2017 Exhibitor Logistics

Exhibitor Logistics

*This page is for 2017 exhibitors to prepare for ER&L 2017.
REGISTRATION

Pre-registration for the conference can be done via the unique registration code each company was provided and we can easily resend this if needed. If you are not sure you have registered all of your staff or you are a rep and are not sure if you are registered, please contact us at hello@electroniclibrarian.org to confirm your registered staff.

All exhibitor reps that are registered are full conference registrants and welcome to join all ER&L sessions.


TRAVEL & HOUSING

If you have not booked your hotel accommodations yet, we highly recommend doing so ASAP.


BADGE PICK UP

Exhibitor/Sponsor reps may pick up badges at any time registration is open starting Sunday (4/2) at 10am at the AT&T Executive Education and Conference Center registration desk. All reps should have badges by Monday (4/3)  at 9am to be prepared for the opening of the Exhibit Hall.


EXHIBIT SCHEDULE
SUNDAY, April 2
Badge Pick-up   10:00am – 9:00pm – Main Registration Desk
Exhibit Table Set-up   3:00pm – 9:00pm – Ballroom – 3rd Floor
Welcome Reception hosted by UT Austin   5:00pm-6:00pm – Perry-Castañeda Library
MONDAY, April 3
Exhibit Hall Opens to Vendors ONLY/Morning Setup   7:00am – 9:15am
Exhibit Hall Opens to Attendees   9:15am – 7:30pm
Dedicated Attendee Break with Exhibitors
(No programming will be held at this time)
   9:15am – 10:00am
Lunch Break – Exhibit Hall Open*
(You are not required to staff your booth during this time, but the hall WILL be open to attendees)
   11:45am – 1:15pm
Dedicated Attendee Break with Exhibitors
(No programming will be held at this time)
   3:00pm – 3:30pm
Vendor Reception
(No programming will be held at this time)
   5:15pm – 7:30pm
Tear down   7:30pm – 8:30pm
TUESDAY, April 4
Tear Down   7:00am-9:00am

EXHIBIT TABLE SET UP & TEAR DOWN

Setup has changed from previous years and is now on SUNDAY. Boxes will be staged by your tabletop and ready for you. This will hopefully allow you some extra time to be prepared for Monday morning!

Tear Down is schedule immediately following the Vendor Reception on Monday. Additional time will be available Tuesday morning from 7am-9am for those not able to tear down on Monday night.


EXHIBITOR LOUNGE

New for 2017, we will have a designated Exhibitor Lounge adjacent to the Exhibit Hall will be a dedicated lounge for exhibitors where you can take a break away from the exhibit hall, grab a quick snack or cup of coffee, gather a client or two and sit for a quiet meeting. * A courtesy lunch will be provided on Monday.


EXHIBIT PACKAGE DETAILS

Each exhibitor and sponsor will have a table in the Exhibit Hall. Table number assignments will be made closer to the date of the conference.

Included in your tabletop exhibit package:

  • 2 Conference Registrations
  • Name and Logo with link to your website on the ER&L Conference Website and Online Program
  • Wi-fi access
  • Black skirted, 6 ft table
  • Access to a standard electrical power strip with 20AMP power
  • Chairs (if needed)

TABLE DISPLAY DETAILS
  • All exhibits are tabletop. Tables are a standard 6-foot X 24-inch tables. These come dressed in a solid black cover from top to bottom.
  • Signs or displays must be able to stand on tables.
  • Posters may not be affixed to walls or freestanding next to tables.
  • Signs/displays may be up to 5 feet high and placed on tables.
  • Please note that the exhibit tables will have traffic in both front and back and sides.
  • If you bring lights, signage or other props that require the floor to stabilize or stand, you will be asked to remove those items during set up. This is due to safety concerns for many areas of the ballroom floor and in fairness for all exhibitors.

LEAD RETRIEVAL

Lead retrieval WILL be available for 2017! Information will be forthcoming in January.


OTHER LOGISTICS 
  • All vendors shipping boxes must complete a shipping form linked on this page. Please target your shipments to arrive on Thursday 3/28/17. Download Exhibitor and Shipping Order Form
  • Please feel free to contact the Conference Concierge Abby Vela directly at 512-404-3688 or abigail.vela@attconf.utexas.edu if you have any package receiving questions.
  • Laptops and screens are permitted and for your convenience, a taped down, power strip will be accessible within ~6 feet of your table. (We have planned for a power drop per each 2-3 tables.)
  • Wireless internet access is available to all attendees in the AT&T Center. Our experience is that this bandwidth is robust and at full strength in all locations including the exhibit location.
  • You are allowed to pass materials at the event; however, as a digital conference, please keep in mind that attendees will not likely have a bag to carry paper materials.
  • If you have supplementary AV needs, you will need to complete a PSAV form. This form is forthcoming.

ER&L for PROFESSIONAL DEVELOPMENT + NETWORKING

We understand that travel times and other commitments may not permit attendance at all events, but we’d love to have you participate as much as your schedule permits. These sessions are a product of excellent library/ industry partnerships and there is much to learn. Be sure to take advantage of breakfasts and the continuous snack and beverage service during the conference. You are welcome and encouraged to grab the beverages and snacks to take with you for a customer meeting in the courtyard between the hotel and conference center in the generous and comfortable seating area.


CONTACT

Please contact us at hello@electroniclibrarian.org. Do not hesitate to reach out with any questions.

We look forward to seeing you in Austin!