2024 Summer Conference Rules & Regulations for Sponsorship and Exhibiting

Please read Exhibitor Contract Rules & Regulations regarding payment for space. A 100% PAYMENT MUST ACCOMPANY ALL APPLICATIONS SUBMITTED ON OR BEFORE MAY 20, 2024. All payments must be submitted in U.S. funds payable to MDVMA.

The exhibitor expressly agrees to be bound by the terms and conditions and specifications set forth in this document along with any forthcoming guideline, and expressly agree that this contract and such rules and regulations contain the entire agreement between parties hereto and supersede any prior agreement written or oral. This contract for exhibiting at the MDVMA 2024 Summer Conference shall be interpreted under the law of the United States and the state of Maryland. No refunds after June 7, 2024. 

The MDVMA 2024 Summer Conference is sponsored by the Maryland Veterinary Medical Association. These contract terms and conditions have been established for the mutual benefit and protection of exhibitors, attendees, the venue, and the MDVMA with such additions or changes as may be made in the official correspondence or other communications being an integral part of the contract to which the exhibitor agrees.

Assignment of Booth Space

Exhibit booths will be available on a first-come, first-served basis.

Payment for Space

Payment is due in full at the time of purchase. All payments must be submitted in U.S. funds payable to MDVMA. 

Cancellation Policy

Requests for cancellations and/or refunds will be accepted up to June 7, 2024, and a 20% administrative fee will be deducted. Please note that this fee will be incurred for all cancellation/refund requests regardless of when they are received. Once a purchase has been charged to a credit card, MDVMA is not able to change the credit card used for payment. Refunds will be credited using the original method of payment less the cancellation fee. Cancellations received after the cutoff date will not be refunded for any reason. Refunds will not be issued for no-shows. Please remember that canceling your purchase does not automatically cancel your hotel reservation. Attendees are responsible for canceling their own hotel reservation.

Installation and Dismantling

Exhibit installation in the facility depends on the location of the Exhibitor’s exhibit space. Scheduled move-in and move-out dates are published in the Exhibitor Prospectus for the Show. All exhibit displays must be set up and ready by Thursday, June 20, 2024 before 12:00PM ET. MDVMA reserves the right to reassign any unset exhibit space after 8:00AM Friday, June 21, 2024.

Additional Exhibitor Services

All confirmed exhibitors will receive an exhibitor services kit. All questions, shipping arrangements and furnishings can be arranged by following instructions in the exhibitor services kit.

Special Visual and Sound Effects

Audiovisual and other sound and attention-getting devices and effects are permitted in only those locations and in such intensity as, in the sole opinion of the MDVMA does not interfere with the activities of neighboring exhibitors or sessions. Operation of equipment being demonstrated may not create noise levels objectionable to neighboring exhibitors. Order forms for A/V equipment will be included in your Exhibitor Services Kit.

Hotel Information

The Ashore Resort & Beach Club is the host hotel for the MDVMA 2024 Summer Conference. The MDVMA has reserved a room block and reservations can be made with a link from our conference website.

Insurance

Exhibitors are responsible for their exhibits, merchandise and display materials related to theft, fire, etc., at their own expense. Exhibitor shall be fully responsible for any and all damages to property owned by the Ashore Resort & Beach Club, its owners or managers which result from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, Maryland Veterinary Medical Association, Ashore Resort & Beach Club, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor’s use of the property. The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or the occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor’s occupancy and use the exhibition premises, the Hotel or any part thereof. Exhibitors are recommended to carry Comprehensive General Liability Coverage including premises, operations and contractual liability coverage of at least $1,000,000 or Property Damage Liability. Exhibitor shall deliver to MDVMA, if deemed necessary, certificates of insurance evidencing such coverage, naming MDVMA as coinsured (or additionally insured). Exhibitors must secure exhibits in the Ballroom during non-exhibit hours.

