General Information

The 2009 NYLA Annual Conference will take place at the Conference Center Niagara Falls, Niagara Falls, NY. Hotels are listed below. The Conference Registration desk will be located in the Conference Center.

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
2010 – November 3 - 6, Saratoga Springs, NY
2011 - November 2 - 5, Saratoga Springs, NY
2012 - November 7 - 10, 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 by clicking here.

Lodging
Special rates for NYLA conference participants are available at:

The Crowne Plaza – Headquarter Hotel – 3 night minimum
www.crowneplaza.com
Single / Double: $159

Comfort Inn - "The Pointe"
www.comfortinnthepointe.com
Single $89 / Double $99

The Holiday Inn Niagara Falls
www.hiniagarafalls.com
Single / Double $115
Triple / Quad $125

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.

Conference attendees may also opt to receive conference alerts via Twitter. Just visit http://twitter.com/NYLA_1890 and sign up to receive updates on your mobile device. After the conference, just change your preferences to stop receiving updates on your cell phone.

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, October 14, 9:00 am – 5:00 pm
Thursday, October 15,  7:30 am – 6:00 pm
Friday, October 16,  7:30 am – 5:00 pm
Saturday, October 17,  8:00 am – 1:00 pm {Be sure to wish Galina a Happy Birthday!}

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 Crowne Plaza, the Comfort Inn, and the Holiday Inn. If these lots are filled, there are public parking lots in Niagara Falls. However, many of these lots have two-hour parking limits. Please note signs posted in parking lots.

Refunds
Written requests with signature for Conference, Continuing Education workshops or NYLA Leadership & Management Academy refunds must be postmarked or faxed by September 21, 2009.  An administrative processing fee of $50 will be deducted from the amount refunded.  NYLA will honor requests for refunds which are received by the stated deadline, and will retain only an administrative fee from them.  After the deadline has passed, no refunds will be issued.  Instead, the registration amount, less a $50 administrative-processing fee will be credited toward the conference or the Institutes in the next calendar year only. No credit or refund will be issued for unused funds.  If the recipient fails to attend the subsequent conference or a NYLA Institute before the close of the following calendar year, no refund will be made and no further credit given.  The credit is non-transferable.  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 and Single Day Library 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 2009 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 Conference Center Niagara Falls.

Early bird rates apply to all registration forms postmarked by July 21, 2009.  Payment must accompany registration form.  If payment is not received within 30 days of receipt of the registration form, registrant will be charged the prevailing rate (i.e. Advance or Late). Please note that registration fees increase for forms postmarked after July 21, 2009 and September 21, 2009. Registrations received after September 21, 2008 will be charged the late registration rate.

The conference rates for NYLA members are for NYLA personal members. Institutional members are permitted to send one member of their staff who is not a NYLA member to the conference at member rates. A letter from the institution’s director must accompany the staff member’s registration form.

Spouses of NYLA personal members may attend the conference at member rates.  Spouses must complete a separate registration form and check the “Spouse of Member” box.

Student registrants must send a copy of their current student bill or bursar’s receipt with their registration form. Spouses of student members may attend the conference at member rates as well.

Members of out-of-state or international library associations may register for the NYLA conference at member rates upon presentation of proof of their current membership in that association.  A photocopy of one’s membership card noting the expiration date will be accepted.

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 September 18, 2009 (800-252-6952 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 Conference Center Niagara Falls. 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 on Thursday, October 15, 2009.

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