Sponsor & Exhibitor  Opportunities

 

Exhibitor Prospectus l Sponsorship Prospectus

 

 

Exhibitor Prospectus

Annual meeting dates are October 15-21, 2020

Exhibit dates are October 17-18, 2020

 

 

 

AAVLD is presenting an opportunity for exhibitors to display their latest veterinary laboratory supplies, equipment and services to our meeting attendees who 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 the breakdown of the attendees from the 2019 Annual Meeting:

 

 

IMPORTANT DATES:

 

Application Deadline

July 3, 2020

Directory Text Deadline for Proceedings Book

August 3, 2020

Setup Time

Friday, October 16, 2020 from 10:30 am -5:30 pm

 

Saturday, October 17, 2020 from 7:00 am -9:00 am

Exhibit Dates

Saturday, October 17, 2020 from 9:00 am-6:00 pm

 

Sunday, October 18, 2020 from 9:00 am-1:00 pm

Teardown Time

Sunday, October 18, 2020 from 1:00 pm-3:00 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. Exhibits will be constructed in the Ryman Exhibit Hall Section B1 at the Gaylord Opryland.

 

Preliminary Program Schedule

 

Saturday’s Plenary Session is from 8:00 AM-11:30 AM with a 45 minute break.

Saturday’s concurrent sessions are from 1:00 PM-3:00 PM

Sunday’s concurrent 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 16, 2020                 time: 10:30 AM-5:30 PM

Saturday           October 17, 2020                 time: 7:00 AM-9:00 AM

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

 

Exhibit Hours & Days

Saturday           October 17, 2020                     9:00 AM-6:00 PM
Sunday             October 18, 2020                     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 8’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 3, 2020 and no refunds after August 3, 2020. Full refunds will be provided in the event of a necessary cancellation by AAVLD.

 

Booth Assignment

Exhibit Coordinator will assign booth locations taking into account 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.
  • 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 14, 2020 from 3:00 PM-6:00 PM
  • 4 badges will be issued for each booth space contracted.
  • Registration is for AAVLD meetings Thursday-Sunday, October 15-18, 2020. 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 may be purchased for $300.00 each.
  • Booth personnel names must be provided by September 23, 2020.

 

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 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., American Association of Veterinary Laboratory Diagnosticians, Inc., its Executive Board, employees and members, and the Gaylord Opryland Resort 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 the American Association of Veterinary Laboratory Diagnosticians, Inc., its Executive Board, employees and the Gaylord Opryland Resort, its employees and agents. The American Association of Veterinary Laboratory Diagnosticians will furnish reasonable uniformed security.

 

  

Sponsorship Opportunities



Exhibitor Prospectus l Sponsorship Prospectus

 

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 - SOLD

Last year everyone received a Program-at-a-glance. It was a huge hit and a great reference for all meetings. Attendees looked at it continuously throughout the meeting.

  • 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.

 

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.

 

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.

 

Registration Sponsor - $1,000 (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.

 

WiFi Sponsor – $5,000 - SOLD

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

  • Exclusive sponsor of AAVLD WiFi over 4 days (Thurs, Fri, Sat, Sun).
  • 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.

 

App Sponsorship - $15,000 for 1 company, $7,500 for 2 companies and $5,000 for 3 companies

  • Downloaded to 905 unique devices in 2019.
  • Customized splash screen can feature a new product, direct them to your exhibit booth, or whatever you choose to highlight.
  • Company logo (link) at the top of the App seen on every page.
  • Sponsorship listing to include company information (up to 2 pages) plus link.
  • Logo on signage displayed in the registration area.
  • Thank you acknowledgement in program guide.
  • Thank you acknowledgement in AAVLD proceedings book.

 

 

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.

 

Exhibit Hall Breaks 

 

Saturday, Oct 17, 2020

9:30 am break

$5,000

Saturday, Oct 17, 2020

11:30 am Coffee Break

$2,100 - SOLD

Saturday, Oct 17, 2020

2:00 pm break

$4,500

Saturday, Oct 17, 2020

5:00 pm wine/cheese

$6,600

Sunday, Oct 18, 2020

9:30 am break

$5,500

Sunday, Oct 18, 2020

11:30 am Break

$3,000

 

 

AAVLD Networking Reception – $7,000

 

Start the conference with an advantage. A one-hour networking reception on Thursday, Oct 15 is a fantastic opportunity to meet attendees. Cocktails and hors d’oeuvres are provided along with any printed or promotional materials you wish to provide.

 
  • Exclusive signage and display. AAVLD will provide 24x36 sign with Company Name and logo. Sponsor can provide larger one, and/or use floor stand banners.
  • Representative(s) meet and greet attendees at the door and network with guests during reception.
  • Sponsor may provide/distribute giveaways.
  • 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.
 
 

AAVLD Meet-and-Greet Sponsorship - $500

 
  • 8 foot table with chairs reserved for meeting with clients in a pre-function space with high foot traffic. This table will be available to you to meet and greet with clients and provide marketing materials all day on Friday 10/16/20. It is encouraged to make appointments with clients prior to arrival to make the most of this opportunity.
  • Logo and sponsorship acknowledged in newsletters leading up to the conference
  • Logo on signage displayed in the registration area.
  • Thank you acknowledgement in the program guide and 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 two weeks 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.
 
 
 

USB drive – $5,000

 
  • AAVLD proceedings book is provided to attendees at the meeting on a USB drive.
  • Logo on flash drives to AAVLD attendees.
  • Option to upload a digital brochure to USB Drive
  • Booth placement priority
  • Option to provide 5x7 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.
 
 
CONTACT:  Kaylin Taylor, Exhibit Coordinator
Taylor Made Event Company, LLC 371 West Holly Drive
Orange City, FL 32763
Phone: 386-490-7803 l  Fax: 386-218-6129
E-Mail: [email protected]

 

 

 

Thank you to our 2020 supporters!