NYLA Annual Conference Site Considerations

Wondering what it takes to bring the NYLA Annual Conference to your home town?  Here are the minimum specifications that are required from a conference site / hotel to host the NYLA Annual Conference.

Trade Show Requirements

  1. The NYLA Trade Show requires 30,000 sq. feet of unobstructed contiguous floor space.
  2. The Trade Show must be housed in one facility.
  3. Electricity should be available for all booth locations.
  4. Wireless and Hardwire Internet connections should be available for all booth locations.

Meeting Room Requirements

  1. The size and set‐up of the rooms can vary from 10ppl. conference style to 400 ppl. theatre style.
  2. Typical breakout room requirements include:
    1. One General Session Room (400 theatre style)
    2. Breakout rooms (3 for 150 theatre, 3 for 100 theatre, 3 for 50 theatre, 3 for 20 conference)
  3. All meeting rooms shoud have complimentary high speed wireless Internet access.
  4. The number of rooms necessary per concurrent session varies, with 9 to 11 being the norm.

Hotel Requirements

  1. 500 sleeping rooms within walking distance of the Convention Center.

Transportation Requirements

  1. Transportation is often provided:
    1. Between airport / train stations on peak travel days.
    2. To the location of special events held off‐property.
  2. NYLA will not consider locations which require shuttling between hotels and the convention center.


For a complete and detailed overview of the specifications of the NYLA Annual Conference needs, please review the Request for Proposals for 2016-17-18

NYLA Annual Conference RFP 2016-17-18 (PDF)