These rules and regulations governing the Pacific Veterinary Conference are part of the exhibitor contract. The interpretation and enforcement of the rules and regulations by conference management are final. All matters not specifically covered by these rules and regulations are subject to the decision of conference management. All determinations by the Pacific Veterinary Conference regarding the enforcement of rules, regulations, and conditions under this contract shall be final and binding.
Eligibility to be an exhibitor at the Pacific Veterinary Conference is limited to organizations whose products and/or services relate directly to the practice of veterinary medicine. The Pacific Veterinary Conference reserves the right to reject any application to exhibit.
Assignment of Booth Space
Priority is given to returning Pacific Veterinary Conference exhibitors based on points accumulated through the last conference. After that, booths are assigned on a first-come, first-served basis regardless of accumulated points. Booth space is assigned to companies paid in full.
Management reserves the right to make final determination of all space assignments, including changing the floor plan or reassigning booth space if necessary, in the best interest of the Pacific Veterinary Conference. If exhibit space is sold out, companies will be placed on a waiting list based on date of receipt and payment of application. Management retains the right to refuse display space to any company whose goods and/or services are not, in the opinion of management, compatible with the general character and objectives of the Pacific Veterinary Conference and the California Veterinary Medical Association.
See Booth Payment under Exhibitor Contract Information for additional details.
Priority Point System
The Pacific Veterinary Conference uses a point system to assign exhibit booth space up until January 14, 2022. After that, booths are assigned on a first-come, first-served basis regardless of points. The following is a complete breakdown of how those points are accumulated and utilized:
- Two points for exhibiting at the 2022 Pacific Veterinary Conference.
- Two points for every $5,000 in sponsorship in 2022.
- Points are added to accumulated points year after year.
- Priority is given to returning exhibitors based on points accumulated through the last conference.
- Accumulated points will not hold a booth space if payments are not made according to the schedule/calendar on page 4 of the exhibitor contract.
- Companies who begin tear down or have left the Vet Expo prior to 3:30 PM on Saturday will lose all priority points and will have a low booth assignment at future conferences.
- If companies have the same number of points, the company that submitted their contract and pays in full first will have priority in selecting a booth.
- No-shows do not accumulate points.
Booths are 10’ x 10’ or 10’ x 20’ in size. Backwall drapes are 8’ high and sidewall drapes are 3’ high. Fire code regulations prohibit exhibits from extending into aisles. Expo hall flooring is carpeted.
Booth Setbacks and Unobstructed Sight Lines
The Vet Expo floor plan and rules and regulations are designed to allow unobstructed sight lines for all exhibitor booths. If your booth configuration obstructs sight lines (e.g., your booth height exceeds 8’), contact Della Yee by email at firstname.lastname@example.org or by phone at 800.655.2862 before you request a booth. You may be placed on the perimeter of the Vet Expo, as some perimeter booths can accommodate backdrops of up to 12’. A 12′ backdrop request must be written on the exhibitor contract and approved in advance. This does not exempt exhibitors from also maintaining a setback of 6’ in from the front and sides of booths.
Standard (In-line) Booth Guidelines
The maximum back wall height and maximum height of booth components is 8’. Booth components are restricted to a height of 3’ for the first 6’ from any aisle (i.e., only 4’ into the booth from the rear of the booth may exceed 3’ in height). Hanging above booths is prohibited. Display booths cannot block views of other booths, either beside or behind the booths. Exhibits with backlight must be equipped with a back shield to prevent light interference with the booth behind. The aisles are the common property of all exhibitors and must not be obstructed at any time.
End-cap booths are exposed to aisles on three sides and are composed of two booths. The booth is 20’ wide x 10′ deep. End caps
must meet all of the standard booth guidelines (in-line) above.
Subletting, Sharing, or Reassignment
Subletting, sharing, or reassignment of space by an exhibitor is strictly prohibited. The exhibitor agrees not to assign, sublet, or apportion space or any part thereof contracted for, nor to exhibit, advertise, or offer for sale merchandise or services other than those manufactured or sold by the exhibiting company in the regular course of business.
Public aisles may not be used by exhibitors. All business must be conducted within the booth and display materials must be arranged so that attendees are not required to stand in the aisles to examine products. No exhibit or advertising matter is allowed to extend beyond the confines of the booth unless authorized by show management. Exhibitors cannot use tables outside of their booths to conduct business.
Default of Occupancy
- Default of occupancy is the responsibility of the exhibitor.
- Exhibitors must be show-ready by 8:30 AM on Friday, June 3, 2022.
- Failure to occupy by the designated set-up time does not excuse payment in full for the contracted booth.