Exhibits

Minimum booth is 8’x10’. The Hotel will provide each booth with one (1) six-foot draped and skirted table and two (2) chairs. Display material including showcase displays or storage cabinets, electrical fixtures, wire, conduits, etc. must adhere to the Exhibit Construction Guidelines outlined in the Exhibitor Services Kit. Any deviation must be submitted in writing to MDVMA for prior approval. All demonstrations and exhibits must be confined to the exhibit booths responsible for demonstrations or exhibits. All unfurnished surfaces must be finished to the satisfaction of the MDVMA. In the case an island or peninsula space, a rendering may be required by MDVMA staff prior to space assignment. From time to time, it may be necessary for MDVMA to amend or modify the physical configuration of exhibit booths including all rules pertaining hereto. Additional fees may be required for back wall, sidewall, drapes, signs, labor, security, gas, electric or water supply, storage, special requirements or cleaning and maintenance of individual booths; see Exhibitor Services Kit. All use of exhibit space is subject to the Hotel’s current rules and regulations for exhibit services and must be in compliance with all local safety and fire codes. 

Conflicting Events During Show Hours

The exhibitor shall not extend invitations, call meetings, hold hospitality events, or otherwise encourage absence from the exhibit hall and program sessions without prior permission from the MDVMA.

Advertising Material

MDVMA will not endorse, support, or be liable for the claims made by exhibitors as to the qualities or merits of their products or services. No advertising, presentation, or mention will indicate, claim, or suggest endorsement or support. All handouts must be distributed within the exhibit booths or to the MDVMA via the tote bag insert sponsorship.

Food and Beverage

No food or beverage may be brought into the facility without the express written consent of the facility and the MDVMA.

ACCEPTANCE OF APPLICATION Applications for exhibit space are subject to review by the MDVMA Program Committee to decide suitability for the conference and to ensure conformity with conference standards. MDVMA Exhibit Management reserves the right to cancel or refuse rental to any person or company whose conduct or display of goods is, in the opinion of MDVMA Exhibit Management, incompatible with the general character and objectives of the meetings or the mission of the association. All booths will be assigned on a first-come, first-served basis.

AUDIOVISUAL COMPONENTS OF EXHIBITS Audiovisual equipment, as part of a display, is acceptable; however, sound equipment must be regulated so as not to disturb neighboring exhibitors. In addition, spectators at exhibits may not obstruct aisles or interfere with accessibility to other exhibits. MDVMA Exhibit Management reserves the right to decide when sound levels from audiovisual or sound equipment constitute interference with other exhibitors or become unacceptable. In such cases, sound levels will be reduced or the equipment will be removed at the exhibitor’s expense.

EXHIBIT BOOTH STANDARDS Each exhibit booth will include a 6’ draped and skirted table and two chairs. No exhibit will be permitted to span an aisle by ceiling or floor covering. Any trash or debris scattered into the booth from the installation of any exhibit is the exhibitor’s respon- sibility to clean. Exposed or unfinished sides and/or exhibit backgrounds must be draped to present an attractive appearance. The exhibits will be inspected during the set-up time, and the contractor, with the approval of MDVMA Exhibit Management, will provide draping deemed

necessary and submit the charges to the exhibitor.

FORFEITURE If an exhibitor or its representatives do not follow the rules and regulations set by MDVMA Exhibit Management, the exhibitor shall forfeit the amount paid for space rental, regardless of whether the exhibit space is subsequently leased.

GENERAL CONDUCT No exhibits will be permitted that interfere with the use of other exhibits or impede access to them or impede the free use of the aisle. Attention-getting devices in the form of live/mechanical entertainment or amusement are strictly prohibited. Booth personnel, including demonstrators, receptionists, and models, are required to confine their activities within the booth space. Apart from the specific display space for which an exhibitor has contracted with MVMA Exhibit Management, no part of the exhibit hall and its grounds may be used

by any organization other than MDVMA for display purposes of any kind. Representatives, models, and employees of exhibitors will be attired to maintain the professional and business-like climate of MDVMA meetings.

