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AMERICAN HOLISTIC VETERINARY MEDICAL ASSOCIATION
P.O. Box 630 · Abingdon, MD 21009
410-569-0795 · Fax 410-569-2346 · Office@AHVMA.org · www.AHVMA.org
Dear Conference Coordinator:
We would like to invite you to be an exhibitor at the 2015 American Holistic Veterinary Medical Association
Annual Conference. This year it will be held October 17-20th in Augusta, Georgia at the Augusta Marriott at the
Convention Center. The exhibit days will be Saturday,October 17th through Monday,October 19th. Because
this is a holistic meeting, a high percentage of our attendees will be looking for your products.
A booth diagram is enclosed to get familiar with the lay of the land. After viewing the diagram, please visit
http://meetings.ahvma.org/index.php/ahvma-exhibit-hall to see the current booth map in the exhibitor section of
our new meeting website, indicating which booths have already been reserved and by what company (subject to
change without notice). From the online map, please select your first, second and third booth choices. With your
PAID Exhibitor Registration, we will honor your booth selection on a first come, first served basis. We do not
accept deposits.
Booth space is selling quickly, so please act fast to get a good spot.
Exhibits will be in the Olmstead Exhibit Hall of the Augusta Marriott at the Convention Center. We will have
our refreshment breaks and luncheons in the exhibit hall, giving your exhibits good eye contact with the meeting
delegates. We will also provide a list of attendees names and addresses (no phone numbers or email addresses are
provided), only to registered/participating exhibitors (sent via email as a label compatible pdf file). We will
provide a list of registered attendees approximately four weeks prior to the conference, and provide a final
attendee list shortly after the conference. Due to administrative costs, if any changes are made after
September 10, 2015, there will be a $30 fee per change. (i.e. booth staff)
Please review the enclosed Exhibitor Information Sheet, which gives further details regarding rates, setup,
conference attendance, hotel and transportation. Complete the enclosed registration form in entirety and
return it as soon as possible.
Sponsorship and advertising opportunities are included in this mailing, and sponsorships will be posted on our
website. Note that many are exclusive, and some give you a chance to support veterinary students interested in
holistic veterinary medicine. If you compare our offerings with the prices charged by other national meetings,
you will see that they are truly a bargain. We hope that you take advantage of these exciting opportunities to have
your company spotlighted.
If you have any questions, please contact the office.
Sincerely,
Mona Boudreaux, DVM, CVA, MMQ
President, AHVMA
Exhibitor Information Sheet
This information is also on our website www.meetings.ahvma.org/index.php/exhibitors
All members of your booth staff must be employed by the company. We reserve the right to request proof of employment.
Rate Information
This year’s booth rates are $875.00 for a prime booth (see yellow/shaded boxes on diagram), and $795.00 for a general
booth. You may select multiple booths, but there is no multi-booth discount. Also, booth sharing is not permitted. The fee
includes three lunches for two people per booth per day. Extra booth personnel on any one (1) day will be charged $35.00
per day. We also invite you to join us for our annual banquet Sunday evening, October 18th. There is an additional fee of
$65.00 per person to attend.
Check in/Set up/Tear Down Information
Check in and set up time for exhibits will be Friday, 10/16/15 from 10:00 am - 5:00 pm and Saturday, 10/17/15 from 7:00
am – 9:00 am. Move-out will be Monday, 10/19/15 at 4:30 pm.
Exhibit days/hours are: Saturday 10/17/15 9:30 am – 4:30 pm; Sunday 10/19/15 9:30 am – 5:00 pm; Monday
10/20/14 9:30 am - 4:30 pm. Exhibitors are required to remain open during exhibit hours.
Blue Chip Exposition Services will be assisting you with all your shipping and exhibit hall needs, and you will receive
information from them in the future. If you have any questions in this regard, please contact them at: 843-681-4545 or toll
free 877-782-3976 | email: bluechipexpo@aol.com
The booths are 10’ by 10’ and will be piped and draped, with one 6' table, two chairs and a wastebasket provided.
Your booth carpet is included with your exhibitor registration.
