Association of American Veterinary Medical Colleges

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Annual Conference Exhibitor Information


Space is available, visit our registration site today!

Omni Shoreham Hotel
2500 Calvert Street NW
Washington, DC 20008
http://www.omnihotels.com/hotels/washington-dc-shoreham

General Information

The exhibit space will be in the Blue Room prefunction area.  AAVMC will maintain a registration/information booth onsite throughout the conference to assist you with set-up, exhibition, and tear-down. 

The Annual Conference opens with an award luncheon at 12:00 p.m. on Friday, March 13.  Attendance is expect to be between 200 and 300 people, primarily deans, associate deans (academic affairs, research, admissions, student affairs, etc.), department heads and chairs, veterinary teaching hospital directors, animal care & welfare directors, and high-ranking staff in admissions, business offices, and more. Multiple sessions occur throughout the remainder of the meeting.  The final session occurs Sunday morning, ending at 12:00 p.m..  A preliminary overview of the meeting can be found here.

Pricing and Benefits

For-profit - $1,250
Not-for-profit/Government - $625

The exhibit space is the carpeted public area of the hotel, outside the plenary sessions and workshops to ensure high traffic.

Standard exhibit space is defined as a 6' long draped table, two chairs, wastebasket, and 8.5” x 11” signage with your organization's name on it. No side or rear draping is included.

Each registration includes:
  • Two (2) exhibitor badges per table which entitles the bearer to the food and beverage provided throughout the conference. Additional badges are available for $285 each to cover the administrative and food & beverage costs.
  • Company name listed in attendee packet.
  • List of attendees registered for the conference (no emails).
  • Conference program
Height and depth of the exhibit space is limited. If you have space questions or special needs, contact Andrew Zoeller at 202.371.9195, ext. 110, or via email at azoeller@aavmc.org.

Exhibiting Schedule

While there are no set exhibit hours, the following schedule provides some guidance.  We encourage exhibitors to set up prior to 11:00 AM on Friday, March 13.  Exhibits may be disassembled at any time, but exhibitors are encouraged to do so after sessions have ended for each day to avoid disruptions.  Exhibits must be removed by 1:00 PM on Sunday, March 15.

Breakfast will be available daily from 7:00 – 8:00 AM.  Buffet lunch will be served on Friday and Saturday from 12:00 – 1:30 PM.

Pre-Conference Setup March 13, 2015 8:00 AM – 11:00 AM
Exhibition Hours March 13, 2015 12:00 – 5:30 PM
Exhibition Hours March 14, 2015 7:00 AM – 5:30 PM
Exhibition Hours March 15, 2015 7:00 AM – 12:00 PM
Tear-down March 15, 2015 12:00 PM – 1:00 PM

Shipping Information

If you wish to ship materials ahead of time, you must ship directly to the Omni Shoreham.  AAVMC cannot receive materials, and bears no liability in shipping and receiving materials.  Hotel shipping and receiving rules apply.

Packages delivered to the Hotel are handled by the UPS Store and may be delivered within 48 hours of the date of the function. Packages or materials of excessive weight or value must be approved for receipt by the Hotel and/or the UPS Store prior to shipping. Package handling fees vary based upon the size of the package from $7 per package to $120 per package for packages over 100 lbs. Shipping and receiving hours are 7:00am - 6:00pm Monday through Friday. A storage fee of $15.00--$25.00 per box per day will apply for any boxes received prior to 48 hours of the first function. 

Exhibitors may bring materials with them directly to the hotel.  Materials which cannot be carried by one person in one trip must be brought to the hotel loading dock.

Hotel Business Center

The hotel business center, a UPS Store, is open 24 hours a day and located on the lobby level.
 
Return Shipping

Exhibitors who anticipate shipping materials back home should make arrangements to do so before arriving for the Annual Conference.  Exhibitors should bring packing tape, boxes, labels (either postal or delivery service) and scissors.  AAVMC does not provide packing materials or labels, and does not ship your materials, store your materials for shipping at a later date, or provide storage at our office.

The hotel porters will be available to assist exhibitors who require assistance moving boxes or packages from the exhibition space to their vehicles.

For additional information, please contact Andrew Zoeller at azoeller@aavmc.org or 202.371.9195, ext. 110.

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