attendees) □ Full Sponsorship: $7,500 □ Partial Sponsorships: $3,000
REFRESHMENT BREAKS - held in exhibit hallFriday Breaks □ Full Sponsorship AM/PM: $1,000
Saturday Breaks □ Full Sponsorship AM/PM: $1,000
SOCIAL EVENTS (continued)
Sunday Breaks □ Full Sponsorship AM/PM: $1,000
FUN RUN/WALKFull sponsorship will be the ‘namesake’ sponsor for the event. Example: “VDF/company name Fun Run Walk”. Have your logo printed on our “collector’s item” t-shirts!Approximately 150 attendees. Full Sponsorship: $5,000 Partial Sponsorships: $750
PRINTED ITEMSON-SITE PROGRAM BOOKFull sponsorship includes full-page color advertisement placed on inside front cover of on-site program and company logo on VDF Proceedings USB drive. Partial sponsorships include a complimentary half-page ad and prominent listing in the printed proceedings. □ Full Sponsorship: $5,000 □ Partial Sponsorships (up to 2): $2,500
BADGE WALLETSVDF will recognize your sponsorship by printing your company logo on the attendee badge wallets! □ Full Sponsorship: $3,000
REGISTRATION BAGS OR FOLDERSSponsor will be provided with �017 VDF logo for placement on bags or folders. Sponsor is responsible for purchasing and shipping 1,200 bags or folders to the meeting venue. □ Full Sponsorship: $2,000 SPIRAL-BOUND NOTEBOOKS FOR ATTENDEES Sponsor will provide their logo to the Veterinary Dental Forum for placement on notebooks. □ Full Sponsorship: $3,000
Companies that provide full sponsorship of an event will receive two times the visual impact of partial sponsors and are the only companies promoted for that event. See example below:
VDF SPONSORSHIPS (Mark sponsorships of interest and include this page when submitting registration form.)
Submission of this form does not guarantee sponsorship. The VDF office will contact you to discuss
preferences and availability.
11THE OMNI HOTEL | SEPTEMBER 14-17, �017
CONTRACT FOR SPACEThe application for exhibit booth space and the formalconfirmation 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.
USE OF SPACE1. No exhibitor shall assign, sublet, or share the whole or any part of the space allotted without the knowledge and consent of the Foundation for Veterinary Dentistry (FVD). Aisles must be kept clear. Exhibitor must comply with all safety, fire, and health requirements during move-in, operation, and move out.�. FVD does not endorse the products or services of thecompanies who exhibit during the forum.3. FVD 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 or purpose of the Forum.
EXHIBIT SPACEAll dimensions and locations of the booths on the enclosedfloor plan are believed, but not warranted, to be accurate.Show management reserves the right to make modifications to the floor plan as deemed appropriate. Space is assigned on a point system. Please see page three for an explanation of the point system. In order to provide for timely booth assignment, the points system will not apply to companies who submit registration forms after June 30, 2017. No space is assigned without the official contract and payment of the full exhibit fee. Due to space limitations vendors will only be guaranteed up to three (3) booths for purchase. If the vendor wishes to reserve more than three (3) booths, they will be held. If the booths are not needed for sale to other companies as of July 15th, then the vendor will be granted permission as of July 16th to purchase said booths requested. Payment will not be charged for booths 4 or more until they are confirmed on July 16th.
HOURS OF EXHIBITIONAll times are local to the venue. Move-in may begin at 8:00am on Thursday, September 14, 2017, and should be completed by 5:00pm that same day. Exhibitor expressly agrees not to dismantle his/her exhibit booth or do any packing before the closing hour of the exhibit, approximately 11:00am on Sunday, September 17, 2017. If dismantling and/or packing up of exhibit booth does occur, exhibiting company will lose five (5) points for the �018 VDF booth assignment process. Lab and exhibit shipments must be labeled and shipped separately to ensure accurate delivery by exhibits contractor.EXHIBIT HALL ADMITTANCE/BADGESExhibitor must furnish show management with an advancelist of their representatives by July 15th. Representatives must pick up badges and registration packets upon arrival at the exhibit show registration counter. Only two (�) badges will be issued per purchased booth. Additional badges will be available at the cost of $�00 per badge (includes welcome reception ticket, box lunches and break refreshments).
