SPONSOR & EXHIBITOR OPPORTUNITIES
Exhibitor Prospectus l Sponsorship Prospectus
2024 AAVLD/USAHA Annual Meeting
Gaylord National Resort & Convention Center
Nashville, TN
Meeting dates: October 10-16, 2024
Show dates: October 12th-13th, 2024
AAVLD is back to a 100% in-person gathering for the first time since the start of the Pandemic. With the incredible turnout at last year’s meeting in Minneapolis, MN, we are expecting even better attendance at this year’s Annual Meeting. AAVLD is presenting an opportunity for exhibitors to display their latest veterinary laboratory supplies, equipment, and services to our meeting attendees. These meeting attendees are, in general, responsible for approving supply and equipment orders for state, federal, or private laboratories, agencies, and offices. AAVLD meets in conjunction with the U.S. Animal Health Association (USAHA) and their combined memberships attract more than 1,200 people to the annual meetings. Below is a general breakdown of our attendee types:
University Diagnosticians/Researchers: 36%
- Federal/State Animal Health Officials/Regulators and State Lab Diagnosticians: 37%
- Stakeholders from the Animal Health Industry and Producers/Producer Associations: 17%
- Students: 6%
- Lab Directors: 4% (representing the vast majority of USA and Canadian animal health diagnostic labs)
IMPORTANT DATES:
Application Deadline: August 1st, 2024 - Midnight
Directory Text Deadline: August 1st, 2024 - Midnight
Exhibit Dates: Saturday, October 12th, 2024 - 9:00 AM-6:00 PM
Sunday October 13th, 2024 - 8:00 AM-12:00 PM
Setup Time: Friday, October 11th, 2024 - 10:30 AM-5:30 PM
Saturday, October 12th, 2024 - 7:00 AM-9:00 AM
Teardown Time: Sunday, October 13th, 2024 - 12:00 PM-2:00 PM
EXHIBIT PROGRAM INFORMATION
Exhibitors are required to use the contracted exhibit service company for all their exhibit needs and to ship all booth materials. Each company will be given access to an online portal where you can order things such as furniture and utilities, handle shipping, etc. Exhibits will be constructed in the Ryman Exhibit Hall Section B1 at the Gaylord Opryland Resort and Convention Center.
Exhibit dates are October 12th-13th, 2024
Annual meeting dates are October 10th-16th, 2024.
Preliminary Program Schedule
Saturday’s Plenary Session is from 8:00 AM-11:30 AM with a 45-minute break.
Saturday’s concurrent scientific sessions are from 1:00 PM-3:00 PM
Sunday’s concurrent scientific sessions are from 8:00 AM-12:00 PM with 45-minute breaks staggered.
Times are subject to change slightly based on the final program.
Exhibit Setup
Friday, October 11th, 2024 10:30 AM-5:30 PM
Saturday, October 12th, 2024 7:00 AM-9:00 AM
Exhibit Hours & Days
Saturday, October 12th, 2024 9:00 AM-6:00 PM
Sunday, October 13th, 2024 8:00 AM-12:00 PM
Times are subject to change slightly based on the final program.
***Please be sure not to leave valuables at your exhibit booth when you are not there. As a courtesy to the registrants and your fellow exhibitors, the Exhibit Coordinator requests your cooperation in opening your exhibit on time each day and staffing it until the scheduled closing.***
Exhibit Booth Rates
Exhibit booths will be contracted at the rate of $2,000.00 for each 10’x10’ space. Full payment should accompany the contract. Please note, that if paying by Wire Transfer, an extra $100 fee will be applied.
Refund Policy
50% refund through August 1st, 2024 and no refunds after August 1st, 2024. Full refunds will be provided in the event of a necessary cancellation by AAVLD.
Floor Plan and Booth Assignment
The exhibit Coordinator will ask each company for their top three desired booth locations and a list of competitors and assign booth locations based on sponsorship level, seniority (past years exhibited with us), contract date, and competitors. Please send in your choices with the application and a list of all participating companies will be sent out after the application deadline.
Booth Specifications
10’x 10’ space
7” x 44” black lettering on white identification sign with company name and booth number
Black 8’ high back drape and 3’ high side rails.
The exhibit area is an open area where there is foot traffic.
Exhibitors will order furniture and services from the contracted exhibit service company.
USE OF SPACE
The coordinator of this event reserves the right to reject or prohibit, at any time, any exhibit, or part of an exhibit that is not suitable to and in keeping with the character of the event, which is to provide an opportunity for a business to be tastefully and reasonably showcased. Demonstrations and distribution of promotional materials must be confined to the limits of the exhibitor's space. Please follow the Good Neighbor Rule as it pertains to noise and line of sight.
