Company Description (Required)
Used for marketing to OEC attendees.
Terms and Conditions (Required) I agree to the terms and conditions listed below. CONTRACT- The following rules and regulations become binding upon acceptance of this contract between the applicant and the Florida Association of Equine Practitioners (FAEP), the show sponsor. The FAEP/FVMA reserves the right to interpret these rules, as well as regulations do not cover.
SPACE ASSIGNMENT - Booth assignments will be made according to exhibitor’s request, based on sponsorship level, date the exhibit contract was received and separation from competing exhibitors. The FAEP/FVMA reserves the right to re-allocate space as necessary. However, no change in space assignment will be made after space reservation has been confirmed without consultation with the exhibitors concerned. Telephone requests for space will not be accepted. Applicants must use the official exhibit contract. Booth space pricing starts at $1,995 per 8’x10’ standard booth. Full payment must be received with exhibit contract to reserve booth. No exhibit may be set up and displayed during the conference without payment in full.
RENTAL SERVICES - Gulf Coast Expo is the official drayage firm to handle exhibit and setup. For more information, please call Gulf Coast Expo: 813.915.8066.
SHIPPING/EXHIBITOR SERVICE DESK - Shipping and exhibitor services are handled by Gulf Coast Expo (813.915.8066). Freight will not be received or handled directly by the World Equestrian Center or the FAEP/FVMA for this event. Gulf Coast Expo will maintain an Exhibitor’s Service Desk throughout the show’s installation and teardown for your convenience.
CANCELLATION - No cancellations, all exhibit reservations are final. The FAEP reserves the right to cancel the exhibition, or any part thereof, with no further liability to the FAEP/FVMA, due to government order, or other cause beyond its reasonable control, including without limitation, labor strikes, failure of mass transportation, acts of God (hurricanes, tornado, fire, flood, etc.), or pandemic illness, which make it illegal, impossible, or inadvisable for the FAEP/FVMA to hold its annual convention, the exhibition, or any event thereof.
FIRE & SAFETY REGULATIONS - All local, state and federal regulations will be strictly enforced, and the exhibitor assumes all responsibility for compliance with such standards.
LIABILITY & INSURANCE- World Equestrian Center and the FAEP/FVMA will take all reasonable precautions to avoid loss of exhibitors’ property by theft, fire or other causes, but under no circumstances shall the management of the World Equestrian Center or the FAEP/FVMA or any of its members be responsible for such losses and it is recommended that exhibitors cover their property with suitable insurance. In the enforcement and interpretation of the following rules and regulations, the decision of the Association is final. In the event of fire, strikes or other unavoidable circumstances making the building unfit for use, the exhibit space contract shall not be binding. The exhibitor assumes all responsibility for any and all loss, theft or damage to exhibitors’ displays, equipment and other property while on the premises.
ELIGIBLE EXHIBITS - The FAEP/FVMA reserves the right to determine the eligibility of any company, product or part thereof that, in its opinion, is not in keeping with the character of the exhibit. All exhibits are expected to be in the best interest of veterinary medicine. Exhibitors will be expected to comply with the rules and ethics of the American Veterinary Exhibitors’ Association. Any undignified solicitation on the part of any exhibitor should be promptly reported. The FAEP/FVMA reserves the right to close any exhibit which conducts its solicitations in an objectionable manner or infringes upon the rights and privileges of other exhibitors.
NOISY & OBNOXIOUS EQUIPMENT - No sound-making equipment or other devices may be set up in any exhibit booth which would disturb the orderly operation of the exhibit area.
SECURITY - The FAEP/FVMA will arrange for security to supervise traffic flow in and out of the Exhibit Hall. Security will be provided during Exhibit Hall hours. All exhibitors and attendees entering the Exhibit Hall must wear FAEP/FVMA-issued name badges.
USE OF BOOTH SPACE - Exhibitors shall reflect their company’s highest standards of professionalism while maintaining the booth during show hours. Exhibitors may not subdivide, assign or sublet their space, nor any part thereof, nor purchase multiple booths for the intent or purpose of assigning or subletting to third parties, nor permit in their booth nonexhibiting companies’ representatives, nor advertise goods other than those manufactured or sold by them in the regular course of business except, upon written permission from the FAEP/FVMA executive director. Only individuals or companies that have contracted directly with the FAEP/FVMA shall be listed in the Exhibit Hall directory or allowed on the Exhibit Hall floor as an exhibitor. Any booth sign shall display only one company name per booth. Only the exhibiting company’s branding, such as advertising devices, signs or corporate/company logo(s) on apparel shall be displayed in the exhibit space.
DAMAGE TO PROPERTY - Exhibitors will be responsible for any damage caused by them or their employees to the building, floor, walls, columns, or to standard booth equipment or to other exhibitors’ property. Exhibitors must not apply paint, lacquer, adhesive or any other coating to the building, columns, walls, floors or to standard booth equipment.
BADGES- Badges will be supplied for company representatives who will be manning the booth(s). Exhibitors shall not give badges to individuals who are not official representatives of their company. The badges will not admit the wearer into educational lectures, or ticketed events. Badges can be picked up at the FAEP/FVMA Registration Desk. Two badges included per booth. If the number exceeds two, an additional fee of $195 will be added to your company’s registration fee for each additional booth attendant. The booth attendee limit is four (no exceptions).
COMPLETE EXHIBITOR TASKS ON CONFERENCE WEBSITE - Please list all exhibit attendees on the exhibit contract. Exhibit attendee names must be received by January 6, 2023.
DISMANTLE - No exhibitor will be allowed to remove his/her exhibit or any part of it until the close of the exhibition without the prior consent of the FVMA/FAEP Executive Director, and booths will be manned at all times during the official exhibit hours.