Sponsor & Exhibitor Opportunities

 Exhibitor Prospectus l In-Person Sponsorship Prospectus l Virtual Sponsorship Prospectus l 

 


2022 AAVLD/USAHA Annual Meeting

Hyatt Regency Minneapolis-Minneapolis, MN

 Meeting dates: October 6-12, 2022

Show dates: October 8th-9th, 2022

 

Bravura Exhibitor Toolkit 

 

Download the AAVLD 2022 Exhibitor / Sponsorship package and follow the instructions:  PDF 

 

 

AAVLD is back to in-person gatherings for the second year in a row since the start of the Pandemic. With incredible turnout at last year’s meeting in Denver, CO, 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%

 

IMPORTANT DATES:

Application Deadline:                                    August 1st, 2022 - Midnight

Directory Text Deadline:                                August 1st, 2022 - Midnight

Exhibit Dates                                                   Saturday October 8th, 2022 - 9:00 AM-6:00 PM Sunday October 9th, 2022 - 9:00 AM-1:00 PM

Setup Time:                                                      Friday October 7th, 2022 - 10:30 AM-5:30 PM Saturday October 8th, 2022 - 7:00 AM-9:00 AM

Teardown Time:                                               Sunday October 9th, 2022 - 1:00 PM-3:00 PM

 

IN-PERSON EXHIBIT PROGRAM INFORMATION

Exhibitors are required to use the contracted exhibit service company for all their exhibit needs and to ship all booth materials. Exhibits will be constructed in the Hyatt Exhibit Hall at the Hyatt Regency Minneapolis.

Exhibit dates are October 8th-9th, 2022

Annual meeting dates are October 6th-12th, 2022.

 

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 upon final program.

 

Exhibit Setup

Friday October 7th, 2022 10:30 AM-5:30 PM Saturday October 8th, 2022 7:00 AM-9:00 AM

Exhibit company information and the floor plan will be emailed to all applicants.

 

Exhibit Hours & Days

Saturday October 8th, 2022 9:00 AM-6:00 PM Sunday October 9th, 2022 9:00 AM-1:00 PM

Times are subject to change slightly based upon 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 $1,500.00 for each 10’x10’ space. Full payment should accompany the contract. Please note, if paying by Wire Transfer, an extra $100 fee will be applied.

Refund Policy

50% refund through August 1st, 2022 and no refunds after August 1st, 2022. Full refunds will be provided in the event of a necessary cancellation by AAVLD.

Booth Assignment

Exhibit Coordinator will assign booth locations considering sponsorship, seniority, contract date, and competitors.

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.

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 prior to 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 5th, 2022, from 3:00 PM-6:00 PM.
  • 4 badges will be issued for each in-person booth space contracted.
  • Registration is for AAVLD meetings Friday-Tuesday, October 6th-11th, 2022. 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.
    • Additional badges or virtual registrations may be purchased for $300.00 each.
    • Booth personnel names must be provided by August 20th, 2022.

 

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 Hyatt Regency Minneapolis 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., it’s employees and agents, American Association of Veterinary Laboratory Diagnosticians, Inc., its Executive Board, employees and members, and the Hyatt Regency Minneapolis 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 Hyatt Regency Minneapolis, 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. Won’t you please consider sponsoring one or more of the following?

 

 

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 – $1,500

  • Logo on both sides of Program-at-a-glance – one side for AAVLD schedule and one side for USAHA schedule.
  • Distributed to approximately 1,200 attendees.
  • Logo on signage displayed in the registration area.
  • Thank you acknowledgement in program guide.
  • Thank you acknowledgement in AAVLD proceedings book.

 

Lanyard Sponsorship – $3,500

  • Lanyard with company name exclusively for AAVLD and USAHA attendees.
  • Logo on signage displayed in the registration area.
  • Logo and Link on AAVLD Website
  • Thank you acknowledgement in program guide.
  • Thank you acknowledgement in AAVLD proceedings book.

 

Program Guide – $2,800

  • Distributed to approximately 1,200 attendees.
  • Sponsored by (company name) on front cover of guide.
  • Logo on signage displayed in the registration area.
  • Thank you acknowledgement in program guide.
  • Thank you acknowledgement in AAVLD proceedings book.

 

Registration Sponsor - $1,500 (Open to 3 companies)

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 acknowledgement in program guide.
  • Thank you acknowledgement in AAVLD proceedings book.

 

Wi-Fi Sponsor – $8,000

Each day an attendee logs onto the internet, an introduction – or splash page – will show your company information.

  • Exclusive sponsor of AAVLD Wi-Fi over 5 days (Thursday-Monday).
  • Over 2,500 possible hits to your splash page.
    • Splash page can feature a new product, direct them to your exhibit booth, or whatever you choose to highlight.
    • Logo on signage displayed in the registration area.
    • Logo with link on AAVLD website.
    • Thank you acknowledgement in program guide.
    • Thank you acknowledgement in 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.

 

AAVLD Sponsorship Opportunities

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 exhibit hall.
  • 24x36 sign with Company Name and logo at food area during sponsored break.
  • Option for company to provide post card in attendee bags.
  • Logo on signage displayed in the registration area.
  • Logo with link on AAVLD website.
  • Thank you acknowledgement in program guide.
  • Thank you acknowledgement in AAVLD proceedings book.
    • OPTIONAL BONUS FOR BREAKS OVER $5000: 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.

 

Exhibit Hall Breaks 

 

Saturday, Oct 8, 2022

9:30 am Break

$5,500

Saturday, Oct 8, 2022

11:30 am Coffee Break

$2,000

Saturday, Oct 8, 2022

2:00 pm Break

$4,600

Saturday, Oct 8, 2022

5:00 pm Wine/Cheese

$8,500

Sunday, Oct 9, 2022

9:30 am Break

$6,000

Sunday, Oct 9, 2022

11:30 am Break

$3,200

 

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.
  • Sponsor will have the opportunity to make brief remarks or show a video at the beginning of the Auction (please keep to under 2 minutes).
  • Logo and sponsorship acknowledgement in newsletters leading up to conference.
  • Option for company to provide post card in attendee bags.
    • Booth placement priority.
    • Logo on signage displayed in the registration area.
    • Logo with link on AAVLD website.
    • Thank you acknowledgement in program guide.
    • Thank you acknowledgement in 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 acknowledgement in newsletters leading up to conference.
  • Option for company to provide post card in attendee bags.
  • Booth placement priority.
    • Logo on signage displayed in the registration area.
    • Logo with link on AAVLD website.
    • Thank you acknowledgement in program guide.
    • Thank you acknowledgement in 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 acknowledgement in newsletters leading up to conference.
  • Logo on signage displayed in the registration area.
  • Logo with link on AAVLD website.
  • Thank you acknowledgement in program guide.
  • Thank you acknowledgement in 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 (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

  • 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 acknowledgement in newsletters leading up to conference.
  • Option for company to provide post card 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 acknowledgement in program guide.
    • Thank you acknowledgement in 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.