Trade Show 67th Annual Convention - American ...
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AAEP
American Association of Equine Practitioners
2021 EXH I B I TOR P RO S P E C T U S
1
67th Annual Convention
& Trade Show
Exhibitor Prospectus
Convention: December 4-8
Trade Show: December 5-7
Music City Center
Nashville, Tennessee
AAEP
A m e r i c a n A s s o c i a t i o n o f E q u i n e P r a c t i t i o n e r s
2 0 2 1 EXHI BI T O R PR OSPE CTU S
WHY
2
EXHIBIT
at the 2021 AAEP Annual Convention and Trade Show?
The AAEP’s 67th Annual Convention and Trade Show
CONTENTS is a valuable opportunity to promote your product or
service to thousands of equine veterinarians, students
Why Exhibit at the
AAEP Trade Show?....................2 and technicians. With more than 300 exhibiting
companies returning each year, the trade show
Important Dates for facilitates customer connections and increases visibility
the 2021 Trade Show.................3
for businesses that serve the veterinary profession and
Hotel and Travel............................4 horse industry.
Exhibit Personnel Registration.......4
Booth Pricing.................................4 ABOUT THE AAEP
Exhibit Service Contractor.............4 The American Association of Equine Practitioners, headquartered in Lexington,
Ky., was founded in 1954 as a non-profit organization dedicated to the health
How Booth Space Is Assigned........5 and welfare of the horse. Currently, the AAEP reaches more than 5 million horse
Application Terms.........................5 owners through its over 9,000 members worldwide and is actively involved in
ethics issues, practice management, research and continuing education in the
Booth Guidelines............................5 equine veterinary profession and horse industry.
Carpet Regulations........................6
BENEFITS OF EXHIBITING
Drug Compounding Policy.............6
• Live interaction with more than 3,000 practitioners, students and technicians
AAEP Show Policies....................6-9 during the world’s largest meeting dedicated to the equine veterinary profession.
• Complimentary listing in the Exhibitors Guide in the Annual Convention
Transient Vendor License...............8
Program and the AAEP Convention App.
Payment Terms..............................9 • Opportunities to advertise in the Annual Convention Program and the AAEP’s
scientific journal Equine Veterinary Education.
Sponsorships..................................9
• Opportunities to promote your brand through event participation and session
Advertising Opportunities..............9 sponsorship during the AAEP’s Annual Convention.
Cancellation Policy........................9 • Opportunities for additional marketing inside the trade show (product demos,
display case).
Transient Vendor • Virtual booth options to help you reach a broader audience.
License Application..................10
Sample Certificate Health and Safety
of Insurance..............................11
The AAEP is working with the Music City Center, host hotels and conference
Exhibitor Appointed partners to create a healthy and safe meeting experience for attendees. Protocols
Contractor Form......................12 will be updated to reflect the most current recommendations, and changes will be
Affiliate Request Form.................13
communicated to all confirmed exhibitors.
2021 Exhibitors......................14-15 FOR MORE INFORMATION:
Debbie Miles, Trade Show Coordinator: (859) 705-0423 | dmiles@aaep.org
AAEP
2021 EXH I B I TOR P RO S P E C T U S
3
IMPORTANT DATES
application process timeline
June Housing and badge registration link emailed to all confirmed exhibitors.
September Convention registration kits mailed to all confirmed exhibitors.
Freeman service kits available on the AAEP website exhibitor page.
Sept. 20 Full balance due on all booths. Earn bonus points for full payment.
The AAEP must receive a 50-word description for the Annual Convention Program.
AAEP reserves the right to edit company descriptions. Any Exhibiting company with an
outstanding balance on Sept. 20 will not be listed in the printed convention program.
Oct. 1 Last day to cancel and receive a full refund, less a $100 administrative fee.
Oct. 15 Last day to cancel and still receive a 50% refund. No refund will be issued for
cancellations received after Nov. 2.
trade show timeline
Friday, Dec. 3 & Exhibitor Move-In: 8:00 a.m. – 5:00 p.m.
Saturday, Dec. 4
Sunday, Dec. 5 Exhibitor Move-In: 7:00 – 9:00 a.m.
Trade Show Open: 10:00 a.m. – 6:00 p.m. (subject to change)
Monday, Dec. 6 Trade Show Open: 10:00 a.m. – 6:00 p.m. (subject to change)
Tuesday, Dec. 7 Trade Show Open: 10:00 a.m. – 4:00 p.m. (subject to change)
Move-Out: 4:00 – 8:00 p.m.
Wednesday, Dec. 8 Move-Out: 8:00 a.m. – 2:00 p.m.
