Frequently Asked Questions

  1. Can I use the ALA Annual Conference / Midwinter Meeting logo to promote my company’s participation in the ALA Annual Conference & Exhibition / Midwinter Meeting & Exhibits?
  2. What is included in my exhibit space rental?
  3. How can I attract attendees to my booth?
  4. How do I promote the appearance of authors in my booth?
  5. Are there any display rules I need to be aware of?
  6. Is there security provided for my booth?
  7. Should I insure my exhibit materials?
  8. If I have a problem during installation, the exposition, or dismantle, who do I see?

1. Can I use the ALA Annual Conference / Midwinter Meeting logo to promote my company’s participation in the ALA Annual Conference & Exhibition / Midwinter Meeting & Exhibits?

The electronic badges are provided for your general use and to communicate with your customers and audience that you will be exhibiting or participating in ALA Midwinter Meeting/Annual Conference.

The custom logos of ALA Midwinter Meeting/Annual Conference are the property of the American Library Association and may not be used by other entities unless Show Management has approved the use in writing as part of a specific sponsorship program.

Exhibitors may only use the conference logo as the electronic badges presented here. http://exhibitors.ala.org/resources/logos.shtml.

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2. What is included in my exhibit space rental?

All exhibitors are provided with a drape background 8′ high along the back wall and one (1) identification sign showing your company name and booth number. Other services include:

  • Credentials for your full-time exhibit personnel.
  • Complimentary listing in the Annual Conference Program & Exhibits Directory / Midwinter Meeting Final Program.
  • Inclusion in the On-Site Exhibits Locator and the ALA web page.
  • Access to purchase the registration data base for pre-show and post-show mailings.
  • Access to online VIP Invitations for you to invite your customers and prospects to visit the exhibits for free.
  • Use of the Press Center for the distribution of Press Releases and Kits.
  • Removal, storage, and return of empty boxes, cartons, crates, and skids.
  • Carpeting of all aisles in the exhibit hall.
  • Twenty-four hour general hall security.

Standard exhibit booths receive side rails 33″ high.

For the Small Press area, your exhibit space rental includes carpet and one draped table.

Please note that material handling (shipping/drayage) is not included with your booth. Material handling rates will be included in each event’s online exhibitor manual.

What other items may I need to purchase?

  • Booth vacuuming: ordered through the facility or general contractor (depending on event location)
  • Carpeting: ordered through general contractor
  • Utility service (ie: electricity, internet, telephone): ordered through utility contractor or facility (depending on event location)
  • Lead Retrieval
  • Material Handling: If you ship a booth to the warehouse or directly to the Exhibit Facility, you will be responsible for the Material Handling fees associated with the movement of your freight within the hall. The final cost is based on the weight of your freight.

Pricing for all additional services will be available in each event’s online exhibitor manual.

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3. How can I attract ATTENDEES to my booth?

You’ve reserved your booth space, you’ve shipped your materials. Now all you have to do is show up. Right? Not quite. The ALA is conducting an extensive attendance promotion program to bring qualified personnel to the exposition, but it will be your responsibility to get them to your booth. This can only be accomplished through an effective program of pre-show promotion to your target audience.

Good pre-show promotions typically include an integrated program of direct mail, advertising, telemarketing, and public relations. The following promotion tools are available exclusively to exhibitors:

  • “Visit the Exhibits” Invitations
  • Conference / Meeting Logo
  • Listing on the ALA Web Site and On-Site Product Locator, and in the printed Meeting/Conference Program & Exhibits Directory
  • Advance Registration List
  • Advertising in event publications

Advertising order forms can be found on the home page of the ALA Exhibitor Website. Order forms for other opportunities (List Rental, Program Listing information, and other Sponsorship Opportunities) will be included in each event’s online exhibitor manual.

Remember, your exhibit marketing program must begin long before the first attendee enters the exposition. The Center for Exhibition Industry Research (CEIR) reports that 76% of trade show attendees leave home already having decided which booths they want to visit. Make sure you are on their “must visit” list-start planning today!

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4. How do I promote the appearance of Authors in my booth?

ALA offers many ways to promote the appearance of authors in your booth. Scheduled appearances by authors, illustrators and celebrities can be scheduled anytime during the exhibit hours. ALA will provide exhibitors with the opportunity to promote Author appearances. Details will be included in each event’s online exhibitor manual.

