Exhibitor Resources

The highest level of exposure for your company

As the first and largest veterinary conference of the calendar year, VMX, formerly the NAVC Conference, attracts nearly 18,000 attendees with more than 10,000 veterinary professionals. That’s over 10,000 opportunities for qualified prospects to walk by your booth, see your ads, use your RealDeals coupon, attend your sponsored session(s), visit your website and buy your solutions. To find out how to gain the highest level of exposure for your company, contact your Strategic Account Manager at Solutions@NAVC.com.

This premier, five-day event is the largest veterinary conference in the US and one of the largest meetings of exotics and companion animal practitioners in the world, serving nearly 18,000 attendees.

80% of attendees would recommend the Expo Hall to a colleague*

Small Animal Practices Rule

69% of visitors to the expo hall are primarily in small animal practice.*

New Exposure Opportunities

1 in 3 expo hall visitors are attending the conference for the first time.* The average number of scans per booth at the NAVC Conference was 358, while some booths acquired as many as 3,659 leads due to their involvement in our many advertising and sponsorship opportunities.

Position Yourself as a Leader in the Profession

VMX is where the leaders of the profession first come together to learn, collaborate and connect with businesses like yours.

Each Commercial Booth Includes:

• FREE lead retrieval – FREE VMX registration (4 badges for first 10’x10’ and 3 badges for each additional 10’x10’) which includes access to all Educational/CE Sessions
• FREE continental breakfast, lunch and afternoon snack
• FREE access to evening entertainment
• FREE listing on NAVC.com, in the VMX Mobile App and in the Official Program Guide

Gain Broad Exposure For Your Company

We offer several opportunities before, during and after VMX for your company and/or brand to receive exposure on NAVC.com, in NAVC newsletters, in Today’s Veterinary Practice, Today’s Veterinary Nurse, Today’s Veterinary Business, Veterinary Advantage and on VetFolio.com.

The Expo Hall at VMX 2018 included 728 booths and over 5,000 exhibitors.

What Does Our Audience Look Like?

 

“The 2017 NAVC was a very successful show for UltiMed. The attendees were very engaged in learning more about the UltiMed product portfolio and offered some great insights to how our products are currently being used to effectively manage diabetes in their practices. The Passport program also proved to be effective in attracting show attendees to the UltiMed booth. Overall, the NAVC remains a very good platform for the promotion and launch of UltiMed products and services.”

Anthony Cavoulas
Director, Business Development, Veterinary Diabetes

“As a new exhibitor at the NAVC Conference 2017, our team was very impressed with the volume of booth traffic we experienced. The event was extremely organized and we gained insightful feedback from the exhibit audience. This show is a must for us for many years to come!”

Anthon de Kock
Marketing & Technical Aquatread

 

Commercial Booth Fees (Price/Sq. Ft)

Standard: Includes in-line booth space $39.75
Premium 1: Includes In-line Booth Space (1 corners) $44.00
Premium 2: Includes In-line Booth Space (2 corners) $47.25
Premium 3: Includes In-line Booth Space (Island) $53.75

Special Booth Fees (Price/Sq. Ft)

Not-for-profit Organization [501(c)(3) documentation required] $5.95/square foot ($595.00 for a 10×10)

NOTE: After 11/1/2018, a price increase of approximately 2.5% will be added.

Payment Terms

Fifty-percent of booth fee is due upon application or payable within 30 days upon application. Once approved and processed, this fee is non-refundable.
Full payment is due by 10/1/2018.
All exhibitors approved after 10/1/2018, are required to pay 100% upon application.

Exhibitors will not be allowed to occupy assigned space until all monies due to the NAVC are paid in full. Payments must be made via credit card, ACH, or money order in US funds.

Cancellation Terms

The fifty-percent deposit is non-refundable. If full payment has been made and cancellation is needed, the request must be sent in writing and sent to expo@navc.com; Attn: VP of Exhibit Sales & Operations.

Requests for refund or booth reduction must be received in writing by NAVC prior to November 1, 2018, in order to receive 50% refund of the full payment. Refund for booth reduction due to mergers and acquisitions will receive a full refund, only if notification is received prior to November 1, and if NAVC is able to resell the booth(s) prior to the event.

