Medical Library Association Annual Meetings will be held May 18 – 23, 2007.

*Installation: Installation of all exhibit material must be complete by 3:00pm, May 19 and all shipping crates and packing cases must be ready for removal in order to allow sufficient time for a final cleaning prior to the opening reception.

**Dismantle: All booths must be dismantled and packed by 7:00pm, May 22. No exhibitor shall have the right prior to 3:00pm, Tuesday, May 22 to pack or remove any articles or exhibit without the permission and approval, in writing, of Show Management. Exhibitors are cautioned, when making travel arrangements, to allow sufficient time following the closing of the Show at 3:00pm.

HOUSING
Housing details can be found on the MLA ’07 Web Site housing page. Please review this site for complete Housing information and regulations. MLA ’07 rates below will prevail between May 16 and May 25, 2007, and are exclusive of 14% state and local taxes (subject to change). Room reservations and deposits should be received by the hotel no later than April 16, 2007, and are subject to availability in the group block. Reservation requests made after this date will be handled on a space and rate available basis.

• Single: $179 per night
• Double: $179 per night
• Triple: $199 per night
• Quad: $219 per night

Rates listed do not include a 14% tax.

To reserve a room, call hotel reservations (800/266-9432), or reserve a room online. Be sure to mention the “MLA Conference” when you call to ensure you receive the negotiated rates. The deadline for the hotel to receive your reservation is Monday, April 16, 2007. Reservations are processed on a first-come, first-served basis.

ADMISSION TO THE EXHIBIT FLOOR
Due to insurance liabilities, no person under the age of 18 will be admitted to the exhibit floor during set-up or tear-down hours. MLA does not restrict children’s access to the exhibit floor based on age during Show hours. Parents must accompany children and are responsible for their behavior. All persons on the exhibit floor must have proper registration credentials.

ADVERTISING OPPORTUNITIES
Be sure to get the most from your message by advertising in the Official Program. The Official Program is used on-site by each conferee and serves as a reference tool for librarians long after the Show has ended. Additional advertising opportunities are available. Visit here for details on advertising and sponsorship opportunities.

AISLES
All aisle space belongs to the Exposition. No exhibit or advertisement will be allowed to extend beyond the space assigned to the exhibitor. Any demonstration or activity which results in the obstruction of aisles or prevents ready access to neighboring exhibitors’ booths shall be suspended for any period specified by Show Management.

BALLOONS
The display and distribution of balloons will not be allowed at any time within the exhibit hall. Balloons create many housekeeping problems and are particularly detrimental to the fire detection systems installed in the exhibit hall. Their use is strictly prohibited.

BOOTH EQUIPMENT and SERVICES
The following booth equipment, services and facilities are included free of charge:

• Draperies suspended on aluminum uprights and stanchions. The drapery background is 8 feet high. The side rails are 33 inches high.
• Standard booth sign measuring 7” x 44”, black letters on white card showing company name and booth number
• General lighting and decorations
• Aisle carpet
• Crate removal, storage and return
• Exhibitor Service Desk

BOOTH NUMBERS
During move-in, each booth will have its booth number on the floor directly in front of the booth on the aisle.

CANCELLATION OF EXHIBIT SPACE
Cancellations made prior to November 15, 2006, 50% of the net contract price will be refunded.

No refunds on or after November 15, 2006.

CONTRACT FOR SPACE
The contract for exhibit space is not subject to cancellation without penalties (see Cancellations). Any exhibitor failing to occupy the space under contract is not relieved of the obligation to pay the full cost of space. Such space may be used by Show Management in any way it sees fit.

CRATE STORAGE
Empty crates, boxes, skids, etc. that exhibitors have labeled “Empty” will automatically be removed from exhibitors’ booths, stored and returned at the conclusion of the Exhibition. “Empty” stickers will be available at the Service Desk. There is no charge for this service. NO STORAGE OF ANY KIND WILL BE PERMITTED BEHIND YOUR DISPLAY.

DAMAGE TO PROPERTY
Exhibitors are responsible for damage to uncrated or improperly packed shipments, concealed damage, loss or theft of material after delivery to booth or before material is picked up for return movement. It is expressly understood that the exhibitor will make no claim of any kind against Show Management for any loss, damage or destruction of goods, nor for any damage of any nature to his business by reason of the failure to provide space for any exhibit or the removal of the exhibit.

DISMANTLING DATES and HOURS
The exhibit hall will be open for exhibit dismantling from:
3:00pm – 7:00pm, Tuesday, May 22

All booths must be dismantled and packed by 7:00pm, May 22. No exhibitor shall have the right prior to 3:00pm, Tuesday, May 22 to pack or remove any articles or exhibit without the permission and approval, in writing, of Show Management. Exhibitors are cautioned, when making travel arrangements, to allow sufficient time following the closing of the Show at 3:00pm.

EARLY DISMANTLING
No exhibitor will be allowed to dismantle any portion of their exhibit prior to the end of exhibit hours on the final day of exhibits. This is a discourtesy to those attending the Show and to your neighboring exhibitors.

EXHIBITOR REGISTRATION AREA
Located in the Philadelphia Marriott, personnel at the registration counters will be available to accept your on-site badge requests. Any badge changes may also be taken care of here.

