August 10-13, 2023 | Scottsdale, AZ | Fairmont Scottsdale Princess

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CONTACT INFO

Tracy Covert
Director, Marketing & Events
C: 702.556.7833
E: tracy@vetgirlontherun.com

EXHIBITOR TOOLKIT

Thank you in advance for exhibiting at VETgirl U 2023! We are expecting 750-1,000 enthusiastic and excited veterinary professionals and we appreciate your support for this event! Please take a moment to carefully review the information below.

As a reminder, we will be offering two tracks once again in 2023: one for veterinarians and one for veterinary technicians.

  • Attendee breakfast and lunch will be provided 
  • Snacks and coffee during breaks will be provided 
  • An exhibitor-only lounge will also be available nearby Coffee/tea, a light breakfast, and lunch will also be served there for the exhibitors
  • Please note our COVID safety guidelines HERE (under the safety guidelines at the bottom of the conference page)
  • Badges must be worn at all times

Interested in becoming a sponsor? Explore the full list of opportunities and get the conversation started here.

GENERAL INFO

Each booth will include:

  • 1 standard table (80” x 24”) 
  • 2 chairs 
  • 2 exhibitor passes (unless additional were purchased) (Additional fee applies for CE credit)
  • 1 lead retrieval tool (app license download)
  • 1 waste bin

* NOTE: There will NOT be a physical booth structure, but the area can fit your banners, signs, etc. behind the table provided. It will not include a table cover or electricity (optional: available for purchase directly through the Fairmont Scottsdale Princess).

EXHIBIT SCHEDULE: 

Exhibitor Registration | Thursday, August 10 |  8:00a-6:00p

  • Booth set up should occur on Thursday, August 10, and be completed no later than Friday by 7:00a

Friday, August 11 | 8:00a-5:00p

Saturday, August 12 | 8:00a-5:00p

Sunday, August 13 | 8:00a-1:00p

  • Each day will begin with either complimentary breakfast or a sponsored breakfast talk. If you would like to have your booth open earlier than scheduled exhibit hall hours, you are welcome to start at 7:00a. Lunch will be served each day for attendees from approximately 12:00-1:00p. 
  • Exhibitors must have their booth set up and operational by Friday, August 11 at 7:00a and tear down no earlier than Sunday, August 13 at 1:00p. Exhibitors who opt to not adhere to the rules will not be extended an invitation to return at future VETgirl events.  

VENUE INFO

Fairmont Scottsdale Princess 🌐
7575 East Princess Drive, Scottsdale - Arizona 85255, United States
Get Directions 📍

Need to book a hotel room? Use this discount link before rooms sell out! 

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SHOUT IT OUT ...
LOUD & PROUD 📣

Tell the world you’re headed to the #1 boutique veterinary conference, VETgirl U. We’ve made it simple. Click to download your social share kit.

 

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BOOTH DRAW


Exhibitor outreach will begin May 1 via email. Please be prepared to provide three options for booth selection. 
  • Use the floor plan (coming soon) to orient yourself with the venue
  • Booth draw selection is based on a point system (e.g., repeat attendance, sponsorship level, and the payment date)

NOTE: If one exhibitor replies immediately, we will email the next in line to speed up the process. Once the email is sent, you will be asked to select your booth within 24 hours. 

EXHIBITOR BADGES / REGISTRATION

  • Each exhibitor booth includes 2 complimentary exhibitor badges for the conference. Additional exhibitor badges can be purchased for $100/person. 
  • Exhibitors are welcome to attend the evening events. (Additional cost may apply)
  • Exhibitors may not attend the CE lectures due to space constraints, nor will CE credits be allowed unless registered for the conference as an attendee. If interested in obtaining CE credits, a full conference pass will need to be purchased at $699/person.
  • Please email tracy@vetgirlontherun.com if you would like to purchase additional badges for your booth, would like the booth personnel's email re-sent or have any questions.

Since each registration is tied to personal selections such as events and dietary restrictions, individual booth personnel MUST register themselves. Each booth contact submitted booth personnel names in which the individuals received an invite to complete their registration. 

Justine
COI

CERTIFICATE OF INSURANCE

Please provide:

Each vendor must have General Liability insurance coverage in the amount of $2,000,000 per occurrence adding  the Fairmont Scottsdale Princess (7575 East Princess Drive, Scottsdale, AZ, 85255) and BluePearl Operations, LLC DBA VETgirl (2950 Busch Lake Blvd Tampa, FL 33614) as additional insured.  If required by local jurisdiction vendor will also evidence of Statutory Worker's Compensation insurance including Employers Liability coverage of $1,000,000.  Certificates should be provided before the entrance to the event.

