June 27-30, 2024 | Hyatt Regency | New Orleans, LA

EXHIBITOR TOOLKIT

Warning to Exhibitors - Phishing Spam Email

We have been made aware of a series of fraudulent emails to speakers and exhibitors from companies claiming to be officially partnered with the show. They may use the VETgirl branding and appear genuine. Companies are claiming they can sell visitor data from events or are claiming to make announcements about the status of the events. This is not the case. PLEASE USE CAUTION AND BE AWARE.

Thank you in advance for exhibiting at VETgirl U 2024! We are expecting up to 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.

Hyatt Ballroom

CONTACT US

Tracy Covert
VETgirl - Director, Marketing
E: tracy@vetgirlontherun.com

Join the VETgirl U 2024 Facebook group 🔗

Pre Event Analysis

SPONSORSHIP

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

online-registration

RESERVING EXHIBIT SPACE ✅

Executive Exhibit Experience $3,000

  • 1 Standard Table (6’x30” rectangular table)
  • 2 Chairs
  • 2 Exhibitor Passes (Additional can be purchased for $100 ea.) (Additional fee applies for CE credit)
  • 1 Lead Retrieval Tool (App license download)
  • 1 Waste Bin
  • Access to Breakfast/Lunch Buffets

New in 2024! Premium Exhibitor Experience $3,500

  • Executive Exhibit Experience Included Plus …
  • “Front of Line” Booth Selection
  • Evening Events Access (2/booth)
  • Attendee Backpack & Swag (2/booth)
  • Copy of the Printed Proceedings (2/booth)

No need to purchase flooring. The hotel ballroom is carpeted. Electrical and Internet requests should be managed directly through Encore. Requests for additional furniture are considered based on availability.

*NOTE: There will NOT be a physical booth structure, or pipe and drape, 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 Hyatt Regency.


Digital application available at the bottom of the page 👇


EXHIBIT SCHEDULE 🗓️

Exhibitor Registration & Booth Set-up*

  • Wed, Jun 26 | 2 - 8 PM
  • Thurs, Jun 27 | 6 AM -  8 PM

Exhibit Hours

  • Fri, Jun 28 | 8 AM - 5 PM 
  • Sat, Jun 29 | 8 AM - 5 PM
  • Sun, Jun 30 | 8 AM - 12 PM

Each day will begin with 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 AM. Lunch will be served each day for attendees from approximately 12 - 1 PM.  

Exhibitor Strike*

  • Sun, Jun 30 | 12 PM

Exhibitor Meals & Exhibitor Lounge

Please help yourself to the buffet during breakfast/lunch/snack breaks. We kindly ask you prioritize attendees first, especially during times when lines form. An Exhibitor lounge area is available in the Imperial 3 and 4 rooms on level 4 to relax and step away. There is no food and beverage service in this area.

*Booth set up should occur on Thursday, June 27, and operational by Friday, June 28 at 7 AM and tear down no earlier than Sunday, June 30 at 12 PM. Exhibitors who opt not to adhere to the rules will not be extended an invitation to return at future VETgirl events. 

Hyatt Regency New Orleans
MSYXD-P0086-Lobby-Communal-Table.16x9

HYATT REGENCY NOLA 🏨

Hotel rooms at the Hyatt Regency are SOLD OUT. We have additional housing available at the Hyatt House New Orleans/Downtown (adjacent property).

VENUE INFO

Hyatt Regency New Orleans 🌐

601 Loyola Avenue
New Orleans, Louisiana 70113 Get Directions 📍

OVERFLOW HOTEL INFO

Hyatt House New Orleans/Downtown 🌐

1250 Poydras Street 
New Orleans, Louisiana 70113 Get Directions 📍
* Complimentary hot breakfast served for Hyatt House guests
Jazz Jamboree

WELCOME RECEPTION

Hey all you cool cats! VETgirl is spicing things up with our NOLA Jazz Jamboree on Friday, June 27 from 5:00-6:30p. Get ready for plenty of tasty treats and toe-tapping tunes. It’s time to unleash and jazz it up! 🐾🎶

Fri, June 27  Welcome Reception (NOLA Jazz Jamboree)
Hours | Fri 5 – 6:30 PM 
Location | Celestin Foyer, Level 3 (Hyatt Regency)

SOLD OUT

Due to space limitations, this event is reserved for attendees, exhibitors who have purchased a premium experience, or those who have purchased a ticket in advance during registration.