Booth Discount

Booth discount will be provided to new NAVC exhibitors. New exhibitor is defined as any new company who meet the NAVC exhibit requirements, never exhibited with NAVC in the past, or have not exhibited with NAVC for the past five (5) years. Booth discount discount is available, if booth is reserved and paid by December 31, 2018.

Wire Transfer Routing Instructions

Remit to:
Eastern States Veterinary Association, Inc.
5003 SW 41st Blvd
Gainesville, FL 32608

Direct to Wire Routing Transit Number: (RTN/ABA) 066016766

Bank name and address:
Florida Community Bank, N.A.
2631 S Tamiami Trail Suite 200
Bonita Springs, FL 34134

Beneficiary account number:
3105699700

Beneficiary:
Eastern States Veterinary Association, Inc. DBA North American Veterinary Community

For International SWIFT/BIC:
FCBNUS33

Please include all invoice numbers for which you are submitting payment.

For check payments, please send to:
NAVC Payment Address
Attn: VMX Accounts Receivable
5003 SW 41st Blvd.
Gainesville, FL. 32608-49930

For credit card payments, please visit the Exhibitor Service Center.

View Expo Hall Map

Exhibitor Badges

• Complimentary exhibitor badges are provided based on the following formula:
• Four (4) badges for the first 10×10 booth space and 3 each for each additional 10×10 booth space
• Two (2) badges for the Not-For-Profit, Startups and Pet Retail booths
• Additional badge is available for $375 for each additional person with CE, entertainment and lunch, Sunday-Wednesday, or $250 without CE and lunch
• Guest badges (limit 2 per exhibitor) maybe purchased at the Exhibitor Registration Desk for $85 per guest — available onsite only and guest must be accompanied by a registered exhibitor.
• Animal handler badge may also be purchased at $85 per handler — via this registration form link.

Beginning on September 15, 2018, you may upload your badge personnel order or purchase additional badges by visiting the Exhibit Service Center.

Exhibit-Only Badges

To purchase an Exhibit-Only Badge, please visit Attendee Registration. The fee is $250 (does not include CE or lunch).

If you have any questions, please contact the Exhibits Team at Exhibits@NAVC.com.

Your Booth Space Purchase Includes the Following:

• Copies of the VMX Official Program Guide are handed out as exhibitors pick up their badges and a supply is placed at the booth prior to opening. Each noncommercial and regular booth receives two copies and island booths receive five.
• Listing in the on-site VMX Official Program Guide, on NAVC.com and in the VMX Mobile App
• Admission to the Scientific Sessions (excluding Hands-on Labs and other additional-fee sessions). This applies to holders of allotted badges as well as those purchased at full price (not for guest badges). Guests cannot acquire CE credits, attend sessions or work booth.
• 24-hour Expo Hall perimeter security during exhibit days.
• One 44″ x 7″ identification sign with company name and booth number.
• Opportunities for increased visibility through sponsorship, advertisements and marketing.
  Admission to evening social events.
• Access to Exhibitor Lounge (includes continental breakfast (8:00 – 9:00 AM) and afternoon refreshments (2:30 – 3:30 PM).
• Commercial booths are provided four allotted badges for first 100 sq. ft. and three additional badges for each additional 100 sq. ft. Noncommercial booths are provided two allotted badges per tabletop. Noncommercial and Startup booths may purchase a lead retrieval at a discounted rate.
• Lunch is included on non-discounted exhibitor badges for each expo day (Sunday through Wednesday).
• Commercial booths are provided a free lead retrieval. Noncommercial booths may purchase a lead retrieval at a discounted price.
• Commercial and noncommercial booths are provided an 8′ high back drape and 3′ high side drapes.
• Noncommercial booths are provided one skirted table (2’x6′) with name banner, two chairs, carpet and waste basket but no electrical.

Allotted badges have full CE credit available. Preregistration and prepayment are required for a Hands-on Workshops or any session with additional fees.

NOTE: Carpet is not included in your booth fee. You must order from Freeman or bring your own (must be fire retardant). Not-for-Profit and Startup booths will be provided complimentary.

Already an Exhibitor?

Here are helpful resources and information.

Want to Customize Your Booth?