All companies must have booths set up completely by 9:00 a.m. on Sunday, Dec. 5. Empty booths will be consid-
ered a no show, space will be forfeited and no monies will be refunded. All companies are expected to keep their
booths intact and staffed until the close of the show on Tuesday, Dec. 7. Any company that is found breaking
down or moving out early will forfeit their booth selection for the following year.
AAEP
2 0 2 1 EXHI BI T O R PR OSPE CTU S
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HOTEL AND TRAVEL BOOTH PRICING
The AAEP’s 67th Annual Convention and Trade Show will We continue to offer zone pricing. Please see the booth
take place at the Music City Center. Complete information application for zones and booth prices.
regarding hotels will be sent early June to all confirmed
exhibitors. Hotel accommodations will be made through What’s Included?
the Experient Registration website. We encourage you to Commercial Exhibitor:
wait and book hotel rooms through this site once it opens.
• Pipe and drape
Book inside the AAEP block for lower rates; by booking
directly with the hotels, you are not guaranteed the AAEP- • Identification sign
contracted rate. • Listing in the Annual Convention Program (50-word
description must be received by Sept. 20) and AAEP
Please be aware of third-party companies claiming Convention App
to be the official housing or freight company for the • Opportunity to purchase an AAEP mailing list, pre- and
AAEP, or offering other services such as the purchase post-convention
of an official mailing list for the AAEP. These are scam
• Four badges per 10-by-10-foot space
companies and not affiliated with the AAEP. Any corre-
spondence will come directly from the AAEP, Experient • Four lunch tickets per 10-by-10-foot booth
or Freeman. If you are approached by any other housing • Admittance to scientific sessions with CE credits and
company, please delete or ignore the message. non-ticketed events, including social and wellness events
EXHIBIT PERSONNEL Non-Profit Exhibitor:
REGISTRATION • Pipe and drape
Each exhibiting company may register up to four (4) rep- • Identification sign
resentatives for each 10-by-10 feet of booth space leased. • Listing in the Annual Convention Program and AAEP
Each exhibiting company will be provided with four (4) Convention App
lunch tickets per 10-by-10-foot booth. Additional person- • Four badges provided per 10-by-10-foot space
nel may be registered at a fee of $150 each. In the event
• Admittance to scientific sessions with CE credits and
you wish to rotate representatives during the show, we
non-ticketed events, including social and wellness events
will prepare a new badge for each old badge turned in to
the registration desk. A personnel registration link (your
badge order) will be emailed to all confirmed exhibitors EXHIBIT SERVICE CONTRACTOR
this summer. In order to avoid delays on-site, we strongly The official exhibit service contractor for the AAEP is:
encourage you to register booth personnel prior to arrival.
Booth staff checking in at exhibitor registration will need Freeman
to show ID before receiving their badge. 825 Visco Dr
Nashville, TN 37210
Ph: (888) 508-5054
AAEP
2021 EXH I B I TOR P RO S P E C T U S
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Freeman will maintain a service desk in the exhibit area in which event the AAEP shall have no liability to the
and stand ready at all times during set-up and throughout applicant for damages for any other remedy.
the show to be of assistance to representatives of exhibiting
The AAEP shall not, as a result of any breach of any
firms. An Exhibitor Service Kit, containing a complete set
obligation arising from this agreement, be liable to
of order forms and information, will be available online in
the applicant in an amount exceeding $500.
September. A link to the kits will be on the AAEP website
exhibitor page. The link also will be e-mailed to all con-
firmed exhibitors. Exhibitors are encouraged to pre-order BOOTH GUIDELINES
any furniture, counters, labor, signs, etc. at least two weeks
before installation. The AAEP follows the rules/guidelines of the International
Association of Exhibitions and Events.
Union labor may be required for certain aspects of your • All booths are 10’ wide and 10’ deep
exhibit handling and install/dismantle.
• 8’ high drapes in the rear and 33” high drape for side
Please contact Freeman or show manager Debbie Miles railing; all drape is black
if you have any questions about labor, material handling, • Standard 10x10 Corner/Inline Booths: all items 5’ or
set-up, or any other issue related to Nashville and higher must be placed in the back 5’ of the booth (to
charges associated with these services. maintain proper sightlines)
HOW BOOTH SPACE IS ASSIGNED
If you are exhibiting in 2021, you will receive information
regarding the 2022 pre-sell booth selection. Each company
is assigned a time slot based on a point system (points are
earned for every year exhibited and every booth purchased).
Companies may earn bonus points for paying full booth
balance by Sept. 20. All remaining booths after the show
are sold on a first-come, first-serve basis. Pre-sell will occur
virtually in January 2022; time slots will be sent in early
December.
APPLICATION TERMS Standard 10’ x 10’ Booth
1. If you did not participate in the 2020 virtual trade
show, please complete an application and return to • End-Cap Booths: Exhibits are limited to 8’ high only
the AAEP. in the center 10’ of a 20’ wide booth (see illustration).
