Before You Go: The Ultimate VMX Survival Checklist

I remember my very first VMX. The year was 2021, and I was determined to look professional. Not “conference casual,” but polished. Confident. Put-together. So, I packed my heels. Real heels. The kind that look great in a mirror and feel fine for exactly seven minutes.

By mid-morning on day one, I had already walked farther than I would on a typical clinic day. By lunchtime, I was limping. By the afternoon lecture block, I was sitting in the back of the room calculating whether it was socially acceptable to remove my shoes entirely.

I still learned a lot that year, but I also learned a lesson the hard way. VMX is not the place for idealized versions of ourselves. It is a marathon of education, connection, and movement. Preparation matters.

That first VMX taught me that success at this conference is not about doing everything. It is about doing the right things, with the right expectations, and, of course, the right shoes.

VMX is one of the biggest events in veterinary medicine, and that’s exactly what makes it both exciting and overwhelming. With thousands of attendees, hundreds of exhibitors, and a packed CE schedule, a little planning goes a very long way. Whether this is your first VMX or your tenth, this checklist will help you walk in confident and walk out feeling like you actually experienced the conference, not just survived it.

1. Before you book anything

Review your CE requirements. Before you start clicking “add to schedule,” take a moment to review:

• Your state CE requirements
• In-person vs virtual credit allowances
• Any subject-specific requirements such as ethics or controlled substances

VMX offers live, on-demand, and hybrid options. Knowing what counts for you ahead of time prevents wasted sessions and last-minute stress.

Browse the CE tracks early. VMX tracks are broad and deep:

• Clinical medicine and surgery
• Practice management and leadership
• Technician-specific tracks
• Wellness, DEI, and professional development

Flag sessions you must attend and a few backups in case rooms fill or energy runs low.

Build a realistic schedule. It is tempting to pack your schedule from morning to night, but VMX days are long.

• Avoid stacking back-to-back lectures all day.
• Build in time for meals, hydration, and networking.
• Choose one or two anchor sessions per day and keep others flexible.
• Remember that your energy at 8 a.m. is very different from your energy at 4 p.m. 

When attending with a team:

• Divide and conquer CE tracks to avoid overlap.

• Set a shared goal:

  • One clinical takeaway
  • One operational improvement
  • One vendor or technology to evaluate

• Schedule a short post-VMX debrief meeting before everyone disperses back into daily chaos.

2. What to pack (and what to skip)

Essentials:

• Comfortable shoes, preferably more than one pair. You will walk miles every day.
• Layers. The convention center can be cold, even in Florida.
• A portable charger. Between maps, schedules, and notes, your phone will likely not last all day.
• A water bottle. Staying hydrated matters more than you think. Though you may want to wait and check out exhibitors first - water bottles are common swag!
• Business cards or a digital contact card for networking.
• Snacks or protein bars. VMX hunger is real and lines get long.

Think twice about:

• Backpacks. The exhibit hall hands out a lot of swag very quickly and often provides backpacks or tote bags. 
• Heavy books or laptops unless you truly need them.
• Brand-new shoes. VMX is not the place to break them in.  Take it from me - this is not the conference for fashion shoes! 

3. Navigating the exhibit hall without losing your mind

The exhibit hall is massive. Wandering aimlessly is exhausting and inefficient.

Make a plan before you arrive.

• List the companies you actually want to see.

• Are you in the market for new software for your hospital?

  • Want to try out that new fancy ultrasound unit?
  • Or maybe you want to check out the latest textbook editions.
  • No matter what you’re looking for, VMX has something for everyone.

• Prioritize must-visit booths versus nice-to-have stops.

• Schedule demos or meetings in advance when possible.

Pro Tip: Use ChatGPT for a personalized map. You can upload or reference the VMX exhibit hall map and ask ChatGPT to:

• Group booths by proximity
• Create a logical walking route
• Build a time-efficient plan around your CE schedule

This turns a chaotic hall into a manageable experience.

4. Getting there and getting around

Airport, hotel, and convention center logistics

• VMX shuttle services are often faster and less stressful than rideshare during peak hours.

• Uber and Lyft drop-off zones can become extremely backed up.