You can order furniture, chairs, electricity, internet, food for booth or flowers with our exhibitor booth service kit.

Forms

Electrical Order Form

Catering Order Form

Exhibitor Appointed Contractor Form

Internet Order Form

ITN Lead Retrieval Order Form

Non-profits & Startups ONLY – Lead Retrieval Order Form

Florida Business Application Form

Links

Complete Insurance Certificate

Exhibitor Booth Service Kit

Live Animals in the Expo Hall Application

Neil Oberman Award Nominations

Purchase an Ebooth Spotlight

Purchase Insurance for $89

View the 2018 Exhibitors

Manolita Moore, MBA
Vice President of Expo Sales & Operations
MBMoore@NAVC.com or Expo@NAVC.com
(352) 244-3733

Mara Sacasas 
Expo Sales Manager
MSacasas@NAVC.com or Expo@NAVC.com
(352) 244-3730

Emily Hodgson
Expo Operations & Relations Manager
EHodgson@NAVC.com or Expo@NAVC.com
352-244-3704

NAVC Payment Address
Attn: VMX Accounts Receivable
5003 SW 41st Blvd.
Gainesville, FL. 32608-49930

Height Restrictions

• In-line or corner booths with a finished back piece cannot be higher than 10 feet. Company signage or advertisements for these booths cannot exceed 10 feet in height.
• Island booths cannot exceed 20 feet. If booth elements exceed 20 feet in height, please contact the NAVC office for special authorization.
• Special booths: If you plan a multi-level booth or have enclosed spaces in your booth, contact the NAVC for special information.

Rigging

All rigging services must be handled by the Orange County Convention Center. A rigging form will be provided in your Freeman Service Kit.

Setbacks

To maintain unobstructed sightlines, all items 4 feet or higher must be placed 5 feet from the front of the display or aisle space. Tall pieces of equipment, trucks, truck inserts or similar large items should be set back 5 feet or more from the aisles.

Live Animals

Approval for the presence of live animals in an expo booth must be requested and reviewed ahead of time by the NAVC. Click here to complete a live animal application.

Sale of Merchandise

Exhibitors who are selling and delivering tangible items on-site and are not registered with the State of Florida should do so by going to myflorida.com. Tax forms must be completed for all transactions.

No Suitcasing

Please note that any exhibitor who is observed soliciting business outside of their company booth, including scientific program sessions, convention hallways, or other public spaces are in violation of NAVC’s policies and will be asked to leave the premises immediately. Additional penalties may be applied. Please report any violations you may observe to Expo@NAVC.com.

Housing Scam Alert

Please be aware that VMX Exhibitors and Attendees may be contacted through email or other means by companies soliciting VMX hotel bookings. Although they may imply otherwise, THESE COMPANIES ARE NOT ASSOCIATED WITH NAVC, EXHIBITOR SERVICES OR VMX AND THEY MAY NOT REPRESENT AN OFFICIAL VMX HOTEL. ConferenceDirect is our official hotel booking company. NAVC has not contracted with any company other than ConferenceDirect and we cannot guarantee that any other booking company that may contact you is legitimate. Other companies may promise you a reservation that does not exist and upon arrival at your hotel you may be told that you do not have a room. Please make your hotel reservations by contacting the NAVC Housing Call Center, ConferenceDirect at +1.855.478.4692 or NAVC@ConferenceDirect.com. NAVC cannot be responsible for any bookings made through any of these other companies.

Please be cautious about giving any company other than NAVC or ConferenceDirect your credit card information as doing so could result in your credit card number being compromised. If you have already given your credit card information to one of these companies please contact Suzanne Savage at +1.352.375.5672 immediately for assistance.

Insurance

It is the responsibility of all exhibiting companies to carry general liability insurance in the amount of $1 Million. A Certificate of Insurance naming the NAVC as an additional insurer must be provided to the NAVC no less than 30 days prior to the Expo Hall move-in date. A sample form can be found in the VMX 2018 Freeman Booth Service Kit.