2. The application must be signed where indicated. Any company utilizing an end-cap booth space must
Timely application for booth space does not guarantee sign an agreement to the rules prior to the show.
inclusion in the trade show. Booth layout must be approved by Debbie Miles.
3. As a private organization, the AAEP reserves the right
to exclude any exhibitor for any reason. The comple- End-Cap Booth
tion and delivery of the application form, together with Configuration
the deposit, shall constitute an offer subject to accep-
tance by the AAEP.
4. AAEP’s decision to allow a new company to exhibit
is based on the company’s product and must be appli-
cable and related to the equine veterinary industry.
Please include a brief description of your company and
the product you will be exhibiting. Once your applica-
tion has been reviewed and, if accepted, you will be
assigned an available booth space and a confirmation
will be mailed to you. • Island Booths: While there are no height restrictions,
5. If a company is found to be exhibiting or demonstrating no part of the exhibit may hang over or outside exhibit
a product other than what was approved by the AAEP, perimeters.
the company can be asked to leave the show.
At its sole and absolute discretion, the AAEP may revoke If there are any questions concerning height
its acceptance of the applicant’s offer or may terminate restrictions and booth configuration, please contact
any contract arising from this application by delivery of show manager Debbie Miles prior to the show.
written notice and the refund of the applicant’s deposit,
AAEP
2 0 2 1 EXHI BI T O R PR OSPE CTU S
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CARPET REGULATIONS consent of exhibit management. Exhibitors may not display
goods or services other than those manufactured or regularly
In an effort to maintain an attractive and professional
distributed by them, nor may they permit the solicitation of
environment on the show floor, we require all exhibit-
business by others within their exhibit space.
ing companies to either rent or provide carpeting for
their booths. Only the aisles in the exhibit hall will be
Booth Staffing
carpeted. The convention center will provide basic jani-
torial services for the facility each night, which includes Booths must be staffed at all times during the posted show
the aisle carpeting; however, individual booth cleaning hours. Additionally, the exhibit must remain intact until
will be the responsibility of the exhibitor. Nightly booth the close of the show on Tuesday, Dec. 7.
cleaning provided by Freeman is available for purchase
in the Exhibitor Service Kit. All activity relating to your company must be confined to
your booth space. Costumed personnel, models, employees
DRUG COMPOUNDING POLICY and other personnel hired by the exhibiting company must
restrict all activities to the booth space.
Regulations set forth by the AAEP hold that only those
compounding pharmacies accredited through the Pharmacy Children are permitted to enter the trade show as long as
Compounding Accreditation Board (PCAB) will be they are accompanied by an adult. Children are prohibited
allowed to exhibit, market or display their products at the from being a part of booth staffing.
2021 AAEP Trade Show. If drug compounding is part of
any company’s business and the company is not PCAB- Children under the age of 18 are not allowed in the exhibit
accredited, that company will not be permitted to exhibit hall at any time during move-in on Dec. 3-4 or during
in the trade show. A copy of the accreditation letter/certi- move-out on Dec. 7-8.
fication must be on file with show management prior to
move-in. Additionally, products exhibited must be in com- Noise
pliance with FDA regulations with regard to compounded
Noise from electrical and other apparatuses must be
products. Any violations identified could result in immedi-
muffled. Audio-visual or live presentations must be kept at
ate dismissal from the trade show and/or suspension from
such a level so as not to disturb other exhibitors or inter-
future participation.
fere with traffic flow in the aisle.
AAEP SHOW POLICIES Machinery
Hospitality Suites/Meeting Rooms Exhibitors must protect machinery and exhibits so that
Hospitality suites, special parties and other exhibitor- no injury will result to visitors, guests and employees, or
sponsored events will be allowed within the AAEP- to any person or property. No engines may be operated
contracted hotels under the condition they are social in indoors with volatile or combustible fuels. No propane
nature or for the employees of the company (e.g. sales tanks are allowed inside the exhibit hall of the convention
meeting, etc.). Exhibiting companies may not use meeting center.
or hotel space for any exhibit or educational purposes,
particularly in conflict with regularly scheduled AAEP Infringement
programming.
Interviews, demonstrations, distribution of literature, sam-
For permission to use space within the hotel, please com- ples and detailing shall take place only within the confines
plete and return the Affiliate Request Form on page 14. of the exhibitor’s booth. This is to avoid infringement on
AAEP will review these requests and space will be assigned, the rights and privileges of other exhibitors. Any materials
based on hotel availability, after June 1. found outside an exhibitor’s booth space will be discarded
by show management.