- The onsite contact for the company must check-in with show management or American Exposition Services no later than 7:00 AM on Friday, June 3, or the exhibitor will be considered a “no show.” Space will be re-assigned at the discretion of show management. “No shows” at the conference do not get a refund and will not be allowed to exhibit at the next Pacific Veterinary Conference. “No shows” also do not accumulate priority points.
- Removing display items and/or dismantling a booth before the scheduled breakdown time for all exhibitors is a violation of this contract and will be considered the same as a “no show.”
A written release is required to remove material from the Vet Expo after the first day of installation through the last day of dismantling. Official release forms will be available at the Decorator’s Service Desk. Materials remaining in the Vet Expo after 7:30 PM on Saturday, June 4, 2022, will be removed at the expense of the exhibitor.
Exhibitor booths must be staffed during the scheduled hours of the exhibit hall. Exhibitor badges are for exhibitor’s company staff only and must be worn at all times. The exhibitor reserving the space is responsible for letting the Pacific Veterinary Conference know the names of their staff members by April 29, 2022. Additional exhibitor badges are available for $250, which includes all meals served in the Vet Expo. Veterinarians and veterinary technicians who are registered for the conference through an exhibitor can attend CE classes, but they must register for the conference as an attendee and pay the appropriate fees to receive a certificate of attendance and access to lecture notes. Exhibitors will incur a $25 fee for each replacement badge.
Additional exhibitor badges are available for $250, which includes all meals served in the Vet Expo. Cancellation made prior to May 18, must be made in writing and submitted to the Pacific Veterinary Conference Meetings & Events Department . There will be a $50 non-refundable processing fee . There will be no refunds on cancellation made for additional badges after May 18.
Booths contracted and not paid in full by January 14, 2022, may become available for resale. Prior to this deadline, companies with an outstanding balance will be contacted by conference management for final payment. If full booth payment is not received by January 14, 2022, the company will forfeit their deposit and their booth will be put back in inventory for resale. Full payment is required for all contracts received after January 1, 2022.
Payment must be made by check drawn on a U.S. bank or credit card (Visa, MasterCard, AMEX, or Discover only); dishonored checks or credit cards will prevent booth(s) being assigned until rectified. There is a $25 charge for returned checks. All first-time exhibitors are required to pay by credit card.
Exhibitor Cancellation Policy
Exhibitor cancellation and refund requests must be received in writing on company letterhead by February 1, 2022. Fifty percent of the total booth cost is non-refundable. No refunds are given for cancellations made after February 1, 2022.
Pacific Veterinary Conference Cancellation or Postponement
In the event the Pacific Veterinary Conference (PacVet) must cancel its in-person programming due to acts of God, government regulation, war, terrorism, disasters, strikes, civil disorder, curtailment of transportation facilities, public health emergency (epidemic, pandemic or similar), or any other emergency beyond the reasonable control of show management, the PacVet will refund in full the paid exhibit booth fees. However, PacVet does not assume responsibility for any additional costs, charges, or expenses, including but not limited to costs incurred for travel and lodging. If the conference is postponed or transformed into a virtual event, paid exhibitors will be given the option to transfer their payment to the rescheduled dates, the virtual conference or receive a full refund upon written receipt of the exhibitor’s desire to cancel.
Floor Plan Changes
The exhibitor agrees that the Pacific Veterinary Conference shall have the right to make changes to the floor plan arrangement of booths for as it shall deem necessary.
Pre-show Inspection and Violations Notice
A walk-through takes place by conference management beginning at 5:00 PM on Thursday, June 2, 2022. Any booths not meeting the rules and regulations set forth in this exhibitor prospectus are in violation of show standards. A violation notice, stipulating required action, will be posted in the booth. If an exhibitor receives a violation notice, they must correct the problem by 8:00 AM on Friday, June 3, 2022, or their booth will be dismantled at the expense of the exhibitor. Violations include exceeding booth height and width restrictions as specified in this exhibitor prospectus. Any pop-up, pre-fabricated, or other custom-designed booth that appears unfinished from the sides or the back will be draped by AES and billed to the contracting exhibitor. No refunds are issued for booths that are dismantled due to a violation of the booth construction guidelines.
Vet Expo Access for Booth Set Up and Break Down
Exhibitor acknowledges that the show site and surrounding areas are active work zones. Exhibitor, its agents, employees, and representatives are present at their own risk. In the interest of safety, only those individuals directly responsible for set up and/or break down of booths are permitted in the exhibit area. Children under the age of 18 are not allowed in the Vet Expo during installation and dismantling of exhibits – no exceptions.
