Welcome to Your Exhibitor Toolkit.
General Information
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Location & Venue
Magnolia Ballroom
Baytowne Conference Center
9300 Emerald Coast Pkwy W.
Miramar Beach, FL 32550
1 (800) 622-1038
Booking Your Stay
There are a variety of room choices available for the Emerald Coast Veterinary Conference—from the standard hotel room (listed as studios at the Grand Sandestin) to 3 Bedroom condominiums!
POLICY ON CHILDREN IN THE EXHIBIT HALL—
PLEASE ADVISE YOUR REPS ATTENDING THE SHOW
The Industry Council has requested that since the exhibit hall is a place of business, no children under 16 will be allowed into the exhibit hall with the exception of Wednesday night ONLY.
Your Booth Includes
The exhibit will be held in the Magnolia Ballroom of the Sandestin Golf & Beach Resort.
- Each 8 ft. X 8 ft. booth will include beige and white back and side drape, one 6 ft. white draped table, two side chairs, one wastebasket, and one 7” X 44” identification sign.
- The height restriction for all booths is 8 ft.
- For tabletops upstairs, each exhibitor will only receive a 6 ft. white draped table and two chairs.
- The exhibit hall is carpeted.
Need Electrical/Power?
If you need power for your booth, please fill out the form below and fax it to 850-267-5514.
Important Contacts
Show Management/ On-site Contacts
Adele Reed, ALVMA
Sales, Buyers Guide, App Participation & On-site Logistics
(334) 603-6227
adele@alvma.com
Susan Blevins, GVMA
Payments
(404) 433-7989
susan@gvma.net
Exhibit Facility - Sandestin Golf & Beach Resort
Krysti Favorite
Catering & Conference Services
850-267-7795
KrystiFavorite@sandestin.com
Official Service Contractor – Veal Convention Services
Veal Convention Services, Inc.
1 (800) 844-VEAL
(205) 470-4855
orders@vealco.com
EXHIBITOR SCHEDULE
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Exhibit Schedule
Wednesday, May 28
8:00am - 4:00pm
Exhibitor Move-In
5: 00pm - 6:30pm
Exhibit Hall - Grand Opening
Please note that you are encouraged to bring children’s games on Wednesday night as this is the only night that attendees (and exhibitors) can bring children into the hall.
Thursday, May 29
6:30am - 7:00am
Early morning coffee
7:50am - 9:20am
Breakfast
11:00 - 11:12am
Break
Friday, May 30
6:30am - 7:00am
Early morning coffee
8:40am - 10:10am
Breakfast
11:50am - 12:10pm
Break
Saturday, May 31
6:30am - 7:00am
Early morning coffee
8:40am - 10:10am
Breakfast
AFTER 10:10am
Exhibitors may begin load out
IMPORTANT:
It is important that you arrive early to check your orders and to correct any problems that might occur with drayage, signage, etc. All booth set-up must be completed by 4:00 pm on Wednesday, May 28.
VEAL Convention Services is our trade show partner for inbound & outbound shipments. Vendors can setup their account with VEAL and manage their inbound / outbound packages.
VEAL Convention Services will receive all properly labeled freight and store until the designated setup day for your group’s show. Freight will not be released to vendors without a form of payment being on file directly to Veal Convention Services.
Freight will not be released to vendors without a form of payment being on file directly to Veal Convention Services.
The VEAL shipping warehouse at Sandestin is considered a “remote location” by major carriers (FedEx, UPS, DHL, etc.).
- Items shipped overnight or priority overnight will arrive in Fort Walton Beach (20 miles to the west) by the guaranteed time and be placed on a truck for delivery to the resort.
- Sandestin® typically receives UPS and FedEx deliveries by 12:00 Noon.
- Vendors will be asked for tracking information when inquiring about their freight – Sandestin® and VEAL Convention Services utilize the same tracking information provided by the freight carrier to monitor and manage a shipment’s movement throughout the property.
Without tracking information, vendors should expect delays in confirming the whereabouts of their shipments.
get your leads!
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Attendee List
We will send out a list of attendees after the preregistration cutoff date and then a final list after the conference. This list will include the attendee’s name, organization, address/city/state—but for privacy reasons, we cannot include the email address.
Badge Scanning
You can scan attendee’s badges at the show. Each attendee will have a QR code on their badge that you can scan using any QR code scanner on your smart phone (no costly equipment to rent!). Included on QR code is First/Last Name, Clinic/Organization Name, Address, Position Type (Practice Owner, Associate Veterinarian, Technician, etc.) and email address.
Improve visibility with the conference app!
Each exhibitor’s logo, company name, description and booth number will be listed in the meeting app. If you would like your address, contact information and web links to your website on the app as well, you should opt in to the meeting app - it’s only an additional fee of $75.
To opt in to the meeting app, please fill out the form linked to the button below.
Already upgraded?
Also — be sure to download the app to stay up on the latest on the meeting. The app lists the schedule for the event, speakers, exhibitors, and social functions. You can also opt in to receive push notifications so if there are any changes during the meeting, you’ll be the first to know.
PLEASE NOTE: If you don’t opt in on the push notifications, you will not receive any reminders on social functions or changes made in the program.
