2017 Spring Seminar Sponsor/Exhibitor Registration
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4/7/2017 to 4/9/2017
When: Friday, April 7, 2017
12:00 PM
Where: Saratoga Hilton
534 Broadway
Saratoga Springs, New York  12866
United States
Contact: NYSAVT
518-779-0775


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The New York State Association of Veterinary Technician’s annual seminar brings together technicians, students, faculty, veterinarians and staff from throughout New York State for a weekend of education, networking and celebration.

According to the Bureau of Labor Statistics, the field of Veterinary Technology is expected to grow at a much faster than average pace, 19% employment growth is expected from 2014-2024.

How can these LVTs and staff keep up with the rapid growth rate of their profession? Through a relationship with your organization that can provide the technical, employment and consultative support and solutions they will need to thrive.

At the 2017 Annual Spring Seminar you’ll have over 11 hours to meet with prospective clients, customers and supporters, and create relationships through face-to-face interactions with our diverse audience. All eleven hours of exhibit time are unopposed. We’ve made changes to our schedule to eliminate downtime for our exhibitors.

Breaks for each session will be staggered, so there will always be a steady flow of traffic to the exhibit hall. We will also be hosting all meals and the Friday Seminar Kickoff Party in our exhibit hall to offer more meaningful interactions.

By exhibiting at the 2017 Annual Spring Seminar you can:

    • Reach a diverse audience of technicians, students, faculty & veterinarians      

    • Generate new leads and sales

    • Introduce new products and services

    • Show your support for the profession

 

Exhibit Dates and Hours

Exhibits Open

Friday, April 7                  
12:30pm to 8:00pm     
Unopposed Vendor Time
   12:30pm-2:00pm    
  3:15pm-4:00pm

Seminar Kickoff Party in Exhibit Hall                                    

   6:30pm-8:00pm

Exhibits Open

 Saturday, April 8  7:00am-7:00pm

Breakfast with Vendors

   7:00am-8:30am

Unopposed Vendor Time

   10:30am-11:00am

Lunch with Vendors

   1:00pm-2:15pm

Afternoon Break (staggered)

   2:30pm-5:00pm

Auction/Vendor Raffle

   5:15pm-6:00pm

Exhibits Open

 Sunday, April 9  7:30am-1:30pm

Breakfast with Vendors

   8:30am-9:30am

Unopposed Vendor Time

   11:00am-11:30am
 Exhibit hours subject to change. Sponsors will be given first option of table location.

 

 

 

 

 

 

 

 

 

 

 

 

 

  

  

2017 Annual Spring Seminar Rules & Regulations

These terms and conditions are understood to be a part of the exhibitor’s agreement.
Exhibit Regulations
*Exhibit space will include draped 6’ tables with chairs. Booth location will be determined based on sponsorship level. For special requests, additional or custom electrical needs, contact NYSAVT. Additional fees may be charged. Exhibitors are responsible for bringing the necessary extension cords required to operate electrical devices.
*All electrical devices must conform to the fire regulations of the Hotel Albany and are subject to additional charges/fees.
*Displays must not project beyond the allotted space, and should not obstruct the view of, or interfere with, traffic to other exhibits. If you exceed the allotted space, you will be charged for an additional table.
*Exhibits and/or signs may not be affixed to walls or doors in a way that might cause defacement. Any damage from failure to observe this guideline will be borne by the exhibitor.
*No part of any exhibit or related sign may be pasted, taped, nailed, tacked, stapled or otherwise attached to the walls, doors, etc.
*Demonstrations, interviews and distribution of materials must be done at the exhibitor’s table, unless other arrangements are made in advance and must avoid infringement of the privileges of other exhibitors. Noise levels from exhibit items or demonstrations must be kept at moderate levels which would not be objectionable by other exhibitors.
*The character of the exhibits is subject to the approval of the conference committee. The right is reserved to   refuse exhibit displays or materials
*Exhibit booths may not be set-up any earlier than 11:00 AM Friday, April 7, 2016
*All exhibit material must be completely removed from the exhibit area by 2:00PM on Sunday, April 9, 2017. *If you require additional arrangements due to a disability, please notify the NYSAVT office prior to October 7, 2016.
Agreement Payment
NYSAVT will guarantee exhibit space and/or sponsorship as soon as payment is received. Payment can be made by Visa, MasterCard, AMEX, check or money order payable to NYSAVT. Space will not be assigned without payment in full. Exhibitors will not be permitted to setup until exhibit fees and any other delinquent payments to NYSAVT are paid in full.
Refund and Cancellation policy
In the unfortunate event that an exhibitor must cancel, NYSAVT will provide a refund of 50% of the exhibit fee if the cancellation occurs before February 7, 2017. No refunds will be made for cancellations made on or after February 7, 2017 regardless of when registration occurred.
Shipping and Freight Handling
NYSAVT has no provisions or space for receiving and shipments. Exhibit material can be shipped to the Hilton as below. Note, neither the Hilton nor NYSAVT will be responsible for improperly labeled or unmarked packages. All shipments should be PREPAID. COLLECT shipments will not be accepted.