REGISTRATION
- Registration must be approved before the meeting. On-site registration will not be accepted.
- Exhibitor personnel may pick up their badges and meeting materials at the conference registration desk as early as Wednesday, October 9th, 2024, from 3:00 PM-6:00 PM.
- 4 badges will be issued for each booth space contracted (Ex: 3 booth spaces = 12 badges).
- Registration is for AAVLD meetings Thursday-Monday, October 10th-14th, 2024. Registration DOES NOT include special symposiums which require a separate fee to attend or CLOSED committee sessions which are indicated as such in the program guide.
- Additional badges may be purchased for $300.00 each.
- Booth personnel names must be provided by September 20th, 2024.
FIRE and SAFETY
Exhibitors must comply with all local fire regulations. No open flames of any kind will be permitted without prior notification and permission. Electrical wiring will be denied if materials or electrical equipment is substandard to Gaylord Opryland Resort and Convention Center requirements. Any displays using fire, chemicals, plants, or any material harmful to people or that could damage the convention center property must be preapproved.
LIABILITY
The exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save Taylor Made Event Company, LLC., its employees and agents, American Association of Veterinary Laboratory Diagnosticians, Inc., its Executive Board, employees and members, and the Gaylord Opryland Resort and Convention Center and its employees and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of Taylor Made Event Company, LLC., it’s employees and agents, the American Association of Veterinary Laboratory Diagnosticians, Inc., its Executive Board, employees and the Gaylord Opryland Resort and Convention Center, its employees and agents.
CONTACT: Kaylin Taylor, Exhibit Coordinator
Taylor Made Event Company, LLC 371 West Holly Drive
Orange City, FL 32763
Phone: 386-490-7803 Fax: 386-218-6129
E-Mail: [email protected]
Sponsorship Opportunities
AAVLD is a nonprofit organization dedicated to the advancement of veterinary diagnostic laboratory science and the education of the next generation of laboratory diagnosticians. Your sponsorship helps us achieve these goals as well as exposes your company to AAVLD members. Wouldn’t you please consider sponsoring one or more of the following?
AAVLD and USAHA Joint Branding Opportunities
AAVLD is a nonprofit organization dedicated to the advancement of veterinary diagnostic laboratory science and the education of the next generation of laboratory diagnosticians. Your sponsorship helps us achieve these goals as well as exposes your company to AAVLD members. Wouldn’t you please consider sponsoring one or more of the following?
Thank you!
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AAVLD and USAHA Joint Branding Opportunities
The following sponsorships put your company name or logo in front of approximately 1,200 attendees for both organizations.
Schedule-at-a-glance – $2,500
- Logo on both sides of Program-at-a-glance – one side for the AAVLD schedule and one side for the USAHA schedule.
- Distributed to approximately 1,200 attendees.
- Logo on signage displayed in the registration area.
- Thank you acknowledgment of the program guide.
- Thank you acknowledgment of the AAVLD proceedings book.
Lanyard Sponsorship – $4,500 - SOLD
- Lanyard with company name exclusively for AAVLD and USAHA attendees.
- Logo on signage displayed in the registration area.
- Logo and Link on the AAVLD Website
- Thank you acknowledgment of the program guide.
- Thank you acknowledgment of the AAVLD proceedings book.
Program Guide – $5,000
- Distributed to approximately 1,200 attendees.
- Sponsored by (company name) on the front cover of the guide.
- Logo on signage displayed in the registration area.
- Thank you acknowledgment of the program guide.
- Thank you acknowledgment of the AAVLD proceedings book.
- OPTIONAL BONUS: For an additional $500 your company will be given first chance to be one of up to 10 Meeting App Sponsors. Your company will have a banner (with a hyperlink) that rotates every 10 seconds on the bottom of the App screen.
Registration Sponsor - $1,500 (Open to 3 companies / 3 out of 3 available)
The company can provide up to 1200 brochures or 5x7 postcards that will go in every attendee bag.
- Distributed to approximately 1,200 attendees.
- Logo on signage displayed in the registration area.
- Thank you acknowledgment of the program guide.
- Thank you acknowledgment of the AAVLD proceedings book.
AAVLD Sponsorship Opportunities
For the following sponsorships put your company name or logo in front of approximately 800 attendees.
AAVLD Exhibit Hall Break Sponsorships –
- Prime exhibit space near food and beverage in the exhibit hall.
- 24x36 sign with the Company Name and logo in the food area during the sponsored break.
- Option for the company to provide postcards in attendee bags.
- Logo on signage displayed in the registration area.
- Logo with link on AAVLD website.
- Thank you acknowledgment of the program guide.
- Thank you acknowledgment of the AAVLD proceedings book.