SHIPPING/POWER/INTERNET

  • All incoming shipments should be noted with “VETgirl” and "Company Name" so the shipping and receiving team can easily tell the package is associated with the group and follow the Exhibitor Shipping Instructions HERE. 
  • Outgoing shipments need to be packaged, taped, and labeled (SEE LOAD OUT BUTTON BELOW)
  • Information on exhibitor electricity, monitors, and A/V services (CLICK HERE).

PARKING

The hotel has three parking lots, one for each section of the hotel.

RESORT GUESTS
Overnight valet service is $38 per evening. Self-parking is offered at $25 per night.

VISITORS
Valet parking: Daily $15
Self-parking hourly:

  • 30-min: Complimentary
  • 30-min - 3 hours: $9
  • 3 - 8 hours: $14
  • 8 - 10 hours: $18
  • 10+ hours: $25

Please Note: Valet parking fee does not apply to guests dining at Bourbon Steak, La Hacienda, Ironwood American Kitchen, Toro Latin Restaurant & Rum Bar, or guests visiting Well & Being Spa. 

*Parking rates are subject to change due to seasonal events.


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Lead Retrieval

LEAD CAPTURE


  • INCLUDED in your exhibit space fees for VETGIRL 2023 is your choice of one (1) MobilePlus™ or (3) LeadsPlus™ App per booth.
  • One Quick Scan Allows You to Quickly Gather Important Contact Details
  • No Need for Manual Entry or Collecting Business Cards

What is Lead Retrieval?

  • On every attendee's badge, there is an encrypted barcode that contains their full contact information.
  • A lead Retrieval is a tool used to scan the barcodes and digitally collect that person's data.

Why use Lead Retrieval?

  • During an event, you can expect to meet hundreds to thousands of people who 1) may be interested in your product/service or 2) you want to follow up with.
  • Lead Retrieval allows you to quickly gather their information and ensure you are maximizing your ROI.

EXHIBITOR APPLICATION

EXHIBITOR POLICIES + GUIDELINES 

 
We’re pleased to announce our VETgirl U 2023 Veterinary Conference in Scottsdale, AZ, August 10-13, 2023. At VETgirl U, you’ll join various members of the veterinary community including veterinary professionals, sponsors, industry partners, and media. While we’re not “rule freaks,” here are a few things that you need to know about attending our conference to make it an awesome exhibitor experience for you and your team. By signing up to exhibit at VETgirl U, you are acknowledging that you agree to the following terms, which constitute an agreement between you and VETgirl. This policy applies to all exhibitors, their agents, employees, and representatives that may attend this VETgirl U event or associated events (both on location at the Fairmont Scottsdale Princess hotel and off-site).
 
BOOTH GUIDELINES / RESTRICTIONS
All exhibitors must have their booths set up and operational by Friday, August 11, 2023, at 7:00a and tear down no earlier than Sunday, August 13 at 1:00p. Noisemakers, obtrusive lighting/signage, or other undignified methods and materials are prohibited in exhibit booths. No obstructing aisles or sight lines to other booths. No fire hazards, sound, or attention-getting devices (aside from silenced audiovisual material) are permitted. No medical, surgical, imaging, dental, anesthesia, or other demonstrations on live specimens or cadavers of any kind are allowed. No biohazards (like fresh meat) are allowed at booths. No animals or pets unless previously approved by the Fairmont Scottsdale Princess. All promotions must be maintained to the confines of your exhibit booth space. Failure to do so may result in future ability to exhibit at VETgirl U.
 
BEHAVIOR
We’re excited about this conference. We want you to be excited also! However, we don’t want any disruptive or harassing behavior. Any form of discrimination, retaliation, or harassment will not be tolerated. If it’s egregious, you will be asked to leave, a refund will not be issued, and you will not be authorized to attend future VETgirl events. (Although we know you will be professional…we also know there are some outliers out there!) No smoking in meeting rooms, the exhibit area, or the hotel.
 
COPYRIGHTS
Content from all learning sessions and other special events is protected by the United States copyright laws and is the exclusive property of VETgirl or its authors. You may not, under any circumstances, share, distribute, publish, repurpose, or sell any such content, or attempt to do so, in any way without written consent from VETgirl.
 
SOCIAL MEDIA
We’re all for promotion through social media. It’s ok to post pictures (Hey! Tag us on Instagram at vetgirlontherun, Twitter @VETgirlontherun or Facebook) and videos < 10 minutes, but no posting of articles, sessions, or materials obtained from a VETgirl event without written consent from VETgirl. Again, if it’s more than 10 minutes of video and/or audio recording, you must obtain written consent from VETgirl. This will respect the wishes of VETgirl as well as our speakers, so their families or boss don’t randomly find them on social media. Share your conference experiences and tag us at #VETgirlU
 
REGISTRATION / ATTENDANCE
All exhibitors must be registered for VETgirl U. Two complimentary exhibitor badges are included per booth. Additional badges can be purchased for $100/person access or $699/person with CE sessions.
 