LIABILITYThe FVD, any officer, employee, or agent of the same, will not be responsible for the safety or the property of the exhibitors, their agents or employees, from theft, damage by fire, accident, or other cause, but will use reasonable care to protect the exhibitor from such loss. Exhibitors wishing to insure their goods must do so at their own expense. Security will be provided by FVD during the times that the exhibits are closed. In addition, the exhibitor will indemnify and hold harmless FVD, any officer, employee, or agent of the same, from any and all liabilities, claims, costs, damage and reasonable fees of counsel incurred in connection with any claim arising out of or caused by exhibitor’s display or distribution of materials, or performance of any music or other material that violates any copyright, patent, trademark, trade name, service mark, or other similar right of any other party.
CONTRACTORFern Exposition & Event Services has been chosen as the official decorator for the meeting. Information kits will be sent by email directly to vendors with forms for additional furnishings, electricity, etc. by July 1, �017.
CARE OF BUILDING/EQUIPMENTExhibitors, or their agents, shall not injure or deface the walls or floors of the building or tabletops. No signs or any other articles shall be posted, nailed, or otherwise attached to floors, walls, furniture, or fixtures. When damage appears, the exhibitor is liable to the FVD and to the Omni Hotel.EXHIBIT FEESThe fees are as follows: Premier booth - $1,400 (each); Standard booth - $1,300 (for 1st booth), additional Standard booths - $975 each. The full fee is due when the contract for exhibit space is submitted. Contracts and fees must be received no later than July 15, �017 in order for the exhibitor’s name to be printed in the conference materials. A late fee of $100 will be assessed for registration forms received after July 15th. Checks should be made payable to Veterinary Dental Forum and mailed with the contract to Veterinary Dental Forum, P.O. Box 1311, Meridian, ID 83680. Credit card payments should be directed via fax or email: �08-895-787�/[email protected]. Questions should be directed via telephone: �08-461-9045 or email at [email protected].
CANCELLATION/REFUND POLICYIf written notice of cancellation is received by the FVD no later than July 15, �017, a refund of monies received minus a $150 (USD) administrative fee will be made. Beginning July 16, �017, no refunds will be given.
COPYRIGHT POLICYExhibitors must obtain all necessary authorizations fromthird parties concerning copyrights, music licensing, patents, trademarks, trade names, slogans, logos, service marks, and other similar tangible property rights used by the exhibitor.
ASSISTANCE FOR PERSONS WITH DISABILITIESAVAILABLEIf exhibitor requires a reasonable accommodation or auxiliary aid to participate in this meeting, please contact the VDF office by July 1, �017.
EXHIBITOR TERMS AND CONDITIONS
1� EXHIBITOR & SPONSOR PROSPECTUS
INFORMATIONThe Omni Hotel �50 Fifth Ave SouthNashville, Tennessee 37�03
The Veterinary Dental Forum hassecured a block of rooms for attendeesand exhibitors of the �017 VDF.Reduced VDF rates are $��4 single/$�34 double.
Reservations are available online at https://www.omnihotels.com/hotels/nashville/meetings/veterinary-dental-forum To make reservations via telephone call 1-888-444-6664. When calling, be sure to tell reservations that you are with VDF/Veterinary Dental Forum.
Hotel reservation deadline:August 14, 2017! (Based on availability.)
EXHIBITOR/SPONSORSHIPQUESTIONS
Future Forum Dates:November 15-18, 2018 ~ Phoenix, AZSeptember 26-29, 2019 ~ Orlando, FL