Exhibitors may choose to hire a third-party contractor for the sole purpose of assembling or dismantling their booth. However, the NAVC must be notified of this contractor’s identity and receive proof of liability insurance no less than 30 days prior to the Expo Hall move-in date. Third-party contractors will be issued identification wrist bands to allow access to the Expo Hall during designated set up times. Company shirts are recommended for easy processing. For safety reasons, children under the age of 18 are not allowed in the Expo Hall during setup or teardown times.

The exhibitor is responsible for any and all damages caused by the exhibitor or exhibitor’s agents, employee(s) and/or guests. The exhibitor agrees to identify, defend and hold harmless the NAVC, Freeman, Orange County Convention Center, its parent company, subsidiaries, affiliates, its agents, or its employees from and against any liability, loss or damage of any kind that the exhibitor may directly or indirectly cause.

The NAVC reserves the right to restrict access to any exhibitor not in compliance with the general liability insurance requirements.

Already Have Insurance? Complete our insurance certificate form.

Need insurance? Purchase for just $89. Click here for details and the purchase order form.

Upload Certificate of Insurance to the Exhibitor Service Center.

Neill P. Overman is the founder of Veterinary Learning Systems and one of the founders of the Eastern States Veterinary Association, Inc., dba NAVC. He served on the NAVC Board of Directors from 1983 until his retirement in 2005 and recently passed away on April 4, 2015. In his honor, VMX exhibitors may nominate someone from their company or other exhibitors who exemplify fairness, ethical behavior, salesmanship, knowledge of the profession and further the profession by promoting continuing professional development for all members of the veterinary healthcare community.

The award, includes $1,000 cash, a plaque for the winner and a plaque for the company, will be presented to the winner (Date and Location TBD) at a convenient time for both company and NAVC. The NAVC will have a photographer at the award ceremony to capture the excitement of the ceremony and to publicize it in NAVC publications.

The award includes the following for the winner and his/her company:

• Recognized on-site in the expo hall, in INSIDE VMX, the on-site newspaper, during the Speaker/Exhibitor Reception and in the NAVC Exhibitor Guide
• Recognized in an NAVC press release
• Recognized on NAVC.com
• Recognized in the NAVC Industry Insider eNewsletter
• Featured article including relationship with NAVC
• Professional tips from award winner
• Given the opportunity to assist with development of a webinar for all exhibitors with “tricks of the trade” to improve their businesses.

Submit your nomination with detail as to why this person meets the criteria mentioned above, accompanied by two letters of support.

Click here to submit a nomination.

Beware of unauthorized email and hotel solicitations. If you believe that you are receiving an unauthorized solicitation, please report or forward the information immediately to Expo@NAVC.com. Thank you!

If you are a startup, less than three years in the business, have an innovative product and it is related to veterinary medicine, you don’t want to miss this opportunity!

• Space is limited.
• Only 32 companies will be selected.
• If selected you will be able to showcase your product in the Expo Hall at VMX 2019 Discovery Zone at a discounted rate.

January 19-23, 2019 | Orange County Convention Center, Orlando, FL

For more information, contact Manolita Moore at MBMoore@NAVC.com or at 352.244.3733.

In addition to the many offerings inside its nearly one (1) million square feet of Expo Hall space, VMX will now have a dedicated area for the latest product, accessories and other pet care trends within the industry to exhibit to more than 10,000 veterinary professionals for their practices.

To qualify, your products or services must serve the pet industry and must adhere to NAVC’s standard exhibitor rules and regulations.

Space is very limited and inaugural/special pet retailer booth pricing is available.

Pricing

Standard Inline 10’x10′ booth – $2,975 per booth
($2,500 if already an existing exhibitor)

The booth includes:

• Two (2) complimentary badges w/ meals and CE access
• Carpeting
• Pipe and drape w/ company signage
• Scanner (1 if ordered by the deadline)
• Program and Conference App Listing
• Additional listings or promotions as determined by NAVC
• Standard exhibitor privileges

Learn More & Apply

For more information, please contact Mara Sacasas, Exhibit Sales Manager at Expo@NAVC.com or at 352.244.3730, or apply today!

Make a major impact on thousands of veterinary professionals by showcasing your products at VMX.

Discover the incredible sponsorship and advertising opportunities available, and find the perfect fit for your brand.

Learn how to maximize your expo hall experience with the Exhibitor Success & ROI Center.