BOOTH DRAW


Exhibitor outreach began on April 1 via email. Please be prepared to provide three options for booth selection. 

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. 

exhibithall1

BOOTH FOOD & BEVERAGE


Exhibitors who wish to include food and/or beverage options at their booth MUST order through the Hyatt Regency. Outside food & beverage are not authorized for distribution without consent. 

Debra Wu, Event Sales Manager

+1 504 613 3937| debra.wu@hyatt.com 

exhibithall1
Justine

EXHIBITOR BADGES / REGISTRATION 📋

  • Each exhibitor booth includes two complimentary exhibitor badges for the conference. Additional exhibitor badges can be purchased directly through the registration site for $100/person. You will receive an email with a link and more information after the booth space draw. Non-registered booth personnel will be required to purchase a badge onsite.
  • Since each registration is tied to personal selections such as events and dietary restrictions, individual booth personnel MUST be registered. 
  • 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 $899/person. The event is currently SOLD OUT in both education tracks, however you can request to be added to the waitlist. 
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.

PARKING

Hyatt Regency New Orleans offers premium valet services. In addition, there are several nearby parking lots, including the 1301 Girod parking garage that connects directly to the hotel. Contact Merit Parking to confirm pricing 504.561.0575.  

Onsite parking is limited/subject to availability.

Valet parking: 

  • 0-1 Hour: $10
  • 1-2 Hours: $15
  • 2-4 Hours: $22
  • 4+ Hours: $30 + tax
  • Overnight: $52 + tax
  • Oversized Vehicles: $57 + tax/Overnight

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


POWER

  • All electrical requests should be ordered/managed through Freeman. 

AV/INTERNET

  • All audio-visual requests should be ordered/managed through Encore. 
shipped

SHIPPING/LOAD-IN/OUT 🚚

  • 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. Handling based on the weight of each package. Storage fees assessed on early shipments. See shipping info below for details and pricing.
  • LOAD-IN
    • Customers must come to our Business Center and request their packages. For security reasons, all customers must have their ID and tracking number to request their packages. Once requested, Fed Ex can either give you your packages in the business center or you can arrange for Fed Ex to deliver to your booth. A representative MUST be at the booth to receive and sign for the packages as Fed Ex is not allowed to leave packages unattended at booths. Please note: Fed Ex charges handling fees for all inbound and outbound packages.
  • LOAD-OUT
    • It is recommended for exhibitors to have all return labels with them so you can pack up and apply the labels. Any exhibitors that have their outbound labels ready can save time and schedule a pick up with Fed Ex in the Business Center. You will be responsible for arranging a pick up and payment for all handling fees the day before load out. On Saturday, June 29, Fed Ex will visit all exhibitor booths to review outbound shipping/pick up options.
    • Outgoing shipments need to be packaged, taped, and labeled. Exhibitors are asked to package and label all items and leave them at their booth for pick up by Fed Ex. 

FED EX 

  • Fed Ex is onsite at the Hyatt Regency. Hours of operation are 7 AM-7 PM (Tue-Fri) and 10 AM-5 PM (Sat/Sun). Keep this in mind as you want to make sure you are able to access any packages you've mailed to the show site. ID and payment are required to collect packages. Delivery to booth may take up to 1 hour from time of signing for your packages.

LEAD RETRIEVAL


  • INCLUDED in your exhibit space fees for VETGIRL 2024 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.
Lead Retrieval

Search VGAC 2024 : VETgirl Annual Conference 2024

EXHIBITOR APPLICATION

EXHIBITOR POLICIES + GUIDELINES 

 
We’re pleased to announce our VETgirl U 2024 Veterinary Conference in New Orleans, LA, June 27-30, 2024. 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 Hyatt Regency hotel and off-site).
 
BOOTH GUIDELINES / RESTRICTIONS
All exhibitors must have their booths set up and operational by Friday, June 28 at 7 AM and tear down no earlier than Sunday, June  30 at 12 PM. 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 Hyatt Regency. 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 $899/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 2024 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, 2024, refunded less 10% after June 1, 2024 Option 2: Exhibit contract rolled forward to the 2025 live event. SPONSOR Option 1: Sponsorship dollars refunded in full through June 1, 2024, refunded less than 10% after June 1, 2024. 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 2025 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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