| The ShowPrep is the exhibitor online guide to assist you with preparing for the TLA 2009 Conference. Refer to Show Prep Index for specific topics. Click here for a printable version of ShowPrep. |
| Invitation from TLA 2009 President Melody Kelly | ||
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Melody Kelly TLA 2009 President |
I want
to personally welcome you to “Creating Communities
of Ideals and Innovation,” the 2009 Texas Library
Association Conference. It is the enthusiasm of the
exhibitors that creates the excited buzz of the
Exhibit Hall and makes a TLA conference such a
memorable experience. Your presence ensures that all
attendees, librarians, IT professionals, curators
and archivists alike have the opportunity to bring
the best services and products back to their local
organizations. As always, you help to make the TLA
Conference the best state conference in the nation!
Please take time from your busy schedules to join us ... |
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| Tuesday, March 31 |
Welcome Party: Discovery Green, 6:30 p.m. - 8:30 p.m. |
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| Wednesday, April 1 |
General Session I: featuring Paula Poundstone, 8:30 a.m. - 10:00 a.m. Book Cart Drill Team Contest: 5:00 p.m. - 6:00 p.m. President's All-Conference Party & Gaming Event: Hilton, 8:00 p.m. - 10:30 p.m. |
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| Thursday, April 2 |
Hetherington Fun Run/Walk*: 7:00 a.m. - 8:30 a.m. Texas Bluebonnet Award Author Session Luncheon*: 12:00 p.m. - 1:50 p.m. General Session II: featuring Gloria Steinem, 4:00 p.m. - 5:40 p.m. Evening with the Authors*: Petroleum Club of Houston, 7:00 p.m. - 9:00 p.m. |
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| Friday, April 3 |
Closing Author Session*: featuring Phillip Gulley & Vicki Myron, 12:00 p.m. - 1:20 p.m. |
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*Note: These events require pre-registration. Please login to your secure area and select the Badge Registration/Ticket Purchase button. This will ensure your tickets will be awaiting you at on-site Exhibitor Registration.
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We wish you safe travel to Houston! The City of Houston offers a great travel site with maps and other travel information. To contact the GRBCC by phone, call 800-232-5527 or 214-571-1000; maps to GRBCC. The GRBCC has parking garages available. There is also surface parking.
To reach TLA staff during conference week, the phone at TLA Exhibitor Registration will be available starting at 7:00 a.m. on Tuesday, March 31. The phone number is 713-853-8317.
Showtalk Get a head start by having the a handy copy of the onsite Showtalk exhibitor newsletter to read on your travels to Houston. See you there!
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Lighten your return load home! The Houston Area Library System (HALS) will graciously accept your donations left at the end of the TLA 2009 Conference. Plan to notify TLA staff at Exhibitor Registration with your booth number and details of the contribution (i.e. number of boxes, type of furniture). You will be given identification labels to mark your donation for pick-up by Freeman staff. Watch for further instructions to be delivered to your booth on-site at the conference on Thursday, April 2.
TBA Donations is in charge of donations for the Texas Bluebonnet Award Luncheon. For more information, contact Carolyn at: carolynr@txla.org
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Badge Registration and Ticket Purchases - DEADLINE EXTENDED to March 23! Badge registration and tickets are now available via your secure area on the TLA website. Simply login to select the Badge Registration/Ticket Purchase button to purchase event tickets via the online form. This will ensure that your tickets will be conveniently ready for you to pick up at Exhibitor Registration along with your badge(s) during conference week. The online form also offers you an option to purchase additional badges for your representatives and authors who exceed your limit of 3-representatives per 10x10 booth. Please contact Bonnie Walker. if you have any questions or need assistance with your login.
All authors sponsored by exhibitors need to be registered through the exhibitor badge registration/ticket purchase system noted above. If you exceed your 3 badge-per 10x10 booth limit and you need a badge for your author(s), you will need to plan to pay the additional $20 fee.
If your author is a TLA conference speaker or is involved in a TLA conference program, their badge will be at the Speaker/Badge Corrections counter at Attendee Registration. For questions about author registration, please contact Kasey Hyde.
Questions? Please refer to our FAQ page which addresses authors, badges and tickets, and much more.
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Important Security Information
Exhibitor move-in is scheduled on Tuesday, March 31, from 8:00 a.m. to 5:00 p.m. If you are planning to arrive after 5:00 p.m. on March 31 or need to stay later than 5:00 p.m., contact Kasey Hyde to be included on the security list. You will be allowed to stay until midnight so plan accordingly. Names for the security list must be received by Wednesday, March 26.
A photo ID will be required at exhibitor registration for badge pick-up as well as at the loading dock gate prior to unloading from vehicles during exhibitor move-in. Exhibitors must wear their badges at all times while in the GRB Convention Center. An exhibitor move-in sticker will be supplied at the loading dock for temporary move-in on Tuesday, March 31. After your vehicle is removed from the loading dock and parked, you should proceed directly to the exhibitor registration to obtain your badge.
Remember: To receive your coupon for a complimentary move-in lunch on Tuesday, March 31, you must obtain it at Exhibitor Registration by 2:00 pm, along with your badge. Move-in lunch coupons will be accepted at the Lobby Café and the Exhibitor Lounge Retail Café from 11:00 am – 200 pm on Tuesday, March 31.
