2011 Archive

2011 Information Archive

If you do not already have a copy - please review the NYLA Conference Programmers Handbook (PDF)
Answers to many common programming questions can be found here.


Section/Roundtable/Committee Booths
Display Booths are an opportunity for NYLA Sections, Roundtables and Committees to promote their services, recruit new members, and connect with current members.
Display Booth space will be made available at a discounted rate to NYLA Sections on or near the NYLA Trade Show Floor.  Roundtables and committees may opt to purchase space in on or near the NYLA Trade Show Floor, or will be provided a free table space along the corridor that leads to the Pavilion.  Booth assignments are made at the discretion of the NYLA staff, and will be distributed by October 15, 2011.

NYLA Sections: 
1-500 members: $225 (ASLS / LAMS / RASS / SMART)
500+ members: $350 (PLS / SSL / YSS)
NYLA Roundtables $100
NYLA Committees $100

In order to reserve your groups space, you must complete and submit a Display Booth Request Form by the Friday, September 30.  If is available here - Display Booth Request Form (PDF)

Clarifications - space ON the trade show floor will be based on availability, and will be determined by October 11, 2011.
The space NEAR the trade show floor is in Meeting Room 1 of the Saratoga City Center, located directly across the hall from the trade show.  Should any group wish to purchase space on the trade show floor at the full purchase price ($995 per booth) they will then be entitled to all rights and privileges of any other exhibitor.
Groups that would like to purchase an exhibit space at the full price should complete the exhibitor registration form, located on page four of the Exhibitor Brochure (PDF).

F&B Request Form (PDF)
To be used if you would like to order food for any of your sessions (there is a pdf of the Hilton menu choices attached).  Food & Beverage items will be billed out to your group as part of the conference billing process.  **Please be sure to discuss the expense with your group’s treasurer and board before ordering food & beverage items (F&B items are subject to a service charge that can range from 18 – 20%)** DEADLINE SEPTEMBER 15, 2011

Guest Ticket Form (PDF)
Use this form to reserve guest tickets to conference events.  **If your group is not the sponsor of the event, then it will be billed for the face value of the cost of the ticket(s) you are requesting.  However, if your group is the sponsor of the event, it will not be billed for the cost of the tickets as your group is already being charged for the ‘wholesale’ cost of the event. DEADLINE SEPTEMBER 15, 2011

Program Evaluation Form (DOC)
This is an evaluation form you can use if you would like to collect feedback from your session attendees. It's for your use only, and we don't need any of your evaluations returned to us.

Room Monitor Form (PDF)
A room monitor MUST be assigned to each conference program.
A room monitor MUST be someone separate from the speaker(s).
(This ensures that if there is an issue the program can continue while the monitor seeks help to remedy the issue.)
While room monitors serve an important role at the NYLA conference they do not receive free conference registration.
For more details on Room Monitors, please review the Conference Programmers Handbook.


Notes on Speaker Agreements / Contracts

NYLA strongly recommends that you complete a contract or agreement with every speaker for every program.  Having your terms in writing is simply good policy and helps ensure that all parties understand what is being promised / expected. There are two different templates for crafting an agreement between your group and a speaker.  

Sample Speaker Contract (PDF)
This is a template starting point for creating letters of agreement between your group and your speaker.  This version is extremely detailed and is best suited for instances where an honoraria is being paid to the speaker.  Feel free to delete from the document all those details that do not pertain to your specific situation.

Sample Speaker Agreement (PDF)
This is a template starting point for creating a simple barebones agreement between your group and a speaker.  This version is best used if an honoraria is NOT being paid.  This simple form will be ideal for most conference programs.  Feel free to delete from the document all those details that do not pertain to your specific situation.

If your group agrees to pay a speaker 
Any speaker who is compensated for honorarium only (travel, lodging, meals and other expenses excluded) MUST submit an IRS W9 form.  It is the responsibility of the speaker to report the income to the IRS under current tax laws.  This form must be returned to the NYLA office by August 15. The NYLA Office must have the original W9.

IRS W9 Form (Note - we only need page one.)

Below are the forms that are past due, but still listed for reference purposes.

AV Request Form (PDF)
Ideally you have already submitted this form - if not, please submit it IMMEDIATELY.

Book Stock Request Form (PDF)
Used to request books authored by your speakers that you would like sold at the NYLA/Blackwood & Brouwer Booksellers store during the conference. If your presenter will be discussing books at his/her session by someone else, then Rondi Brower would like to know that as well. For instance, are there any presenters who are recommending titles they haven't written (like lists of books that deal with a specific topic)? Plus, she will sell CDs if your presenter has produced any and wants them sold at the conference.DEADLINE SEPTEMBER 15, 2011

Ribbon Request Form (PDF)
Please use this form if you would like to order any specific ribbons for your Section/Roundtable/Affiliate attendees.  If you do order ribbons, it is your responsibility to hand them out to your groups (this can be done at your booth if you choose to have one).DEADLINE SEPTEMBER 15, 2011

Speaker Lodging Request Form (PDF)
The speaker housing request form is used only if your group is paying for the speaker’s housing.  Requests for speaker housing are typically due at the end of July.  While speakers are typically housed at the headquarter hotel, your group may opt to house any speaker at any of the available conference hotels.
It is ESSENTIAL that this form be submitted early to ensure that your speaker receives a room.

Speaker Detail Form (PDF)
It is important that we have complete and accurate information about all the conference speakers.  The information submitted on this form will be used to create the speakers listing in the final conference program.