Mid-South Regional Veterinary Conference
November 17 – 19, 2022
Exhibitor & Sponsor Prospectus
Whisper Woods Conference Center
7300 Hacks Cross Road
Olive Branch, MS 38654
The Memphis/Shelby County Veterinary Medical Association proudly presents the 24th Annual Mid-South Regional Veterinary Conference (MSRVC)! Our conference will provide 20 hours of Continuing Education for veterinarians and licensed veterinary technicians from all over the country.
GENERAL INFORMATION
The conference will be held at new location at the Whispering Woods Conference Center, 7300 Hacks Cross Road, Olive Branch, MS 38654
Hotel accommodations can be made under the Memphis/Shelby County Veterinary Medical Association room block by calling Whispering Woods Conference Center at 901-567-7717 and requesting the conference rate. The deadline for reserving a room at the conference rate of $99.00/night is November 3, 2021.
Vendors will be allowed to set up the afternoon of Thursday, November 18th.. If you need to send materials to the hotel before the meeting, they may be mailed to Hilton Garden Inn Memphis East, 6800 Poplar Avenue, Germantown, TN 38138 to the attention of Ellen Self. Please do not send anything to the Hotel before two days out from the meeting.
EXHIBITOR BENEFITS:
Single Booth Space $600.00
- One draped 8-foot table with 2 chairs
- Badges for two exhibit staff
- Friday breakfast, morning/afternoon snacks and lunch for two exhibit staff
- Saturday breakfast, morning/afternoon snacks and lunch for two exhibit staff
- Printout of registrants available upon request (will be mailed out two weeks after conference)
- Company name on conference signage
- Exhibitor may provide 1 item (no larger than 8.5” x 11”) as a bag stuffer. Contact Lee Hughes, Executive Director for details and deadlines for getting an item in the conference bag.
Program Outline
Thursday, November 17, 2022
- Exhibitor Move-In
- Educational Sessions
- 4-6 pm
- Dinner 6-7 pm
- Educational Sessions
- 7-9 pm
Friday, November 18, 2022
- Exhibit Hall 7am-5pm
- Educational Sessions 8am-5:30pm
Saturday, November 19, 2022
- Exhibit Hall 7am-5pm
- Educational Sessions 8am – 5:30pm
General Exhibitor Information
CONTRACT FOR SPACE:
The application for space and the formal notice of assignment constitute 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 SPACE:
(1) No exhibitor shall assign, sublet, or share the whole or any part of the allotted space. Aisles must be kept clear. Exhibitors must comply with all safety, fire, and health requirements during move-in, operation, and move-out. Booths must be manned and in operation at all times listed in the schedule.
(2) MSCVMA does not endorse the products/services of the companies who exhibit during the meeting.
(3) MSCVMA shall have the right to require dismantling of any exhibit or part of exhibit which in their opinion is not suitable to or in keeping with the character or purpose of the Mid-South Regional Veterinary Conference.
HOTEL POLICY:
Because of hotel policy, no live animals will be permitted inside the Whispering Woods Conference Center unless the animal is officially known as a service animal.
EXHIBIT SPACE:
Space is assigned on a first-come, first-serve basis. No space is assigned without the official contract and payment of the fee.
HOURS OF EXHIBIT:
Move-in may begin on Thursday, November 17, 2022 and must be completed by 9:00pm. Exhibitor expressly agrees not to dismantle his/her exhibit or do any packing before the closing hours of the exhibit, 5:00pm on Saturday, November 19, 2022. Move out must be completed by 6:00pm on Saturday.
Exhibitor must furnish show management with an advance list of their representatives. Only 2 badges will be issued per single booth. Additional badges will be available at the cost of $75 per badge.
LIABILITY:
MSCVMA, 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 of 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 MSCVMA during the times that the exhibits are closed. In addition, the exhibitor will indemnify and hold harmless MSCVMA, 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.