Additionally, exhibitors may want to post a sign at your exhibit announcing the appearance schedules of your guests. Publishers are encouraged to make celebrities’ books available for autographs and distribution. For exhibitors who want to avoid scheduling guest appearances at the same time as major programs of the American Library Association, check the Annual Conference and Midwinter Meeting event web sites for event schedule details.

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5. Are there any display rules I need to be aware of?

Yes. The American Library has adopted Exhibit Guidelines & Regulations that are endorsed by each of the major exposition industry associations (IEA, EDPA, IAEM, and ESCA). Please note that the display rules used by ALA have been revised by the Exhibits Round Table Executive Board at the 2001 Spring Board Meeting. These display rules must be adhered to on-site, or your display may have to go through costly alterations before the Show opens. The display rules are not meant to limit your ability to showcase your product, but rather to ensure each exhibitor an equal opportunity, within reason, to present their product or service in the most effective manner to the audience. The exhibitor’s responsibility can be summed up quite simply as “Be a Good Neighbor.”

Your agreement to abide by these display rules is a part of the space contract, and they will be strictly enforced by our Floor Managers at Show time.

Additionally, exhibitors should be aware of the following new rules in place for all future ALA Exhibits:

  • Exhibitors are prohibited from showing or advertising products or services which in the opinion of ALA are primarily aimed at other exhibitors.
  • Exhibitors are prohibited from distributing at the convention center advertising or promotional materials for entities other than the registered exhibitor unless special permission is obtained from ALA (e.g., for combined booth space or small exhibitors.)
  • Exhibitors are prohibited from any form of advertising or solicitation at the convention center outside of the exhibit booth space and from door drops or advertising signage at ALA-contracted conference hotels, without the advance written permission of ALA.

If you have any questions, please contact someone in advance. Show Management is happy to review photos or floor plans in advance of the show during your planning process and before you start to construct your display. It is better to do this review before move-in, as changes on-site can be costly.

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6. Is there security provided for my booth?

From the first day of move-in through the last day of move-out, there is 24-hour perimeter security for all exhibit floors. This level of security is intended to control the access of people to and from the exhibit halls in a safe and organized manner. It is not intended as individual security for your booth and materials. Please remember that Convention Facilities are public buildings to which hundreds of individuals have access-let alone the number of individuals involved in the shipping of your materials to and from the exposition, setting up and tearing down displays. Therefore, it is critical that exhibitors work with exposition management in making every effort to safeguard their investment in the exposition. Be security conscious at all times during your stay. Do not leave items of value in your booth overnight during the installation period or exposition days without taking security precautions. Additional security guidelines will be found in the event online exhibitor manual.

Remember, the security of your product is your responsibility-don’t take chances!

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7. Should I insure my exhibit materials?

Yes! Exhibitors are encouraged to insure their materials from the time they leave their office until they return. You can obtain a “rider” to your existing company policy providing all-risk coverage for your materials. Please remember that the Official Contractor cannot be held responsible for the disappearance of an exhibitor’s materials after delivery to the booth, or before the materials are picked up for loading out after the exposition. ALA provides a locked storage area for exhibitors who wish to ship their sensitive merchandise to a holding area prior to the exhibitor’s arrival at the exhibit facility. (Note: Merchandise only-exhibit fixtures will not be accepted). This merchandise can then be picked up by the exhibitor and delivered to the booth when appropriate.

Remember, it is the responsibility of the exhibitor to insure his property. The American Library Association, their agents, Hall-Erickson, Inc., the exhibit facility and their respective agents will not be responsible in any way against theft, fire or accident.

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8. If I have a problem during installation, the exposition, or dismantle, who do I see?

It is critical to bring any situation to the attention of Show Management as soon as possible so problems can be addressed. You can’t turn back time. The first person you should seek out is an exhibits manager, they are there to assist you by answering questions about display rules, help with labor questions, and in general, are a good source of information. They can make your move-in a smooth and productive experience. There will be an exhibits office on the show floor.

Another option is to visit with the customer service staff at the General Contractor Service Desk. The staff there has many years of hands-on experience and has lots to offer in the way of assistance.

Of course, the Show’s exposition staff will be ready and willing to assist you in any way possible. The exhibits office will be in operation from installation through dismantle.

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In Conclusion

We hope you have found this information helpful in preparing an exhibit program for the ALA Annual Conference / Midwinter Meeting. If there are important areas we did not cover, or specific questions you would like to see addressed in greater detail, let us know. Your input is vital in helping us to produce an event that is efficient, productive, and profitable.

Thank you for your participation and support.

Hall-Erickson, Inc.
ALA Exposition Management
ala@heiexpo.com
800/752-6312

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