General Information

Register for the NYLA Annual Conference

Badges
To ensure admittance to programs and exhibits, NYLA requires you to wear your badge while attending conference events. If you lose your badge, a replacement will be provided for $1.00.

Child Care
Information on local child-care options (i.e. a listing of local bonded babysitters or other “outside contractors”) may be obtained by contacting your hotel.

Exhibit Fast Passes
People who want to see the exhibits without registering for the conference must purchase an exhibit fast pass at the conference registration desk. Daily exhibit fast passes cost $10.

Passes may be used to enter the exhibit hall only during exhibit hours.

Future NYLA Annual Conferences
2009 – October 12-17, Niagara Falls, NY
2010 – November 3-6, Saratoga Springs, NY

Houses of Worship
Information on area churches and temples may be obtained at the front desk of the hotel.

Internet Café
An Internet Café will be available to allow conference participants to access and send email. Please check the Final Conference Program for exact times and locations.

Local Information
Members of NYLA’s Local Arrangements Committee will be available during NYLA registration hours to provide information on local restaurants, sites and services. Please see tour and local information included in this program.

Lodging
Special rates for NYLA conference participants are available at:

The Saratoga Hilton – Headquarter Hotel – 3 night minimum
www.thesaratogahotel.com
Single $165 / Double: $180.00

Holiday Inn Saratoga Springs
www.holidayinn.com
Single / Double $149.00

The Courtyard by Marriott
Single / Double $139

Inn at Saratoga
Single $138 / Double $148

Lodging reservations must be made using the NYLA Lodging Request Form included in this program. See the Lodging Request Form for submission details.

Message Board
A message board will be located near the NYLA conference registration desk and used by NYLA staff to notify conference participants of schedule and meeting room changes. Conference participants may also post messages.

NYLA Gift Shop
Plan to shop at the NYLA Gift Shop for books, publications, note cards and much more! Profits from the sale of gift shop items help support the New York Library Association’s general programs.

The store will be open during the following hours:
Wednesday, November 5 9:00 am – 5:00 pm
Thursday, November 6  7:30 am – 6:00 pm
Friday, November 7  7:30 am – 5:00 pm
Saturday, November 8  8:00 am – 1:00 pm

Volunteers are needed to make this happen. If you are interested in volunteering, please contact the NYLA office at 800-252-6952 or info@nyla.org

NYLA Membership Application
Are you a NYLA member? A personal NYLA membership application is included in this program. If you are not a member, join now to take advantage of substantially reduced member conference registration rates.

Observers at Meetings
NYLA welcomes observers at committee and board meetings. Please: (1) notify the committee or board chair in advance that you plan to attend, (2) keep in mind the obligations of the committee or board to transact NYLA business, and (3) be aware that space restrictions may limit the accommodations of observers. Conference registration is required.

Parking
Parking is available at The Saratoga Hilton, the Holiday Inn, and the Courtyard by Marriott. If these lots are filled, there are free public parking lots in Saratoga Springs. However, many of these lots have two-hour parking limits. Please note signs posted in parking lots. Shuttle transportation will be provided from major conference properties to conference programs and events.

Refunds
Written requests for Conference, Continuing Education workshops, or NYLA Leadership & Management Academy refunds must be post-marked or faxed by October 15, 2008. An administration-processing fee of $50 will be deducted from the amount refunded ($15 for CE Workshops only). NYLA will honor requests for refunds which are received by the stated deadline, and will retain only the administration processing fee. After the deadline has passed, no refunds will be issued. Instead, the registration amount, less a $50 administration processing fee will be credited toward the Conference or Institutes in the next calendar year only. No credit or refund will be issued for unused credit. If the recipient fails to attend the subsequent conference or NYLA institute before the close of the following calendar year, no refund will be made and no further credit will be given. The credit is non-transferrable. Refunds will be processed as promptly as possible after the close of the conference. Refunds will not be offered for Full Program Unemployed Librarian, Full Program Library Student, Full Program Retired, Full Program Friend,  or for Single day Unemployed, Retired, Student, or Friend registrations.

