Exhibitor/Vendor FAQ


See TLA Author Signing Policy

1. What is the purpose of the Authors Area at the Conference?**
The Authors Area was developed for a few reasons:

  • It offers a convenient area for attendees to meet authors.
  • TLA attendees love it!
  • It promotes authors at the TLA conference by offering a separate area in the exhibit hall with a sign and a few printed schedules.

2. How do I qualify to autograph in the Conference exhibit hall?
You must either be sponsored by a current exhibitor or sponsored by TLA as a program author/speaker.

3. What is the cost?
It is complimentary.

4. Who should autograph in the Authors Area?
Children's/YA authors from medium to large publishing houses and/or authors who will speak at the Conference. These popular authors usually generate more traffic than what the sponsoring exhibitor’s space allows. This causes lines to form in the aisle potentially blocking other exhibitors and/or the aisle, both of which are show violations. The Authors Area is designed to accommodate the longer lines. Please contact TLA about adult authors.

5. How do I schedule a signing time?
By completing the Author Autographing Reservation Form. Contact Kasey Hyde for the form link or watch for it in the ExpoInfo and ShowPrep. The form should be submitted to as soon as possible as Author Area times are assigned on a "first-come, first-served basis." We will contact each author/author representative to confirm the times requested or make adjustments as necessary. Authors/author representatives can reserve a signing time at the onsite Authors Area, based on availability.

6. How often can I schedule myself in the Authors Area?
You are allowed up to 2 hours each day per 10 x 10 exhibit space. The time can be scheduled in one 2-hour block or in two 1-hour blocks. Note: If you are an author represented by a major publishing house, you are required to sign at the Authors Area in lieu of the exhibit space. For the majority of self-published authors, those represented by small publishing houses, or adult book authors, it is always advantageous to sign in your exhibit space to draw traffic to your location in the hall.

7. What are the hours of the Author signings in the hall?
The Author Area is open during exhibit hall hours.

8. Can I sell books in the Authors Area and in the exhibit space?
Yes, you are encouraged to sell books. You must provide your own cash box and you must also have your exhibit space staffed during your signing times in the Authors Area. Staff/Volunteers are prohibited from handling money in the Authors Area. You may consider hiring a temporary staff to work the exhibit space or accompany the author during autographing.

9. How do I get my books to the Authors Area from the exhibit space?
Authors and/or author representatives can request complimentary book transport assistance 30 minutes before and after their signing time. To request, see the Authors Area volunteers or the exhibits staff at Exhibitor Registration.

10. What are the rules for autographing in the exhibit space?

  • All popular authors need to autograph in the Authors Area.  The exception is if the exhibitor has a 20x20 or larger island booth space and can control the line in or on the perimeter of their space.  
  • All medium to large publishers, especially those with visiting authors handing out free signed copies or those who are popular conference speakers, MUST schedule their authors in the Authors Area.
  • Authors will be allowed to autograph in their sponsoring exhibitor's booth space in addition to the Authors Area, but only if the lines are confined within the booth.  Any business conducted outside the booth space is a direct violation of TLA and the industry show rules.  This includes author signing, demonstrations, or give-aways that would create crowds in the aisles and block neighboring exhibitors.
  • All ‘final day booth give-aways' need to be confined to the final hour, 11:00 am to Noon.
  • TLA adheres to the IAEE industry guidelines: Display Rules - Of particular concern is the safety of all:  As a matter of safety and courtesy to others, exhibitors should conduct sales presentations and product demonstrations in a manner which assures all exhibitor personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange displays, product presentation, audio visual presentations, and demonstration areas to ensure compliance. Exhibitors should be aware of local regulations regarding fire/safety and environment which must be adhered to. 

Prior to the conference:

  • All authors need to pre-register for free promotion by TLA and approved by the Authors Area Chair.
  • The Authors Area Committee has full authority on who will be able to autograph in their exhibit space regardless of booth size.
  • Upon your author reservation submission, you will be contacted if the Committee has any concern.

Action for on-site non-compliance:

  • If the author's signing line grows in a way that blocks other exhibitors or aisles, the line will be moved to an open aisle in the Authors Area. No extra time will be added to the signing time. If no aisle is available in the Authors Area, the exhibitor representative will be required to end the line at the point where it blocks traffic in the aisles.


  • The author list linked on the TLA Conference main page and the alphabetical author list will inform attendees of signing times, if they need to purchase the book in advance, and any limits in book purchases at one time. This information will be posted initially by mid-February and updated as needed until the conference. 
  • To assist you with selling your books during your authors’ time in the Authors Area, TLA offers a complimentary book delivery service from your booth to the Authors Area and return. Please contact Kasey Hyde to use this service.
  • Please contact Kasey Hyde if you need to submit advance book purchase information for attendees. This is for publishers that need attendees to buy books before they get to the signing aisle due to staffing issues. If you plan to sell books in the Authors Area, we don't need to collect any book information from you.
  • The limit on number of items to sign has been changed to 3. Historically this number has been 5. If you want to cahnge this number for your author, please make that known in your booth before the signing or in your ad in the Conference Program, etc.

