Exhibitor and Sponsor Information

The Virginia Library Association is now accepting applications for exhibitors and sponsors for the 2023 VLA Annual conference. We have a limited number of booth and sponsorships available. Register today to secure your space, sponsorship, or both!

Hotel Information

The Westfields Marriott Washington Dulles is a Marriott property, 14750 Conference Center Dr, Chantilly, VA 20151. Rooms in the VLA block are $179 per night plus taxes and fees. Our block closes on September 29. There is no charge for parking. Click here to reserve your room.

Sponsor Information

VLA offers a number of sponsorship opportunities for companies wanting to support the 2023 VLA Annual Conference. The list of options is below. Once an opportunity is sold, it will be removed from the Sponsorship Application. VLA will strive to keep the below list up-to-date, however if the item is listed below, that doesn't necessarily mean the option is still available. Act fast to get the sponsorship best for you.

What's in it for you: Sponsorships of more than $1,000 receive podium recognition and a large ad in the conference app. Sponsorships between $500-$999 receive a small add in the conference app. Ad specifications will be sent after sponsorship payment has been received.

Cancellation Policy: Sponsorships can not be refunded.

Sponsorship Options:

Monday's Keynote Address – Author Jason Reynolds – $3,000
Name our WiFi password (all attendees need to type in *your company name) – $2,500
Conference App – $1,500
Thursday Breakfast for all attendees in Exhibit Hall (3 sponsorships available) – $1,500
Monday afternoon Coffee, Soda, and Snack Break in Exhibit Hall – $1,500
Tuesday Breakfast for all attendees in Exhibit Hall (3 sponsorships available) – $1,500
Tuesday morning Coffee and Snack Break in Exhibit Hall – $1,500 SOLD
Tuesday's Buffet Luncheon (2 available) – $1,500 ONE [1] SOLD
*Registration Booths (4-color logo on kick plates) – $1,000 SOLD
Sunday Night Scholarship & Awards Dinner (3 available) – $1,000
All-Conference Social Dessert Buffet (Monday night) – $1,000 SOLD
VLACRL Conference-within-a-Conference – $750
Annual Graphic Novel Diversity Award – $750 SOLD
General Conference Sponsorship – $500

Booth Information

Booth Cost: $750 for the first booth; $375 for each booth after that. Cost increases to $850 for the first booth beginning September 25.

Attendee List Cost: $175 before the start of the conference; $225 onsite. Attendees will have the option to opt out of this list. VLA cannot guarantee the list will represent ALL attendees.

Booth Specs: 10 feet wide by 8 feet deep; pipe and drape for sides and back; exhibit hall is carpeted

Booth Includes:

One, 6 foot table with drape
Two chairs
One wastebasket
Wifi
The hall is carpeted

Other Information:

Hollins, the show decorator, will be sending Vendor Packets in September 2023. Packets will include shipping information as well as order forms for additional booth elements.
VLA will provide one box lunch for each vendor at no charge. Additional box lunches for additional booth representatives can be purchased in advance for $30 each.
When completing your application, have a short description of your company's services (100 words or less) to add to your application. This will be included on the conference app.
VLA strongly encourages exhibitors use Hollins' shipping services as hotel employees are not able to help deliver your booth information to the Exhibit Hall.
Cancellation Policy: Cancellations are subject to a 50% processing fee and must be received in writing by September 25. Cancellations after September 25 can not be refunded.
Exhibitor Agreement

SUNDAY: Vendors will be able to load in starting at 5pm on Sunday, October 22. Hollins Inc. is our show decorator. They will send Vendor packets in September 2023.

MONDAY: Official Exhibit Hall Hours are 9:00am-5pm. The ribbon on our Exhibit Hall will be cut at 9:00am on Monday, October 23. 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 Monday, from 11:45am-1:00pm, and will provide non-conflict time on Monday afternoon, and again on Tuesday morning.

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