Each exhibitor/sponsor agrees to observe the Pacific Veterinary Conference’s policies on events, activities, hospitality suites, and raffles as a condition of exhibiting and/or sponsoring. Any event or other form of planned presentation that is scheduled, other than those approved by the Pacific Veterinary Conference, is regarded as an exhibit/sponsor contract violation.
Suitcasing is a business practice in which companies will gain access to an event by obtaining some type of event credential (attendee badge, expo-only badge, etc.) and then solicit business in the aisles or other public spaces used for the conference. This practice skirts the support of the organizer and the industry. The Pacific Veterinary Conference has a zero-tolerance policy regarding suitcasing. If there is someone who has obtained credentials for the sole purpose of suitcasing they will be asked to leave the conference immediately.
Events, Activities, and Hospitality Suites
All requests for any exhibitor/sponsor events, activities, and hospitality suites must first be approved by the Pacific Veterinary Conference. Competing events are prohibited, including seminars, sessions, or receptions conducted at one of the conference contracted properties or off property during any Pacific Veterinary Conference scheduled activity. Exhibitors/sponsors requesting a suite must notify the Pacific Veterinary Conference if it will be used for hospitality. Industry-related events, entertainment, and hospitality activities may not overlap with Pacific Veterinary Conference program events.
Raffles must be approved at least 30 days in advance of the conference by the management of the Pacific Veterinary Conference. Raffle drawings are permitted within a booth, but the exhibit hall and/or Pacific Veterinary Conference public address system cannot be used to promote these raffles in any way, or to announce the winners. Exhibitors must make it clear, both during and after the conference, that the raffle is theirs and not an official Pacific Veterinary Conference raffle.
Animals and Music
Animal exhibition in your booth require pre-authorization. Exhibitors must submit a written request to show management before space assignment. Pets and companion/emotional support animals are not permitted.
Music in the booth space or at any function held in conjunction with this conference is subject to applicable copyright and licensing fees charged by ASCAP and/or BMI. It is the sole responsibility of the exhibitor/sponsor to pay applicable fees. For more information about licensing fees, visit www.ascap.com or www.bmi.com. Music level must not disturb adjacent booths.
The Pacific Veterinary Conference’s agreement with the Hilton San Francisco Union Square prohibits any food or beverage from outside sources brought into the exhibit booths unless contracted with its catering department. Any exhibitor/sponsor that brings in unauthorized food and/or beverages will be asked to cease serving or risk confiscation of any such items.
Additionally, such violation may result in action by the Pacific Veterinary Conference to remove the entire display and booth representative from the conference floor altogether at the violator’s expense. The exhibitor/sponsor understands and accepts these terms as contracted obligations with the Hilton San Francisco Union Square and the Pacific Veterinary Conference.
Labor and Drayage/Shipping
All advanced shipments must be addressed:
c/o American Exposition Services (AES)
1341 N. Market Blvd, Suite 300
Sacramento, CA 95834
All items must be marked with the following information:
To: (your name)
Exhibiting company: (your company name)
Name of exhibition: 2022 Pacific Veterinary Conference
Booth number: (your assigned booth number)
Exhibitor Service Kit
Exhibitor service kits are emailed to exhibitors after receipt of full payment and booths have been assigned. You will be sent a link from AES to the online service kit which will include order forms for items you will need in your booth, lead retrieval, electrical, shipping information and rates.
All services customarily required by exhibitors are available at current rates. These services include decorating, drayage, electrical, furniture rental, computer rental, sign printing, carpenter services, storage, general labor, plumbing, photography, special cleaning/porter service, florist, and telephone services. Acceptance of exhibit space by an exhibitor constitutes agreement to use only the Pacific Veterinary Conference official suppliers. Exhibitors may not use an independent contractor for any of the above services.
The exhibitor agrees to make no claim for any reason whatsoever against the Pacific Veterinary Conference, the California Veterinary Medical Association, the Hilton San Francisco Union Square, the official general service contractor and their officers, directors, employees, agents, and authorized representatives, for any of the following: loss, theft, damage to goods, or injury to himself, his employees, or attendees while in the exhibition area, nor any consequential damage to his business for failure to provide space for the exhibit or for the failure to hold the event as scheduled.
The exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and hold harmless all parties from claims, losses, damages to persons or property, governmental charges for fines, and attorney’s fees related to the use of the exhibition premises or part thereof. In addition, exhibitor acknowledges that neither the Pacific Veterinary Conference, the California Veterinary Medical Association, the Hilton San Francisco Union Square, or the official general service contractor maintain insurance covering exhibitor’s property and that it is the sole responsibility of exhibitor to obtain business interruption and property insurance covering such losses by exhibitor.