Animal Use Within Exhibit Space
Animals are permitted inside the Music City Center only Character of Exhibits
as part of an approved exhibit. Any company using a live Character of the exhibits is subject to approval by the
animal as part of their exhibit will need permission from Executive Committee of the AAEP. The AAEP reserves
show management and must be approved by both the the right to refuse or revoke acceptance of applications for
AAEP and the Music City Center. Animals may not remain exhibits at its sole and absolute discretion.
in the convention center overnight, and the exhibiting
company is responsible for making accommodations for Further, the AAEP reserves the right to close or request
the animal. Additional paperwork may be required. alteration of exhibits or parts of exhibits that are not ger-
mane to the practice of veterinary medicine, or that reflect
Subletting Space adversely on the character of the AAEP or its trade show
Exhibitors may not assign, sublet or apportion to others the or for any other reason at its absolute and unqualified dis-
whole or any part of the space allotted without prior written cretion. This reservation of discretionary authority applies
AAEP
2021 EXH I B I TOR P RO S P E C T U S
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to displays, signage, literature, advertising, novelties,
souvenirs, conduct of personnel, etc. Show management “Exhibiting at AAEP provides us with a
may request alteration or dismantling of any booth that wealth of opportunities to educate, net-
is in violation of the trade show rules outlined in this
prospectus. work, obtain quality leads and expand
our product reach. We wouldn’t miss it!”
Product Claims
—Barrie Hartman, Pulse Veterinary Technologies LLC
Product claims made in AAEP publications or booths
must be in accordance with the standards and approvals
Display vehicles must conform to state and city fire
of appropriate U.S. Government regulatory agencies.
codes as it pertains to fuel tanks and battery connections.
Vehicles that remain in the exhibit as part of a booth dis-
Drawings or Lotteries
play must have the battery cables disconnected; gas tanks
Drawings are permitted; however, prizes other than must be taped shut or have a lockable gas cap and may not
company products or services must be approved. contain more than ¼ tank or 10 gallons of fuel, whichever
Requests must be made in writing and submitted to is less.
show management for approval. Exhibitors are respon-
sible for notifying winners. It is the responsibility of the exhibiting company to obtain
necessary paperwork and permits from the fire marshal.
Literature Distribution and Signs Contact show manager Debbie Miles for more information.
Posting of notices, demonstrations or samples or distri-
bution of other material to attendees by exhibitors is not Please inform exhibit management prior to coming on-site if
allowed in any part of the convention hotels or conven- a vehicle is part of the display within your booth space.
tion center, with the exception of the exhibitor’s leased
booth space. Dispensing of food and beverages may be Liability
allowed with permission/approval of show management. The AAEP will not be responsible nor liable for injury
Show management prohibits the use of alcohol in booth to the person or property of the exhibitors, their guests,
space. Show management has the right to shut down any invitees, employees or agents. Furthermore, the exhibitor
exhibiting company that is found conducting business agrees to hold harmless and defend the AAEP, its direc-
in the aisles or any part of the convention center and tors, employees and agents from any liability of personal
hotels. Contact Debbie Miles with any questions. injury and loss or damage to property. All property of an
exhibitor is understood to remain in his/her care, custody
Protection of the Building and control in transit to or from or within the confines of
the exhibit hall. If any exhibit material fails to arrive, the
Exhibitors will be held liable for any damage caused to exhibitor is nevertheless responsible for the booth rental
property. No material shall be posted, tacked, nailed, and staffing.
taped, screwed or otherwise affixed to ceilings, painted
surfaces, fire sprinklers, columns, fabric or decorative The exhibitor assumes the entire responsibility and liability
walls. The use of live animals within the trade show must for losses, damages and claims arising out of personal injury
be approved by show management prior to the event. or damage to exhibitor’s displays, equipment and other
property brought upon the premises of the convention cen-
Whatever may be necessary to properly protect the ter and shall indemnify and hold harmless the AAEP, the
building, equipment or furniture will be installed at the convention center, agents, servants and employees from any
expense of the exhibitor. and all such losses, damages and claims.
If any controversy arises as to the need or propriety Security
thereof, the exhibit manager and the event coordinator
A 24-hour security guard is provided to prevent entry to
of the Colorado Convention Center will be the final judges
exhibit areas by anyone not authorized by the AAEP or
thereof, and their decision shall be binding on all parties
not wearing the proper badges for admission to such areas.
concerned.
The security service provided does not guarantee exhibitors
against loss, nor does it imply an assumption of liability for
Fire Protection and Combustible Materials
exhibitors’ property by the AAEP. An exhibiting company’s
All materials used in the exhibit area must be flame-proof representative should be on hand to supervise during set-
and fire-resistant to conform to local fire ordinances. up and dismantling of equipment and other items of high
This includes drapes, banners, all decorative fabrics, value. Small items of great value should be removed from
poster paper, foam-core board, plastics and all other the exhibit or placed in an appropriate locked enclosure
decorative material. during hours when exhibits are not staffed by the exhibitor.
