AVMA Convention 2024 Austin - Exhibitor info

Exhibitor & sponsorship prospectus

Exhibitor prospectus

Download the 2024 prospectus


Important dates to remember

Exhibitor registration
Opens February 2024
Exhibitor housing
Opens February 2024
Exhibitor kit
Available February 2024
Cancellation deadline to receive 50% refund
May 8, 2024
Remaining booth payment due
May 13, 2024

Exhibit booth pricing and details

  • Standard in-line space is $35.00 per square foot plus a $300 premium, per corner. A 10 x 10 inline booth is $3,500.
  • Island space is a flat rate of $40.00 per square foot. A 20 x 20 island is $16,000.
  • Non-commercial booths are a flat rate of $550 per 10 x 10, plus the $300 premium for corner locations.

Reserve your booth

Exhibit hall schedule

Thursday, June 20
Exhibitor move in 8 a.m. – 5 p.m.

Friday, June 21
Exhibitor move in 8 a.m. – 6 p.m.*
*Carpet forced at 3 p.m. if it has not been noted that the exhibitor is providing. Crates will need to be labeled and removed by EOD to facilitate carpet install.

Saturday, June 22
Exhibit hall open Noon – 4 p.m.
Unopposed exhibits Noon – 2 p.m.

Sunday, June 23
Exhibit hall open 10 a.m. – 4 p.m.
Unopposed exhibits 11 a.m. – 1 p.m. and 3 – 4 p.m.

Monday, June 24
Exhibit hall open 9 a.m. – 3 p.m.
Unopposed exhibits 11 a.m. – 1 p.m.
Exhibitor move out 3:01-6 p.m.

Tuesday, June 25
Exhibitor move out 8 a.m. – Noon*
*All exhibitors/vendors must check in before 10 a.m. with their BOL, otherwise shipment will be forced. All materials must be removed by Noon.

Payment schedule and cancellation policy

A 50% deposit is due within 10 days of booth reservation. The full balance must be paid by May 13, 2024. Reservations must be canceled by May 8, 2024 to receive a 50% refund.

Expo rules & regulations

Rules and regulations are agreed to during exhibit space reservation as part of the space contract. They will be strictly enforced by our floor managers at show time. For questions, contact exhibitsatavma [dot] org (exhibits[at]avma[dot]org).

Exhibitor services

The exhibitor services kit includes general AVMA Convention information, the official contractor list, shipping and handling instructions, rental display options, labor services, and order forms for every service available to exhibitors. There are numerous discounts and deadlines, so be sure to review the exhibitor kit in detail.

The exhibitor kit will be posted in the Exhibitor Service Center in February 2024. GES is the official tradeshow decorator for AVMA Convention 2024.

Exhibitor badges

  • Commercial Exhibitors: Four (4) exhibitor badges per 100 sq. ft. of exhibit space (includes CE credit)
  • Commercial Exhibitors: One (1) complimentary lead retrieval PlusLead mobile app enrollment
  • Non-Commercial Exhibitors: Two (2) exhibitor badges per 100 sq. ft. of exhibit space (access to exhibit hall only)

Additional full exhibitor badges (incudes CE credit) can be purchased for $420. Additional exhibitor guest badges (access to exhibit hall only) can be purchased for $105.

Booking your hotel

Hotel blocks will open in February of 2024. Please contact avmaatmcievents [dot] com (avma[at]mcievents[dot]com) to submit a reservation request. Individual exhibitor housing also will open in February of 2024.

Marketing and sponsorship opportunities

AVMA Convention 2024 sponsorship opportunities can help you market your brand and extend your reach to key decision makers in the veterinary field. Opportunities include:

Promotional – Notebooks/pen, lanyard, bag insert, professional headshots, wellbeing initiatives

Educational – Sunrise CE, Lunchtime Connections, Refresher Sessions, Symposia, Sponsored Tracks

Signage – Meter boards, escalator/stair clings, column wraps, digital signage

Digital – Mobile app, sponsored emails, email banners, newsletter call-out, mobile-push notification, VetAdventure

For more information and to create a custom package, please email exhibitsatavma [dot] org (exhibits[at]avma[dot]org).

Pre-convention registration list

Each commercial exhibitor will receive a complimentary postal mailing list of pre-convention registrants. The mailing list order form will be included in the exhibitor manual and available via online application. Only AVMA can provide a pre-convention lists of attendees. No groups are authorized to sell an AVMA attendee list.

Note: AVMA mailing lists are provided for a one-time use only and are only valid for pre-show marketing. Persons and companies placing orders for mailing lists must sign an AVMA Mailing List Agreement. The mailing list is not made available to non-commercial exhibitors. Additional terms and conditions apply.

For questions about this program, please email exhibitsatavma [dot] org (exhibits[at]avma[dot]org).

Shipping exhibit materials

Details for shipping to the advanced warehouse and directly to the Austin Convention Center will be released in February of 2024.

Booth security

From the first day of move-in until the last day of move-out, there will be 24-hour perimeter badge-checkers for the exhibit floor. This level of security is intended to control the access of people and material to and from the exhibits in a safe and organized manner. It is not intended as individual security for your booth and materials.

Please remember that the Austin Convention Center is a public building to which hundreds of individuals have access. There are also many people involved in the shipping of your materials, and installation and dismantling of displays. Be security conscious at all times during your time at the show. Do not leave items of value in your booth overnight, during the installation period, or on exhibition days without taking security precautions.

Exhibitors can order overnight booth security from the security vendor. Remember that the security of your product is your responsibility—don't take chances!

Insuring exhibit materials

It is the responsibility of the exhibitor to insure their property. Exhibitors are required to provide their own floater insurance coverage, protecting against damage, loss, or theft. The American Veterinary Medical Association, their agents, the Austin Convention Center, GES, and their respective agents will not be responsible in any way against theft, fire, or accident.

Who to contact

The GES Service Center and Exhibits Management Office are located in the back of the exhibit hall. Visit the GES Service Center for help with shipments, orders, and other service needs. Visit the Exhibits Management Office for general information about the exhibition and facility.

If you have exhibit-related questions after the event, please email us at exhibitsatavma [dot] org (exhibits[at]avma[dot]org).