the 2016 Exhibitor Registration Packet here.

AMERICAN HOLISTIC VETERINARY MEDICAL ASSOCIATION
P.O. Box 630 · Abingdon, MD 21009
410-569-0795 · Fax 410-569-2346 · [email protected] · www.AHVMA.org
Dear Conference Coordinator:
We would like to invite you to be an exhibitor at the 2016 American Holistic Veterinary Medical Association
Annual Conference. This year it will be held September 10-13th in Columbus, Ohio at the Greater Columbus
Convention Center connected with the Hyatt Regency Columbus. The exhibit days will be Saturday, September
10th through Monday, September 12th. Because this is a holistic meeting, a high percentage of our attendees
will be interested in your products and services.
A booth diagram is enclosed for you to get familiar with the lay of the land. A diagram of currently available
booths is available online at http://www.ahvma.org/exhibitor-map. This map is updated regularly and subject
to change without notice. After viewing the diagram, please select your first, second and third booth choices.
With your PAID Exhibitor Registration, we will honor your booth selection on a first come, first served basis.
We do not accept deposits. The next mailing will be going out in about a week, so please act fast to get a
premium booth.
Exhibits will be in the Exhibit Hall of the Greater Columbus Convention Center. We will have our refreshment
breaks and luncheons in the exhibit hall, giving your exhibits good eye contact with the meeting delegates. We
will also provide a list of attendees’ names and addresses (no phone numbers or email addresses are provided),
only to registered exhibitors (sent via email as an EXCEL spreadsheet). We will provide a list of registered
attendees approximately four weeks prior to the conference, and provide a final attendee list shortly after the
conference.
Please review the enclosed Exhibitor Information Sheet, which gives further details regarding rates, setup, conference attendance, hotel and transportation. Complete the enclosed registration form in entirety and
return it as soon as possible. Due to administrative costs, if any changes are made after July 25, 2016, there
will be a $40 fee per change. (i.e. booth staff)
Sponsorship and advertising opportunities are included in this mailing, and sponsorships will be posted on our
website. If you compare our offerings with the prices charged by other national meetings, you will see that they
are truly a bargain. Sponsorship guarantees priority booth choice and opportunities for next year’s conference!
We hope that you take advantage of these exciting opportunities to have your company spotlighted.
If you have any questions, please contact the AHVMA office.
Sincerely,
Charles H. Emely, PhD, CAE
Executive Director, AHVMA
Exhibitor Information Sheet
All members of your booth staff must be employed by the company. We reserve the right to request proof of employment.
Rate Information
This year’s booth rates are $920 for a priority booth (see blue/shaded boxes on diagram), and $835 for a general booth. You
may select multiple booths, but there is no multi-booth discount. Also, booth sharing is not permitted. The fee includes
three lunches for two people per booth per day. Extra booth personnel on any one (1) day will be charged $40.00 per day.
We also invite you to join us for our annual Banquet Sunday evening, September 11th. There is an additional fee of $75.00
per person to attend.
Check in/Set-up/Tear Down Information
Check in and set-up time for exhibits will be Friday, 09/09/16 from 10:00 am - 5:00 pm and Saturday, 09/10/16 from 7:00
am – 9:00 am. Move-out will be Monday, 09/12/16 at 4:30 pm.
Exhibit days/hours are: Saturday 09/10/16 9:30 am – 4:30 pm; Sunday 09/11/16 9:30 am – 5:00 pm; Monday
09/12/16 9:30 am - 4:30 pm. Exhibitors are required to remain open during exhibit hours.
FERN Exposition Services will be assisting you with all your shipping and exhibit hall needs, and you will receive
information from them in the future. If you have any questions in this regard, please contact them at: 704-398-7440 or
email: [email protected]
The booths are 8’ (d) by 10’ (w) and will be piped and draped, with one 6' table, two chairs and a wastebasket provided.
The entire exhibit hall in Columbus is carpeted. If you would like extra carpeting in your booth space (at your expense)
please advise Fern of that and include it on your booth space order.
We ask that you do not break down your booth(s) before the designated time. This is a safety hazard and neither fair to the
attendees nor to the other exhibitors who obey the rules. Therefore, exhibitors who are present with their booth(s), and
remain fully set-up and open at 4:30 pm Monday, will be entered into a drawing to win a free booth at the 2017 Conference
in San Diego, California. You must be present to win. Also, if you do not remain open as scheduled, you will be placed on
the 3rd mailing list the following year, resulting in the loss of the first choice of booths.