Exhibitors concerned about security are encouraged to hire
Any exhibit, or parts thereof, found to be unacceptable to security services for their booth.
the fire marshall may be ordered dismantled and removed.
AAEP
2 0 2 1 EXHI BI T O R PR OSPE CTU S
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Transient Vendor License nate the agreement for booth space, re-enter and take pos-
session of the space occupied by an exhibitor, and remove
A person/business selling or offering to sell new merchan-
all persons and goods from the space at the expense of
dise to the public on temporary premises who does not
the exhibitor, for serious violations of these rules. Written
have a permanent, fixed location in Tennessee where the
notice by the association to terminate the agreement for
business is conducted is considered a transient vendor. A
booth space and of re-entry is not required.
transient vendor can be both a Tennessee resident or an
out of Tennessee resident. A transient vendor is required Entire Agreement/Contract Modification
to obtain a 14-day permit from the Davidson County
Clerk’s office to conduct business in this county and/or This prospectus and application represent the entire
city. If the permit expires prior to the scheduled ending agreement between the exhibiting company and the
date, a new permit must be obtained for an additional 14 AAEP and supersedes all prior negotiations, representa-
days. If the temporary premises are located in the Urban tions or agreements, either written or oral.
Services District (USD), then the permit fee is $100. If Furthermore, no modifications or change of any provi-
located in the General Services District (GSD), the permit sions in this contract shall be made unless such modifi-
fee is $50. For additional information please contact (615) cation is mutually agreed to in writing by the exhibiting
862-6254. The Application for Transient Vendor License company’s representative and the show manager and is
form can be found on page 10. incorporated as a written amendment to this contract
and approved by the show manager prior to the effec-
Insurance tive date of such change or modification. Memoranda of
understanding shall not be construed as amendments to
To protect an exhibit from loss by fire, flood, explosion
this contract.
damage or theft, exhibitors should contact an insurance
carrier concerning an “Extra-Territorial” rider as part of Severability
their policy.
All parts of this agreement shall be self-sustaining and
All exhibiting companies must be responsible for carry- capable of separate enforcement despite invalidity of any
ing a General Liability insurance policy in the amount of other part.
$1 million. A copy of your Certificate of Insurance (COI)
must be provided to AAEP prior to move in. AAEP can Acceptance
be listed as the certificate holder. Exhibiting companies
may use an Exhibitor Appointed Contractor (EAC) form Submitting an application for booth space or an autho-
and must provide proof of liability insurance prior to rized signature on the official application form indicates
move in. A sample COI and an EAC form can be found the exhibitor has read, understands and agrees to abide
on pages 12 and 13. by all rules, regulations and restrictions outlined in the
application and prospectus.
Interpretation and Violation
Policy Violation
Any points not covered in this prospectus are subject to
Should any violation of the policies contained within this
interpretation and settlement by show management. Any
prospectus occur, show management will ask the viola-
violation of the rules and regulations outlined in this
tor to cease. If the infringement continues, the AAEP
prospectus by any exhibitor will void the agreement for
reserves the right to terminate the booth rental agree-
booth space, and such exhibitor will forfeit all monies
ment and expel the exhibitor from the show, thus for-
that have been paid or are due under this contract.
feiting all monies already paid to the AAEP.
Show manager Debbie Miles shall have the right to termi-
AAEP
2021 EXH I B I TOR P RO S P E C T U S
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Accessibility
Based on the premise of section 302 of the Americans
with Disabilities Act (ADA), show management asks
that exhibitors warrant that their exhibits are accessible
to the fullest extent of the law and will comply with the
ADA and its regulations. Information about ADA
compliance is available at ada.gov/index.html.
PAYMENT TERMS
A deposit of $250 per 10-by-10-foot booth space must
accompany all applications or be forwarded within
14 days after mailing the application. If the assigned
booth space is not acceptable to the exhibitor, the Educational & Business Sessions – Align with expert
entire deposit amount will be refunded provided that information that characterizes the session and further
the exhibitor requests cancellation within two weeks of develop your company’s relationship with the AAEP and
notification of assignment. its members. Cost: $TBD
The balance of the booth costs must be paid by Contact Dana Kirkland at dkirkland@aaep.org or
Sept. 20, 2021. If full payment is not received by that (859) 705-0431 for more information.
date, your assigned booth space may be forfeited or
resold. All applications submitted after Sept. 20, 2021, ADVERTISING OPPORTUNITIES
must be accompanied by full payment.