11. When can I obtain a list of authors registered for the TLA conference?
We applaud the exhibitors who support the Conference authors by promoting their books and products in your exhibit space! By February, a quick list of author names will be available online. More detailed lists will be posted by mid-February.

**Please note: Here is the most current Author Signing List.

  • All authors are required to register if they plan to autograph in the exhibit hall.
  • Only registered authors will be listed in the Conference promotional information.
  • All requests for autographing in an exhibit space must be approved by the Authors Area Committee.
  • This is a complimentary service!

Warning to TLA Exhibitors about Poachers

1. What is this warning about?
TLA exhibitors are solicited by companies falsely representing themselves as TLA official suppliers. To ensure that you only do business with TLA suppliers, see our list here.

2. Why are housing poachers so bad for us and for TLA? Poachers can cost all of us! Read our warning from onPeak here. You can end up with no room(s), pay a very expensive cancellation fee, and/or end up at a non-official hotel with no free bus transportation.  Take a few minutes to read this informative industry article about housing poachers.

3. What is the information to reach onPeak by phone? Call to speak with our agents at (800) 243-1205 between 8:00 AM and 5:00 PM CT, Monday - Friday. If you have an existing reservation, please have your onPeak Attendance/Group ID number handy.

4. What advice do you have if they have solicited us or if we have signed a contract?
If you are solicited you should seek counsel and carefully review any document before entering into any agreement, contract or other relationship with a company. See this WARNING for information and instructions on filing a mail fraud complaint with the U.S. Postal Inspectors.

5. There are several companies falsely representing TLA and our official suppliers. Here are a few of many who are from the past and present. **UPDATED LIST**

  • Solutions Leads - email & contact lists
  • Database Consultants - email & contact lists
  • B2B Shows - email & contact lists
  • Demand Generation - email & contact lists
  • TravelEra LLC - Housing/Hotel Bookings
  • Global Data Providers - contacts & email lists 
  • Diamond Housing Associates and Exhibitor Housing Services are two that may be soliciting for housing. onPeak is the official housing firm.  
  • Fair Guide/Construct Data Publishers has solicited advertising in their "Directory" by referencing past TLA conferences.
  • Gse AV - General Session & Exposition Audio Visual Rentals - various locations
  • Lead Lizard Lead Retrieval Services in Houston, Texas
  • Trade Show Internet offering wifi services in Austin, Texas
  • Lanyon - mobile technology for conferences & meetings
  • Datas Research - contacts and database services
  • UOneRoof.com - booth setup, carpet, etc.
  • SkyVision - Audio Visual Equipment

When in doubt contact Bonnie Walker to see if any company is an official TLA supplier.

1. How do I submit badge information?

Submit your badge information online through your secure administration area. Available now via login here.

2. How many complimentary badges do we receive?
Each exhibiting firm is allowed 3 representatives per 10'x10' booth space and 2 representatives per 5’x10’.

3. What if I need to exceed my badge limit?
Additional badges can be obtained for $40. Please note:  We allow extra badges to be purchased for additional exhibitor representatives who are working the booth or in the hall during the conference, such as an extra author who will only be at TLA to autograph. We encourage all exhibitors to attend general sessions and evening events outside the show so your badge gives you full registration privileges for this reason. If you have librarians who will help staff the space but also plan to attend educational programs, they need to register as an attendee. We have many attendees who may work a booth for a few hours during the show opening. It isn’t necessary to wear an exhibitor badge to do so.  

4. What is the deadline for badge submission?
March 27, 2018

5. How do I obtain tickets for programs at the Conference?
Purchase tickets to programs through your secure administration area via your badge registration. Exhibitor badge and ticket registration is available in February.

6. What is the deadline for ticket purchases?
March 27, 2018

7. Where and when will I obtain my tickets and badges?
At Exhibitor Registration during the Conference. (Not at Freeman's Exhibitor Services)


1. What are the requirements to be able to host an exhibitor sponsored meeting in a conference hotel in the exhibit hall?
Only current exhibitors may contract for meeting space in an official conference hotel or in a meeting room space in the exhibit hall designated for exhibitors. All meeting space will be available on a first-come basis. To exhibit, see Exhibit Info or contact Cindy Boyle.

2. How do I book a meeting room and whom do I contact for catering, room setup, audio/visual, and internet?
For hotel meeting space, contact the hotel representative directly for your meeting needs. See the hotel contacts here. You will be billed directly by the hotel as TLA is not involved with any arrangements with the hotel.