Conference Attendance
Exhibitors are provided (4) one-day passes, per company. These will be included in your registration pack (written hardcopy Proceedings NOT included). Each company may also purchase one discounted non-veterinarian registration for the
entire conference ($325.00). This includes digital Proceedings, but not the Banquet. Additional booth staff must pay the
regular registration fee to attend the conference lectures. Banquet tickets may be purchased for $75.00 per person.
Conference information is available on our website (www.AHVMA.org) at this time and we will be updating it as more
information becomes available. The full conference program will be mailed later this year, and will also be on our website.
Hotel
The 2016 AHVMA Annual Conference host hotel is the Hyatt Regency Columbus located at 350 North High Street
Columbus, OH. The Hyatt Regency is connected to the Greater Columbus Convention Center. To make your reservation
ONLINE please use the following link to reserve in the 2016 AHVMA GROUP BLOCK:
https://resweb.passkey.com/go/AHVMA2016 .
To make reservations by phone please call 614-280-3035 and ask for reservations. Mention the AHVMA 2016 Group
Block. You MUST reserve in the AHVMA block to take advantage of the group rate and rooms.
Transportation
We have a special meeting discount code with Delta Airlines. Reservations and ticketing are available via
www.delta.com/meeting. Select “Book A Trip”, this will bring you to the Book a Flight page. Enter the meeting code
NMMQK in the “Meeting Event Code” box provided. Reservations may also be made by calling Delta Meeting
Reservations at 800-328-1111 Monday – Friday 7 am – 7 pm CDT. *please note that there is a direct ticketing fee for
booking through the reservation phone number, but NOT for online reservations.
We have a special group rate with Avis Rent-A-Car. Please call the Meeting Reservation & Information Desk at (800)
331-1600. Be sure to use the Avis Worldwide Discount (AWD) Group# J658875 to receive our group discounted rates.
Cancellation Policy
Up to June 27, 2016 - $75.00 fee | June 28, 2015– July 25, 2016 - 50% refund. | After July 25, 2016 - No refunds.
2016 AMERICAN HOLISTIC VETERINARY MEDICAL ASSOCIATION ANNUAL CONFERENCE
Columbus, Ohio
Exhibit Days - September 10 – 12, 2016
EXHIBITOR REGISTRATION
PLEASE PRINT CLEARLY AND USE BLACK INK IF FAXING
CONTACT INFORMATION FOR REGISTRATION CORRESPONDENCE (this may be different than company’s info below)
Company: __________________________________________________________ Contact Person(s):
Address:
City: ________________________________________ State:________________ Postal Code:
Telephone: _______________________________ Fax: __________________________ E-Mail:
Country:
(required to receive attendee list)
COMPANY INFORMATION AS IT IS TO APPEAR IN THE PROGRAM (no booth sharing)
Company:
Address: _____________________________________________________________________________________________________
City: ________________________________________ State: _______________ Zip Code: __________ Country: _________________
Telephone: __________________________ Website: _______________________ E-Mail: ___________________________________
SELECTION: From the diagram in this registration packet, select your preferred booth locations.
**please check our website first to see what is available. Subject to change without notice **
1st choice ____________ 2nd choice ____________ 3rd choice ____________
Is there a specific company NAME (NOT category) that you DO NOT want to be near?
We will do our best to accommodate.
FEES: Fee includes up to two personnel per booth per day and lunch.
□ $920.00 per Premium Booth (see shaded boxes on diagram)
□ $835.00 per General Booth
PERSONNEL in booth, must be employed by the company (print names as they will appear on badges including titles if applicable)
1._____________________________________________ 3. (Extra fee may apply)
Attending
□ Sat. □ Sun. □ Mon.
Att ending
□ Sat.
□ Sun.
□ Mon.
2._____________________________________________4. (Extra fee may apply)
Attending
□ Sat. □ Sun. □ Mon.
Att ending
□ Sat.
□ Sun.
□ Mon.