CARE OF BUILDING/EQUIPMENT:
Exhibitor, or their agents, shall not injure or deface the walls or floors of the building or the booths. 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 MSCVMA and to the Hilton Garden Inn.
CANCELLATION/REFUND POLICY:
If written notice of cancellation is received by the MSCVMA no later than November 1, 2022, a refund of monies received less a $75 administrative fee will be made. Beginning November 2, 2022, no refunds will be given.
COPYRIGHT POLICY:
Exhibitors must obtain all necessary authorizations from third 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 DISABILITIES AVAILABLE:
If exhibitor requires an auxiliary aid to participate in this meeting,
Sponsorship Levels
Gold ($2500 Value):
- One (1) Speaker Sponsorship assigned by MSCVMA with signage at the assigned Speaker Session
- One (1) Lunch Sponsorship assigned by MSCVMA with signage at assigned lunch
- Complimentary single booth at the conference
- Two (2) complimentary exhibitor registrations
- Two (2) complimentary copies of CE proceedings on CD-ROM or USB (whichever is used for the conference)
- Special Gold Sponsor sign for booth display
- Listing on the MSCVMA website until October 1, 2020
- Listing with logo in the conference program
- Listing with logo on promotional materials
- One (1) complimentary list of conference registrants (provided upon request after meeting no later than December 4, 2021
Silver ($1500 Value):
- One (1) Breakfast Sponsorship assigned by MSCVMA with signage at assigned breakfast
- Complimentary single booth at the conference
- Two (2) complimentary exhibitor registrations
- Two (2) complimentary copies of CE proceedings on CD-ROM or USB (whichever is used for the conference)
- Special Silver Sponsor sign for booth display
- Listing on the MSCVMA website until November 1, 2021
- Listing with logo in the conference program
- Listing with logo on promotional materials
- One (1) complimentary list of conference registrants (provided upon request after meeting no later than December 4, 2021
Bronze ($1000 Value):
- Complimentary single booth at the conference
- Two (2) complimentary exhibitor registrations
- One (1) complimentary copy of CE proceedings on CD-ROM or USB (whichever is used for the conference)
- Special Bronze Sponsor sign for booth display
- Listing on the MSCVMA website until November 1, 2021
- Listing with logo in the conference program
- Listing with logo on promotional materials
- One (1) complimentary list of conference registrants (provided upon request after meeting no later than December 4, 2021
Sponsorship Choices
REGISTRATION BAGS:
Includes your logo (in a single color) on these bags!
- Full Sponsorship: $2,000
NOTE PADS:
Includes your black/white logo on these 8×11 note Pads!
- Full Sponsorship: $2,000
REGISTRATION BAGS:
Includes your logo (in a single color) on these bags!
- Full Sponsorship: $2,000
NOTE PADS:
Includes your black/white logo on these 8×11 note Pads!
- Full Sponsorship: $2,000
Speaker Sessions
Thursday, November 17th Afternoon, 4 -6 pm
- Full Sponsorship: $2,500
Thursday, November 17th Dinner 6-7 pm
- Full Sponsorships: $2,500
Thursday, November 17thEvening: 7-9 pm
- Full Sponsorship: $2,500
Friday, November 18th Breakfast: 7-8 pm
- Full Sponsorship: $1,500
Friday, November 18th Morning: 8-12 am
- Full Sponsorship: $2,500
Friday, November 18th Lunch: 12-1 pm
- Full Sponsorship: $2,000
Friday, November 18th Afternoon: 1-5 pm
- Full Sponsorship: $2,500
Saturday, November 19th Breakfast: 7-8 pm
- Full Sponsorship: $1,500
Saturday, November 19th Morning: 8-12 am
- Full Sponsorship: $2,500
Saturday, November 19th Lunch: 12-1 pm
- Full Sponsorship: $2,000
Saturday, November 19st Afternoon: 1-5 pm
- Full Sponsorship: $2,500