The Nebraska Veterinary Medical Association is the recognized voice of veterinary medicine in Nebraska. We organize local and statewide events for professional development, networking, and communications. Embassy Suites La Vista, Nebraska 122nd Annual CONFERENCE January 25-26, 2018 NVMA Exclusive interview with Manila's Rising Sun La Vista, Nebraska
1 Welcome to the Annual Conference Exhibit Hall of the Nebraska Veterinary Medical Association (NVMA) at the Embassy Suites in La Vista, Nebraska. We would like to invite you to participate in the Exhibit Hall, which is open 9 a.m. to 6 p.m. on Thursday, January 25, 2018 and 9 a.m. to 4 p.m. on Friday, January 26, 2018. We are so grateful to you for your support of the NVMA. Exhibitor Contracts are required to reserve your space in the Exhibit Hall. A contract is included in this brochure. Please fill it out and return it to the NVMA no later than January 2, 2018. The NVMA Annual Conference Exhibit Hall is a powerful strategic tool to develop your business in 2018 and beyond! This event is an outstanding opportunity to build relationships with the veterinary community. We are looking forward to having another great Conference and having your company with us. Sincerely, Dina Michel Executive Director
2 How Sponsorship Works You may select one of our sponsorship levels, Platinum ($7,000), Gold ($5,000), Silver ($3,500), Bronze ($2,000), Honorable Mention $500 (no booth). Sponsors all receive the following: - A full year of recognition on the NVMA website. - Recognition in the quarterly newsletter. - Complimentary subscription to the NVMA monthly newsletter for sales representatives. - NVMA membership mailing labels (one request will be honored). Select from a list of visibility opportunities In addition to the sponsorship benefits listed above, you may select from a menu of visibility opportunities, listed on the next page. Your sponsorship dollars may be allocated among the opportunities. For instance, as a Platinum Sponsor, you would select from the menu choices that add up to the $7,000 that you have provided in support for the conference.
3 Values of various opportunities Trade Show at Annual Conference Single booth (2 representatives' registration & lunches) $800 (after December 15, 2017: $1,050) Double booth (4 representatives' registration & lunches) $1,450 Speaker/Sessions/Sponsorships Annual Conference Large/Small Animal Sessions $3,000 Practice Management Seminar $1,500 Summer Meeting Large/Small Animal Speaker $3,000 Meal Sponsor Annual Conference noon meal w/presentation $5,000 Annual Conference Banquet $3,000 Breaks $1,500 Summer Meeting sponsorship of Golf/Roping/Sporting Clays - Varies Newsletter Advertisement (one issue cost) Full Page (8.5 by 11 inches) $500 1/2 Page (3.75 by 5 inches) $350 1/4 Page (1.8 by 2.5 inches) $200 1/12 Page (business card size) $100 Manufacturer's supplied insert $150 Additional Sponsorship Opportunities Conference bags for exhibit hall $1,000 Lanyards w/company logo $700 Highlighter-Pen w/company logo $500 Advertising in Registration Packet (supplied insert) $250 There are many more advertising opportunities with the NVMA. For details, go to www.nvma.org and click on the "Advertising" link in the drop-down menu under NVMA STORE.
4 Exhibit Rules Exhibit rules and regulations are to be construed as part of all contract for exhibit space. NVMA reserves the right to interpret them, as well as make final decisions, on all points not herein covered. The Conference Exhibit Hall is open on January 25 and 26, 2018. The educational sessions start at 8 a.m. on Thursday, January 25. It's not required or necessary that you be in your exhibit area except for scheduled exhibit hours, e.g., coffee breaks, lunch sessions, social hours and so forth. At other times, your presence in the Exhibit Hall is optional. Other than regular hotel security, there will not be a security guard specifically in the Exhibit Hall. We strongly recommend that you remove valuable items as the NVMA will not be responsible for any losses. Exhibits may be torn down after 4 p.m. on Friday, January 26. There will be a drawing in the exhibit area during each scheduled break. Each veterinarian is supplied with a ticket, which they will deposit in a master bowl. The only stipulation is that the person whose name is drawn must be present at the time of the drawing. You may offer an item as a drawing prize. Exhibitor give-away items will be listed in attendee packets. Attendees who want their names included in the drawing for your giveaway item will need to visit your booth and sign up. By providing an attractive give-away item, you can help draw traffic to your booth. Let NVMA Executive Director Dina Michel know about your give-away item before January 1, 2018. That is the deadline for having the item listed in attendee packets. Call her at (402) 463-4704 or email her at DMichel@nvma.org.
