2017 VLA Vendor Information

All The Details

Hi Vendors! Thank you for participating in the Virginia Library Association Annual Conference, October 11-13 at Hilton Norfolk The Main, 100 E. Main Street in Norfolk, VA.

There are things you want to know and things we want you to know, so please read all the details, and bookmark this page because you'll probably want to come back to it. Let me know if you have any questions! Lisa R. Varga, VLA Executive Director, [email protected]


What's My Booth Number?2017 Exhibit Hall Map

We have a 2017 Exhibit Hall Map and an alphabetical vendor list. Explore the map or scroll down the list to see vendors in order by booth number.


Booth Equipment

Hollins, Inc. is our show decorator. Hollins has sent emails to all vendors with links to their online exhibit kit. Here is a PDF of the kit if you haven't seen the kit in your email (it went to spam for some.)

Each 10 ft. wide x 8 ft. deep exhibit booth will be provided with:
• 8 ft. high back wall drape (Silver)
• 3 ft. high side divider drape (Silver)
• one 7 in. x 44 in. booth identification sign
• one 2 ft. x 6 ft. skirted table (Red)
• two chairs
• one wastebasket
* Note: Exhibit Hall is Carpeted


Show Schedule

Exhibitor move-in:     
Wednesday, October 11     5:00pm - 10:00pm
Thursday, October 12     7:30am - 8:30am

Exhibit Hours:     
Thursday, October 12     8:30am - 5:00pm             
Friday, October 13     8:30am - 3:00pm
(NO BREAKING DOWN BEFORE 3PM)     

Exhibitor Move-out:     
Friday, October 13     3:00pm - 4:00pm

Outbound Freight will be re-routed:     
Friday, October 13     4:00pm


Important Dates

Saturday, September 09, 2017  —   Advance shipments may begin arriving at Warehouse
Tuesday, October 03, 2017  —   Deadline Date to order materials at Discount Rate with payment.
Monday, October 09, 2017  —   Last day for Advance Shipments to arrive at Warehouse without surcharge.


 What VLA Wants You to Know

The Folder: VLA will leave a folder on your table in the exhibit hall. It will include:

  • A printed copy of the VLA Conference Program. Try not to misplace it, we don't have extra.
  • Name Badges for your booth reps, and information about how to have them reprinted for misspellings, or to get new ones for reps we didn't know were attending
  • Badge holders
  • Silly ribbons: VLA attendees love silly badge ribbons, and they will know to visit vendors to look for their favorites. Please display these ribbons on your table and bring any leftovers to us on Friday before you leave.
  • Vendor Reception Invite: VLA hosts a vendor-only reception on Thursday from 5pm - 6pm. Heavy appetizers and open bar. Look for the invite so you know where to find the party.

Box Lunch Distribution: Your boxed lunches will be delivered to you by VLA volunteers after conference sessions begin at 12:30 pm on Thursday. Our attendees will line up to get their lunches at 11:30 am. You do not need to get in this line, as it takes away from non-conflict time.


VLA does registration and packet pick-up in the rear of the Exhibit Hall.


Exhibit Hall Opening and Breaks:


Thursday, October 12: 9am-10am. Registration. Coffee and light breakfast in the rear of the hall for attendees.

Thursday, October 12: 11:30am-12:30pm. Box lunch distribution and Keynote book signing in exhibit hall

Thursday, October 12: 3:15-4:00 pm. Coffee and snacks for attendees in the rear of the exhibit hall

Friday, October 13: 8:30a,-9:30am. Registration. Coffee and light breakfast in the rear of the hall for attendees.

Friday, October 13: 11:15-1:15. VLA's Networking Luncheon (ticketed event) happens in the salons right next to the exhibit hall from 11:30-1:00. People not attending the luncheon are on their own for lunch.

Friday, October 13: Please do not break down before 3.


Attendee List: Cost: $125

VLA will provide a list of attendee names, organizations and email addresses as part of our Attendee List. Attendees will have the opportunity to opt-out of this list; VLA can not guarantee that the list will represent ALL attendees. The list will be sent to the vendors by October 4, 2017. If purchased on site, the cost of the list is $175.


Back to 2017 VLA Conference Portal

 —Last Updated 10/9/2017