TO: Name of Company/Representative
ADDRESS: 534 Broadway, Saratoga Springs, NY 12866
ATTN: NYSAVT Seminar April 7-9, 2017

Booth Personnel
Exhibiting company is entitled to two (2) complimentary exhibitor badges. Each exhibitor representative will be allowed entrance to the exhibit area (no admittance to meeting sessions will be allowed without payment of the regularly published registration fees, unless other arrangements are made in advance). Badges must be worn at all times for admission to the conference areas and are nontransferable. Additional personnel will be charged at $30 per person. Exhibit space must be staffed during all NYSAVT Exhibit hours. Exhibitors assume all responsibility for their booth personnel. Exhibitors must designate one individual who is the key contact for their exhibit space/agreement. This individual will be the primary contact between the exhibitor and NYSAVT. Names of all exhibitor representatives must be provided to NYSAVT prior to March 7.

Amendment to Agreement and Terms and Conditions

Any and all points not covered specifically herein are subject to the decision of NYSAVT. NYSAVT, may in its sole discretion, make reasonable changes, amendments or additions to agreements and terms and conditions. Any such changes shall be equally binding on the exhibitor
Liability and Insurance & Labor/Safety/Fire
Exhibitors will comply with all applicable statutes, ordinances, rules and requirements relating to health, fire, safety and use of the premises. Combustible materials or explosives are not permitted in or around the exhibit areas/hall. Display and packing materials must be flame-retardant, with certificate on hand. Booth decorations must be flameproof and all hangings must clear the floor. Electrical wiring must conform with all federal, state and municipal government requirements and with National Electrical Code safety rules. If inspection indicates that an exhibitor has not complied with these regulations, or otherwise incurs fire hazards, the right is reserved to cancel, at exhibitor’s expense, all or such part of the exhibit as may be irregular. These terms and conditions are understood to be a part of the exhibitor’s agreement. Exhibitors must supply a certificate of insurance covering workers’ compensation and general comprehensiveliability in the amount of $1,000,000, naming NYSAVT as a certificate holder. Non-compliance with supplying the certificate of insurance may be grounds for denial of entrance to the exhibit hall. The exhibitors assume all risks, responsibilities and liabilities associated with, resulting from or arising in connection with exhibitors’ participation in or presence at the event, including without limitation, losses, thefts, injuries, or damages to persons or properties of any kind (including that of exhibitors). Exhibitors agree to forever indemnify, defend, and hold harmless the Hilton and NYSAVT, and each of their respective agents, servants, staff, representatives, employees, officers, directors, owners, members, attorneys,insurers, subsidiaries, parents, affiliates, and assigns from and against any actions, claims, demands, injuries, liens, losses, thefts, or damages of any kind associated with, resulting from or arising in connection with exhibitors’ participation in or presence at the event, actions, or omissions. Exhibitors must adequately insure their materials, goods, wares and exhibits against loss or injury of any kind and must do so at their own expense. NYSAVT and the Hilton are not responsible, and do not accept any responsibility, for any loss, theft, injury, or damage,however caused and of any kind, to any property of any exhibitor or any persons. Exhibitors are solely responsible for their own actions during the Exhibit Hall activities (including move-in and dismantling). NYSAVT is not responsible for any direct, or indirect lost profits, incidental, special, general, consequential, or punitive damages, and in no event shall an exhibitor’s actual damages exceed the amount paid by it to NYSAVT under this agreement. Exhibitor shall promptly pay for any and all damages for which it is responsible under this agreement.
Disclaimer
NYSAVT makes no representation, guarantees, opinions or promises, expressed or implied, regarding the number of people who will attend the event, the amount of revenue exhibitor may expect to generate from the event, or any other matters regarding the event.
Use of Copyrighted Material
Exhibitors shall not play, or permit the playing performance, or distribution of any copyrighted or other such protected intellectual property at the event, unless it has obtained all necessary rights, permissions, and/or licenses, and paid all required royalties, fees, or other payments.
Compliance with Laws & Conduct
Exhibitors shall at all times comply with all applicable federal, state and local laws, including all rules and regulations of the facility. Exhibitors shall at all times conduct themselves in accordance with normal standards of decorum and taste, and NYSAVT reserves the right to close a booth or terminate this agreement, for any exhibitor’s failure to abide by this provision.
Non-Assignment
This agreement, or any part thereof, may not be assigned or transferred.
Governing Laws and Arbitration
This agreement and any dispute arising hereunder shall be governed by the laws of the State of New York. The parties hereto expressly waive all rights to civil litigation, trial, and juries, and further agree that arbitration, under the rules of the American Arbitration Association, or other such comparable organization which the parties may mutually agree upon, in Albany, New York, or other such location as the parties may mutually agree upon, shall be the sole means, venue, and forum for the resolution of any such disputes.