2025 Long Island Library Conference Vendor Hub

This conference is a joint effort of the Nassau and Suffolk County Library Associations, bringing together public librarians, administrators, directors, support staff, teachers, and special librarians from across the downstate New York area. With over 750 library professionals attending past events, many with decision-making authority, LILC offers a unique platform to connect with key players in the library industry and showcase your brand’s innovations, products, and services.

Successful vendors at past events have included sellers of book and library-themed merchandise, local authors, and business-to-business service providers. These vendors have found valuable opportunities to connect with library professionals and showcase products and services that cater to the needs of the library community.

For more information

Vendors

https://libconference.org/registration/exhibitor

F or a full list of what is included with vendor registration, instructions for shipping to the venue and more: https://libconference.org/faqs-for-registered-exhibitors

Questions? E mail: LILCExhibits@gmail.com

Ads

https://libconference.org/ad-purchasesponsorships

Questions? E mail: LILCPublicity@gmail.com

Sponsorship

Questions? Email: LILCChair@gmail.com

Processing and credit card fees

Prices listed include all Eventbrite service and credit card processing fees. Pay by check or invoice to incur lower fees.

Cancellations/refunds

Refunds may be requested thru April 24, 2025. After this date refunds will not be issued. Refund value is less Eventbrite's nonrefundable fees and a $100 vendor cancellation fee.

Cancellation Policy

Exhibitor Cancellations must be submitted in writing via email to Lilcexhibits@gmail.com no later than April 24th, 2025 to receive a refund minus a $100.00 administrative fee and applicable processing fees. Processing fees are non-refundable under any circumstances.

All final payments for the Exhibitor Booth Space are due by April 24th, 2025. Any assigned space(s) not paid in full will be considered ‘forfeited’ and will be re-assigned at the Long Island Library Conference’s sole discretion.

Vendor Rates:

Early Bird Vendor Rate (ends Friday, December 27th, 2024) – $695.00

Vendor Regular Rate (ends Thursday, April 24th, 2025) – $750.00

Additional Vendor Lunch Voucher - $45.00

Eventbrite Fees: https://www.eventbrite.com/help/en-us/articles/755615/how-much-does-it-cost-for-organizers-to-use-eventbrite/

A note about fees

Credit card fees are shown upfront, but if you choose to pay by check at the end of your registration, you will see that the fees are reduced. We hope the overall registration experience is a smooth one and thank you for your continued support and participation in the conference.

Long Island Library Conference Vendor Terms and Conditions

1. Overview

By purchasing a Vendor Space for the Long Island Library Conference, you agree to comply with the following terms and conditions.

2. Cost and Payment

Vendor Space

• Early Bird Vendor Rate - The cost for a Vendor Space is $695.00 if purchase is complete before 11:59 PM on December 27th, 2024.
• Vendor Regular Rate - The cost for a Vendor Space is $750.00 if purchase is made after 11:59 PM on December 27th, 2024
• The cost for an additional Vendor Space is $500.00.
• Vendor Space includes 1 Vendor Lunch Voucher.

Additional Purchase options:

• Ad: Full Page Black & White - The cost for a Full Page, Black and White Ad in our conference brochure is $350.00. All materials for the ad must be submitted to Lilcpublicity@gmail.com by April 1st, 2025. Please direct specific questions about ads to Lilcpublicity@gmail.com.
• Ad: Half page Black & White - The cost for a Half Page, Black and White Ad in our conference brochure is $200.00. All materials for the ad must be submitted to LILCPublicity@gmail.com by April 1st, 2025. Please direct specific questions about ads to LILCPublicity@gmail.com.

Sponsorship Opportunities: For Sponsorship Opportunities, contact LILCChair@gmail.com.

Payment

• Payment by Credit Card will incur non-refundable fees.
• Credit Card Fees are shown upfront.
• Purchasers can pay by check by selecting the "Pay by Check" option at time of checkout.

3. Limitations

• Only Platinum And Gold Sponsors are guaranteed to be provided Prime Vendor Space.
• Each vendor/entity is permitted to purchase only two (2) additional Vendor Space/Vendor Table/Vendor Table at the discounted rate.

4. Usage of Space

• Vendor display materials must remain within their allotted Vendor Space.
• The additional Vendor Space must be used exclusively by the vendor/entity purchasing it. Subletting, sharing, or transferring the space to another entity is prohibited.
• The use of venue provided Vendor display tables is optional. Please let us know if you do not intend to use the venue provided vendor display tables.
• In accordance with venue regulations and applicable New York State laws, only authorized Venue Staff are permitted to move any venue-provided furniture, including but not limited to display tables. Vendors are expressly prohibited from moving, rearranging, or altering the placement of such furniture.
• Vendors who move or attempt to move venue-provided furniture in violation of this policy do so at their own risk.
• Such vendors assume full responsibility and liability for any and all damages, injuries, or losses that may result from unauthorized movement of furniture.
• The venue and event organizers shall not be held liable for any consequences arising from a vendor's non-compliance with this policy.

5. Space Allocation

• The Vendor Space will be allocated by the Long Island Library Conference organizers and is subject to availability. Specific location requests are available to Platinum Sponsors. Other requests may be considered but are not guaranteed. To become a sponsor, contact LILCChair@gmail.com

6. Changes and Cancellations

• The Long Island Library Conference organizers reserve the right to make changes to the layout or allocation of Vendor Space as necessary. In the event of such changes, vendors will be notified as soon as possible.
• Cancellations of the additional Vendor Space purchase are not permitted, and no refunds will be issued.
• Exhibitor cancellations must be submitted in writing via email to LILCExhibits@gmail.com no later than April 24th, 2025.
• You will receive a refund minus a $100.00 administrative fee and applicable processing fees. Please note that processing fees are non-refundable under any circumstances.
• All final payments for your Exhibitor Booth Space are due by April 24th, 2025. Any assigned space(s) not paid in full by this date will be considered forfeited and may be re-assigned at the Long Island Library Conference’s sole discretion.

7. Acceptance of Terms

By registering as a Vendor for the 2025 Long Island Library Conference, you acknowledge that you have read, understood, and agreed to these terms and conditions.

For any questions or additional information, please contact LILCExhibits@gmail.com.