2019 VLA Vendor Information

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VLA would like to thank the following vendors, who have already reserved their booths for #2019VLA!

  • 3D Herndon
  • American Psychological Association
  • Amtek Company
  • Atlas Systems, Inc.
  • AWE Learning
  • Baker & Taylor
  • Blackstone Library
  • Book Systems, Inc.
  • Brodart Co,
  • ByWater Solutions, LLC
  • Capstone - Beale Educational
  • Catholic University Library and Information Science
  • Children's Plus
  • Collaborative Summer Library Program
  • Comprise Technologies
  • The Design Collaborative Architects/KSA Interiors
  • Drexel University- College of Computing & Informatics
  • E3kids International
  • EBSCO Information Services
  • Enteros Design | Engberg Anderson
  • FaxScan24
  • Florida State University School of Information
  • Gale, a Cengage Company
  • Grimm + Parker Architects
  • HBA Architecture & Interior Design
  • HBM Architects
  • HGA
  • Infobase
  • Ingram Library Services
  • Liberty Systems, Inc.
  • The Library of Virginia
  • Library Interiors
  • Library of Congress Federal Credit Union
  • Lyngsoe Systems Inc.
  • MEDI  Micrographic Equipment Design Inc
  • MELOS, Inc.
  • Midwest Tape
  • mk Solutions
  • NewsBank
  • No Kid Hungry Virginia
  • O'Brien Associates
  • Old Dominion University Library Program
  • Oxford University Press
  • P.V. Supa
  • PeopleDocs/Scanwide
  • Playaway Pre-Loaded Products
  • Princh
  • Proquest
  • Public Library Association
  • Quinn Evans Architects
  • Recorded Books
  • SAGE Publishing
  • SirsiDynix
  • Spacesaver Storage Solutions
  • Taylor & Francis Group
  • Tech Logic
  • TLC - The Library Corporation
  • Tutor.com
  • University of Alabama School of Library & Information Studies
  • University of Kentucky School of Information Science
  • University of North Texas Department of Information Science
  • The University of Tennessee School of Information Sciences
  • U.S. Citizenship and Immigration Services
  • Vigil Networks, Inc.
  • Virginia Beach Public Library
  • Virginia Center for the Book
  • Virginia Relay
  • VMDO
  • Wiley
  • Wolters Kluwer
  • World Book Inc.

Are you a vendor interested in purchasing a booth?

Check out the spaces that are still available for vendors to purchase by viewing the
VLA 2019 Vendor Booths Map below:

Having trouble viewing the map? Click on Vendor Booths Map to view the full map in a new browser tab. Then reserve your space today!

Don't forget to raise your profile at the conference with a Conference Sponsorship!

Details for vendors:

Booths are $650 for the first booth, $325 for each additional booth. Booths are 10' wide x 8' deep and include piping and draping, a 6' table, two chairs, a wastebasket, a sign with your company name and complimentary wi-fi.

Payment must be received within 30 days of completion of the form. If payment is not received, your registration will be voided and your booth space given to another vendor.

Attendee List: VLA will provide a list of attendee names, organizations and email addresses to the Contact Name listed on the form. 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 Contact Name listed above by October 9. Cost: $150. (This item can be purchased as an add-on later. You do not need to make the purchase right now. If purchased after October 9 or on site, the cost of the list is $200.)

Cancellations are subject to a 50% processing fee and must be received in writing by October 1. Cancellations after October 1 can not be refunded.

Exhibitor Details
We recognize the importance of the Vendors and their participation to make our conference a success. Some highlights:

WEDNESDAY: Vendors will be able to load in starting at 5pm on Wednesday, October 23. Hollins Inc. is our show decorator. They will send Vendor packets in September 2019.

THURSDAY: Official Exhibit Hall Hours are 8:30am-5pm. The ribbon on our Exhibit Hall will be cut at 8:30am on Thursday, October 24. In an effort to provide more traffic to the exhibit booths, VLA will provide a box lunch to all registrants in the Exhibit Hall on Thursday, from 11:45-1:00pm, and will provide non-conflict time on Thursday afternoon, and again on Friday morning. On Thursday evening, all vendors are invited to a private reception hosted by VLA. Open bar and appetizers will be served.

FRIDAY: On Friday morning we will offer coffee in the Exhibit area from 8:00am-9:00am. The Exhibits will officially close at noon.

HOTEL ROOMS: Hilton Norfolk the Main is a Hilton property. Rooms in our block are $149 per night plus taxes and fees. Self and valet parking are available.

Booth fees are $650 for the first booth ($700 if registered after October 1) and $325 for each additional booth. Please refer to the booth layout when requesting individual booths. Booths will be assigned based on the date application and fee is received. Confirmation letters with booth assignments will be e-mailed to you. VLA accepts payments via credit card by phone, checks by mail or via the VLA website.