We request that you do not break down your booth(s) before the designated time. This is a safety hazard and neither fair to
the attendees nor to the other exhibitors who obey the rules. Therefore, exhibitors who are present with their booth(s), and
remain fully set up and open at 4:30 pm Monday, will be entered into a drawing to win a free booth at the 2016 Conference
in Columbus, Ohio. You must be present to win. Also, if you do not remain open as scheduled, you will be placed on the
3rd mailing list the following year, resulting in the loss of the first choice of booths.
Conference Attendance
Exhibitors are provided (4) one-day passes per company, which will be included in your registration pack (written
Proceedings not included). Each company may also purchase one discounted non-veterinarian registration for the entire
conference ($325.00) which includes the Proceedings, but not the banquet. Additional booth staff must pay the regular
registration fee to attend. Conference information is available on our new meetings website (www.meetings.AHVMA.org)
at this time and we will be updating it as more information becomes available. The full conference program will be mailed
later this year, and will also be on our website.
Hotel
General information about the hotel is online at http://www.marriott.com/hotels/travel/agsmc-augusta-marriott-at-theconvention-center/ You may reserve hotel rooms at the Marriott at the Convention Center at a discounted rate starting
at $129.00/night. To get the group rate when you register for the hotel you must use this link when registering online:
http://tinyurl.com/AHVMA2015MarriottAugusta or call them directly at. 1-800-868-5354, ask for reservations. Our
group is listed as AHVMA Annual Meeting.
Transportation
We have a special group rate with Avis Rent-A-Car. Please call the Meeting Reservation & Information Desk at (800) 3311600. Be sure to use the Avis Worldwide Discount (AWD) Group# J658875 to receive our group discounted rates.
Cancellation Policy
Our cancellation policy is as follows:
Up to July 26, 2015 - $30.00 fee
July 27, 2015– September 1, 2015 - 50% refund.
After September 1, 2015 - No refunds.
2015 AMERICAN HOLISTIC VETERINARY MEDICAL ASSOCIATION ANNUAL CONFERENCE
Augusta, Georgia
October 17 – 20, 2015
EXHIBITOR REGISTRATION
PLEASE PRINT CLEARLY AND USE BLACK INK IF FAXING
CONTACT INFORMATION FOR REGISTRATION CORRESPONDENCE (this may be different than company’s info below)
Company: __________________________________________________________ Contact Person(s):
Address:
City: ________________________________________ State:________________ Zip Code:
Telephone: _______________________________ Fax: __________________________ E-Mail:
Country:
(required to receive attendee list)
COMPANY INFORMATION AS IT IS TO APPEAR IN THE PROGRAM (no booth sharing)
Company:
Address: _____________________________________________________________________________________________________
City: ________________________________________ State: _______________ Zip Code: __________ Country: _________________
Telephone: __________________________ Website: _______________________ E-Mail: ___________________________________
SELECTION: From the diagram on the back of this page, select your preferred booth location, **please check our website first
to see what is available http://meetings.ahvma.org/index.php/exhibitors, subject to change without notice **
1st choice ____________ 2nd choice ____________ 3rd choice ____________
Is there a specific company NAME (NOT category) that you DO NOT want to be near? We will do our best to accommodate.
FEES: Fee includes up to two personnel per booth per day and lunch buffet.
□ $875.00 per Prime Booth (see shaded boxes on diagram)
□ $795.00 per General Booth
PERSONNEL in booth, must be employed by the company (print names as they will appear on badges including titles if applicable)
1._____________________________________________ 3. (Extra fee may apply)
Attending
□ Sat. □ Sun. □ Mon.
Attending
□ Sat.
□ Sun.
□ Mon.
2._____________________________________________4. (Extra fee may apply)
Attending
□ Sat. □ Sun. □ Mon.
Attending
□ Sat.
□ Sun.
□ Mon.
OPTIONAL FEES:
Extra Person(s) (over 2 per booth):
$35.00 per person per day: #________ person(s) x $35.00 x #________ day(s) = $_________
Main Conference Registration: (1 Non-Veterinarian): □ $325.00 Name: ________________________________________
* see “Conference Attendance” on the Exhibitor Information Sheet for rules *
All Exhibitors will receive complimentary Digital Proceedings.
