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VAASL 2022 Exhibitor Registration

November 02, 2022 - November 04, 2022

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

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Exhibitor Information

Virginia Association of School Librarians (VAASL) 2022 Annual Conference

Library Out Loud: Amplify Student Voices

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 600 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. 

VAASL is an active organization with both the Annual and Regional Conferences as well as many other professional development opportunities.  This year our sponsorships are designed to give you the opportunity to stay in front of our membership year round.

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

Exhibit Hall Hours

Wednesday, November 2nd

   - Set-Up:  5:00 - 9:00PM

Thursday, November 3rd

  - Set-Up:  6:30 - 8:00AM

  - Exhibit Hall Grand Opening and Breakfast Reception: 8:00 - 9:00AM

  - Exhibit Hall Open: 8:00AM - 4:30PM

Friday, November 4th

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

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

We have several events planned to encourage traffic in the exhibit hall during the conference starting with our President's Breakfast Reception and Exhibit Hall Grand Opening, dedicated vendor breaks, and author signings. 

.  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

Exhibit Booth Fees and Payment Procedures

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

A boxed 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. Note: the main entrance to the Exhibit Hall is through the Colony Foyer.

EXHIBIT HALL BOOTH 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!

If you do not see your preferred booth combination below, please contact Jennifer Eichel at jeichel@customconference.com or 703-493-9287.

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
Platinum Sponsor - Booths Included (choose sponsorship below) $5000.00
Gold Sponsor - Booth Included (choose sponsorship below) $3000.00
Silver Sponsor - Booth Included (choose sponsorship below) $2250.00
Educational Non-Profit (One Inside Booth) $350.00
Educational Non-Profit (Two Inside Booths) $700.00

Cancellation fee - on or before October 01, 2022- $100.00. No refunds after October 01, 2022.
Sponsorship and Advertising Opportunities

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

$5000 Platinum
2 free booths at annual conference (one corner/one connecting)
Free vendor registration at Spring Regionals
Full page ad in 4 issues of VAASL VOICE
Full page ad in annual conference program
Full screen logo during opening general session
Conference signage noting platinum status
Top Consideration given when booth assignments are made
Top billing in Conference Program
Promotion on Conference App
Promotion on VAASL website
Award 2 free annual conference registrations
Speak for 2 minutes at beginning of chosen session sponsorship
VAASL Social Media Promotion

$3000 Gold
1 free booth at annual conference (one corner)
Half page ad in 4 issues of VAASL VOICE
Top Consideration given when booth assignments are made
1/2 page ad in conference program
1/2 screen logo during opening session
Conference signage noting gold status
Preferred billing in conference program
Promotion on Conference App
Promotion on VAASL website
Speak for 2 minutes at beginning of chosen session sponsorship
VAASL Social Media Promotion

$2250 Silver
1 free booth at annual conference (one corner)
Half page ad in 4 issues of VAASL VOICE
Top Consideration given when booth assignments are made
1/4 page ad in conference program
1/4 screen logo during opening session
Conference signage noting Silver status
Preferred billing in conference program
Promotion on Conference App
Promotion on VAASL website
VAASL Social Media Promotion 

$1000 Bronze
Quarter page ad in 4 issues of VAASL VOICE
Top Consideration given when booth assignments are made
Stamp size ad in conference program
1/4 screen logo during opening session
Conference signage noting bronze status
Preferred billing in conference program
Promotion on Conference App
Promotion on VAASL website


The deadline to have your sponsorship or ad placed in the 2022 VAASL Conference Program is October 1, 2022.  

Following is the list of Sponsorship and Advertising Opportunities:
Sponsorship and Advertising Opportunities Fees
Platinum Sponsorship (Booths Included) $5000.00
Gold Sponsorship (Booth Included) $3000.00
Silver Sponsorship $2250.00
Bronze Sponsorship $1000.00
Full Page Ad in Annual Conference Program $300.00
Half Page Ad in Annual Conference Program $150.00
Quarter Page Ad in Annual 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.

BOOK ONLINE


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 Tuesday, October 11, 2022, 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.