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VAASL 2018 Exhibitor Registration

November 29, 2018 - November 30, 2018

Williamsburg Lodge, Autograph Collection
301 S. England Street
Williamsburg ,  VA  23185
757-220-7976

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Exhibitor Information

The Virginia Association of School Librarians (VAASL) has a membership of over 1200 school librarians and educators, many of whom are district level supervisors with large purchasing budgets and decision makers for the largest school systems throughout Virginia.  We anticipate more than 800 will participate in this year's 2018 VAASL Annual Conference in Colonial Williamsburg.

Our theme, "Gearing up for the Future," embraces the important task of how school libraries can help prepare students for the future.  We invite you to join with VAASL as we celebrate and promote creativity, culture and collaboration in school libraries across the state of Virginia.

DOWNLOAD CONFERENCE HIGHLIGHTS

Your financial support of the VAASL annual conference helps us to provide librarians around the state with this professional development event. 

Registering for a booth, sponsoring an event, and/or advertising in the program are perfect ways to showcase your company to this captive audience.

VAASL Exhibitor Rules and Regulations

Please click on the link below to download rules and regulations that have been established for the mutual protection of VAASL and the exhibitors.  It is the responsibility of each member of the exhibiting firm to be fully familiar with these regulations.  You will be asked to accept these rules during the registration process.

DOWNLOAD EXHIBITOR RULES AND REGULATIONS

Events planned to bring traffic to the Exhibit Hall:

New this year will be a MakerSpace in the Exhibit Hall where conference attendees can create, tinker, explore and, of course, be inspired with new ideas to take back to their libraries.  Contact Carolyn Vibbert, cvibbert@gmail.com,  if you would like to contribute materials to this space.  Contributions will be recognized with signage in the MakerSpace and at your booth.

Exhibit Hall Grand Opening 

Thursday, 8:00AM, Exhibit Hall
A ribbon cutting  kicks off the day with a festive spirit. During this event, door prizes will be awarded to lucky attendees and continental breakfast will be served in the exhibit hall.

President’s Reception

Thursday, 4:30-­5:30PM in the Exhibit Hall

Snack Break with the Exhibitors

Friday, 10:00-10:45AM in the Exhibit Hall
VAASL will provide snacks at your booth as participants have a dedicated time to visit the Exhibit Hall.

Exhibit Hall Hours

Wednesday, November 28th

   - Set-Up:  5:00 - 9:00PM

Thursday, November 29th

  - Set-Up:  6:30 - 8:00AM

  - Exhibit Hall Grand Opening:  8:00AM

  - President's Reception in the Exhibit Hall:  4:30 - 6:00PM

Friday, November 30th

  - Exhibit Hall Open:  8:00AM - 1:30PM

  - Snack Break in the Exhibit Hall: 10:00 - 10:45AM

  - Exhibit Hall Close, Tear Down:  1:30 - 4:30PM

Booth Space and Exhibit Hall Diagram

Booths are 10 feet wide by 8 feet deep, piped and draped.  Each booth  includes carpeting, one 6 foot table, and two chairs. 

Please click on the following link to open a diagram of the Exhibit Hall.  

EXHIBIT HALL DIAGRAM

The following factors will be taken into consideration as booth assignments are made:  Sponsorship, date payment is received, traffic flow and security. REGISTER EARLY FOR THE BEST CHOICE OF BOOTHS!

Booth Equipment and AV Service Order Form

Hollins Exposition Company will handle all of your booth equipment needs.  They will send out an Exhibitor Kit to all registered exhibitors or you may download the complete Exhibitor Kit below from both Hollins and the hotel. 

The hotel will handle all AV Services such as electric, internet, monitors, etc. Please click on the link below to download the Hotel Exhibitor Agreement & AV Service Order Form.  Please note that all Exhibitors are required to download the form below and return it to the hotel prior to exhibiting at the VAASL Conference even if not ordering equipment.

HOLLINS EXHIBITOR KIT & HOTEL EXHIBITOR AGREEMENT FORM

Exhibit Booth Fees and Payment Procedures

Registration may be paid by credit card or check.

You will have the opportunity to pay by credit card online after submitting your registration -or- request an invoice to send with check payment. 

Please make your check payable to VAASL and mail to:  VAASL Conference, c/o Conference Solutions, P.O. Box 7276, Fairfax Station, VA 22039-7276.

Fees
One Inside Booth $550.00
Two Inside Booths $825.00
Three Inside Booths $1025.00
Four Inside Booths $1225.00
Educational Non-Profit (One inside Booth) $350.00

Cancellation fee - on or before October 15, 2018- $100.00. No refunds after October 15, 2018.
Sponsorship and Advertising Opportunities

Exhibitors may also increase exposure to VAASL members and conference participants by purchasing sponsorships and program ads. 

