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Annual Conference Exhibitor Information


Space is available, visit our registration site today!

2014 AAVMC Annual Conference
The Westin Alexandria
400 Courthouse Square
Alexandria, VA  22314
703.253.8600

General Information

The exhibit space will be in the reception area and hallways of the Ballroom Level of the Westin Alexandria Hotel.  AAVMC will maintain a registration/information booth onsite throughout the conference to assist you with set-up, exhibition, and tear-down. Please use the Westin Alexandria Exhibitor Form for information on obtaining options such as electricity.

The Annual Meeting opens with an Assembly Meeting at 8:00 a.m. on Friday, March 14.  Attendance is expect to be between 200 and 250 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 12:30 p.m..  A preliminary overview of the meeting can be found here.

Exhibitors should check in at the AAVMC Registration & Information Table on the Ballroom level to obtain an Exhibitor's Packet.

Pricing and Benefits

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

The exhibit space is the carpeted public area of the Ballroom Level of the Westin Alexandria, 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. Height and depth of the exhibit space is limited.

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
Exhibitors who wish to attend the sessions and receptions during the conference should register for the meeting by visiting the AAVMC Annual Conference page

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 8:00 AM on Friday, March 8.  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 1:30 PM on Sunday, March 10.

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, 2014 3:00 PM – 5:00 PM
Pre-Conference Setup March 14, 2014 6:30 AM – 8:00 AM
Exhibition Hours March 14, 2014 7:00 AM – 5:30 PM
Exhibition Hours March 15, 2014 7:00 AM – 5:30 PM
Exhibition Hours March 16, 2014 7:00 AM – 12:30 PM
Tear-down March 16, 2014 12:30 PM – 1:30 PM

Shipping Information

If you wish to ship materials ahead of time, you must ship directly to the Westin Alexandria.  AAVMC cannot receive materials, and bears no liability in shipping and receiving materials.  Hotel shipping and receiving rules (see below) apply.

For packages delivered to the hotel, please label as follows:

Attn: Trayce Zavala - Meeting and Event Manager
The Westin Alexandria
400 Courthouse Square
Alexandria, VA  22314

March 14, 2014 – (Exhibitor Name Here) – Andrew Zoeller, AAVMC
AAVMC Annual Conference – Exhibitors

The Westin charges a handling fee per box.  Please see the Westin Alexandria Exhibitor Form for more information on these fees and other Westin requirements.  All packages will be held in our on-site secure office until the event start date.

Please refrain from sending any shipments more than seventy-two (72) hours prior to the event start date of March 14, or a holding charge of up to $250.00 per day will be applied.

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 Westin Alexandria business center is open 24 hours a day. The facility is not regularly staffed.  The center features a computer with internet access, copier, and fax machine.   High-speed internet access is available in all public spaces for a fee.  Copies may also be made by giving materials to the hotel front desk staff.  Credit card or cash payment is accepted for all photocopies made by the hotel.

Other copy shops are located near the hotel.  These include:
 
FedEx Office
2241 Eisenhower Ave
Alexandria, VA 22314
Phone:  (703) 299-6186

Olde Towne Print & Copy
1604 King St
Alexandria, VA 22314
Phone  (703) 549-5508

ABC Imaging
225 Reinekers Lane
Alexandria, VA 22314
Phone:  (703) 683-1818

UPS Store
107 S West St
Alexandria, VA 22314
Phone:  (703) 683-8441
 
Return Shipping

Exhibitors who anticipate shipping materials back home should make arrangements to do so before arriving for the Annual Meeting.  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 Westin provides on-site drop-off for shipping via FedEx, UPS, and DHL. There is a handling charge for this service, and you will need to provide your own shipping and packing materials.

We have identified a few nearby businesses which may also provide shipping and/or packaging services.  Please call ahead for availability of services and hours:
 
FedEx Office
2241 Eisenhower Ave
Alexandria, VA 22314
Phone: (703) 299-6186

UPS Store
107 S West St
Alexandria, VA 22314
Phone: (703) 683-8441
 
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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