EXHIBITOR SERVICE DESK
The Service Desk will be open for business beginning Friday, May 18, at 8:00am. All contractors and production personnel can be found here. In addition, all on-site production services such as decorating, furniture, floor covering, shipping, material handling, electrical, telephone, display labor, special cleaning, porters, signs, security guards, photography, floral and audio-visual requirements can be arranged here.

FIRST AID
Emergency first aid is available from 8:00 am.- 5:00 pm. each day during set-up, show time, and break-down.

FLOOR MANAGERS
Floor managers will be available through set-up, as well as during and after the Show. These Exposition representatives are your roving link to Show Management and all services on the exhibit floor. They can handle your questions about labor, utilities, booth furnishings and much more. They are also responsible for protecting your interests as an exhibitor by checking all exhibits for compliance with the Show’s regulations and construction guidelines.

HOSPITALITY SUITES
Exhibitors are given exclusive right to hospitality suites at conference hotels. To reserve your suite, please contact the hotel directly. Please advise Hall-Erickson, Inc. of any hospitality suites you may be hosting. Note: hospitality events are allowed after 5:30pm on Sunday, May 20 and Monday, May 21 ONLY.

INSTALLATION OF EXHIBITS
The exhibit hall will be open for the installation of exhibits from:
Friday, May 18 8:00am – 4:30pm
Saturday, May 19 8:00am – 3:00pm

The exhibitor will have an authorized representative present throughout the installation of their exhibit and will furnish the name of this representative to Show Management at least 60 days prior to the Show. Installation of all exhibit material must be complete by 3:00pm, May 19 and all shipping crates and packing cases must be ready for removal in order to allow sufficient time for a final cleaning prior to the opening reception.

INSURANCE
Show Management and the MLA strongly encourage you to insure your property from the time it leaves your facilities until it is returned after the Exposition. In most cases, a rider can be added to your present policy for a nominal cost that will protect your property while it is out of your control. MLA, their agents, the Philadelphia Marriott, and/or their respective agents will not be responsible in any way for the safety of any exhibit or material against theft, fire, water, accident, or any cause, nor for the loss or damage to goods cosigned to its care.

LOTTERIES/CONTESTS
Exhibitors who wish to hold lotteries or contests must have permission from show management. Write to MLA Exhibit Management, c/o Hall-Erickson, Inc. 98 E. Naperville Road, Westmont, IL 60559; Fax: 630/434-1216, and give the details of the lottery (when it will be held, what will be given away, and the value of the prize.)

MERCHANDISE RELEASE PASSES
A Merchandise Release Pass must accompany all merchandise carried from the exhibit area. Passes may be obtained by showing your exhibitor credentials at the Security Office.

MLA EXHIBITOR WEB SITE
The MLA Exhibitor web site can be found at: http://www.mlanet.org/am/am2007/exhibits/vendor_info.html.

Be sure to check out this expanded site for information on Exhibits, Advertising, Showcase Products, and Sponsorships.

NO SMOKING POLICY
Smoking is not permitted in the Hall of Exhibits or other conference sessions of the MLA.

PARKING
Parking at the Philadelphia Marriott is $35 per night. (Rates subject to change.) The Marriott has 350 parking spots available. There are also other parking lots in the area. Visit http://www.philapark.org/homeFlash.aspx for the Philadelphia Parking Authority web site.

PROGRAM LISTING INFORMATION
Exhibitors will be listed in the 2007 Official Program/Guide to Exhibits provided that they submit their listing information to Hall-Erickson, Inc. by February 12, 2007. Listing forms were sent out to each exhibitor with their booth confirmation. Every effort will be made to print listings accurately and completely. Show Management assumes no responsibility for any errors and omissions in the 2007 Official Program/Guide to Exhibits.

PROGRAM DISTRIBUTION
Guidelines have been developed for the distribution of Official Programs to exhibitors. Two Programs will be distributed to each 10x10 space. If you need additional programs, please check at the Exhibitor’s Registration Desk on the last day of the Show. If there are remaining programs, you are more than welcome to them.

SECURITY
Entry to and exit from the exhibit area will be possible only through the main Show entrance and all persons entering and leaving must wear a badge issued by Show Management. During installation and dismantling periods, no one will be permitted in the exhibit area before published times. Lost or stolen property must be reported to the Security Office as soon as possible. Please remember that any claim must be properly documented in order to receive reimbursement from your insurance company. Remember—All material leaving the exhibit area must be accompanied by a Bill of Lading or a Merchandise Release Pass, even if it is the property of the exhibitor removing it.

SHOW COLORS
Aisle carpet: the exhibit hall is carpeted
Booth drape:
backwall – purple and white
side rail – purple  

SHOW DATES and HOURS
The exhibit hall will be open for attendees the following hours:
Saturday, May 19 5:30pm – 7:30pm
Sunday, May 20 Noon – 5:00pm
Monday, May 21 10:00am – Noon and 1:15pm – 5:00pm
Tuesday, May 22 10:00am – 3:00pm

VISIT THE EXHIBIT PASSES
Complimentary passes for your customer to visit the Hall of Exhibits are available to all Exhibiting Companies. Please visit http://www.mlanet.org/am/am2007/pdf/07_exhibit_pass_web.pdf for a downloadable version of the exhibit hall pass.