Sponsorships are available on a first come, first serve basis.

Mix and match any options in the categories below to reach your desired sponsorship level (i.e. Official Sponsorship of a General Session plus a full page ad in the conference program = Gold Sponsorship).  Gold Sponsorship is only $1500 and gives you the best exposure before, during and after the conference. 

NEW THIS YEAR - ALL OFFICIAL SPONSORS WILL HAVE THE OPPORTUNITY FOR A BRIEF INTRODUCTION AT THE EVENT THEY SPONSOR.

Gold $1500+:  Includes your logo presented Full-Screen during the Opening General Session, conference signage,  preferential consideration when booth assignments are made, top billing in the Conference Program,  and promotion on the VAASL Website. 

 Silver $1000-$1499:  Includes your logo presented Quarter-Screen during the Opening General Session, conference signage, preferential consideration when booth assignments are made, sponsorship recognition on the VAASL Website and in the Conference Program. 

 Bronze $500-$999:  Includes conference signage, preferential consideration when booth assignments are made and sponsorship recognition on the VAASL Website and in the Conference Program. 

The deadline to have your sponsorship and/or ad placed in the 2018 VAASL Conference Program is October 15, 2018.  

Following is the list of Sponsorship and Advertising Opportunities:
Sponsorship and Advertising Opportunities Fees
Official Sponsor - Thursday General Session with Leslie Preddy $1200.00
Joint Sponsor - Thursday General Session with Leslie Preddy $600.00
Official Sponsor - Exhibit Hall Grand Opening $1000.00
Joint Sponsor - Exhibit Hall Grand Opening $500.00
Official Sponsor - President's Reception $1000.00
Joint Sponsor - President's Reception $500.00
Official Sponsor - Infused Water Station $1000.00
Joint Sponsor - Infused Water Station $500.00
Social Media Package $300.00
Conference Program Ad - Full Page $300.00
Conference Program Ad - Half Page $150.00
Conference Program Ad - Quarter Page $75.00
Click here to view/print a description of the above Sponsorship and Advertising Opportunities.

Hotel Accommodations

VAASL has blocked hotel rooms at two Colonial Williamsburg hotels at a discounted rate.  The Williamsburg Lodge and Williamsburg Woodlands Hotel are conveniently located within and surrounding the Historic Area in Colonial Williamsburg.  Reservations may be made for either hotel using the reservation link below.

Williamsburg Lodge, Autograph Collection (The Conference Hotel)

301 S. England Street, Williamsburg, VA 23185

757-220-7976

Standard Room (1 Queen Bed):  $149 per night (plus 11% tax and $2.00 per room night occupancy tax)

Deluxe Room (1 King Bed or 2 Queen Beds):  $169 per night (plus (11% tax and $2.00 per room night occupancy tax)

Included in the room rate is complimentary guest room WiFi and complimentary self-parking.  Valet parking is available for a fee.

NOTE: FRIDAY AND SATURDAY NIGHTS ARE SOLD OUT AT THE LODGE, THERE ARE A LIMITED NUMBER OF ROOMS STILL AVAILABLE FOR WEDNESDAY AND THURSDAY NIGHTS.

Williamsburg Woodlands Hotel

105 Visitor Center Drive, Williamsburg, VA 23185

757-220-7960

Standard Room (2 Doubles):  $124 per night (plus 11% tax and a $2.00 per room night occupancy tax)

Deluxe Room with separate seating area: $144 per night (plus 11% tax and a $2.00 per room night occupancy tax)

Included in the room rate is guest room WiFi, complimentary self-parking and complimentary breakfast daily in the hotel main lobby.  Shuttle transportation will be available at designated times from the Williamsburg Woodlands Hotel to the Williamsburg Lodge (Conference Hotel).

To make reservations online for the Williamsburg Lodge or the Williamsburg Woodlands Hotel please use the link below and follow the instructions as prompted.

BOOK ONLINE

The cut-off date for reservations in the block for both hotels is Monday, October 29, 2018 or UNTIL ROOM BLOCK IS FILLED.

**Special Note regarding reservations made at Colonial Williamsburg properties**

Colonial Williamsburg requires a deposit of one night's room and tax.  The deposit is charged to your credit card immediately upon receiving your reservation.  Cancellations or changes must be completed 72 hours prior to your arrival date for a full refund of your deposit.  An early departure fee of one night's room rate plus tax will be charged for departure date changes made after check-in.