Sunday Evening Banquet:
$ 65.00 per person, # _____ = $ _______ **Please select menu choice below**
Please select choice(s) for each person attending, indicating multiple selections with initials to show who gets what
Fish: _____/_____ Vegetarian: _____/_____ Beef:_____/_____
Registration continues on reverse side!
AHVMA 2015 Exhibitor Registration Page 2
AUGUSTA MARRIOTT CONVENTION CENTER ANIMAL POLICY:
With the exception of guide, signal or service dogs, animals are not allowed in the facility without prior approval. Approval
is based on whether the animal is legitimately part of a show, exhibit or activity requiring use of animals. If permitted, an
Animal Waiver must be signed and kept on file with your Event Manager.
I have read the above statement and understand that (except as noted above) I must get prior approval for animals in
the Augusta Marriott Convention Center Facility.
SPONSORING AND PROMOTIONAL ITEMS: (this can be elected at a later date)
Promotion - See enclosed information for additional details.
Total from Promotion page: $ __________
Sponsorship – See enclosed information for additional details.
Total from Sponsorship page: $ __________
**DUE TO ADMINISTRATIVE COSTS, IF ANY CHANGES ARE MADE AFTER SEPTEMBER 10, 2015, THERE WILL
BE A FEE OF $30 PER CHANGE. (i.e. Booth staff)
Please send payment with registration form to:
TOTAL PAID: $ _______________________________
American Holistic Veterinary Medical Association
P.O. Box 630
Abingdon, MD 21009
Check# ____________ (payable to AHVMA, US dollars only)
Or you may fax this form to 410-569-2346
∗if faxing, please email us to confirm receipt
Credit Card:
Visa
MC
Disc
AE
Card#:
Questions? 410-569-0795 or Office@AHVMA.org
Exp:____/____
CVV Code___________
Billing Zip Code:
Name on Card (print):__________________________________
Signature: ____________________________________________
Booth Map
Prime Booths see yellow/shaded boxes on diagram: $875.00
General Booths: $795.00
2015 AHVMA Meeting Sponsorship/Promotional items order form
The following are imprinted with your name (and logo if size permits) Drink tickets are available as multiple items for many to
purchase; the other items are available exclusively to individual companies, first come first serve. Companies that sponsor or
purchase items/events will have first choice of those items the following year. For this reason, some items and/or events may
already be sold. Please fill in your imprint information and then place an “X” in the box of the item(s) you desire. Promotional
items will be distributed to all attendees.
Company imprint (2 lines max):
Contact:
Phone Number:
Email:
Promotional Items – Included in registration packet
Luggage tags
 Lanyards
SOLD
SOLD
Attendee Bag Inserts (400)
$800
Sticky note pad
$1000
$750
Notebook - used by attendees for lecture notes!
SOLD
Tote bags – Be seen on EVERY attendee!
$600.00
Attendee Bag Insert:
Insert a single page flier up to 8.5” x 11” in each attendee packet. (ie. postcards, fliers, drawing, and brochures)
Payment and inserts must be received by AHVMA by September 1, 2015 to be included. 400 inserts will be needed.
Please mail inserts to: AHVMA, 33 Kensington Parkway, Abingdon, MD 21009
PLEASE CONACT REDSTONE MEDIA
FOR ONSITE CONFERENCE GUIDE ADVERTISING
tim@redstonemediagroup.com
phone: 705-741-1212 x110
Print Advertising on-site Conference Guide
Type of Ad in
program
Black & White
Color
Back Cover
$1,760.00
$2,200.00
SOLD
$1,440.00
$1,800.00
$1,440.00
$1,800.00
Inside Front Cover
Inside Back Cover
Full Page
$1,120.00
$1,400.00
Half Page
$800.00
$1,000.00
$1500
$1375
Sponsorship Opportunities
All sponsors receive a CD copy of the proceedings, as well as recognition by sponsorship ribbons, signs at their booths,
signs on the sponsored event, logos on a banner at the registration booth and in the exhibit hall, and a recognition page with logos
in the newsletter, program, and Journal before the meeting, and a thank-you page after the meeting. Sponsors also receive first
booth choice at next year’s conference. Logos must be submitted by deadlines to be included. (Higher level sponsors will
receive additional day passes and discounts on ads. Breakfast meetings and event sponsorships give you more personal time with
attendees.