To reserve a room in the Exhibit Hall, located in Hall B, see the following details:
•Room Setup - 8' high pipe/drape around perimeter.
•Seating for up to 70 total – 5 rounds of 8 and 30 permimeter seats.
•Days/times are 1 hour intervals based the conference program schedule. Please have more than one choice available is possible.
  Wednesday, April 4: 1:45 - 2:45 pm

  Thursday, April 5: 11-12 pm; 1:30-2:30 pm
  Friday, April 6: 9:15 - 10:15 am; 10:30 - 11:30 am

•This is a private meeting by your invitation.  You can rent an attendee list.Please reply to Kasey Hyde with your room request.
•Cost:  $450 per hour. This includes mic, a/v screen, projector with stand, electricity, & internet wifi. The fee will appear on your exhibits invoice to pay via electronic check, credit card or PayPal.
•If you need catering or additional audio visual services, see the service kit available in January 2018.

Deadline to reserve your room is March 16.

New Discovery Stage!  This stage in the hall is available for your presentations.  Hurry!  Four times are remaining available.  See details and reservation form here.

3. Any suggestions for scheduling?
We discourage conflicting with the following All-Conference General Sessions:
  GSI is on Wednesday, April 4, 8:30-10:15am

  GSII – Thursday, April 5, 4:00:5:30pm 
  Closing Spotlight – Friday, April 6, 1:30-2:30pm
The full conference schedule is available here.

4. What means of marketing our exhibitor-sponsored meeting does TLA offer?
Advertise in the Texas Library Journal (Conference Program in winter and Exhibits Directory in spring) or rent attendee lists. See all marketing opportunities here.

5. How do I submit to speak at an official TLA conference program?
Here are a few suggestions:

  • Seek a TLA sponsor such as a division or round table.  The Exhibitors Round Table is a possibility.   Depending on the type of library, you may want to contact the chair of that division such as the Public Library Division.  Are you a TLA member?  It helps to join TLA and the group you are seeking to sponsor.  Here is the membership link:  http://www.txla.org/join  Once you join, you login to MyTLA to access our member and officer databases to contact unit officers.  You will need to join ERT to be eligible to submit a program to them.

  • Plan Early! Submit a program proposal to our conference program committee between January – June for the following year’s conference:  http://www.txla.org/program-proposals

  • Sponsorship of a program or event can offer you an audience to expose your service/product.  Contact Cindy Boyle  for sponsorship opportunities.


1. What is the Buyers GuideIt is a mobile friendly tool to assist librarians with their search for TLA Exhibitors who provide a particular product or service they are seeking. Included in the Buyers Guide is a full listing of each company. The listing includes contact information, description, live link to company website, and company logo (will appear on mobile app). TLA members have access to all company information. Each exhibitor has twenty complimentary Buyers Guide categories to submit. Suggestions for new categories can be submitted to Bonnie Walker.

2. Is the online Buyers Guide information different than the printed Exhibits Directory?
Yes, the online guide provides extensive information for TLA members to access 24/7. The Directory offers limited contact information.

3. How do I process an update to the Buyers Guide?
Please review your Buyers Guide listing(s) here. Submit your updates through your secure Administration Area by logging in here. Login to review your full listing and update as needed.

4. How long will it take for my update to appear on the website after I submit it?
Updates will usually appear within 24 hours of submission during business hours.

1. What Education do you offer vendors?

Exhibitor Resources & Tips from TLA, Freeman, IAEE, Richard Erschik and more...

2. What Marketing do you recommend?

The 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:

1. Advertise! See our affordable and varied advertising opportunities here.
2. Submit your logo to enhance your campaign to TLA members and attendees before, during and after the TLA Conference. This includes your logo with link on your web profile and on the TLA Conference Mobile App. Click Here For Info
3. E-Blast a pre-show message to TLA members and/or pre-registered attendees. Contact Bonnie Walker for more information about TLA lists.
4. Obtain the valuable Lead Retrieval service through Synergy, available in through the exhibitor service kit in January. Log in to retrieve.
Join ERT an
d participate in ERT sponsored events.
6. Join TLA as a Corporate Member and reap many year-round benefits.
Use t
he TLA C
onference promotional logos/web badges on your company website to promote your presence at TLA.
TLA attendees plan to purchase. Offer discounts, free shipping or complimentary samples to guarantee your product is in the possession of as many attendees as possible. Also offer a give-away, raffle, or contest. During TLA Conference week, use the TLA Twitter hashtag #txla18 to
post the names of winners of vendor-sponsored raffles, drawings, door prizes, etc. In addition to posting winners to Twitter, we recommend obtaining the phone number and email of all your contestants so you can contact them directly.
. Utilize banners, graphic displays, props, costumes, floral arrangements, wrapped candies, and other enticements to bring the audience to you! Authors should pre-autograph as many of their books and products as possible.
rk at many of our evening events including our President’s Party.  See Conference Schedule for details!

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Created on Mar 28, 2013 | Last updated March 22, 2018