Vendor Information for the 2018 VLA Conference

***THE VLA EXHIBIT HALL IS SOLD OUT AS OF JUNE 25. PLEASE EMAIL VLA EXECUTIVE DIRECTOR LISA VARGA AT [email protected] TO BE ADDED TO A WAIT LIST. WE ALSO HAVE A NUMBER OF SPONSORSHIP OPPORTUNITIES AVAILABLE**

We recognize the importance of the Vendors and their participation to make our conference a success. Please Note: The VLA Exhibit Hall has SOLD OUT for the past two years, and this exhibit hall is smaller than in previous years.

Some highlights:

WEDNESDAY: Vendors will be able to load in starting at 5pm on Wednesday, September 26. Hollins Inc. is our show decorator. They will send Vendor packets in August 2018.

THURSDAY: Official Exhibit Hall Hours are 8:30am-5pm. The ribbon on our Exhibit Hall will be cut at 8:30am on Thursday, September 27. 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 1pm.

HOTEL ROOMS: The Colonial Williamsburg Lodge is a Marriott property. Rooms are $159 per night plus taxes and fees. This information will be added when we have a link and code for room reservations.

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 in the exhibitor application by September 21, 2018. Cost: $125. (This item can be purchased as an add-on later. You do not need to make the purchase right now. If purchased after September 21 or on site, the cost of the list is $175.)

BOOTH COST: Booth fees are $600 for the first booth ($650 if registered after September 5) and $300 for each additional booth. Three premium booths are being offered this year at $1000 apiece (booth L1, L2 and L3 on the diagram below.) 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.

Your booth fee includes piping and draping, a booth sign with your company name and booth number, a skirted 6' table, two chairs, a wastebasket and complimentary wi-fi. When Hollins Inc. sends Exhibitor Kits to vendors in August, paperwork to purchase electricity or a direct internet connection through the hotel will be included.

VLA will provide a box lunch for up to two booth representatives on Thursday. A $20 fee will be charged for additional lunches.

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 2018 conference subject to the following conditions and restrictions. Written cancellations received prior to September 5, 2018- 50% REFUND. Written cancellations received after September 5, 2018 - 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, September 26 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 Colonial Williamsburg Lodge, 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.

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, MLS
Executive Director
Virginia Library Association
P.O. Box 56312
Virginia Beach, VA 23456