WVC Affiliate Agreement

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DATES:

 Annual Conference: February 18-21, 2024

 Affiliate Meeting Dates: February 17-21, 2024

ANNUAL CONFERENCE LOCATION:

Mandalay Bay Convention Center

3950 S Las Vegas Blvd

Las Vegas, NV 89119

AFFILIATE MEETING LOCATIONS:

Delano Las Vegas

3940 S Las Vegas Blvd

Las Vegas, NV 89119

Four Seasons Las Vegas

3960 S Las Vegas Blvd

Las Vegas, NV 89119

Mandalay Bay Convention Center

3950 S Las Vegas Blvd

Las Vegas, NV 89119

DAILY AFFILIATE SPACE RENTAL FEES :

4 hours or less: $895/day

4.5 – 10 hours: $1,680/day

Over 10 hours: $3,250/day

24-hours: $6,670/day

IMPORTANT DATES:

8/9/2023: Fully paid 2023 Sapphire & Platinum

Sponsors will receive first right to

reserve available space.

10/9/2023: Remaining space is open to

all requests. Requests will be

accepted and processed on a first

come, first serve basis until all space

is sold or 1/17/2024.

1/17/2024: Final day Viticus Group will accept

Affiliate Meeting Space requests.

CONTACT INFORMATION:

Sara Taylor, Director of Hospitality & Conference

Sales, Viticus Group

2425 E Oquendo Road, Las Vegas, NV 89120

(702) 350-0174 / Sara@ViticusGroup.org

FOOD AND BEVERAGE MINIMUMS: All Affiliate

Meeting Space must meet specific food and beverage

minimums with Mandalay Bay, Delano or Four

Seasons. Food and beverage minimums are based on

the number of hours a space is rented per day.

Number of Hours/Day

Food and Beverage Minimums/Day

4 or less

$415

4.5 – 10 hours

$770

Over 10 hours

$1,985

24-hours

$3,195

Food and beverage arrangements must be made with

your assigned Catering Services Manager. Final

details and arrangements must be made prior to

January 17, 2024. Failure to meet this deadline for

the food and beverage minimums could limit your

options, incur increased pricing and/or cause

cancellation of your event.

PAYMENT: Once an Affiliate Meeting Space

application has been submitted to Viticus Group and

is accepted a confirmation letter and invoice will be

issued. Payment is due within 30 days. Payment can

be made by check or credit card. Please note: if

payment is not received within 30 days, space will be

cancelled.

CANCELLATION POLICY : If for any reason you must

cancel your reserved meeting space, you must

provide notice in writing to Viticus Group. You will

receive written notification when we receive your

cancellation. However, per this agreement, you will

be responsible for the rental fees based on the

cancellation policy below.

Time Frame

Cancellation Fee

Date of contract until 11/1/23

50% of Rental Fees

11/2/23 – 2/22/24

100% of Rental Fees

AFFILIATE MEETING SUMMARY SHEET

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AFFILIATE MEETING SPACE AGREEMENT

Please read the following agreement carefully. Initial where indicated to verify that you have read and understood each

item. Please sign at the bottom to accept the agreement and the terms stated therein. You must return the completed

agreement and application (pages 2-5) to reserve meeting space.

 AFFILIATE MEETING SPACE ASSIGNMENT Initial:

Space is reserved on a first come, first serve basis. Applications are processed in the order they are received.

Please note that incomplete applications will not be processed until completed. Please indicate your first and

second hotel preferences on the enclosed application. We will make every effort to accommodate your

preference, but space will be assigned based on availability.

 SPACE CONFIRMATION Initial:

You should receive written confirmation of your space assignment within ten (10) days of receipt of your

application. If you do not receive written confirmation, please e-mail Sara Taylor at Sara@ViticusGroup.org to

confirm receipt of your application.

 FOOD AND BEVERAGE Initial:

All Affiliate Meeting space must meet specific food and beverage minimums with Mandalay Bay Convention

Center, Delano or Four Seasons. Food and beverage minimums are based on the on the number of hours space

is rented per day.

Number of Hours/Day

Food and Beverage Minimums/Day

4 or less

$415

4.5 – 10 hours

$770

Over 10 hours

$1,985

24-hours

$3,195

Confirmation letters will include contact information for your Catering Services Manager. You will need to make

your final details and arrangements with the hotel by January 17, 2024. Failure to meet this deadline or food

and beverage minimums could limit your options, incur increased pricing and/or cause cancellation of your

event.

 AUDIOVISUAL NEEDS Initial:

Confirmation letters will include information regarding contacts to arrange any audiovisual needs you may have.

If your event requires audiovisual equipment, technician, support, etc. arrangements must be made by January

17, 2024. Failure to meet this deadline could limit your options or incur increased pricing.

 MEETINGS WITH PARTICIPANTS Initial:

We understand that many of our Affiliate Meetings requests will be for Board Meetings, Internal Sales Meetings,

Pre-show Training and meetings with staff. However, we realize some will be used as tools to communicate

with our participants. We ask that any meetings and/or social functions with participants be held outside of our

scientific session hours. Our scientific session hours are as follows:

Sunday, February 18: 9:00a – 5:00p Monday, February 19: 8:00a – 6:30p

Tuesday, February 20: 8:00a – 6:30p Wednesday, February 21: 8:00a – 6:00p

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 MEETING CONTENT Initial:

Promotional or paid symposia are not permitted at the 2024 WVC Annual Conference.

