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VAASL 2021 Exhibitor Registration

November 04, 2021 - November 05, 2021

Williamsburg Lodge, Autograph Collection
301 S. England Street
Williamsburg ,  VA  23185

Exhibitor Information

Virginia Association of School Librarians (VAASL) 2021 Annual Conference
"Library - Love, Literacy, Learning"

We invite you to join with VAASL as we celebrate being back together in person, and promote Love, Literacy, and Learning in school libraries across the state of Virginia.

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 2021 VAASL Annual Conference in Williamsburg.

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 our membership and conference participants. Sponsorships can be reserved and paid for via the online Exhibitor Registration form at the time you reserve your booth(s).

Events Planned to Bring Traffic to the Exhibit Hall

Thursday, November 4

1. Exhibit Hall Grand Opening - President's Breakfast Reception (8-9:00)

A ribbon cutting  kicks off the day with a festive spirit as we celebrate the beginning of the 2021 Conference with Mimosas and breakfast goodies.

2. Dedicated Break After Lunch to Visit the Exhibit Hall (1:15-2:00)

3. Sweet Treats w/the Vendors (4:30-5:00) - Thursday after the General Session

Friday, November 5

1. Coffee in the Exhibit Hall (8-9:30)

2. Snack Break in the Exhibit Hall (10:15-11:00)

VAASL will provide snacks at your booth as participants have a dedicated time to visit the Exhibit Hall.

Exhibit Hall Hours

Wednesday, November 3rd

   - Set-Up:  5:00 - 9:00PM

Thursday, November 4th

  - Set-Up:  6:30 - 8:00AM

  - Exhibit Hall Open: 8:00AM - 5:00PM

Friday, November 5th

  - Exhibit Hall Open:  8:00AM - 3:00PM

  - Exhibit Hall Close, Tear Down:  3:00 - 5:00PM


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.


Exhibit Booth Fees and Payment Procedures

You will have the opportunity to pay by credit or debit 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.

Booth Space and Exhibit Hall Diagram

Booths are 8 feet wide by 6 feet deep, piped and draped with carpeting, one 6 foot table, and two chairs.

Lunch is included daily for up to two exhibitors per booth.  

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


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!

One Inside Booth $550.00
One Corner Booth $650.00
Two Inside Booths $825.00
Two Booths Including One Corner $925.00
Two Corner Booths $1025.00
Three Booths Including One Corner $1125.00
Four Booths Including Two Corners $1425.00
Three Inside Booths $1025.00
Four Inside Booths $1225.00
Educational Non-Profit (One inside Booth) $350.00
Educational Non-Profit (Two Inside Booths $700.00

Cancellation fee - on or before October 01, 2021- $100.00. No refunds after October 01, 2021.
Sponsorship and Advertising Opportunities

The Perfect Way to Showcase Your Company to our Membership and Conference Participants.

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

Mix and match any options below to reach your desired sponsorship level.   Gold Sponsorship is only $2000 and gives you the best exposure before, during and after the conference.   

$2000+ Gold:  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 and Conference App.  

$1500-$1999 Silver:  Includes your logo presented Quarter-Screen during the Opening General Session, conference signage, preferential consideration when booth assignments are made, sponsorship recognition in the Conference Program, VAASL Website, and promotion on the Conference App.  

$1000-$1499 Bronze:  Includes conference signage, preferential consideration when booth assignments are made and sponsorship recognition on the VAASL Website, Conference Program, and Conference App.


The deadline to have your sponsorship and/or ad placed in the 2021 VAASL Conference Program is October 1, 2021.  

Following is the list of Sponsorship and Advertising Opportunities:
Sponsorship and Advertising Opportunities Fees
Official Sponsor - Thursday Author/Illustrator Lunch w/Laura Murray & Mike Lowery $2000.00
Official Sponsor - Friday Author Lunch w/Dhonielle Clayton $2000.00
Official Sponsor - President's Breakfast Reception & Exhibit Hall Grand Opening $2000.00
Joint Sponsor - President's Breakfast & Exhibit Hall Grand Opening $1000.00
Official Sponsor - Fixer to Fabulous Reception $1500.00
Joint Sponsor - Fixer to Fabulous $750.00
Official Sponsor - First Timers' Reception $1500.00
Joint Sponsor - First Timers' Reception $750.00
Official Sponsor - Sweet Treats w/the Vendors $1500.00
Joint Sponsor - Sweet Treats w/the Vendors $750.00
Official Sponsor - Conference Internet $2000.00
Joint Sponsor - Conference Internet $1000.00
Official Sponsor - Conference App $1000.00
Joint Sponsor - Conference App $500.00
Social Media Promotion Package $300.00
Full Page Ad in Conference Program $300.00
Half Page Ad in Conference Program $150.00
Quarter Page Ad in Conference Program $75.00
Click here to view/print a description of the above Sponsorship and Advertising Opportunities.

Hotel Accommodations

To accommodate every budget, VAASL has blocked hotel rooms at two Colonial Williamsburg hotels at a discounted conference rate.

Williamsburg Lodge, Autograph Collection - The Conference Hotel

Located in the historic area.

301 S. England Street, Williamsburg, VA 23185

Superior Room (1 Queen Bed):  $169 per night (plus 12% tax and $2.00 per room night occupancy tax)

Deluxe Room (1 King Bed or 2 Queen Beds):  $189 per night (plus (12% tax and $2.00 per room night occupancy tax)

Complimentary guest room Internet, and self-parking are included in the room rate.

Williamsburg Woodlands Hotel

Located next to the historic area Visitor Center, a shuttle will be provided to and from the Williamsburg Lodge at key times. 

105 Visitor Center Drive, Williamsburg, VA 23185

Superior Room (2 Doubles):  $124 per night (plus 12% tax and a $2.00 per room night occupancy tax)

King Suite w/separate seating area: $144 per night (plus 12% tax and a $2.00 per room night occupancy tax)

Complimentary guest room Internet, self-parking, and continental breakfast are included in the room rate.

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


You can also call  Williamsburg Hotel Reservations directly at 800-261-9530 and ask for the Virginia Association of School Librarians rate. 

The cut-off date for reservations in the block for both hotels is Wednesday, October 13, 2021, or UNTIL ROOM BLOCK IS FILLED.

**Individuals must guarantee reservations with a valid credit card that will be charged an advance deposit at the time of booking for the first night's room and tax. Cancellations made inside seven (7) days will result in the forfeiture of the advance deposit. Guests are responsible for their full stay upon arrival. There will be no refunds for early departures.