PAYMENT AND CANCELLATION POLICIES The application for exhibit space must be accompanied with full payment. If a balance is due at the beginning of the meeting, the exhibitor will not be permitted to set up. Exhibitors may cancel booth space reservation by submitting a letter to the MDVMA office. Cancellations will be accepted until 30 days prior to exhibit move-in day and refunds will be issued less $100 cancellation fee.

REASSIGNMENT OF SPACE Exhibit space not occupied at the opening of the show may be reassigned by MDVMA Exhibit Management to another exhibitor without refund of rental paid.

SOLICITATION Distribution of product or service literature may be made only within booth space assigned to the exhibitor presenting such material. Any firm or organization not assigned space in the exhibit hall will not be permitted to solicit business within the conference hotel.

STAFFING Exhibits must be staffed during the open hours of exposition. Dismantling or removing any exhibits or materials before the official closing of the exposition is prohibited and is subject to an additional fee of $100.

BADGES MDVMA reserves the right to limit the number of badges and to confiscate and badges that are improperly used. Exhibitor badges do not permit access to the scientific sessions.

USE OF REGISTRANT ADDRESS LIST A registrant address list is provided to all exhibiting companies at the meeting. The list may be used ONCE for post-meeting follow-up only and may not be reproduced or stored in any manner, either in part or in whole.

NO SMOKING There will be a strict no smoking policy in the exhibit hall. Those wishing to smoke may do so in any designated areas.

FIRE PREVENTION REGULATIONS Fire Marshal in charge of host city Fire Bureau reserves the right to make any final decisions regarding fire prevention regulations.

LIABILITY Each party involved in the exposition agrees to be responsible for any claims arising out of its own negligence or that of its employees or agents. All parties have a responsibility and are required to maintain adequate insurance coverage against injuries to persons, damage to or loss of property, and any inability to meet their obligations as set forth in this prospectus. MDVMA will bear no liability for personal in- juries, whether suffered by an exhibitor, its employees, its contractors, agents, or business invitees, regardless of the cause, unless such injury or damage results from, or is caused by, the negligence or wrongful acts of MDVMA. Each exhibitor, in making application for space, agrees to protect, indemnify, and hold harmless MDVMA from any and all claims, liability, damages, or expenses (including attorney’s fees) asserted against them or incurred by them as a result of, or in connection with, any loss of or damage to property, or injury to persons resulting from, arising out of, or in any way connected with the negligence or wrongful acts of the exhibitor, its agents, servants, or employees. MDVMA shall in no event be liable to an exhibitor for any lost business opportunities or for any other type of direct or consequential damages alleged to be due from a breach of contract. It is understood and agreed that the sole liability of MDVMA to the exhibitor for any breach of this contract shall be for the refund of all amounts directly paid by the exhibitor pursuant to this contract, as an exclusive remedy.

VIOLATION OF RULES AND REGULATIONS Violation of any of these rules and regulations by the exhibitor, employees, or agents shall annul the right to occupy space, and such exhibitor will forfeit to MDVMA Exhibit Management all money that may have been paid. MDVMA Exhibit Management may re-enter and take possession of the space and remove all persons and goods at the exhibitor’s expense. Any damages in- curred by MDVMA Exhibit Management to the exhibit will be the responsibility of the exhibitor. The exhibitor expressly waives the service of written notice to re-enter and terminate. These rules and regulations become a part of the contract between the exhibitor and the Maryland Veterinary Medical Association. They have been formulated for the best interests of the exhibitors. Management respectfully asks the full cooperation of the exhibitors in their observance. All points not covered are subject to the decision of MDVMA Exhibit Management.

SECURITY For security reasons, the exhibit areas will be closed to all persons, including exhibitors, from 1/2 hour after the close and until one hour prior to the opening of the exhibit hall each day.

MDVMA reserves the right to change the format of any event in order to protect the health and safety of all participants. If a physical event becomes virtual in format, MDVMA will make alternate arrangements to benefit all parties involved. A full refund will be offered if the physical event cannot take place as planned or sponsorship

benefits will be altered.