Black Caucus of the American Library Association, INC 12th National Conference Of African American Librarians Exhibitor Information Information Exhibitor Black Caucus Of The American Library Association(BCALA), INC. 12th National Conference of African American Librarians (NCAALXII) July 24-27,2024 New Orleans Marriott 555 Canal Street, New Orleans, LA 70130

Dear Exhibitor:

We invite you to participate in the 12th National Conference of African American Librarians (NCAALXII). The conference theme is “Unity in Diversity – Stronger Together in the African Diaspora.” Our association continues to work to make its conferences relevant and enjoyable for the hundreds of librarians who attend and also for our valued exhibitors by:

  • Providing “No conflict times” in the AM and PM
  • Promoting traffic, book signings, and other events in the exhibit area
  • Providing access to the BCALA Listserv for pre-conference vendor messages

Exhibit Hours:

July 25 July 26 July 27 Thursday Friday Saturday 1:00 p.m. – 5:00 p.m. Grand Opening 9:00 a.m. – 5:00 p.m 9:00 a.m. – 3:00 p.m. Closing
Reception (2:00 p.m. – 3:00 p.m.)
Move-In Thursday July 25 7:00 a.m. – Noon
Move-Out Saturday July 27 3:00 a.m. – 5:00 p.m.
Exhibit rates Vary Depending on the type of 8′ X 10′ booth reserved:
  • $700 Premium (corners, aisles, and center spaces)
  • $600 Regular
  • $450 Library and Information Science Programs and Non-Profit Organizations

The exhibit booth space fee includes: an 8′ high backdrop, one (1) company/organization I.D. sign, one (1) 6′ topped and skirted table, two (2) folders chairs, and one (1) wastebasket.

We invite you to reserve your space for the NCAALXII by completing the Exhibitor Application Form.

If you have any questions, please contact me at the telephone number or email address listed below. We look forward to the opportunity to bring your products and services to the attention of the NCAALXII attendees.

Exhibits Committee Co-Chair:

Rules, Regulations and Requirements For Exhibitors

Exhibit Rules

Exhibitors shall not infringe upon the rights and privileges of any other exhibitor. The Black Caucus of the American Library Association (BCALA) Inc. reserves the right to restrict exhibits that may be objectionable or to order the removal of any portion of the exhibit, which in the judgment of the Exhibits Co-Chair is detrimental to
or detracts from the general order of the exhibits. This applies to persons advertising or soliciting, or anything of a similar nature.

Space assignments and Booth Furnishing

Booth space (8’ X 10’) will be assigned in the order that paid reservations are received. The exhibit booth space fee includes 8′ high backdrop, one (1) company I.D. sign, one (1) 6′ topped and skirted table, two (2) folding chairs, and one (1) wastebasket.

Exhibitors may order additional furniture, utilities, Internet services, or other services at their own expense from
the New Orleans Marriott Hotel. Appropriate forms will be sent to registered exhibitors. Hours and dates for installing, showing, and dismantling exhibits are specified by BCALA Inc. in the attached Exhibitor Letter.

No exhibitor shall have the right prior to the closing of the Show to pack or remove articles from the exhibit without the permission of the BCALA Inc. Exhibits Co-Chair. Admission will be by badge only. Badges are not transferable.

Safety Regulations

All materials used in the exhibit area must be fireproofed and conform to all fire department regulations. No decorative paper of any kind will be permitted.

Liability and Insurance

BCALA Inc. shall not be financially obligated or otherwise committed in the event of the Show being canceled or deferred on account of strikes, fires, casualties, Acts of God, or causes beyond their control. The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitors’ displays, equipment, and other property brought upon the premises of the exhibition facility and shall indemnify and hold harmless BCALA Inc., the New Orleans Marriott hotel and any authorized representative, agent or employee of the forgoing of any and all losses, damages, and claims. Every precaution will be taken to safeguard the exhibitor’s property.

Handling and Storage

BCALA Inc. and the owners or managers of the facility where the exhibits are held shall not accept or store display materials or empty crates, and Exhibitors shall make their own arrangements for shipment, delivery, receipt, and storage of such materials and empty crates. Such arrangements must be made through the New Orleans Marriott Hotel. All shipments and deliveries to the hotel shall be prepaid.

Cancellation and Refunds

Upon acceptance of this application by BCALA Inc., it shall be a legally binding contract between the exhibitor and BCALA Inc.

Application and Agreement

All applications must be made on the Exhibitor Application Form.

We hereby make an application for exhibit space(s) as indicated on the 12th National Conference of African American Librarians, Exhibitor Application Form. We agree to abide by the rules and regulations outlined by BCALA Inc. and to all conditions under which the exhibit area is leased to BCALA Inc. Said specifications and conditions become part of this contract.

Exhibit Space is Assigned in order of reciept of the exhibitor application form with payment.