LIABILITY / DAMAGES
We are not responsible for any belongings, so please make sure to secure all valuables during the conference. The exhibitor promises, covenants and agrees to indemnify, defend and hold harmless VETgirl and its respective officers, directors, managers, officers, employees, shareholders, members, partners, subsidiaries, affiliates, successors, and assigns (each, an “Indemnified Party”), from, against and with respect to any and all liabilities, obligations, claims, demands, causes of action, losses, expenses, damages, fines, judgments, settlements and penalties incurred by an Indemnified Party, including attorneys’ fees in connection with exhibitor’s participation in the VETgirl U Conference and associated events. All exhibitors shall, at its sole cost and expense, procure and maintain throughout the term of this contract, Comprehensive General Liability Insurance, insuring and specifically referring to contractual liability in an amount not less than $2,000,000 Combined Single Limit for personal injury and property damage naming VETgirl as additional insureds. VETgirl assumes no responsibility or liability. 

SECURITY
Exhibitor badges must be always worn while attending to your booth. Access to the exhibit hall after hours is prohibited. Please do not leave valuables unattended in the exhibit hall during conference events or after hours.

REGISTRATION / PAYMENT
Receipt of payment will secure exhibitor booth space. Due to logistics and high demand for exhibit space, refunds will not be authorized once payment has been made. Priority for booth location will be based on both payment date and previous exhibitor registration (e.g., Previous VETgirl U exhibitors and those that pay first will receive priority). When signing up for the conference, you’re acknowledging that you have read this document, along with the refund and cancellation policy.

CANCELLATION POLICY
Not that we want to, but VETgirl reserves the right, in its sole discretion, to cancel any event at any time (e.g., if all our speaker's bail, the hotel is no longer standing, an act of God, pandemics, COVID-19, etc.). In that case, VETgirl will refund exhibitor fees for this event, but won’t have any further obligation to you of any type, whether monetary or otherwise. (Please cancel your hotel reservations on your own – we’re not responsible for that or any related expenses related to travel, work, food, etc.). Accordingly, VETgirl shall in no event have any liability to you and shall have no other obligation to you of any type except as expressly stated above. Such right of termination shall not be unreasonably exercised. VETgirl is not responsible for errors or omissions on the website or promotional materials; after all, we’re human. We’ll try our best to keep the website and all communication as up-to-date as possible, however, so you are in the know as best we can. To make sure all our VETgirl attendees are safe, we’ll be monitoring state, federal and CDC guidelines carefully regarding any COVID/pandemic situations. Further updates will be available on our website. DISCLAIMER VETgirl may have professional or amateur photographers present at the VETgirl U conference. Please note that any photographs or videos taken at a VETgirl event may be used in future VETgirl publications, online, or in other VETgirl materials and that there is a chance your head, face, or body may be in these pictures! Exhibiting at this meeting constitutes your consent to VETgirl’s use and publication of your image or voice in photographs, videotapes, audiotapes, or other electronic media pertaining to VETgirl’s events, social media posts, use on the Internet, and activities. By exhibiting at our VETgirl conference, you are opting in to receive emails from VETgirl and our sponsors. Not interested? No problem - you can opt-out at any time by unsubscribing!

DAMAGES
Exhibitor acknowledges and expressly agrees that nothing in this policy shall be construed as a waiver or limitation of any remedy available to VETgirl, including any remedies available to it at law or in equity. We’re psyched that you’re exhibiting with us! Please don’t be intimidated by the legal mumbo-jumbo. If you have any questions about our guidelines, please contact us at info@vetgirlontherun.com.

COVID-19/PANDEMIC CANCELLATION POLICY
In the unlikely event, the 2023 VETgirl U Conference is canceled due to the COVID-19 pandemic or similar pandemic beyond VETgirl’s control, the following recourse is offered to Exhibitors and Sponsors: EXHIBITOR Option 1: Exhibit dollars refunded in full through June 1, 2023, refunded less 10% after June 1, 2022 Option 2: Exhibit contract rolled forward to the 2023 live event. SPONSOR Option 1: Sponsorship dollars refunded in full through June 1, 2023, refunded less than 10% after June 1, 2023. Sponsorships which require the purchase of branded materials are non-refundable once the item(s) are produced but may be carried over for use at a future event. Option 2: Sponsor contract rolled forward to the 2023 live event. This policy applies only to a full event cancellation originated by VETgirl. For cancellations originated by the Exhibitor/Sponsor, for any reason including COVID-19 concerns, the standard cancellation policy, applies. COVID-19/Pandemic Safety Policies are subject to change as conditions evolve and new information becomes available. 

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