Sponsors who spend at least $500 receive 1 additional day pass for lectures, a guaranteed 5% discount on ads in the
conference guide, and a small black and white logo on recognition pages and banners. Those who spend at least $1000 receive 2
additional day passes for lectures, a guaranteed 10% discount on ads in the conference guide, and a small color logo on
recognition pages and banners. Those who spend at least $2000 receive 3 additional day passes for lectures, a guaranteed 15%
discount on ads in the conference guide, and a medium sized color logo on recognition pages and banners. Those who spend at
least $3000 receive 4 additional day passes for lectures, a guarantee 20% discount on ads in the conference guide, and a large
color logo on recognition pages and banners.
**Please contact Tim Hockley at Redstone Media for all onsite program guide advertising inquiries. **
$1500 – Daily Break Sponsor
 $1000 Event Sponsor: AHVMA Jam Session – Sponsors space and equipment rental for Monday evening
AHVMA Jam Session
 $1250–Track Sponsor: Sponsor a one-day session with lectures related to your product SIGNAGE AT THE
DOOR included. (See http://meetings.ahvma.org/index.php/program for more information)
 I ntr o  Healing the Healer  I ntegr ative Rehab  AVH  CAVM Ther apeutics  Homotox
 Canine Oncology  Canine Geriatrics AAVA  VBM A  Technician Tr ack Bodywork/Osteopathy
 Equine  Nutr ition TCVM  Clinical Practice  Novel Therapeutics Ophthalmology
SOLD
$1500 –Banquet Entertainment – (EXCLUSIVE): Sponsors DJ entertainment for the Sunday
evening banquet AND SPONSORSHIP WILL BE ANNOUNCED TO ATTENDEES
$3000 - Event Sponsor: (EXCLUSIVE) Newcomers Social – Sponsors meeting space and light faire
SOLD
for Saturday evening social.
**At this time all 2015 Breakfast Meetings have been sold.
Want to create your own sponsorship or promotional item? We’ll Listen, call or email with your ideas!
Payment Information
Send order forms with Exhibitor Registration, or separately with payment to:
AHVMA, PO Box 630, Abingdon MD 21009, Fax 410-569-2346
Questions: 410-569-0795 or office@ahvma.org
TOTAL: $ _________________________
Company Name:
Payment via: Check # _______________ (make payable to AHVMA, drawn on US bank only):
Credit Card:
 Visa ~  MC ~  Discover ~  AmEx #
Expiration: ________________ 3-Digit Security Code: ________ Billing Zip Code: ________________
Name on card (print): ________________________________ Name on card (signature):
American Holistic Veterinary Medical Foundation
404 North Mount Shasta Blvd., Room B
Mount Shasta CA 96067
Dear Friends of AHVMA,
In 2015, the American Holistic Veterinary Medical Foundation is off to a running start to
serve its mission of advancing research and education in holistic medicine. One way we do
this is by bringing veterinary students to our conference with scholarship money raised in our
silent auction every year.
We acknowledge that these veterinary students from the US and Canada are the future of
veterinary medicine and that they want to be on the cutting edge our profession. We believe
that the additional exposure they get from the AHVMA conference and the interactions with
your company will make a lasting impression on their education.
In addition, the Foundation is raising funds to start and support departments of integrative
medicine at veterinary colleges across the US. We have grants available for research in
holistic medicine. We strive to educate students and veterinarians about holistic medicine
and to support scientific research in many modalities.
How can you help to support the mission of the Foundation?
*You can create a perpetual student scholarship in honor of a veterinarian or to memorialize a special animal who
has made a difference in our world.
*You can help bring students to the AHVMA conference and exhibits by donating items to the silent auction.
*You can donate any cash amount to the general scholarship fund and it will be used to support student club
delegates to come to the conference.
*You can become a donor to support the general research fund.
The Foundation thanks you for your efforts to produce ethical, effective products for our
profession. We hope that you will consider us as you expand your support of integrative
veterinary medicine for the future.
Sincerely,
Marjorie M. Lewter, DVM
AHVMF Board member, scholarship committee
http://foundation.ahvma.org/