OPTIONAL FEES:
Extra Person(s) (over 2 per booth):
$40.00 per person per day: #________ person(s) x $40.00 x #________ day(s) = $_________
Main Conference Registration: (1 Non-Veterinarian): □ $325.00 Name: ________________________________________
* see “Conference Attendance” on the Exhibitor Information Sheet for rules *
All Exhibitors will receive access to complimentary digital Proceedings.
A limited quantity of written (hard-copy) Proceedings are available for purchase for $65.00 per copy.
Sunday Evening Banquet:
$ 75.00 per person, # _____ = $ _______ **Please select menu choice below**
Please select choice(s) for each person attending, indicating multiple selections with initials to show who gets what.
Please let us know if you have dietary restrictions.
Fish: _____/_____ Vegetarian: _____/_____ Beef:_____/_____
Registration continues on reverse side!
AHVMA 2016 Exhibitor Registration Page 2
Exhibitor Registration (see previous page for details)
Subtotal
Booth Registration
$
Extra Booth Personnel
$
Banquet Registration
$
Written Hard-Copy Proceedings ($65.00 per copy)
$
SPONSORSHIP AND PROMO ITEMS (see enclosed information for additional details)
Promotional Item(s)
$
Sponsorship(s)
$
Breakfast Meeting (limit ONE meeting per Exhibitor)
$
NEW Conference Event App
$
TOTAL Exhibitor Registration and Sponsorships
$
**DUE TO ADMINISTRATIVE COSTS, IF ANY CHANGES ARE MADE AFTER JULY 25, 2016,
THERE WILL BE A FEE OF $40 PER CHANGE. (e.g., Booth staff)
Please send payment with registration form to:
TOTAL PAID: $ _______________________________
American Holistic Veterinary Medical Association
P.O. Box 630
Abingdon, MD 21009
Check# ____________ (payable to AHVMA, US dollars only)
Or you may fax this form to 410-569-2346
if faxing, please email us to confirm receipt
Credit Card: ☐ Visa
☐ MC ☐ Disc ☐ AE
Card#:
Questions? 410-569-0795 or [email protected]
Exp:____/____
If paying by credit card you may scan and email
([email protected]) or fax (410-569-2346) this form
to AHVMA.
Security Code___________
Billing Postal Code:
Name on Card (print):__________________________________
Signature: ____________________________________________
Booth Map
Please visit www.ahvma.org/exhibitor-map for current booth availability.
Priority/Prime Booths see blue/shaded boxes on diagram: $920
General Booths: $835
2016 AHVMA Annual Conference - Exhibit Hall Layout
Due to space limitations in the Columbus Convention Center Hall we are adopting a new procedure for refreshment
breaks and lunch. Food and beverages will be available at the scheduled times at the “Food and Beverage” Stations
located throughout the Hall (see Booth Map above). Stations will be open for lunch in advance of the published times
to allow exhibitor personnel an opportunity to eat before the crowds arrive.
Food and beverages will be presented in a “cocktail party” format, i.e., attendees will be encouraged to get food and
circulate throughout the Hall to talk with exhibitors while enjoying their food and beverage.
2016 AHVMA Meeting Sponsorship/Promotional Items Order Form
The following are imprinted with your name (and logo if size permits) Drink tickets and attendee bag inserts are available as
multiple items for multiple sponsorships; the other items are available exclusively to individual companies, first come, first
served. Companies that sponsor or purchase items/events will have first choice of those items the following year. For this reason,
some items and/or events may already be sold. Please fill in your imprint information and then place an “X” in the box of the
item(s) you desire. Promotional items will be distributed to all attendees.
Company imprint (2 lines max):
Contact:
Phone Number:
Email:
Promotional Items – Included in Registration Packet
Drink Tickets - for cocktails at Sunday Banquet, available in quantities of 10, 25 or 50. Tickets will be given to your company
in your Exhibitor Packet at the AHVMA Conference Registration Desk. You may distribute as you wish to attendees who visit
your booth or purchase your products/services!
☐ 10 tickets - $175.00
☐ 25 tickets - $375.00
☐ 50 tickets - $700.00
☐ Luggage tags
$800
☐ Sticky note pad
☐ Lanyards
$1,000
☐ Notebook - used by attendees for lecture notes!
