Charges, cancellations, and refunds

To receive a full refund, minus a $50 processing fee, your registration cancellation must be made in writing by fax or mail postmarked on or before July 1, 2023. Cancellations made by September 1st, 2023 are subject to 50% refund. No refunds will be issued if received on or after September 1st. No shows will not receive a refund.

Terms and Conditions

Liability/Indemnification

Exhibitor releases NYSVMS, Cornell University, their contractors and their respective directors, officers, employees, agents, and members, and each of them, from any claims, liabilities, losses, damages, costs, or expenses relating to or arising out of any injury to any personnel of exhibitor or to any other person or any loss of or damage to any property of exhibitor or any other property where such injury, loss, or damage is incident to, arises out of, or is in any way related to the negligent acts or omissions of NYSVMS, Cornell University, or exhibitor’s participation in the conference, and the exhibitor shall be responsible for any such injury, loss, or damage, and any expenses relating thereto.

Exhibitor agrees that it will defend, indemnify, and hold harmless the NYSVMS and Cornell University from and against any and all demands, claims, losses, liabilities, costs, attorneys’ fees and other expenses incurred as a result of or arising directly or indirectly out of Exhibitor’s participation in the conference, occupancy and use of the exhibit space or by virtue of any other actions or omissions by or on behalf of the Exhibitor at the conference venue or any part thereof. NYSVMS and Cornell University reserve the right to assume the exclusive defense and control of any matter subject to indemnification by Exhibitor, which action shall not be deemed to excuse Exhibitor’s indemnification obligations under this section.

Exhibitors are required to carry liability insurance having limits of two million per occurrence and four million in aggregate listing the New York State Veterinary Medical Society and Cornell University and the New York State Veterinary Conference as additional insureds.

Policies

Eligibility to be an exhibitor at NYSVC is limited to organizations whose products or services relate directly to the veterinary medicine profession. The NYSVC reserves the right to close any exhibit that conducts or solicits business in a way that disregards the rights or privileges of other exhibitors, attendees, or staff. This policy includes persons, things, conduct, printed materials and/or anything which is determined to be objectionable by the NYSVC. Public aisles may not be used by exhibitors. No animals allowed in the college or at exhibit booth, service animals excluded.

All business must be conducted within the booth, and displays must be arranged so that attendees are not required to stand in the aisles to examine products. No exhibit or advertising materials are allowed to extend beyond the booth. Exhibitors cannot use tables outside of their booths to conduct business. Exhibitors cannot distribute paper flyers or other marketing materials on any lunch tables, break tables or other surfaces throughout the conference area.

Soliciting business in the aisles or in another company’s booth will be deemed inappropriate behavior and the individual/company will be asked to leave immediately. Additional penalties may apply. Please report any violation of this rule to NYSVC staff.

The NYSVC reserves the right to refuse or cancel registration for any company if we believe it is in the best interest of the attendees, staff, and conference. Sponsors and returning exhibitors will receive priority in selecting booth space if paid in full by the posted deadlines. After the deadline, booths are assigned on a first-come, first-served basis regardless of size. Exhibitors are responsible for reviewing their location before arriving on-siteto ensure the space is sufficient and to confirm they are separated from direct competitors. Should issues arise, please contact the NYSVC staff.

Subletting, sharing, or reassignment of space by an exhibitor is strictly prohibited.

The exhibitor may not advertise or offer for sale any services other than those manufactured or sold by the exhibiting company.

Exhibitor acknowledges that the show site and surrounding areas may be active work zones. Exhibitor, its agents, and employees and representatives are present at their own risk. In the interest of safety, only those individuals who are responsible for set-up and/or break-down of booths are permitted in the exhibit areas. Children under the age of 18 are not allowed in the Exhibit Area during installation and dismantling of exhibits.

The NYSVC will not tolerate the business practice of gaining access to an event by obtaining name badges and then soliciting business in the aisles or other public spaces used for the conference. This practice skirts the support of the NYSVC and the profession.