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TLA 2010 Advance Signup & 2010 Hotel Reservation
Mark your calendars! The TLA 2010 Conference will be held in
San Antonio, April 14 - April 17. The onsite advance signup
will occur during the TLA 2009 conference for those
remaining beyond the Top 200 in longevity. All TLA 2009
exhibitors will automatically be included to participate.
Additional companies can participate by contacting
Cindy Boyle, TLA Exhibits Manager, by
March 23. We
anticipate over 80% of the exhibit space will be sold during
the advanced signup process in Houston. Don't miss this
great opportunity!
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Preview You Presence and Plan Your Follow-Up to TLA 2009 Now!
Be sure to take advantage of these great opportunities for TLA 2009!
Rent Lists for a preview and wrap-up of TLA 2009 Pre-registration email address lists will be processed through March 23. For printed pre-registration labels, we advise that your order be printed no later than Thursday, March 12. This allows time for the labels to get to you and in turn your mailing to the attendees. If you need labels/lists processed after these dates, please contact Kasey Hyde. Post-conference lists will be available 2-3 weeks after the end of the conference. The database license agreement and artwork for the mailing must be pre-approved before a list will be released. Click here for general info. For list order form or questions about renting labels/lists contact Kasey Hyde.
Texas Library Journal Summer '09 You still have time to plan your post-conference advertising in the Texas Library Journal Summer '09 issue. Contract is due by May 1; artwork is due by May 15. Take advantage of the discount that an annual contract allows! Don't miss the great opportunity to advertise year round in the Texas Library Journal and reap the benefit of saving money by doing so! For more information on these great opportunities, please contact Kasey Hyde.
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Additional Exhibitor
Services
For beverage and food catering at your exhibit booth, see the Service Kit for booth catering menu and order form.
For professional photographs of your TLA 2009 exhibit, contact Jowdy Photography.
To hire temporary staff for your booth, contact Val Perkins at Office Team or 713-658-1855 for more information.
NEW! For printing needs onsite or in advance, there's a FedEx Kinkos onsite at the GRBCC. Contact Cindy MacArthur for more details.
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Updated Texas
Sales Tax Information We have recently updated the with Texas Sales Tax Information. Please contact the Texas Comptrollers office with any questions. No Exhibitor who is not registered with the Texas Comptroller of Public Accounts shall sell merchandise in the exhibit area. Contact the Comptroller's office at 800/252-5555 or: www.window.state.tx.us/taxinfo/sales/questions.html.
A franchise tax is imposed on each taxable entity formed in Texas or conducting business in Texas. A list of taxable entities can be found in rule 3.581 Margin: Taxable and Nontaxable Entities. If you have further questions, please contact tax.help@cpa.state.tx.us.
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Authors Area Area List Available
Author Lists are now available online. Please check onsite handouts for the most up-to-date times and locations.
Contact Kasey Hyde with questions.
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Information for Exhibitor-Sponsored Events
Reserve your space now! Contact the hotel representative directly for your meeting needs. You will be billed directly by the hotel. Check the Conference Meeting and Events Schedule to determine the best scheduling opportunities. Please review all information regarding exhibitor-sponsored events on our FAQ page. Note: TLA is not involved in any arrangements made with the hotel.
A quick list of all-conference and social events is posted on the calendar page.
Promote your events with TLA lists. Lists of TLA members, annual conference registrants and attendees, and other Texas library demographics are available in a variety of formats at reasonable rates. Contact Kasey Hyde at kaseyh@txla.org for further information on label/list orders. You'll need the following forms:
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TLA Exhibitor HOT Marketing TipsThe TLA Conference is an exciting and rewarding opportunity to market to the librarians and library supporters who represent Texas academic, public, school, and special libraries.
Here are some great marketing tips for exhibitors:
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Important Rules to Know
The TLA Executive Board set a "no wheels" policy in the exhibit hall for the TLA annual conference, meaning that attendees and exhibitors will not be allowed the use of wheeled carts in the exhibit hall. This decision was based on many factors, including the feedback from both attendees and exhibitors who experimented with the use of luggage carts at a previous TLA conference. The Executive Board and staff of TLA thank you for your cooperation as we ensure the safety and enjoyment of all individuals in the exhibit hall.
Exhibitors are encouraged to give away backpacks or book bags in lieu of wheeled carts. The bag check will be located conveniently in the Lobby directly outside the Hall E entrance near the Lobby Cafe.
You must adhere to the TLA Rules and Regulations and Industry Guidelines adopted by TLA. In addition, you must follow the George R. Brown Convention Center Exhibitor Guidelines. When in doubt about your booth decor, contact Janet Ellison at Freeman Decorating.
Do you have an animal in your exhibit space? If so, please read the animal guidelines for the George R. Brown Convention Center. Please contact Veronica McCelland or 713/853-8020 with questions.
No children under 16 are allowed on the exhibit floor during exhibitor move-in or move-out. Children are allowed on the show floor during exhibit hall hours only if accompanied by an adult at all times. All children must be registered as an attendee or purchase an exhibits-only badge to gain entry into the hall.
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