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• 2025 MLA Trade Show Application/Contract

  • Start
    8 Oct 2025
  • End
    9 Oct 2025
  • Location
    Doubletree by Hilton Hotel - St. Louis, 16625 Swingley Ridge Road, Chesterfield, MO 63017

  Register

  

  Missouri Library Association Annual Conference

  October 8th - 9th, 2025

  Doubletree by Hilton Hotel St. Louis - Chesterfield

  16625 Swingley Ridge Rd.

  Chesterfield, MO 63017

  The 2025 Missouri Library Association Annual Conference is coming to Chesterfield, October 8th and 9th. The Missouri Library Association is a diverse and growing organization. MLA serves librarians, support staff, and library supporters throughout the entire state and in every type of library. MLA members work in academic, public, special, and K–12 libraries.

  The Missouri Library Association Annual Conference provides vendors the opportunity to engage with potential and existing customers in the Missouri library community. More than 400 individuals from Missouri’s academic, public, school and special interest libraries attend our annual conference.

  This year’s conference is focused on people , with the theme of “Joy in Our Libraries”! MLA is looking to cultivate and spread joy in our libraries and profession through inspiring sessions and events that attendees will take back home with them and share with their co-workers and patrons.

  This prospectus provides details on opportunities to rent booth space in the Exhibitor Hall, sponsor events, and advertise via conference social media. Please explore all the ways we can help put you directly in touch with Missouri librarians. We invite you to consider joining us as a vendor, sponsor, or both.

  
  

  Please note: Vendors will only be able to select ONE item per form. If you would like to sign up for multiple booths or sponsorships, please fill out an additional form PER ITEM. If you have any questions, please send a message to MLAc2c@molib.org.

  
  

  EXHIBITOR OPPORTUNITIES

  There are 44 booths available for vendors in the Exhibitor Hall, which will be assigned on a first-come, first-served basis. All exhibitor options include the following:

  • 8’x10’ pipe and drape booth, 6’ table with linens, 2 chairs, and 1 wastebasket
  • Sign with your organization’s name above your booth
  • Badge access for 2 representatives, as well as breakfast and lunch
  • Acknowledgement on conference slideshow and/or signage
  • Recognition on the MLA website and MLA social media
  • Complimentary Wi-Fi
  • A list of conference participants’ contact information in electronic format
  • Electricity for exhibit can be secured through jkanak@lhmchotels.com at your own expense

  Non-Profit Exhibitor

  • Early Bird Rate - $450 (register by August 1, 2025)
  • Standard Rate - $550 (after August 1, 2025)

  Business Exhibitor

  • Early Bird Rate - $550 (register by August 1, 2025)
  • Standard Rate - $650 (after August 1, 2025)

  Premier Exhibitor *Limited to 6 spots

  • Early Bird Rate - $750 (register by August 1, 2025)
  • Standard Rate - $850 (after August 1, 2025)
  • Includes all the benefits noted above, plus: Priority placement exhibitor space and opportunity to provide branded items for inclusion in all registration packets

  $50 conference bag promo addition

  Want to have your company/organization highlighted to members at check-in? Include a small pamphlet or item in the conference tote bag!

  SPECIAL EVENTS / PRODUCT SPONSORSHIPS

  This conference would not be possible without the support of our generous sponsors. We welcome all vendors to consider an additional sponsorship in recognition of the important and ongoing work of Missouri librarians. Preferred events will be assigned on a first-come, first-served basis.

  All sponsors will receive:

  • Acknowledgement at the sponsored event or service
  • Logo on signage at event or service
  • Sponsor will be featured across all MLA social media channels

  *Please note that Sponsorships do not include an Exhibitor Booth. Exhibitor Booths need to be reserved separately

  SILVER SPONSORSHIPS - $500

  Choose from one of the following:

  • Conference Lanyards (1 available)
  • Bohley Scholarship Trivia Night (1 available)
  • MLA New Member Meet & Greet (1 available)
  • Coffee Bar Sponsor (2 available)

  GOLD SPONSORSHIPS - $1,500

  Choose from one of the following:

  • Conference Bags (1 available)
  • Refreshment Break (1 available)
  • Exhibit Hall Happy Hour Drink Tickets (1 available)

  PLATINUM SPONSORSHIPS - $3,000

  Choose from one of the following:

  • All-Conference Social Event (1 available)
  • Keynote Speaker Sponsor (1 available)
  • Meal Sponsor (2 available)
  • Vendor Reception (1 available)
  • Building Block Author Event (1 available)

  Exhibit Hall Schedule

  Wednesday, October 8th

  Exhibitor Set-up                                            11:00 a.m. - 3:00 p.m.