$1,500
☐ Tote bags – SOLD OUT
$1,450
SOLD OUT
☐ Attendee Bag Inserts (450)*
$600
$750
*Attendee Bag Insert:
Insert a single page flier up to 8.5” x 11” in each attendee packet. (i.e., postcards, fliers, promotional drawings, and brochures)
Payment and inserts must be received by AHVMA by August 5, 2016 to be included. 450 inserts will be needed. Please mail
inserts to: AHVMA, 33 Kensington Parkway, Abingdon, MD 21009
PLEASE CONACT REDSTONE MEDIA
FOR ONSITE CONFERENCE GUIDE ADVERTISING
[email protected]
phone: 705-741-1212 x110
Discounted ad pricing for AHVMA Conference Sponsors!
Print Advertising on-site Conference Guide
Type of Ad in
Program
Ad Price
Back Cover
$2,200
Inside Front Cover
$1,800
Inside Back Cover
$1,800
Full Page
$1,400
Half Page
$1,000
Sponsorship Opportunities
All sponsors receive access to digital Proceedings, as well as recognition by sponsorship ribbons, signs at their
booths, signage at the sponsored event, logos on a banner at the registration booth and in the exhibit hall, and a
recognition page with logos in the newsletter, program, and Journal before the meeting, and a thank-you page after
the meeting. Sponsors also receive first booth choice at next year’s conference. Logos must be submitted by
deadlines to be included. (Higher level sponsors will receive additional day passes to lectures. Breakfast meetings
and event sponsorships give you more personal time with attendees.
Sponsors who spend at least $500 receive 1 additional day pass for lectures, and a small black and white logo on
recognition pages and banners. Those who spend at least $1,000 receive 2 additional day passes for lectures, and a
small color logo on recognition pages and banners. Those who spend at least $2,000 receive 3 additional day passes
for lectures, and a medium sized color logo on recognition pages and banners. Those who spend at least $3,000
receive 4 additional day passes for lectures, and a large color logo on recognition pages and banners.
**Please contact Tim Hockley at Redstone Media for all onsite program guide advertising inquiries. **
☐ $900 – Refreshment Sponsor (max 2 sponsors per day) – Sponsor some of AHVMA attendees’ favorite things;
coffee and tea. Place your literature and conference special fliers on refreshment tables during sponsored break, your
name on signage during break and program listing. This is sponsorship is for a single day. Please let us know which
day you prefer (Saturday, Sunday, or Monday) and if you would like to sponsor more than one day.
☐ $1,000 (Jam Session Exclusive) SOLD OUT
AHVMA Event Sponsor - Jam Session – Sponsors space and equipment rental for Monday evening AHVMA Jam
Session – signage at door and in program
☐ $2,000 Platinum Track Sponsor (ONLY 2 Platinum Track Sponsorships remaining!): Sponsor a one-day
session with lectures related to your product – place your literature in lecture room, moderator announcement of your
company, signage at the door and your video (max length 60 seconds) on AHVMA conference app for 12 months!
☐ $900 Silver Track Sponsor (unlimited): Sponsor a one-day session with lectures related to your product – place
your literature in lecture room, moderator announcement of your company, and signage at the door.
Tracks available to sponsor (call us if you would like to discuss the best fit for your company or sponsorship a
specific speaker):
☐Intro to CAVM
☐Geriatric Medicine
☐Homeopathy
☐TCVM
☐ Integrative Dentistry
☐Health & Aging Cancer Connections (Keynote INCLUDED!)
☐Energy Medicine
☐AAVA
☐VBMA / Herbs
☐ Nutrition
☐Endocrine Updates
☐Professional Skills/Scientific Writing
☐ $1,500 Banquet Entertainment Sponsor (2 available)
Banquet Entertainment – Sponsors DJ entertainment for the Sunday evening banquet signage at banquet, in
program and announced to attendees during Sunday Banquet/Silent Auction
☐ $1,000 Banquet Wine Sponsor (unlimited)
Banquet Wine – Sponsors table wine for the Sunday evening banquet signage at banquet, on banquet tables, in
program and announced to attendees during Sunday Banquet/Silent Auction
☐ $500 Newcomers Social Silver Sponsor (unlimited)
☐ $1,500 Newcomers Social Gold Sponsor (3 available)
☐ $2,500 Newcomers Social Platinum Sponsor (2 available)
Newcomers Social – Sponsors meeting space and light faire for highly attended Saturday evening social.