Exhibitors are invited to advertise in the Annual
Send your payments to: Debbie Miles, AAEP Convention Program and the AAEP’s monthly scientific
4033 Iron Works Parkway, Lexington, KY 40511 journal, Equine Veterinary Education (EVE)
SPONSORSHIPS To advertise in the Annual Convention Program,
contact: Yvonne Long
The AAEP has a comprehensive sponsorship program Phone: (859) 276-6701 or (800) 866-2361
available exclusively to AAEP exhibitors. Below are just a Email: ylong@thehorse.com
few of the sponsorships available during the 2021 Annual
Convention: Why advertise in EVE?
BINGO – Incentivize attendees to visit your booth and Gain exposure to the most trusted veterinary professionals in
earn a stamp by including your company logo as a tile the equine industry—AAEP members. The journal is mailed
on each Trade Show BINGO card provided within every to approximately 8,000 domestic and international licensed
attendee backpack. Cost: $850 veterinarians. Space is available in spread, full-page, ½-page
and ¼-page options.
Bonus Bag – Increase exposure and traffic to your booth
by providing promotional materials for inclusion in a As an added benefit and at no additional cost, advertise-
handy bag distributed to trade show visitors. Cost: $990 ments will also appear in the digital version of EVE avail-
to $1,900 able on the AAEP website and in the members-only AAEP
Publications App. Ad will link directly to a website if a URL
Big Screen Advertising – Deliver your message through
is included within the ad.
a rotating 4-color advertisement on two 90-inch, hi-def
monitors placed strategically within the convention center To advertise in EVE, contact: Dana Kirkland
for the entire duration of the convention. Cost: $1,500/ad Phone: (859) 705-0431 • Email: dkirkland@aaep.org
CANCELLATION POLICY
If written notice of cancellation is received:
• By Oct. 1: All funds, less a $100 administrative fee, will be refunded.
• By Oct. 15: The AAEP will retain 50 percent of the booth cost.
• After Nov. 2: No refunds will be made.
It is the AAEP’s desire to work with all exhibitors in a fair and equitable manner. Companies with outstanding balances
will be given every reasonable opportunity to make final payment; however, the AAEP has a responsibility to potential
exhibitors on a waiting list. Companies who are unable to make final payment by Sept. 20, may be canceled. If final
payment has not been received by this date, the AAEP maintains the right to re-sell the booth space to the next company
on the waiting list.
Any company with an outstanding balance after the final due date may not be listed in the printed convention program.
AAEP
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DAVIDSON COUNTY CLERK’S OFFICE For Office Use Only:
Date ______________________
Receipt Number _____________
Business Number ____________
BUSINESS TAX DIVISION
APPLICATION FOR TRANSIENT VENDOR LICENSE (NEW)
AND REPORT TO THE COUNTY CLERK
as required by
PLEASE COMPLETE ALL AREAS OF THIS DOCUMENT BEFORE SUBMITTING
BUSINESS LOCATION: MAILING ADDRESS:
(Advertised Business Name) (Mailing Name)
(Physical Street Address) (Mailing Address)
(City, State, and Zip Code) (City, State, and Zip Code)
(Business Phone Number) (Home Office Phone Number)
(Your E-mail Address) (Fax Number)
OWNER, OWNERS, OR CORPORATE OFFICERS
Name Address City, State, and Zip Phone
TYPE OF BUSINESS
Is your business:
Check one box only ___ Sales or ___ Service
Check one box only ___ Sole Proprietorship or ___ Partnership or ___ Corporation
Date Event Will Begin (and End) Dominant Product Sold
Location Event Will Take Place Name of Event
BUSINESS DISTRICT
My business will reside in the:
Please check one of the following:
____ County (GSD) only – Minimum tax $50.00 (Please pay this amount)
OR
____ City (USD) and County (GSD) – Minimum tax $100.00 (Please pay this amount)
SIGNATURES
(ALL OWNERS must sign and include photocopy of driver’s license.)
Signature of Owners or Corporate Officer Signature of Owners or Corporate Officer
Signature of Owners or Corporate Officer Signature of Owners or Corporate Officer
Make remittance payable to “Davidson County Clerk” or use credit card payment form.
MAIL TO: Davidson County Clerk, P.O. Box 196333, Nashville, TN 37219-6333 (615) 862-6254 Fax: (615) 880-2690AAEP
2021 EXH I B I TOR P RO S P E C T U S
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Sample Certificate of Insurance (COI)
The COI must meet ALL mandatory requirements shown in red to exhibit at The AAEP.
Insurance provider name and address here.
E
Provider must be registered to do business in the U.S.
L
Your company name or DBA and address here.
X
P
M
Policy Must expire
start date after event
end date.
