FAQs - Frequently Asked Questions

  1. Where will AVMA 2016 take place?
  2. What are dates and hours of AVMA 2016?
  3. What are the important deadlines to remember?
  4. What are the booth space rental rates?  What is included?
  5. What is the payment schedule for booth space?
  6. What are the Expo Rules & Regulations?
  7. What is the Exhibitor Manual?  How do I order exhibit services?
  8. How do I register for exhibitor badges?  What is the deadline?
  9. How do I make my hotel arrangements?  What is the deadline?
  10. How do I update my company information for the Exhibits Directory?
  11. How can I maximize my presence on the Expo floor?
  12. Do exhibitors receive a pre-registration list?
  13. How should I ship my exhibit materials?  In advance to the warehouse or direct to the Convention Center?
  14. Is there security provided for MY booth?
  15. Should I insure my exhibit materials?
  16. When can I install or dismantle my booth?
  17. If I have a problem during installation, the exhibition, or dismantling, who do I see?

1. Where will AVMA 2016 take place?

AVMA 2016 will take place August 5 – 8 (Exhibits August 6 – 8), 2016 at the Henry B. Gonzalez Convention Center in San Antonio, TX.

2. What are dates and hours of AVMA 2016?

Saturday, August 6       Exhibits Open   10:00 AM – 5:00 PM

Sunday, August 7         Exhibits Open   10:00 AM – 5:00 PM

Monday, August 8         Exhibits Open   10:00 AM – 2:00 PM

3. What are the important deadlines to remember?

Housing - Group Block: Contact avma@wyndhamjade.com, or download the Exhibitor Room Block form.

Individual rooms and registration is now open.

Directory Listing Deadline – May 27, 2016

4. What are the booth space rental rates?  What is included?

Standard in-line space is $27.00 per square foot plus a $200 premium for corner locations.

Island space is a flat rate of $30.00 per square foot.

Standard booths include:

  • 8’ high back drape and 3’ high side drape
  • One (1) 7” x 44” sign with company name and booth number
  • Four (4) complimentary exhibitor badges per 100 square feet of exhibit space. Additional exhibitor badges are available for $350 each.
  • One (1) standard electronic lead retrieval unit (must be ordered by exhibitor) for electronic leads.
  • Complimentary mailing list of pre- convention registrants (if requested by the deadline and agreement of use is accepted).
  • Company name included in the exhibit hall section of the Final Program for those exhibitors meeting print deadlines.
  • Detailed company information in AVMA MapIt.
  • Exclusive opportunities to increase visibility through sponsorship and advertising.
  • Advance booth selection for the 2017 convention.
  • Access to refreshments and relaxation in the exhibitor lounge.
  • An easy-to-use Exhibitor Dashboard to help you register your staff, coordinate lead retrieval, and invite your customers.

NOTE: All of the above benefits are for paid commercial exhibitors only. Non-commercial exhibitors receive different benefits.

Non-Commercial Booths: AVMA embraces non-profits! Non-commercial space are now being accepted. To request a non-commercial location, please contact us at 630-434-7779 or avma@heiexpo.com.

5. What is the payment schedule for booth space?

50% deposit due within 10 days of booth reservation. Full balance must be paid by May 2, 2016.

6. What are the Expo Rules & Regulations?

Rules and Regulations (back of contract) are part of the Application for Exhibit Space. 

Exhibitors must abide by all AVMA Exhibitor Exhibit Construction Guidelines in designing and installing their exhibit fixtures.

Your agreement to abide by these display rules is a part of the space contract, and they will be strictly enforced by our Floor Managers at Show time.

Also, please be reminded of the AVMA Exhibitor IACUC Live Animal Policy.

For questions on the Rules & Regulations, contact Chrissy Petracek, Exhibits Manager, T: 630-929-7920, avma@heiexpo.com.

7. What is the Exhibitor Manual?  How do I order exhibit services?

The Exhibitor Manual is your resource guide to all you need to know to successfully organize and implement your exhibit plan. It includes general information, the official contractor list, shipping and handling instructions, rental display options, labor services, and order forms for every service available to exhibitors during the AVMA 2016 Exhibits. There are numerous discounts offered and deadlines, so be sure to review the Exhibitor Manual in detail well before the Exhibits. 

The online exhibitor manual can be accessed at this link: www.vipertradeshowstore.com, show code: 1608001

8. How do I register for exhibitor badges?  What is the deadline?

Follow this link to access the online housing and registration site. Please contact Wyndham Jade at avma@wyndhamjade.com if you need assistance with your login / password credentials.

Follow these steps for you registration and lead retrieval ordering needs:

To register Booth Staff:

Click Manage Booth Personnel in left tool bar.

Complete registration for each booth personnel. Once the allotment is reached, you will still be able to register booth personnel in this same way, but the additional badge fee of $350 per badge will apply.

To Register Exhibitor Guest:

Click the Register Exhibitor Guest link in the left tool bar.

Complete a registration for each Exhibitor Guest. There is no limit for Exhibitor Guest badges. The Exhibitor Guest Badge fee is $55 per badge.

To register multiple exhibitors at one time, click the Exhibitor Upload and complete the template to upload. Please note, this is for Booth Personnel only.

You may complete payment for all registrations at one time, or you can choose to pay individually.

To send confirmations, click on the Send Confirmations link in the left tool bar.

9. How do I make my hotel arrangements?  What is the deadline?

Follow this link to access the online housing and registration site.

Group Block - contact avma@wyndhamjade.com 

 

10. How do I update my company information for the Exhibit Directory?

The online exhibitor directory can be found here: http://iebms.heiexpo.com/iebms/oep/oep_p1_exhibitors.aspx?oc=65&ct=OEP&eventid=5003

Ensure that attendees have the most complete information about your exhibit by completing your online company profile. Go to this page for instructions on updating your listing: http://avma2016.heiexhibitors.com/directory-listing.

