SPONSOR & EXHIBITOR OPPORTUNITIES

 Exhibitor Prospectus l Sponsorship Prospectus 

 


 

 

American Association of Veterinary Laboratory Diagnosticians 68th Annual Meeting

Gaylord Rockies Resort and Convention Center – Aurora, Colorado October 30th-November 5th, 2025

 

AAVLD looks forward to welcoming attendees and exhibitors to their 68th Annual Meeting and our second meeting at the beautiful Gaylord Rockies Resort and Convention Center. AAVLD presents 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:                                        September 5th, 2025 - Midnight

Directory Text Deadline:                                   September 5th, 2025 - Midnight

Exhibit Dates Saturday November 1st, 2025 - 9:00 AM-6:00 PM Sunday November 2nd, 2025 - 8:00 AM-12:00 PM

Setup Time: Friday October 31st, 2025 - 1:00 PM-8:00 PM Saturday November 1st, 2025 - 7:00 AM-9:00 AM

Teardown Time: Sunday November 2nd, 2025 - 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 Colorado Ballroom Section B-D at the Gaylord Rockies Resort and Convention Center.

Exhibit dates are November 1st-2nd, 2025.

Annual meeting dates are October 30th-November 5th, 2025.

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 final program.

Exhibit Setup

Friday October 31st, 2025 - 1:00 PM-8:00 PM Saturday November 1st, 2025 - 7:00 AM-9:00 AM

Exhibit Hours & Days

Saturday November 1st, 2025 - 9:00 AM-6:00 PM Sunday November 2nd, 2025 - 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, if paying by Wire Transfer, an extra $100 fee will be applied.

Refund Policy

50% refund through September 5th, 2025, and no refunds after September 5th, 2025. Full refunds will be provided in the event of a necessary cancellation by AAVLD.

Floor Plan and Booth Assignment

Exhibit Coordinator will ask each company for their top three desired booth locations and a list of competitors, and assign booth locations based upon 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. The floor plan is subject to change slightly based on final Fire Marshall approval.

 

 

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 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 29th, 2025, from 3:00 PM-6:00 PM.
  • 4 badges will be issued for each booth space contracted (Ex, 3 10x10 booth spaces = 12 badges).
  • Registration is for AAVLD meetings Thursday-Monday, October 30th-November 3rd, 2025. Registration DOES NOT include special symposiums which require a separate fee and/or registration to attend, or CLOSED committee sessions which are indicated as such in the program guide. If you are interested in attending a special symposium, please reach out to Kaylin Taylor (contact information provided below).
  • Additional badges may be purchased for $300.00 each.
  • Booth personnel names must be provided by September 29th, 2025.
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 Rockies 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 pre-approved.

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 Gaylord Rockies 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 Rockies Resort and Convention Center, its employees and agents.

CONTACT:   Kaylin Taylor, Exhibit Coordinator

Taylor Made Event Company, LLC

Phone: 386-490-7803

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?

Thank you!

  

 

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.

Lanyard Sponsorship – $5,000- SOLD

  • 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 the program guide.
  • Thank you acknowledgement in the AAVLD proceedings book.
    • OPTIONAL BONUS: For an additional $500, your company will be giventhe  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 at the bottom of the App screen.

 

Program Guide – $5,000

  • 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 the program guide.
  • Thank you acknowledgement in the AAVLD proceedings book.
    • OPTIONAL BONUS: 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 at the bottom of the App screen.

 

Registration Sponsor - $2,000 (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's bag.

  • Distributed to approximately 1,200 attendees.
  • Logo on signage displayed in the registration area.
  • Thank you acknowledgement in the program guide.
  • Thank you acknowledgement in the 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 the exhibit hall.
  • 24x36 sign with Company Name and logo in the food area during sponsored break.
  • Option for the company to provide post postcard in attendee bags.
  • Logo on signage displayed in the registration area.
  • Logo with link on AAVLD website.
  • Thank you acknowledgement in the program guide.
  • Thank you acknowledgement in the AAVLD proceedings book.
    • OPTIONAL BONUS FOR BREAKS OVER $3,000: 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 at the bottom of the App screen.

 

Exhibit Hall Breaks 

 

Saturday, Nov 1, 2025

9:00 am Break

$4,000

Saturday, Nov 1, 2025

10:00 am Break

$4,000

Saturday, Nov 1, 2025

11:00 am Break

$1,800

Saturday, Nov 1, 2025

2:00 pm Break

$4,300

Saturday, Nov 1, 2025

3:00 pm Break

$4,300

Saturday, Nov 1, 2025

5:00 pm Wine/Cheese

$16,000

Sunday, Nov 2, 2025

9:00 am Break

$4,000

Sunday, Nov 2, 2025

10:00 am Break

$4,000

Sunday, Nov 2, 2025

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.
    • 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 the conference.
    • Option for the company to provide a postcard in attendee bags.
    • Booth placement priority.
    • Logo on signage displayed in the registration area.
    • Logo with link on AAVLD website.
    • Thank you acknowledgement in the program guide.
    • Thank you acknowledgement in the AAVLD proceedings book.
      • OPTIONAL BONUS: 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 at 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 the conference.
  • Option for the company to provide a postcard in attendee bags.
  • Booth placement priority.
  • Logo on signage displayed in the registration area.
  • Logo with link on AAVLD website.
  • Thank you acknowledgement in the program guide.
  • Thank you acknowledgement in the AAVLD proceedings book.
    • OPTIONAL BONUS: 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 at 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 the conference.
  • Logo on signage displayed in the registration area.
  • Logo with link on AAVLD website.
  • Thank you acknowledgement in the program guide.
  • Thank you acknowledgement in the AAVLD proceedings book.

 

AAVLD Members-Only Email Marketing List - $300

For $300, companies will be given 2 separate lists of AAVLD Members’ 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

  • 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: ADDITIONAL 5:30 pm-6:00 pm

-     Option 5: 6:00 pm-6:30 pm

-     Option 6: ADDITIONAL 6:00 pm-6:30 pm

-     Option 7: 6:30 pm-7:00 pm

-     Option 8: 7:00 pm-7:30 pm

-     Option 9: ADDITIONAL 7:00 pm-7:30 pm

  • Presentation listed in Program Guide.
  • Logo and sponsorship acknowledgement in newsletters leading up to the conference.
  • Option for the company to provide a postcard in attendee bags to announce the seminar.
  • Booth placement priority.
  • Logo on signage displayed in the registration area.
  • Logo with link on AAVLD website.
  • Thank you acknowledgement in the program guide.
  • Thank you acknowledgement in the AAVLD proceedings book.
    • OPTIONAL BONUS: 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.

WELCOME!

2025 Plenary Speakers