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2021 VLA Vendor Information

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Are you a vendor interested in purchasing a booth?

Check out the spaces that are available for vendors to purchase by viewing the
VLA 2021 Vendor Booths Map below:

 



Details for vendors:

Booths are $625 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 above. 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 6. Cost: $175. (This item can be purchased as an add-on later. You do not need to make the purchase right now. If purchased after October 6 or on site, the cost of the list is $225.)

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 27. Hollins Inc. is our show decorator. They will send Vendor packets in September 2021.

THURSDAY: Official Exhibit Hall Hours are 8:30am-5pm. The ribbon on our Exhibit Hall will be cut at 8:30am on Thursday, October 28. 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: The Richmond Marriott is a Marriott property. Rooms in our block are $159 per night plus taxes and fees. Self and valet parking are available.

Booth fees are $625 for the first booth ($700 if registered after October 1) and $325 for each additional booth. Please refer to the enclosed 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
EXHIBIT RULES AND REGULATIONS
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.

AGREEMENT FOR SPACE
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 2021 conference subject to the following conditions and restrictions. Written cancellations received prior to October 1 - 50% REFUND. Written cancellations received after October 1, 2021 - 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. For 2021, VLA is planning an in-person conference with best practice safety provisions. VLA has modified its cancellation policy to reflect the changing conditions, and will be flexible should Executive Orders alter plans.

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 27 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 the Richmond Marriott, 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

 

VLACRL SPRING PROGRAM

Tuesday, May 4,  9:30 am to 12 noon

Held on Zoom

 

“We’re Not Libraries; We’re People: Identity and Emotional Labor in Public Services”

Carolina Hernandez and Mary K. Oberlies will explore how professional service expectations outlined in the Library Bill of Rights can come into conflict with the personal identities of public services library workers, focusing on how gender and race affect the amount of emotional labor need to meet these expectations. Following a presentation about their national survey results on the topic, Carolina and Mary will host a facilitated discussion.

Registration is limited to 50 attendees and is $15 to provide an honorarium for our speakers and to cover logistic costs and is non-refundable. Recordings of the session will be shared afterward with paid registrants.

Register here: https://vla.memberclicks.net/2021vlacrlspring

 

 

**this information has been cross-posted**

2021 VLA Annual Conference, October 27-29, 2021, Richmond Marriott, Richmond, VA

Pass on What You Have Learned

Call for Proposals NOW OPEN (DEADLINE: April 7, 2021)

VLA provides three options for submissions.

What do I need to complete the Proposal Form?

  • Contact information for all speakers: name, email and organization.
  • Program title, description, learning objectives and take-aways
  • Level of audience for the program
  • Preferred program date and time
  • Are you willing to present your session virtually?

Proposals will be reviewed and presenters will be notified in May, 2021. Requested session times and dates will be honored wherever possible. Up to two presenters per session will receive $75 off the conference registration fee. If you have any questions, please contact VLA Executive Director Lisa R. Varga at [email protected].

YOUR participation is what makes the VLA Annual Conference possible - we hope to hear from you!

Jennifer Resor-Whicker, 2021 VLA President, [email protected] 

Tracy McPeck, 2021 VLA Conference Chair, [email protected]

Sophie Rondeau, 2021 VLACRL Conference Within A Conference Chair, [email protected] 

and the 2021 VLA Conference Committee

Hotel rooms at the Richmond Marriott will be available at the VLA group rate of $159.00 per night plus taxes and fees. A small block of rooms will also be available at the prevailing government rate. A link to reserve hotel rooms will be posted when conference registration opens in July. 

Lisa R. Varga, MLS
Executive Director
Virginia Library Association
P.O. Box 56312
Virginia Beach, VA 23456
Phone: (757) 689-0594 Fax: (757) 447-3478
[email protected]
 

Every year, the VLA Executive Committee seeks new candidates for open positions on the Executive Committee, and the entire membership votes on those candidates. This year we are seeking candidates for the three positions listed below, so please nominate a colleague or yourself!

  • VP/President Elect (3 years) [Public or Special Library]
  • Second VP (2 years) [Public or Special Library]
  • Treasurer (2 years) [Academic or Special Library]

To learn about the duties and responsibilities, please see page 15 of the VLA Manual, listed here. In order to keep the Executive Committee balanced between different types of libraries we try to alternate for each officer position.

Beginning October 29 (at the end of the 2021 VLA Annual Conference), these successful candidates will be joining the following members of the Executive Committee:

K.T. Vaughan, President
Jennifer Resor-Whicker, Immediate Past-President
Maryska Connolly-Brown, Secretary
Lucy Wittkower, ALA Councilor
Lisa R. Varga, Executive Director

 

Please submit your nomination to Jennifer Resor-Whicker, Chair of the Nominating Committee, at [email protected], by April 9th. Any questions can be directed to her via email.

In addition, you may wish to contact the other members of the Nominating Committee:

 

 

Are you creative and tech-savvy? Are you a bit of a graphic design geek? The VLA Website Content Committee is looking for you! 

If you are a current member of the Virginia Library Association, now is your chance to volunteer your skills and knowledge to make the VLA website even better. The Website Content Committee monitors the timeliness, relevance, and overall quality of the content on the VLA website. The committee is also responsible for assisting the Executive Director with maintaining the website and promoting both contribution to and use of the website to all VLA members.  

Committee members meet virtually about once a month to discuss ongoing projects and brainstorm ideas. Members also assist the Committee Chair and the Executive Director with various projects, including updating the website, working with other committees to create content, and coming up with new ways the VLA website can serve its members. Content writers share their expertise by writing short articles on various topics related to librarianship.

To let us know you are interested in contributing to the committee, complete this form today! 

If you have any questions about the Website Content Committee, please contact the 2021 Website Content Committee Chair: Meg Slingerland, Central Rappahannock Regional Library, [email protected].
 
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