1,000,000 USD
A
S
Additional Insured: American Association of Equine Practitioners
Location: Music City Center, December 4-8, 2021
AAEP
4033 Iron Works Parkway
Lexington, KY 40511
Handwritten SignatureAAEP
2 0 2 1 EXHI BI T O R PR OSPE CTU S
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6 7 th A nnua l A A E P C onvention
Exhibitor appointed
contractor form
THIS FORM IS DUE BY NOVEMBER 1, 2021.
If your company plans to use a firm who is not our official service contractor (Freeman), please
complete this form and mail, fax or email to the address listed below.
Company Name____________________________________________________________ Booth #_____________________________
Contact at Show_________________________________________________________________________________________________
Exhibitor Appointed Contractor__________________________________________________________________________________
Address__________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
Phone_________________________________________________ Email____________________________________________________
Type of Service to be Performed________________________________________________________________________________
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
Inform your Exhibitor Appointed Contractor that they must send a copy of their General Liability Insurance
Certificate no later than 30 Days prior to the first day of exhibitor move-in or they will not be permitted to
service your exhibit.
It is the responsibility of the exhibitor to see that each representative of an Exhibitor Appointed Contractor
abides by the officials rules and regulations of this event.
This form must be received 30 days prior to the first day of exhibitor move-in.
Return completed form by fax, email or mail to:
Debbie Miles, Trade Show Coordinator
AAEP
4033 Iron Works Parkway
Lexington, KY 40511
dmiles@aaep.org
Fax: (859) 233-1968AAEP
2021 EXH I B I TOR P RO S P E C T U S
13
6 7 th A nnua l A A E P C onvention
Affiliate Meeting Space
and Suite Request Form
Affiliate Meeting Space and Suite Request Form
Nashville
Please use this form to request meeting space for social events during the AAEP convention. Once approved, it
will be forwarded to the Catering Manager at the requested hotel. You will be contacted by the hotel upon receipt
of the approved form. All arrangements are made directly between the company and the hotel. Space will be
available beginning July 1, 2021. A company must be a confirmed exhibitor in Nashville to qualify for meeting
space or suites.
Company: On-site Contact:
Group Contact: On-site Contact Cell number:
Phone: Fax: On-site Contact Email:
Email: Name of Function:
Hotel Preference: Requests will be honored on a first-come, space available basis.
Omni ______ JW Marriott ______ Hilton ______
Westin ______ Rennaisance ______
Meeting Space:
Dates Times Number of Guest Type of Function/Description
Suite Request:
Arrival Departure Suite Type Adjoining Room?
Guidelines for Affiliate Meeting Space:
- Affiliates are not allowed to hold any type of event that conflicts with AAEP events
- Breakfast meetings must end before 8:00 a.m. on Saturday and 7:00 a.m. on Sunday
- Decorations/materials are not allowed to be placed anywhere inside the hotel
- Public spaces including hotel lobby, hallways, elevators are not available for company branding
Disclaimer: By submitting this form, you understand that this meeting/request may not be approved should it
conflict with an AAEP function. There is no guarantee for meeting space availability and space is at the discression
of the hotel to assign. All expenses associated with this event are the sole responsibility of the company listed above.
Complete and return form to Debbie Miles, Trade Show Coordinator, at dmiles@aaep.org or via fax
(859) 233-1968. If you have any questions, please contact Debbie Miles at (859) 705-0423.