RAFFLE PRIZE DRAWINGS
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Prize Drawings
We will be posting prizes that exhibitors are giving away at their booths on a sign in the registration foyer. Prize drawings are a great way to build traffic to your booth. Attendees look forward to winning prizes and participate with enthusiasm. By getting your company involved in exhibitor prize drawings, you can attract extra attention, which is not only good for your company but good for the show as well!
How to Participate
- Included with every exhibitor prize drawing listing will be your company name, booth number, a brief description of the prize and the day and time of the drawing.
- Each exhibitor will be responsible for collecting their own business cards, entry forms, or name collection via scanning of the QR codes.
- Once a winner is drawn, the exhibitor will post the name of the winner on a 6’ sign in the foyer by the registration desk.
IMPORTANT: If the prize goes unclaimed, the exhibitor will be responsible for mailing the prize to the winner after the show.
PLEASE DO NOT DROP YOUR PRIZE AT THE REGISTRATION DESK.
Want to have a prize drawing at your booth?
Please fill out the form below and send it to Susan Blevins at susan@gvma.net no later than April 14th.
Please note that the Industry Council would like all exhibitors to keep the value of their prizes between $50.00 and $100.00.
Extra badges and promotional materials
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Need extra badges?
Each exhibitor booth includes 2 complimentary exhibitor badges for the conference. Additional exhibitor badges can be purchased for $175/person.
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.
Promotional Media Kit
If it didn't get posted on social media, did it even happen? Tell your network you're headed to the beach with our social media promo kit.
Exhibit Hall & Floor Map
Student Sponsorship
We are excited to announce a new program for ECVC—we are looking for sponsors who would like to connect with students from the Auburn, Georgia, and Tuskegee University Colleges of Veterinary Medicine. We are hoping to be able to provide funding for at least 5 students from each CVM. The scholarships would be open to students in any year of school, with students in their last year given priority.
The scholarship covers:
- Full registration to the conference
- Lodging
- Transportation to and from the confereence by car
- Meals (during event hours)
We will be asking the students to moderate CE sessions daily, attend scheduled wet labs in the afternoons, and attend a Thank-You reception and/or dinner to meet personnel from all the sponsoring companies.
Sponsorship will be on a first-come, first-served basis.
Sponsorship Options
$5,000
- Invitation to reception/dinner with the students and seating at a table that would be hosted by your company only.
- Logo on all materials sent to the students for recruiting them to the program, sending them details after they are accepted.
- Show management would arrange a time with you to bring students by your booth so you have the opportunity to meet all of them.
- Participation on Saturday afternoon panel discussion (after exhibit move-out) on leadership and the benefits of participating in organized veterinary medicine.
$2,500
- Invitation to reception/dinner with the students.
- Logo on all materials sent to the students for recruiting them to the program, sending them details after they are accepted.
$500
- Logo on all materials sent to the students for recruiting them to the program, sending them details after they are accepted.
Thank you for your support of ECVC and the future of veterinary medicine!
Interested in getting more exposure?
staying at sandestin
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Something For Everyone
There are a variety of room choices available for the Emerald Coast Veterinary Conference—from the standard hotel room (listed as studios at the Grand Sandestin) to 3 Bedroom condominiums! There are also rooms available beachside or bayside, so there’s something for everyone.
Please note that a minimum of 5 nights is required on beachfront accommodations and 4 nights on Luau accommodations.
Accommodations
2025 GROUP CODE: 2436QL
Reserve Your Room
A limited number of rooms at ECVC rates will only be available throughout the Sandestin property. Choose from condo style rooms with full kitchens, villas with lake views, or beachfront rooms with sunset patio views.
Call 800-320-8115 or book online through April 22, 2025.
Looking for Hotel Effie?
Hotel Effie offers offers all the amenities of a first class hotel: rooftop pool and bar, 2 restaurants, in-room dining options, the Spa Lilliana, and more!
Call 1-833-873-3343 or reserve online through April 22, 2025.
Use group code: E2
Within Walking Distance
VILLAGE
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Village Studio $259
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Village 1 Bedroom $310
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Village 2 Bedroom $467
-
Village 3 Bedroom $570
THE GRAND
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Studio $259
-
1 Bedroom $310
-
2 Bedroom $467
-
3 Bedroom $570
HOTEL EFFIE
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Starting at $300
NOT Within Walking Distance
(Requires Transportation)
Hotel will run tram service between 6:30 - 8:30 am Thurs. - Sun.
BAYSIDE AT SANDESTIN
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Double $203
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1 Bedroom Suite $265
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2 Bedroom Suite $342
-
3 Bedroom Suite $446
BEACHSIDE
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Studio $363
-
1 Bedroom $415
-
2 Bedroom $540
WESTWINDS
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2 Bedroom $550
-
3 Bedroom $675
SOUTHSIDE
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3 Bedroom $519
LAKESIDE
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3 Bedroom $467
BEACHWALK
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2 Bedroom $363
-
3 Bedroom $467
LUAU
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Studio $279
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1 Bedroom $320
-
2 Bedroom $446
OSPREY POINTE
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2 Bedroom $498
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3 Bedroom $550