Exhibitor Agreement
The following rules and regulations are incorporated by reference into the Exhibitor's Space Application and shall govern the use of the exhibit space contracted for as if they had been fully set forth in the Exhibitor's Space Application. These regulations are established for the mutual protection of VLA and the exhibitors. It is the responsibility of the exhibiting firm to be fully familiar with these regulations and to see that each member of the firm attending the conference exhibit is also familiar with the regulations.

The application for booth space, upon acceptance by VLA and assignment of space and full payment of fees, constitutes an agreement for rental of the space assigned. The agreement will not be binding upon VLA in the event of strikes or other circumstances beyond VLA control.

PAYMENT FOR SPACE Applications must be accompanied by the full payment, made payable to Virginia Library Association. VLA reserves the right to delay space reservations if the full amount is not received with the application.

CANCELLATION OR WITHDRAWAL Upon giving written notice, the exhibitor may cancel or withdraw from exhibiting at the 2019 conference subject to the following conditions and restrictions. Written cancellations received prior to October 1 - 50% REFUND. Written cancellations received after October 1, 2019 - NO REFUND. VLA will have the right to use the cancelled space to suit its own convenience, including sale of the space to another exhibitor without any rebate or allowances to the cancelled exhibitor.

ALLOCATION OF SPACE Applications will be dated and time of receipt applied, allowing for a first-come first-served approach to assigning spaces. VLA reserves the right to alter the exhibit floor plan, or change space assignments in the event of emergency and/or in the interest of any exhibitor. In such event, exhibitor(s) affected will be notified.

OCCUPANCY OF SPACE Installation may begin on Wednesday, October 23 after 5:00 p.m. and should be completed no later than 8:00 am on Thursday. Vendors will be notified of any difference in the time schedule. VLA reserves the right to occupy any space not occupied on the opening day. Final closing time for exhibiting will be designated by VLA and no dismantling or packing may be started prior to closing time.

USE OF SPACE All demonstrations or other activities must be confined to the limits of the exhibit booth space. Displays shall not be placed in such manner as to interfere with other exhibitors. No exhibitor shall assign, sublet, or share space allotted.

RESTRICTIONS IN OPERATIONS OF EXHIBITS VLA reserves the right to restrict exhibits which because of noise, method of operation, materials, or any other reasons, become objectionable, and also to prohibit or even evict any exhibit that in the opinion of the management may detract from the general character of the exhibit as a whole. This reservation includes persons, things, conduct, printed matter, or anything of a character that the management determines is objectionable to the exhibit. In the event of such restriction or eviction, VLA is not liable for any refunds or rentals or other exhibit expenses. Showing of projected pictures will only be permitted within the confines of the exhibitor's booth. Exhibitor's operating sound reproducing equipment will be expected to keep the sound at a reasonable volume in order to avoid disturbing or interfering with other exhibitors.

CARE OF BUILDING AND EQUIPMENT Exhibitors, or their agents, shall not injure or deface the walls or floors of the building, the booths, or the equipment of the booths. When such damage occurs, the exhibitor is liable to the owner of the property so damaged.

LIABILITY AND INSURANCE VLA or Hilton Norfolk the Main, including their officers, representatives, conference committee and any individuals, or firms retained by it to assist in exhibit work) shall not be responsible for or liable for any bodily injury or property damage, loss or destruction that may occur to the exhibitor, or to any of the exhibitor's employees, personnel, or property, prior to, during, or subsequent to exhibitor's use and occupancy of the exhibit booth space during the period of time contracted for thereunder. Exhibitors are advised to consult their insurance brokers for proper coverage on display material from the time it leaves their company's premises until its return. In most cases, a rider can be added to a current policy for a nominal cost.

HOLD HARMLESS CLAUSE: The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.

MISCELLANEOUS REGULATIONS VLA reserves the right to determine the eligibility of any company or organization to exhibit. VLA reserves the right to make changes in the time schedule or in the general plan of the exhibit if the changes are deemed in the best interest of exhibitors and the exhibit in general. Drawing for prizes may be conducted by exhibitors within their exhibit area if done in a dignified manner.

These regulations have become a part of the contract between the exhibitor and VLA. They have been formulated in the best interest of the exhibitors. The management respectfully asks the full cooperation of the exhibitors in their observance. All points not covered are subject to the decision of the management.

Once you have completed the online registration form and paid for your space, a confirmation email will be sent to you.

Lisa R. Varga, [email protected]
Executive Director
Virginia Library Association
P.O. Box 56312
Virginia Beach, VA 23456