Signage at social, in program, Conference App and announced to attendees during Saturday Newcomers Social.
** Please see following pages for BREAKFAST MEETING and CONFERENCE EVENT APP sponsorship opportunities**
2016 AHVMA ANNUAL CONFERENCE
BREAKFAST MEETINGS
Breakfast Meetings are a great way to showcase your latest products and research. Your Breakfast Meeting will be
listed online and in the printed conference schedules. Meeting Room, audio visual set-up (includes: lavaliere mic,
screen, and computer projector), signage for you and breakfast provided for attendees. Feel free to offer other enticing
“extras” to your attendees!
In an effort to ensure all meetings are full AHVMA will be pre-registering attendees for each breakfast meeting.
Attendees will register on a first come, first served basis, as part of their conference registration. If your breakfast
meeting is not full at the time of the conference, we will continue ON-SITE sign-up to fill your meeting! A moderator
will ensure that ONLY registered breakfast meeting attendees will gain entrance to your meeting.
With your PAID Breakfast Meeting Registration, we will honor your selection on a first come, first served
basis. We do not accept deposits. The next mailing will be going out in about a week, so please act fast to
reserve your preferred day and time.
Breakfast Meetings will be held from 6:50 am -7:40 am.
(Saturday SOLD OUT, Sunday SOLD OUT, Monday SOLD OUT, Available: Tuesday)
30 Attendees
☐ $1,400 –Basic Continental Breakfast
☐ $1,750 – Upgraded Breakfast
50 Attendees
☐ $2,150 –Basic Continental Breakfast
☐ $2,400 –Upgraded Breakfast
Day:
Name of Speaker:
(Must list speaker name for inclusion in schedule and program)
Subject: ______________________________________________________________________________
(Must list subject/title for inclusion in schedule/program)
Payment Information
Send order forms with Exhibitor Registration, or separately with payment to:
AHVMA, PO Box 630, Abingdon MD 21009, Fax 410-569-2346 | Questions: 410-569-0795 or [email protected]
TOTAL: $ _________________________
Company Name:
Payment via: Check # _______________ (make payable to AHVMA, drawn on US bank only):
Credit Card: ☐ Visa ~ ☐ MC ~ ☐ Discover ~ ☐ AmEx #
Expiration: ________________ Security Code: ________ Billing Postal Code: ________________
Name on card (print): ________________________________ Name on card (signature):
NEW
2016 AHVMA CONFERENCE EVENT MOBILE APP
AHVMA is growing and bringing exciting new benefits to our members, conference attendees and
supporters. One of our newest benefits is our 2016 Conference Event App. This app allows members to
receive updates, personalize their conference schedule, and have all of the contact information of their
fellow conference attendees and exhibitors on their smart phone, tablet or computer. This allows our
sponsors to maintain a year-long presence and be more accessible than ever before to AHVMA members.
AHVMA is offering Conference Event Mobile App sponsorship opportunities to our sponsors as a THANK
YOU for your consistent and long-term support of our growing association. Let our members know who
you are, and how to get in touch with you. As a sponsor of AHVMA’s Conference Event app your company
will receive sponsor badges, ribbons and have your logo on all sponsorship materials, banners and
conference guides AND have the company contact information, website, logo, banner and even video
included on our Conference Event App for 12 months.
☐ $3,000 Diamond App Sponsor (Only 1 Diamond App Sponsorships REMAINING!)




Prominent placement of banner ad on app homepage
(960 x 450 pixels png; landscape orientation)
Logo next to sponsor listing
(225 x 225 pixels png or jpg; no transparency)
Company link to company website and Facebook
Company promotional/informational video on app for 12 months! (limit 2 minute maximum)
☐ $2,000 Platinum App Sponsor (Only 1 Platinum Sponsorship REMAINING!)



Prominent placement of banner ad on app homepage
(960 x 450 pixels png; landscape orientation)
Company logo next to sponsor listing
(225 x 225 pixels png or jpg; no transparency)
Link to company website and Facebook
☐ $1,000 Gold App Sponsor (Unlimited)


Company logo next to sponsor listing
(225 x 225 pixels png or jpg; no transparency)
Link to company website and Facebook