By updating your profile and selecting products and services you will provide vital information to attendees to help them plan their exhibit hall visit. This company profile will be visible to attendees through the convention website, www.avmaconvention.org, as well as the Mobile App and the onsite Final Program.

We urge you to update your company profile by May 27 for inclusion in the printed Final Program.
 

11. How can I maximize my presence on the Expo floor?

AVMA can help you focus your message at an attractive price to key decision makers in the veterinary field.

Download the Sponsorship Opportunities Brochure (PDF) - forthcoming.

For more information, or to secure this sponsorship opportunity, please contact Jodie Taggett; jtaggett@avma.org, 847-285-6700.

12. Do exhibitors receive a pre-registration list?

Each commercial exhibitor will be provided a complimentary pre-convention mailing list of all registered attendees upon request and completion of the order form/agreement.

The order form/agreement for the pre-show attendee list will be available here beginning in April.

Post-show attendee lists will be available to exhibitor for purchase. The order form for the post-show attendee list will be available here beginning in April.

Note: AVMA mailing lists are provided for a one-time use only and are only valid for pre-show marketing. Persons and companies placing orders for mailing lists must sign an AVMA Mailing List Agreement. The mailing list is not made available to non-commercial exhibitors. Additional Terms and Conditions apply. Note: E-mail addresses and phone numbers are NOT included in the list nor are they made available for purchase.

For questions on this program, please contact exhibits@avma.org.

13. How should I ship my exhibit materials?  In advance to the warehouse or direct to the Convention Center?

Making the right transportation decisions for your exhibit materials will not only save you time and money, but also will eliminate a lot of aggravation.  Exhibit transportation can be fairly complex.  Review each transportation option in terms of cost, time frame, and type of shipment, and choose the one that best fits your situation.  When possible, ship in advance to the warehouse.  Our drayage contractor will receive materials and provide up to 30 days storage before delivering them to the Henry B. Gonzalez Convention Center. Although the advance receiving rates are higher than the direct shipping rates, due to the additional handling, shipping your materials in advance is a good investment for the following reasons:

1.  You can verify receipt of your materials in San Antonio well in advance of the exhibition, without worrying about lost or misdirected shipments.

2.  You won't have to deal with stand-by charges from your motor freight carrier while your direct shipment waits in line to be unloaded at the Henry B. Gonzalez Convention Center.

3.  You can be assured that your materials will be in your booth space when you, or your set-up crew, arrive to begin the installation process.

Also note that we strongly suggest that exhibitors consolidate their shipments as much as possible.  Plan ahead and put as much into one shipment as possible to save money.  If you choose to ship direct, be sure to forward a copy of you material handling order form/bill-of-lading to the drayage contractor to aid in tracing your shipment.  Shipping addresses and timelines will be included in the Exhibitor Manual.

14. Is there security provided for MY booth?

From the first day of move-in through the last day of move-out, there will be 24-hour perimeter badge-checkers for the exhibit floor.  This level of security is intended to control the access of people and material to and from the Exhibits in a safe and organized manner.  It is not intended as individual security for your booth and materials.  Please remember that the Henry B. Gonzalez Convention Center is a public building to which hundreds of individuals have access – let alone the number of individuals involved in the shipping of your materials to and from the exhibition, and the installation and dismantling of displays. Therefore, it is critical that exhibitors work closely with Hall-Erickson staff in making every effort to safeguard your investment in the exhibition.  Be security conscious at all times during your stay in San Antonio.  Do not leave items of value in your booth overnight during the installation period or exhibition days without taking security precautions.  Exhibitors can order overnight booth security from the security vendor. Remember that the security of your product is your responsibility—don't take chances!

15. Should I insure my exhibit materials?

Exhibitors are required to provide for their own floater insurance coverage, protecting against damage, loss or theft.  Please remember that the drayage contractor cannot be held responsible for the disappearance of an exhibitor's materials after delivery to the booth, or before the materials are picked up for loading out after the exhibition.

Remember that it is the responsibility of the exhibitor to insure his property. The American Veterinary Medical Association, their agents, Hall-Erickson, Inc., the Henry B. Gonzalez Convention Center and their respective agents will not be responsible in any way against theft, fire or accident.

16. When can I install or dismantle my booth?

Exhibitors may install their booth on Thursday, August 4 and Friday, August 5, from 8:00 AM – 5:00 PM. All installation must be completed by 5:00 PM, Thursday, August 5 in order to allow for a final cleaning of the exhibit hall.

Exhibitors may dismantle their booths on Monday, August 8 from 5:00 PM – 8:00 PM, and on Tuesday, August 9 from 8:00 AM – 12:00 PM. No packing of exhibit materials or equipment may begin before 5:00 PM on Monday, August 8. Exhibitors who violate this rule are subject to exclusion from future AVMA Exhibits.

17. If I have a problem during installation, the exhibition, or dismantling, who do I see?

The first place to go is the Exhibits Management Office, which will be in operation from the start of installation through the end of dismantling.  We are there to assist you by answering questions about display rules, help with labor questions, and general information about the exhibition and facility.  Another option is to visit the customer service staff at the General Service Contractor Service Center who will help you by answering questions about your shipment, your orders, or other service needs that you may have.  

Please contact us for answers to any additional questions:

Chrissy Petracek, Exhibits Manager
Greg Andruch & Patrick Filippelli, Exhibit Sales Managers

Hall-Erickson, Inc.
AVMA Exhibit Management and Sales
98 E. Chicago Avenue
Westmont, IL  60559-1559
T: 630-434-7779 F: 630-434-1216
avma@heiexpo.com