WVC Affiliate Agreement

Welcome to WVC 2024!

We are so excited to welcome you to Las Vegas for another incredible WVC Annual Conference. Please view the following documents and complete this agreement below.

View Affiliate Meeting Agreement Details

Meeting Room Set-up Styles

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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
Date of contract until 11/1/23
11/2/23 – 2/22/24
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
Day/Date Start Time End Time
Day/Date Start Time End Time
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.
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