Exhibit FAQs

 

 

Automatic Booth Upgrade
All booth types include a virtual booth upgrade, which will be accessible by attendees in the virtual Solutions Center through October 31, 2022.

As an exhibitor you will receive an enhanced virtual booth that will be available to attendees through October 31, and during the virtual Interactive Event taking place September 21-22. During the hybrid component of the event, there are also opportunities to sponsor sessions, commercial presentations and more. 

2022 ACVIM Forum booth reservations are now available online.  As a new company, you need to add your company into the system and then it will prompt you to access your Exhibitor Portal and reserve space.

A non-refundable 50% deposit for booth rental is due at the time of exhibitor agreement submission. Final balance is due by January 31, 2022. No refunds will be granted after January 31, 2022. Full payment is due with submission for booths requested on or after February 1, 2022. If payment is not received, exhibit space will be forfeited. 

The Exhibitor Service Kit, monthly exhibitor newsletter emails, and the exhibitor website are designed to assist you in planning for a successful ACVIM Forum. The ACVIM Exhibits team will send booth contacts regular communications, detailing content deliverables, due dates, and guidance in accessing their exhibit portal. 

With so many people in one building, it is our goal to ensure the safety of and enjoyment for both attendees and exhibitors. We appreciate your cooperation in adhering to all of the ACVIM Forum Rules and Regulations. These cover: Distribution of Literature, Products, Food and Beverages; Audio Visual Services; Safety and Health Regulations; Cancellation Policy and more.

The Exhibitor Service Kit is a comprehensive online tool for ordering all of your show services for the ACVIM Forum including all the approved vendor forms: booth furniture and carpet rental, electrical, AV, floral, catering and more. Plus, use the Exhibitor Service Kit to keep track of important deadlines and receive advance notice of early-bird pricing for show services. This will be available December 2021.

Booth contacts can access, add and edit their company information themselves, via the exhibitor portal. Confirmed exhibitors will have the ability to update company information, description, product categories, etc. You may print receipts, make payments, and much more. All of this is managed through your secured exhibitor login.

The priority point system is the participation and loyalty reward system for ACVIM Forum exhibitors, advertisers and sponsors. These points are used in the scheduling process of the exhibit space selection order for the following year’s conference. As an added benefit for investing in sponsorship and advertising opportunities, exhibitors will receive bonus priority points. Learn more about how points are earned >>

The Virtual Solutions center will be available on demand through October 31, 2022

Hotel arrangements should be made through the ACVIM's official housing provider, Experient, Inc. when housing opens in December 2021.

Online exhibit personnel badge orders will open April 4, 2022 and must be completed by Monday, June 13, 2022. Each exhibiting company will receive four complimentary badges per 100 square feet of booth space. Additional badges outside your complimentary allotment will be charged at $250 each. Payment for additional badges requested onsite is required prior to printing the badge, no exceptions. Lost or misplaced badges onsite may be replaced for $50 and will require a photo ID. No name substitutions will be granted once badges have been printed. 

The ACVIM considers the health and safety of all those onsite at the 2022 ACVIM Forum our highest priority, including our attendees, exhibitors, sponsors and ACVIM staff. With your shared commitment and with the right processes in place, we are confident we can achieve a safe and viable return to meeting in person. The ACVIM pledges to follow the guidelines set forth by the Centers for Disease Control and Prevention, the World Health Organization, as well as state and local health organizations regarding this pandemic. The ACVIM is also working with the Austin Convention Center (ACC) to ensure the safety of all attendees. Read through their COVID-19 Health & Safety Guidelines to learn how the Austin Convention Center is providing the safest environment possible to participants entering the ACC. As the event nears, more detailed information about safety protocols and any updates from the facility will be communicated with exhibitors. Although we are optimistic that we will be able to host this course in person, all courses are subject to change and/or cancellation. The ACVIM will keep all registered exhibitors informed should any such change and/or cancellation need to occur.  

Any request to cancel your exhibit booth space must be sent via email to Show Management at Mollie@ACVIM.org. Requested cancellations will not receive a refund of the deposit and are subject to a fee of 100% of the total booth cost after January 31, 2022.