Any events requiring the use of live animals are not permitted at Mandalay Bay, Delano, or Four Seasons. If you

require such an event, please let us know and we can discuss alternative options with you.

 EXHIBIT BOOTH Initial:

We understand that Affiliate Meeting space is only available to exhibitors and we acknowledge that we are

registered as exhibitors for the 2024 Annual Conference.

Our assigned booth number is:

 PAYMENT Initial:

ONCE AN AFFILIATE MEETING SPACE REQUEST HAS BEEN SUBMITTED AND ACCEPTED A CONFIRMATION

LETTER AND INVOICE WILL BE ISSUED. PAYMENT IS DUE WITHIN 30 DAYS.

Please note: if payment has not been received within 30 days, space could be cancelled.

If for any reason you must cancel your reserved meeting space, you must provide notice in writing to Viticus

Group. You will receive written notification when we receive your cancellation. However, per this agreement,

you will be responsible for the fees based on the cancellation policy below.

 CANCELLATION POLICY Initial:

If for any reason you must cancel your reserved meeting space, you must provide notice in writing to Viticus

Group. You will receive written notification when we receive your cancellation. However, per this agreement,

you will be responsible for the rental fees based on the cancellation policy below.

Time Frame

Cancellation Fee

Date of contract until 11/1/23

50% of Rental Fees

11/2/23 – 2/22/24

100% of Rental Fees

 ADDITIONS AND MODIFICATIONS Initial:

Any point not covered above or elsewhere on these pages is subject to settlement by Viticus Group (formerly

WVC). Viticus Group (formerly WVC) reserves the right to change or modify any specification herein, when

deemed advisable and to the best interest of Viticus Group (formerly WVC).

SIGNATURE & ACCEPTANCE OF AGREEMENT

By signing below, I affirm that I have read and understand all information contained within the Affiliate Meeting Space

agreement and application. I understand that space will be assigned on a first come, first serve basis. I also understand

that if I cancel after my application has been accepted and a confirmation letter and invoice has been issued, I am

responsible for the cancellation fees as outlined in this agreement.

Signature Date:-

TitleCompany:-

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2024 Affiliate Meeting Space Application

We request that Viticus Group reserve meeting space during the 2024 Annual Conference based on the

following needs:

COMPANY INFORMATION

Company Name

Contact Person

Address

City State/Prov Zip

Phone Cell

E-mail

Day/Date Start Time End Time

Note: Meetings with Participants must be scheduled outside of the scientific session hours.

Will you need a 24-hour hold on the reserved space? If yes, additional fee(s) will apply. __Yes __No

Anticipated # of Guests Food and Beverage (See minimum requirements)

AV Equipment Requested __Yes __No

Will you need audiovisual and/or technician support? If yes, additional fee(s) may apply. __Yes __No

PRIMARY HOTEL PREFERENCE: __ Delano __ Four Seasons __ Mandalay Bay Convention Center __ OTHER

SECOND HOTEL PREFERENCE: __ Delano __ Four Seasons __Mandalay Bay Convention Center

PURPOSE OF MEETING:

__ Non-profit Business Meeting __ Board Meeting __ Internal Sales Meeting

__ Sales Meeting with Clients __ Market Research __ Press Conference

__ Private Seminar with Attendee Clients __ Pre-Show Training

__ OTHER

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(Please provide brief description of meeting purpose)

ROOM SET-UP PREFERENCE: (See Page 6 for set-up style descriptions)

__ Conference/Board __ Theater __ Classroom __ Rounds

__ Crescent Rounds __ Reception/Buffet Style __ OTHER

(Please provide brief description of room set-up needs)

Please complete and return the agreement and application to Viticus Group (formerly WVC) via e-mail.

E-mail

Sara@viticusgroup.org

Address

Viticus Group

2425 E. Oquendo Rd.

Las Vegas, NV 89120

Website

Viticusgroup.org

For Viticus Group Use Only Date Received:

Approved By: Date:

Assigned By: Date:

Space Assigned: Date:

Hotel(s)

Room(s)

Sponsored  Yes  No Rental Fees  Yes  No

Submit Invoice Request: Invoice Received:

Confirmation Letter & Invoice Sent: Hotel & A/V CC:

Added to MEO: Payment Received:

Additional Notes:

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Reception

Reception: a combination of round tables,

smaller cocktail tables and/or highboys

neatly arranged throughout the room

Conference/Board

Conference/Board: a single large table or

tables set to form a large table with chairs

around outside

Hollow Square

Hollow Square: tables arranged in a square

with chairs along the outside facing an

empty center

Crescent Rounds

Crescent Rounds: seating around half of the

table so all participants are facing the front

(typically set 5-6 per table)

U-Shape

U-Shape: tables arranged in a large U with

open space in the middle. Participants

seated around outside facing the center

Theater Style

Theater: rows of chairs (no tables) arranged

with all participants facing front of room

Banquet Rounds

Banquet Rounds: round tables arranged

throughout the room. Participants seated

around the entire perimeter of each table

(typically set 8-10 per table)

Classroom Style

Classroom: rows of tables arranged with all

participants facing front of room

Meeting Room Set-up Styles

WVC Affiliate Application

E-Signature

ANIMAL HEALTH

Event Center

Human Health

General

SUPPORT