Information & Regulations

General Information

Location

Hawaii Convention Center

Hawaii Convention Center
1801 Kalakaua Avenue
Honolulu, HI 96815
www.hawaiiconvention.com
Phone: 808.943.3500
Fax: 808.943.3099

Click here for reservation information.

Medical Library Association Annual Meetings will be held May 15–20, 2009.

Exhibits will be held May 16–19, 2009.

Show Schedule

Exhibit Installation*
Friday, May 15	8:00 a.m. – 4:30 p.m.
Saturday, May 16	8:00 a.m. – 3:00 p.m.
Exhibits Open
Saturday, May 16	(Welcome Reception/Opening of Exhibits) 4:30 p.m. – 6:30 p.m.
Sunday, May 17	11:00 a.m. – 3:30 p.m.
Monday, May 18	9:00 a.m. – noon and 1:15 p.m. – 3:00 p.m.
Tuesday, May 19	8:30 a.m. – noon
Dismantle**
Tuesday, May 19	noon – 4:30 p.m.

*Installation: Installation of all exhibit material must be complete by 3:00 p.m., May 16 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 4:30 p.m., May 19. No exhibitor shall have the right prior to noon, Tuesday, May 19 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 noon.

Housing

Housing details can be found on the MLA 2009 website housing page

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 duringshowhours. 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 theshowhas 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

• 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

Booth Numbers

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

Booth Staffing

All booths must be staffed during open exhibit hours.

Cancellation of Exhibit Space

Cancellations made prior to November 14, 2008, 50% of the net contract price will be refunded. No refunds on or after November 14, 2008.

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:
noon – 4:30 p.m., Tuesday, May 19

All booths must be dismantled and packed by 4:30 p.m., May 19. No exhibitor shall have the right prior to noon, Tuesday, May 19 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 noon.

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 theshowand to your neighboring exhibitors.

Exhibitor Registration Area

Located in the Hawaii Convention Center, 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 15, at 8:00 a.m. 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 a.m. - 5:00 p.m. 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 3:30 p.m. on Sunday, May 17 and Monday, May 18 ONLY.

Installation of Exhibits

The exhibit hall will be open for the installation of exhibits from:

Friday, May 15	8:00 a.m. – 4:30 p.m.
Saturday, May 16	8:00 a.m. – 3:00 p.m.

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 3:00 p.m., May 16 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 Hawaii Convention Center, 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. Chicago Ave., 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 website

The MLA exhibitor web site can be found at: http://www.mlanet.org/am/am2009/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.

Program Listing Information

Exhibitors will be listed in the 2009 Official Program/Guide to Exhibits provided that they submit their listing information to Hall-Erickson, Inc. by February 17, 2009. Click here for the Program Listing Form. Every effort will be made to print listings accurately and completely. Show management assumes no responsibility for any errors and omissions in the 2009 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 mainshowentrance 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: gray
• Booth drape:
  • Backwall: green and white
  • Side rail: green

Show Dates

The exhibit hall will be open for attendees the following hours:

Exhibits Open
Saturday, May 16	(Welcome Reception/Opening of Exhibits) 4:30 p.m. – 6:30 p.m.
Sunday, May 17	11:00 a.m. – 3:30 p.m.
Monday, May 18	9:00 a.m. – noon and 1:15 p.m. – 3:00 p.m.
Tuesday, May 19	8:30 a.m. – noon