  Exhibitor Hall open                                       4:00 p.m. - 6:00 p.m.

  Exhibitor Reception                                      4:00 p.m. - 6:00 p.m.

  Thursday, October 9th

  Vendor Breakfast                                           8:00 a.m. - 9:00 a.m.

  Exhibitor Hall open                                        9:00 a.m. - 2:00 p.m.

  Exhibitor Breakdown                                    2:00 p.m. - 3:00 p.m.

  Exhibit Hall Floor Plan

  
  

  ADDITIONAL INFORMATION

  Demo Spots: A conference breakout room will be reserved for 15-minute demonstration sessions @ $150 each. Limit one demo per vendor. We have the ability to sell up to 10 demo sessions. Available to booth-holders or sponsors. Demo spots will be taken on a first-come, first-served basis, and vendors will be informed of the time and location for their demo spot in advance of the conference.

  Location / Lodging: 

  The 2025 MLA Conference is being held in Chesterfield, Missouri, at the Doubletree by Hilton Hotel - St. Louis, 16625 Swingley Ridge Road, Chesterfield, MO 63017. The event space (located on I-64) is a 23-minute drive from St. Louis Lambert International Airport and approximately 20 minutes west of downtown Saint Louis.

  The Missouri Library Association has negotiated a special conference rate of $165 per night at the Doubletree by Hilton Hotel. For room reservations, CLICK HERE.

  TERMS & CONDITIONS

  • MLA will assign booth spaces in the order purchased.
  • Exhibitors will not sublet or appropriate booth space to any other business.
  • Parent and subsidiary businesses are not considered other businesses.
  • Contractors are other businesses and require their own booth space.
  • Exhibits should not project beyond the space allotted and should not obstruct the view or interfere with traffic to other exhibits.
  • The wings of an exhibit should not project more than three (3) feet from the back wall.
  • Permission to exhibit equipment of abnormal heights must be obtained from MLA.

  Cancellations should be made in writing by email to MLA@amigos.org by August 30, 2024, and are subject to a 50% cancellation fee. No refunds shall be paid as a result of subsequent booth sales. No refunds will be made after August 30, 2024 with the exception of registrations for the local small business retail level. Local small business registrants can request a cancellation in writing and up to a 50% refund until September 9, 2024. All cancellations are final. MLA may resell cancelled booths as opportunities allow.

  CODE OF CONDUCT

  The Missouri Library Association (MLA) hosts professional events and communication outlets to enable its members to receive continuing education, build professional networks, and discover new products and services for professional use. To provide all participants the opportunity to benefit from MLA events, the Missouri Library Association is committed to providing a safe and harassment-free environment for everyone, regardless of gender, sexual orientation, gender identity, gender expression, disability, physical appearance, ethnicity, religion, or other group identity. 

  The Missouri Library Association follows the American Library Association's Statement of Appropriate Conduct regarding harassment or other inappropriate behaviors. If any MLA member ever feels uncomfortable or harassed, or it they witness any violations of these policies, they should reach out to an MLA event planner, an MLA board member as designated by name badge, or to conference security, if applicable. Individuals may also email conference@molib.org. All reports will be directed to the MLA Board for further action. Anyone working in a college or university setting may also be required to contact their Title IX officer.

  
  

  For more information or to discuss opportunities, please contact:

  conference@molib.org

  
  

  Conference Coordinators: Rebecca Splain and Rosie Lopolito

  Trade Show & Sponsorship Chairs: Greg Carter, Kristen Kern, and Shelby Brune

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