Exhibitor Rules and Regulations

SPECIAL NOTICE: For your own protection, please be sure to read the exhibitor rules and regulations outlined below. It is important to review these terms and conditions, as well as any general information, with your onsite booth personnel.

Applications for exhibit space are subject to review by the PVMA Program Committee to decide suitability for the conference and to ensure conformity with conference standards. PVMA 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 PVMA 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 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. PVMA 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.

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 responsibility 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 PVMA Exhibit Management, will provide draping deemed necessary and submit the charges to the exhibitor.

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

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 PVMA Exhibit Management, no part of the exhibit hall and its grounds may be used by any organization other than PVMA for display purposes of any kind. Representatives, models, and employees of exhibitors will be attired to maintain the professional and business-like climate of PVMA meetings.

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 Lindsey Snyder, CMP, Director of Veterinary Education, at the PVMA office. Exhibitors may cancel a booth space reservation by emailing the cancellation request to Christine Gacono, CMP at CGacono@PaVMA.org. If cancellation occurs 30 days or less prior to conference move-in date, a $150 cancellation fee will apply.

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

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.

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 $250.

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

A registrant address list is provided to all exhibiting companies before and after 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.

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

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

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. PVMA will bear no liability for personal injuries, 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 PVMA. Each exhibitor, in making application for space, agrees to protect, indemnify, and hold harmless PVMA 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. PVMA 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 PVMA 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 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 PVMA Exhibit Management all money that may have been paid. PVMA Exhibit Management may re-enter and take possession of the space and remove all persons and goods at the exhibitor’s expense. Any damages incurred by PVMA 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 Pennsylvania 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 PVMA Exhibit Management.

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.