In fairness to all attendees, registrants who do not attend the conference will be liable for the entire conference fee. Full refunds (no service charge) will be made if a CE Workshop and/or special event is cancelled or closed out.

NYLA develops professional Continuing Education Workshops, and in the event a speaker is unable to present the workshop, every effort will be made to obtain a qualified substitute.

In the case of a substitute speaker, refunds will not be given, however, registrants may opt to switch to another Continuing Education Workshop as space allows. Notification of speaker changes will be posted on the NYLA Web site and NYLINE.

Register for the NYLA Annual Conference

Registration Fees & Attendance Packets
The NYLA conference registration form contains the 2008 conference fee structure. NYLA conference fees may be paid by check, money order, or select credit cards. NYLA accepts VISA, MasterCard and Discover cards only.

All registration materials will be available at the NYLA Conference Registration Desk, located in the Saratoga Hilton.

Please note: Faxed registrations will not be accepted in the NYLA Office after October 17, 2008, Mailed registrations must be postmarked no later than October 15, 2008. Please do not fax conference registration forms to the NYLA office after October 17, 2008. If you would like to register after October 17, 2008 for the conference, please do so in person at the NYLA registration desk located in the Saratoga Hilton. NYLA cannot guarantee the availability of special event tickets on-site.

Safety Tips
Do:

• Keep a list at home of the credit cards and identification you plan to take with you. If will be hard to count on your memory if these items are lost.
• Carry with you the name, address, and telephone number of an individual to contact in case of an emergency.
• Be sure to carry a card describing any medical difficulties.
• Take as little cash as possible. Carry traveler’s checks and credit cards to cover your expenses.
  

Do Not:

• Display large amounts of case when paying for taxis, tips, etc.
• Leave luggage unattended. Keep it in full view at all times. If your hotel room is not available when you check in, see the front desk of the hotel.
• Wear your name badge on the street.

Smoking
The NYLA Council has established a policy prohibiting smoking in meeting rooms where NYLA conference programs and events are being held.

Special Needs
Attendees requiring special consideration in such areas as sleeping rooms, meeting rooms, communication tools, meals and transportation are asked to inform area hotels and the NYLA office of their need by October 10, 2008 (800-252-6951 or events@nyla.org).

Tax Deductible Expenditures
“Tax deductions for educational expenses,” Treasury regulation #1.162.5, permits an income tax deduction for educational expenses (registration fees and cost of travel, meals and lodging undertaken to (1) maintain or improve skills required in one’s employment or other trade or business or (2) meet express requirements of employment, job status or rate of compensation.

If you are employed by a not-for-profit organization and wish to have your room tax waived, payment must be made by the institution’s check or credit card claiming tax-exempt status and a copy of the organization’s tax exempt form must be presented to your hotel prior to or upon check-in.

Ticket Exchange Service
The New Members Roundtable offers a free ticket exchange service during the NYLA Conference. Registrants having tickets to events they will not be using may donate them at the NMRT booth in The Saratoga Hilton. Donated tickets are available to conference participants who contact NMRT on a first-come, first-served basis.

Ticket Sale Policy
Following an agreement of the NYLA Conference Advisory Committee in December 1990, a limited number of tickets may be purchased by conference registrants for conference events.

For events occurring between 8:00 am and 6:00 pm, a registrant may only purchase two tickets (one in addition to registrant’s own). Additional tickets are unlimited for the following:
NYLA’s Inaugural Celebration and Awards Ceremony and the Vitality Fund Event.

Vitality Fund
The annual Vitality Fund Event is held to raise money for the NYLA Vitality Fund, established by NYLA Council to ensure the economic stability of NYLA. Vitality Fund contributions will be accepted at the NYLA conference registration desk or at the Vitality Fund Event, Thursday, November 6, 2008.

Volunteers
See a bit of the conference from “backstage” by volunteering for a four hour shift at the Registration Desk or NYLA Gift Shop. What an easy way to make a difference!

If you would like to volunteer, include a note with your conference registration or contact the NYLA office (800-252-6952 or events@nyla.org). Your fellow conference-goers and NYLA staff with thank you!

Register for the NYLA Annual Conference