Exhibitors/sponsors are required to provide the Pacific Veterinary Conference with a copy of proof of liability insurance listing the California Veterinary Medical Association, the Pacific Veterinary Conference, and the Hilton San Francisco Union Square as additional insureds. Please email proof of insurance to CVMA at email@example.com or fax to 916.646.9156.
Fire Code Regulations
All exhibitors must comply with all fire code laws, rules, and regulations governing the State of California, the City of San Francisco, and the County of San Francisco.
Exhibitors and Convention Promotion
The names of confirmed and past exhibiting companies may be used by the Pacific Veterinary Conference for promotional purposes. Photos taken in the Vet Expo or at any other Pacific Veterinary Conference event by the Pacific Veterinary Conference staff or designated photographers of exhibiting companies and their employees may be used by the Pacific Veterinary Conference for promotional purposes.
All work performed in the exhibit area is under union jurisdiction and under safety jurisdiction. Show management and all exhibitors are expected to comply with the unions and with fire and safety requirements in effect. In the interest of safety, continuity, security, and control, the following are understood as exclusive services if provided by AES: material handling, receipt/unloading of inbound Federal Express and UPS shipments, audio visual, rigging, electrical, plumbing, and custom cleaning. Should the facility provide some or all of the following services: electrical, plumbing, compressed air, sign hanging, cleaning of certain areas, and phones, their work rules and union jurisdictional issues would apply for these services.
AES has a great relationship with all unions. They work very closely with them to create a positive work environment that enables them to deliver the highest quality of service. Their effective leverage of these relationships provides greater efficiencies to the exhibitors. AES anticipates that all contracts up for renewal will result in non-contentious resolutions.
Decorators Union (Exhibitor Labor)
Members of this union claim jurisdiction over all set-up and dismantling of exhibits including signs and laying of carpet. This does not apply to unpacking and placement of your merchandise. Full-time employees of exhibiting companies may set up their own exhibits provided that one person can accomplish the task in less than ½ hour without the use of tools. If your exhibit preparation, installation, or dismantling requires more than ½ hour, you must use union personnel supplied by the official service contractor. If union labor is required, your company personnel may work along with a union installer on a one-to-one basis.
Teamsters Union (Freight Handling)
Members of this union claim jurisdiction on the operation of all material handling equipment, all unloading and reloading, and handling of empty containers. An exhibitor may move materials that can be carried by hand, by one person in one trip, without the use of dollies, hand trucks, or other mechanical equipment. All exhibitors are expected to comply with any union requirements in effect and as outlined in the official exhibitor service kit.
AES work rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, product, or gifts in kind by any employee (union or non-union). AES employees are paid appropriate wages denoting professional status, therefore tipping of any kind is not allowed.
Make Shipping Easy. With AES Transportation, you can save time, money, and unwanted hassle. Through the AES Exhibitor Services Department, exhibitors can reach a specialist ready to assist in getting your exhibit materials to and from the show. AES Transportation can arrange ground, air, or expedited shipping so you are assured your materials will arrive on time. Exhibitor Services Specialists can be reached 8:00 AM–5:00 PM PST at 916.925.3976 or firstname.lastname@example.org.
Care of Building
Acceptance of exhibit space makes it obligatory on the part of the exhibitor and any employee that they shall not deface, injure, or mar the Hilton San Francisco Union Square. Decorations, signs, banners, etc., may not be taped, nailed, stapled, or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, or columns. Any damage done shall be the responsibility of the exhibitor and not the Pacific Veterinary Conference, the California Veterinary Medical Association, or the Hilton San Francisco Union Square.
Professional, uniformed security personnel will be provided on a 24-hour basis beginning 2:00 PM Thursday, June 2, 2022, until 7:00 PM Saturday, June 4, 2022. Neither the Pacific Veterinary Conference, the California Veterinary Medical Association, the Hilton San Francisco Union Square, nor any of their officers, directors, members, employees, or agents, including, but not necessarily limited to, AES, are responsible for any loss or damage to exhibitor property. Exhibitors should not leave in their booths any electronic equipment, jewelry, or other valuable items that can be hand-carried.
Advertising, Sponsorship Payments, and Cancellation
Notification of intent to cancel advertising in the conference program must be provided in writing on company letterhead. Cancellation, refund, or advertising change requests will not be accepted if received by the Pacific Veterinary Conference after December 21, 2021, the deadline for receipt of ad copy. As of this published date, an ad is considered to be “in production.”
Charges for Ads in the Conference Program
If a sponsorship was reserved and a request is made for cancellation or deletion of any portion of the sponsorship, the canceling sponsor will be charged the non-sponsor rate for ads already published, ads in production, or ads to be subsequently published, if necessary.