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

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. 

***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 8’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.

Booth Assignment
The exhibit Coordinator will assign booth locations considering sponsorship, seniority, contract date, and competitors.

Booth Specifications
8’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 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 11th, 2023, 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 12th-16th, 2023. 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 1st, 2023.

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 National 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, the American Association of Veterinary Laboratory Diagnosticians, Inc., its Executive Board, employees and members, and the Gaylord National 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., its employees and agents, the American Association of Veterinary Laboratory Diagnosticians, Inc., its Executive Board, employees, and the Gaylord National 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

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 – $4,000

• 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, in the program guide.
• Thank you, acknowledgement, in 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)

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