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2018 Annual Conference Exhibits

03/02/2018 - 03/04/2018



Registration is currently closed.


Annual Conference Exhibitor Information


Grand Hyatt Washington
1000 H St NW
Washington, DC 20001
(202) 582-1234

Room Rate: $249, plus tax and fees

Reservation Website



Click here for more information about the Annual Conference. 


General Information


The exhibit space will be in the Constitution Foyer.  AAVMC will maintain a registration/information booth onsite throughout the conference to assist you with set-up, exhibition, and tear-down. 


The Annual Conference opens with at 8:00 a.m. on Friday, March 2. Attendance is expect to be between 250 and 300 people, primarily deans, associate deans (academic affairs, research, admissions, student affairs, etc.), department heads and chairs, veterinary teaching hospital directors, animal care & welfare directors, and high-ranking staff in admissions, business offices, and more. The final session occurs Sunday morning, ending at 12:00 p.m.


The exhibit space is the carpeted public area of the hotel, outside the plenary sessions and workshops to ensure high traffic.


Standard exhibit space is defined as a 6' long draped table, two chairs, and a table tent with your organization's name on it. No side or rear draping is included.


Each registration includes:

  • Two (2) exhibitor badges per table which entitles the bearer to the food and beverage provided throughout the conference.
  • List of attendees registered for the conference (no emails).
  • Conference program
  • Height and depth of the exhibit space is limited. If you have space questions or special needs, contact Andrew Zoeller at 202.371.9195, ext. 110, or via email at


Exhibiting Schedule


We encourage exhibitors to set up prior to 8:00 AM on Friday, March 2. Exhibits may be disassembled at any time, but exhibitors are encouraged to do so after sessions have ended for each day to avoid disruptions.  Exhibits must be removed by 1:00 PM on Sunday, March 4.


Breakfast will be available daily from 7:00 – 8:00 AM.  Buffet lunch will be served on Friday and Saturday from 12:00 – 1:30 PM.


Pre-Conference Setup March 2, 2018 7:00 AM – 8:00 AM
Exhibition Hours March 2, 2018 7:00 AM – 5:30 PM
Exhibition Hours March 3, 2018 7:00 AM – 5:30 PM
Exhibition Hours March 3, 2018 7:00 AM – 12:00 PM
Tear-down March 3, 2018 12:00 PM – 1:00 PM



Shipping Information


If you wish to ship materials ahead of time, you must ship directly to the Grand Hyatt.  AAVMC cannot receive materials, and bears no liability in shipping and receiving materials.  Hotel shipping and receiving rules apply.


Grand Hyatt Washington Shipping Instructions


Exhibitors may bring materials with them directly to the hotel.  Materials which cannot be carried by one person in one trip must be brought to the hotel loading dock.


Hotel Business Center


The hotel business center is operated by FedEx.

Monday – Friday: 7:30 a.m. – 6:30 p.m.
Saturday: 10:00 a.m. – 2:00 p.m.



Return Shipping


Exhibitors who anticipate shipping materials back home should make arrangements to do so before arriving for the Annual Conference.  Exhibitors should bring packing tape, boxes, labels (either postal or delivery service) and scissors. 


The hotel porters will be available to assist exhibitors who require assistance moving boxes or packages from the exhibition space to their vehicles.


For additional information, please contact Andrew Zoeller at or 202.371.9195, ext. 110.

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