• Build extra time into your schedule, especially around:

  • Morning lecture blocks
  • Exhibit hall opening
  • End-of-conference departures

If you are cutting it close, you may already be late - best to arrive early if you can!

5. What to expect on-site

Check-in

• Badge pickup lines move, but peak times get crowded.
• Have your confirmation email and/or QR code easily accessible.
• Once you have your badge, keep it with you at all times. 

Lectures and wet labs

• Popular lectures can fill quickly, so arrive early.
• Wet labs often require:
• • Separate registration and admission
  • Additional fees
  • Closed-toe shoes or specific attire

It’s a good idea to double-check requirements before the day of the lab.

Food and breaks

• Identify nearby food options ahead of time or bring your own.
• Expect long lines during peak lunch hours.
• Hydration and caffeine are not the same thing.
• Sitting down for even ten minutes can reset your entire day.

6. Beyond CE: The hidden gems of VMX

VMX is more than lectures.

Look for opportunities like:

• Professional headshots to update your online presence
• Rabies titer testing, often offered by KSU for an additional fee
• Networking lounges and meet-ups
• Product launches and live demos
• Keynote speakers and special events

Some of the most valuable takeaways happen outside the lecture hall!

7. Networking Without the Pressure

Networking does not have to mean forced small talk.

• Decide who you want to reconnect with before you arrive.
• Plan one or two conversations per day.
• Consider using AI software to recap any professional meetings, if all parties consent.
• Follow up within a week while discussions are still fresh.
• You do not need to attend every evening event to build meaningful relationships.

Quality connections matter more than quantity.

8. Accessibility and ADA resources

VMX offers accommodations to support all attendees, including:

• Hearing assistance devices
• Accessible seating in lecture halls
• Mobility support and clear pathways
• Assistance services upon request

If you need accommodations, review ADA resources ahead of time and do not hesitate to ask for help on-site.

9. Entertainment, keynotes, and off-site events

VMX is not all business. It’s also a great time to spend with friends and colleagues! 

• Review keynote sessions and featured speakers early, they can fill up fast.
• Many companies host evening events, dinners, or meet-ups.
• Decide ahead of time what you want to attend so you do not overcommit.

Rest is also productive!

10. Safety, comfort, and digital prep

A few small steps can make a big difference:

• Wear your badge facing forward and remove it when off-site.

• Have a plan for getting back to your hotel safely at night. 

  • Use the buddy system whenever possible for safety and to help offset travel costs if using taxis or ride-share services.

• Bring basic essentials like blister care or headache relief.

• Update your LinkedIn profile and photo before the conference.

• Follow VMX and key companies on social media for real-time updates.

• Screenshot maps and schedules in case Wi-Fi is spotty.

Content, social, and professional visibility. Many attendees forget this until it’s too late:

• Decide ahead of time if and how you want to document your VMX experience.

• Identify one or two goals:

  • Sharing key takeaways
  • Highlighting vendors or products
  • Posting a daily recap for your team or followers

• Take photos early in the day before crowds peak.

• Ask permission before photographing people or booths.

• Save drafts and post later if bandwidth is limited.

• Take short notes or voice memos to jog your memory later!

11. After the conference: don’t forget this step!

Accessing your CE Certificates

Once VMX ends:

• Log into your attendee portal
• Confirm completed sessions
• Download and save your CE certificates

Do this sooner rather than later. Your future self will be grateful!

Turning VMX into action

• Capture key takeaways each evening while they are fresh.

• Identify one or two things you will actually implement when you return home.

• Follow up with vendors and connections you care about.

• Unsubscribe from emails that are not relevant to you.

• Schedule time to review notes once you are back at work.

  • Better yet - share anything you learned with other team members!

Final thoughts

VMX is an investment of time, energy, and money. With a little preparation, it can also be one of the most valuable and inspiring experiences in veterinary medicine.

You do not need to participate in everything to make it worthwhile. If you leave with one great idea, one meaningful connection, and a clearer sense of what matters next, you did it right! 

From all of us at Shepherd, we can’t wait to see you there! Visit us at booth #3240 to say hello and see our newest software features in action, like ShepherdAI, Quick SOAP, PetDesk Direct Booking, and more. You can also click here to find us on the VMX floorplan.