Approved By: Space Assigned:AAEP 2 0 2 1 EXHI BI T O R PR OSPE CTU S 14 2021 EXHIBITORS 20/20 Imaging, a division of Konica Minolta E.I. Medical Imaging 3M Animal Care Products Easy’s Slipper® by AEC A & G Pharmaceuticals Elsevier AAEP ELvation USA Vet AAEVT Endoscopy Support Services, Inc. (ESS) ACESoft Enviro Equine LLC Achieve Equine Epica Medical Innovations ADM Animal Nutrition EQ Veterinary Advanced Monitors Corp. Equi Fab Carolina Advanced Regenerative Therapies EquiCrown Canada Advanced Technology Corporation Equine Blades Direct Alberts Equine Dental Supply Equine Dental Instruments American Farriers Journal Equine Diagnostic Solutions, LLC American Regent Animal Health Equine Digit Support System, Inc. Andover by Milliken Equine Disease Communication Center AniCell Biotech Equine Radiology Services Animal Reproduction Systems EquiNew, LLC Arenus Animal Health Equinosis Arthrex, Inc. Equi-Resp ASPCA Pet Health Insurance Equitarian Initiative Assisi Animal Health EQUUS/EquiManagement Astaria Global Esaote North America Asteris, Inc. Excellent Endoscopy Asto CT LLC Farnam Companies Inc. Auburn Laboratories, Inc. Fear Free, LLC Aurora Pharmaceutical First Business Bank Avante Animal Health Fluxergy Avanti Equine Veterinary Partners, LLC Foalert, Inc. AVMA Trust Freedom Health LLC BET Laboratories FujiFilm Sonosite BiLumix FullBucket Bimeda Inc. GH2 Equine Architects BioEZ Glycoguard/Evolve Biovision Veterinary Endoscopy GVL Boehringer Ingelheim Vetmedica, Inc. Hagyard Pharmacy Botupharma USA Hallmarq Veterinary Imaging, Inc. Bowie International, LLC Hassinger Biomedical Breeder’s Choice Haygain USA/ComfortStall Inc. Bureau of Land Management Hemp for Horses Business Infusions Heska Butterfly Network Hilltop BioSciences Inc. Capps Manufacturing, Inc. Horse Dental Equipment Card Calendar Publishing LLC Horse Science CareCredit Hubbard Horse Feeds Cargill Hygain Feeds Chemometec A/S IDEXX Laboratories, Inc. Chi University Immubiome Christian Veterinary Mission IMV Imaging Clipper Distributing inRayParts.com CM Equine Products International Society for Equine Locomotor Pathology Colorado Serum Company International Veterinary Acupuncture Society Covetrus Jaraz Enterprises GmbH & Co. Dandy Products JD Medical Dechra Veterinary Products Jerry’s Equine Dental Tools Diagnostic Imaging Systems Jorgensen Laboratories, Inc. Diamond V Kahm Digatherm by ICI Karl Storz Veterinary Endoscopy Dragon Veterinary Canada Ltd. Kent Nutrition Group
AAEP
2021 EXH I B I TOR P RO S P E C T U S
15
Kentucky Equine Research Purina Animal Nutrition LLC
Kentucky Performance Products, LLC Pythium Technologies, Inc.
Kilby’s Equine Dental ExTools LLC Ramard, Inc.
Kinas Medical RegenVET by APEX Biologix
Kinetic Vet RenoVo
KRUUSE Repro Scan
Lake Immunogenics, Inc. Reproduction Resources
Larch Hill Laboratory LLC Research Associates
Larson Labs/XXTERRA Respond Systems Inc. (RSI Equine)
Leroy Biotech Rood and Riddle Veterinary Pharmacy/Rood and Riddle
Life Data Labs, Inc. Laboratory
LiVET AG Sanguis
LLOYD, Inc. Shank’s Veterinary Equipment, Inc.
LubrisynHA Family of Products Silver Horse Care
Magnus Magnetica SmartPak
MAI Animal Health Society for Theriogenology
Meds for Vets Soft Ride LLC
Merck Animal Health Sontec Instruments, Inc.
Mg Biologics, Inc. SOUND-Antech
MicroVet Diagnostics SpectraVET Therapeutic Lasers
Midwest Veterinary Supply Sports Resource Group, Inc.
MIE America StableFeed
MILA International, Inc. Standlee Hay Company
Minitube USA Stone Manufacturing and Supply Co., Inc.
MinXray, Inc. Summus Medical Laser
Modern Veterinary Therapeutics Swissvet Veterinary Products
Morris Animal Foundation Tenda Horse
Multi Radiance The Horse Media Group, LLC
MWI Animal Health The Humane Society of the United States
Nanric The Murdoch Method, LLC
National Ultrasound The Veterinary Club
Neogen Corporation Thorn BioScience
NewLane Finance Corp. ThoroVet LLC
NIGHTWATCH® Smart Halter® Thrive Animal Health
North American Equine Ranching Information Council Trainer Magazine
(NAERIC) Triple Crown Nutrition
Nova Biomedical UC Davis Veterinary Medical Teaching Hospital
Novidia Veterinary United Radiology Systems/Poskom
Nucleus Regenerative Therapies, LLC Universal Imaging
Nupsala Ltd. Universal Medical Systems, Inc.
Nutraworks Equine Universal Surgical Instruments
NVA Vedco
OCD Pellets/Doc’s Equine Vet Rocket
OnePlace Capital Vet Surgical Resources, Inc.
Owl Manor Vetel Diagnostics
Pala-Tech Laboratories, Inc. Veterinary Books by Success Concepts
Partner Animal Health VetGraft
Patterson Veterinary Supply/Equine Division VetMatrix
Pegasus Therapy Laser VetPD
Piavita VetRay Technology by Sedecal
Plasvacc USA Inc. VetStem Biopharma
Platinum Performance, Inc. Vetstream
PODOBLOCK USA Victory Genomics
POWERFLOAT VMRD
Prisma Imaging Vortech Pharmaceuticals
PRN Pharmacal W.F. Young (Absorbine)
Professional Embryo Transfer Supply Wedgewood Pharmacy
Promax Equine Dental Zarasyl Ltd.
Pulse Veterinary Technologies, LLC ZoetisYou can also read