5 RESERVING EXHIBIT SPACE Companies that wish to exhibit at NVMA annual conference must complete and return the contract with full payment. This contract, accompanied by full payment, is the only means by which space may be reserved; no telephone reservations will be accepted. Exhibitor agrees it will accept NVMA s space assignment, which is done on Sponsorship, priority to those that have exhibited in the past and then on a first-come, first-served basis. NVMA reserves the right to assign, designate or change your booth location. EXHIBIT REPRESENTATIVES Two exhibitor badges will be provided for single booths; four for double booths. Additional badges are available at $20 each. Please indicate your need on the contract or by contacting the NVMA office. All exhibitors are required to wear name badges at all times during the meeting. INDEMNIFICATION The exhibitor agrees to indemnify and hold harmless the Nebraska Veterinary Medical Association and The Embassy Suites - La Vista, Nebraska, from any damage to persons or property caused by or arising from the exhibitor s exhibit or the action of the exhibitor s employees or agents. All exhibitors must insure themselves at their own expense against property loss or damage, and against liability for personal injury. SECURITY The exhibit hall will be secured during non-exhibit hours. It is required that a representative be present in the exhibitor s booth during all exhibit hours. OPERATION OF EXHIBIT SPACE All business activities of the exhibitor must be within the exhibitor s assigned space. NVMA reserves the right to decline or prohibit any exhibit or part of any exhibit which in its opinion, is not in keeping with the policies of the Association. This reservation refers to persons, products, and printed matter. Exhibitors must comply with ordinances and regulations set forth by the building, fire, and police departments of La Vista, Nebraska, and any regulations set forth by Embassy Suites in the interest of common safety. CANCELLATION A full refund for cancellations, less $300.00 processing fee, will be made upon written request if such request is received on or before Tuesday, January 2, 2018.
6 Important Dates November 10, 2017 Pay $800 and receive recognition as an exhibitor/sponsor in the Convention handout and Newsletter. December 15, 2017 Single booth fee goes to $1,050 after this date. January 2, 2018 Last day to submit Exhibit Booth Contract. CONFERENCE DATES Wednesday, January 24, 2018 Noon to 10 p.m. -- Exhibitor set-up. Thursday, January 25, 2018 9 a.m. - 6 p.m. -- Exhibitor Hall open. 9:45 a.m. - 10:30 a.m. -- Break/prize drawing. 3-3:45 p.m. -- Break/prize drawing. 5-6 p.m. -- President's Reception. 6 p.m. -- Banquet - Exhibitor Hall closes. Friday, January 26, 2018 9 a.m.- 3:30 p.m. -- Exhibitor Hall open. 9:45-10:30 a.m. -- Break/prize drawing. 2:45-4 p.m. -- Break/prize drawing. 4 p.m. -- Exhibitor tear-down. ACCOMMODATIONS NVMA Conference blocks of rooms are reserved at the Embassy Suites, 12520 Westport Pkwy, La Vista, NE 68128, USA, and the nearby Courtyard by Marriott. Rates below are good if you book by January 5, 2018 Reservation Info Embassy Suites Single/Dbl $139 Call the Embassy at 402.331.7400 and request the NEBRASKA VETERINARY MEDICAL ASSOCIATION block. Embassy group code is VM1 Courtyard by Marriott Single/Dbl $109 Call the Courtyard at 402.339.4900 and request the NEBRASKA VETERINARY MEDICAL ASSOCIATION block. Courtyard group code is NVMR
7 EXHIBIT HALL 8' x 10' booths wifi table two chairs wastebasket Electricity to booth is $10
8 Convening Space E x h i b i t H a l l
9 Exhibitor Contract Company Name Address City/State/Zip Contact Person/Title Phone Email of contact person Signature of authorized individual Printed name of authorized individual Maximize your presence at the NVMA conference -- select sponsorship level and/or other supporting opportunities below. Platinum $7,000 Gold $5,000 Silver $3,500 Bronze $2,000 Honorable mention (no booth) $500 Exhibit Booth $800 12/15/17 $1050 after 12/15/17 Double $1,450 Electricity at booth $10 Supporting sponsorship -- first come, first served Convention bags $1,000 Lanyards $700 Highlighters w/logo $500 Advertising in Registration packet full page insert provided by company $250 Total Exhibit/Sponsor Fees
10 Exhibitor Contract - Part 2 Assignment of Space Booth assignment is based on sponsorship level, those who previously displayed at our state meetings, date of receipt of contract and payment, and proximity to competitive or conflicting organizations. List any organizations you do not wish to be located near, BE SPECIFIC Badges List the names (as you would like them printed) and phone numbers of those individuals who will represent your company. Two are complimentary. 1. Phone Complimentary 2. Phone Complimentary 3. Phone $20.00 4. Phone $20.00 Total Badge Fees Meal Tickets You receive two (four with a Double Booth) complimentary lunch tickets for Thursday and Friday. To help conserve costs, please request only the meal tickets that will actually be used. Please mark the tickets you will need below. Fill this out only if you plan to eat. Business Luncheon 12-2 p.m. Thursday # Comp # Additional x $28 Lunch 12-1 p.m. Friday # Comp # Additional x $28 Banquet Dinner 6 p.m. Thursday # tickets $45 Total Meal Ticket Fees
11 Exhibitor Contract - Part 3 Payment Exhibit/Sponsor fees Badge fees Meal ticket fees TOTAL Make check for total payable to NVMA and mail with a copy of this contract to NVMA, PO Box 637, Hastings, Nebraska 68902. If paying by credit card Card Number Expiration Date 3-digit code Name on Card Billing address / ZIP Code Signature Note: All applications must be signed in order to confirm booth reservations. I understand, and agree to abide by, the official regulations provided. Signature _ Date Mail Contract to: NVMA, PO Box 637, Hastings, Nebraska 68902 Fax Contract to NVMA at (402) 463-4705 Questions: (402) 463-4704 or email Dina Michel at DMichel@nvma.org Keep a copy of this contract for your records. Nebraska Veterinary Medical Association P.O. Box 637 Hastings, Nebraska 68902