- OPTIONAL BONUS FOR BREAKS OVER $5000: For an additional $500 your company will be given the first chance to be one of up to 10 Meeting App Sponsors. Your company will have a banner (with a hyperlink) that rotates every 10 seconds on the bottom of the App screen.
Exhibit Hall Breaks –
Saturday, Oct 12, 2024 9:00 am Break $3,900
Saturday, Oct 12, 2024 10:00 am Break $3,900
Saturday, Oct 12, 2024 11:00 am Break $1,800
Saturday, Oct 12, 2024 2:00 pm Break $4,200
Saturday, Oct 12, 2024 3:00 pm Break $4,200
Saturday, Oct 12, 2024 5:00 pm Wine/Cheese $11,500
Sunday, Oct 13, 2024 9:00 am Break $3,900
Sunday, Oct 13, 2024 10:00 am Break $3,900
Sunday, Oct 13, 2024 11:00 am Break $1,800
AAVLD Foundation Auction –
Be a sponsor at the AAVLD Foundation Banquet and Auction – AAVLD’s largest social event! This event raises funds to nurture the next generation of Veterinary Laboratory Diagnosticians. Please consider sponsoring this fun and high-energy event for a great cause.
GOLD: $7,500
- Logo on signage outside of the ballroom and on the bid cards.
- (2) reserved tables for 10 guests each at the banquet.
- Sponsors will have the opportunity to make brief remarks or show a video at the beginning of the Auction (please keep it to under 2 minutes).
- Logo and sponsorship acknowledgment in newsletters leading up to the conference.
- Option for the company to provide post cards in attendee bags.
- Booth placement priority.
- Logo on signage displayed in the registration area.
- Logo with link on AAVLD website.
- Thank you acknowledgment of the program guide.
- Thank you for acknowledgment of AAVLD proceedings book.
- OPTIONAL BONUS: For an additional $500 your company will be given first chance to be one of up to 10 Meeting App Sponsors. Your company will have a banner (with a hyperlink) that rotates every 10 seconds on the bottom of the App screen.
SILVER: $5,000
- Logo on signage outside of the ballroom and on the bid cards.
- (1) reserved table for 10 guests at the banquet.
- Logo and sponsorship acknowledgment in newsletters leading up to the conference.
- Option for the company to provide post cards in attendee bags.
- Booth placement priority.
- Logo on signage displayed in the registration area.
- Logo with link on AAVLD website.
- Thank you acknowledgment of the program guide.
- Thank you acknowledgment of the AAVLD proceedings book.
- OPTIONAL BONUS: For an additional $500 your company will be given first chance to be one of up to 10 Meeting App Sponsors. Your company will have a banner (with a hyperlink) that rotates every 10 seconds on the bottom of the App screen.
BRONZE: $2,500
- Logo on signage outside of the ballroom and on the bid cards.
- Logo and sponsorship acknowledgment in newsletters leading up to the conference.
- Logo on signage displayed in the registration area.
- Logo with link on AAVLD website.
- Thank you acknowledgment of the program guide.
- Thank you acknowledgment of the AAVLD proceedings book.
AAVLD Members-Only Email Marketing List - $300
For $300, companies will be given 2 separate lists of AAVLD Member’s emails and physical mailing addresses. The first list will contain those who have pre-registered (the vast majority) for the meeting and will be distributed before the meeting starts. The second list will contain the information of those who registered on-site and will be distributed after the meeting once all the data can be collected and entered.
AAVLD Company Presentation Sponsorship: SATURDAY – $5,000
- The room provided for your company to make a 30-minute presentation at the following times:
- Option 1: 3:30 pm-4:00 pm
- Option 2: 4:30 pm-5:00 pm
- Option 3: 5:30 pm-6:00 pm
- Option 4: 6:00 pm-6:30 pm
- Option 5: ADDITIONAL 6:00 pm-6:30 pm
- Option 6: 6:30 pm-7:00 pm
- Option 7: 7:00 pm-7:30 pm
- Option 8: ADDITIONAL 7:00 pm-7:30 pm
- Presentation listed in Program Guide.
- Logo and sponsorship acknowledgment in newsletters leading up to the conference.
- Option for the company to provide postcards in attendee bags to announce seminar.
- Booth placement priority.
- Logo on signage displayed in the registration area.
- Logo with link on AAVLD website.
- Thank you acknowledgment of the program guide.
- Thank you acknowledgment of the AAVLD proceedings book.
- OPTIONAL BONUS: For an additional $500 your company will be given first chance to be one of up to 10 Meeting App Sponsors. Your company will have a banner (with a hyperlink) that rotates every 10 seconds on the bottom of the App screen.
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