2018 Vendor Showcase Exhibitor Information

PLEASE NOTE: Your vendor badges will be available inside the packets on your assigned table at the showcase. If you are not attending the main conference, you do not need to check in at the registration desk in the Francis Marion Hotel.

Vendor badges do not grant access to conference sessions or other events. Full conference registration is required after the showcase closes on Tuesday evening.

Vendors may setup their booth from 4:00 – 6:00 pm on Monday 11/5 and from 8:00 – 10:30 am on Tuesday 11/6.  Set-up assistance will be available.


Quick Links:

The 2018 Vendor Showcase is now sold out. Please contact Toni Nix to be added to the contact list for information on next year’s event at [email protected] 


VENDOR SHOWCASE DESCRIPTION

This event is your opportunity to connect with over 1,800 collection development, acquisitions, and electronic resources professionals from around the country and internationally.  At this event companies, vendors, publishers, and the like can show products of interest to librarians purchasing or leasing such materials.  Attendance by librarians to the Vendor Showcase is free.  This is the ONLY exhibit opportunity for vendors, and takes place prior to the main conference.  Don’t miss this event.  Space is limited and this event WILL SELL OUT quickly.

The Vendor Showcase will be held Tuesday, November 6, 2018, from 10:30 a.m. to 6:00 p.m., at the Gaillard Center, 95 Calhoun Street, Charleston, SC  29401.  Please note that participation in the Vendor Showcase DOES NOT register anyone for attendance to the 38th Annual Charleston Conference.


SOME NOTES ABOUT THE CHARLESTON CONFERENCE

The 38th Annual Charleston Conference themed “Oh, Wind, if Winter comes, can Spring be far behind?” features an exciting list of speakers and is packed with meetings among publishers, vendors, and librarians.  Vendor Showcase representatives may attend the 2-1/2 day conference for an additional $465 per person providing they register by 9/14/18.  A one-day Tuesday-only registration will also be available (at no add’l charge) for representatives who are BOOTH STAFF ONLY and will not be attending the full conference or any of the preconferences (representatives MUST register by 9/14/18 to receive a Tuesday-only vendor badge at no charge).  Conference details will be updated regularly here on the Charleston Conference Website.


LOCATION FOR THE VENDOR SHOWCASE

The Vendor Showcase will be held in the Grand Ballroom and adjacent Prefunction Area at the Gaillard Center.  We will offer a total of 142 Exhibit Spaces — 124 located in the grand ballroom plus 18 located in the prefunction area.  Eight centrally located spaces inside the grand ballroom will be reserved for our Conference Sponsors at the Diamond or Platinum levels.

See Map for more details


PRICING DETAILS

142 Exhibit Spaces will be available for $2,300 per booth.  NO REFUNDS will be issued once your payment has been processed.  There will be no exceptions to this rule since space for this event is very limited.  Please note that reservations are NOT secured until your payment is received.


BOOTH FEATURES

Each booth will include one 6’ x 2.5’ table covered with basic drapery, and two chairs.  Electricity will be provided with one Power Strip placed at every other table.  Internet Connect is included via WIRELESS only.  Hardwired connections are NOT available.  On-site assistance will be available during set-up and breakdown times.  Refreshments will be available in the grand ballroom at the main buffet and other locations (including the main lobby and prefunction area) throughout the day.

We will continue to allow Pop-up Signs in all Exhibit Spaces.  We ask that you respect your neighboring vendors by keeping your Pop-up Signs within your exhibit space and placing them in a manner that will not block any aisle or the view to other vendors.  One Pop-up Sign per space is preferred — combined signage can not exceed 5 ft. in width and 8 ft. in height.  Cloth signs or banners can be draped over or along the front of your table.  Vendors will NOT be allowed to hang anything on the walls at the Gaillard.


ASSIGNMENT OF TABLE LOCATIONS

We will allow vendors to include four preferred table choices however all table locations will be assigned on a first-come first-serve basis.  The date and time will be recorded as you register ONLINE and we will assign locations based on the order that payments are received.  If all your preferred choices are picked prior to your payment being received we will assign the closest available location at that time. See map for table numbers and locations.


VENDOR SET-UP AND BREAKDOWN

Vendors may setup their booth between 4:00 p.m. and 6:00 p.m. on Monday, November 5, 2018 and again from 8:00 a.m. until 10:30 a.m. on Tuesday, November 6, 2018.  Set-up assistance will be available.

Vendors must breakdown their exhibits between 6:00 and 6:30 p.m. on Tuesday, November 6th.  For added convenience a FedEx pickup will be scheduled for 6:30 p.m. on Tuesday for participating Vendors who need to return exhibit materials.


AFTER YOU REGISTER ONLINE

Once your online registration is complete and your payment is secured, Vendor Showcase Participants will receive the following information:

  1. Details for registering your representatives to attend the full conference or register for a vendor-only badge,
  2. Shipping instructions for your inbound and outbound materials,
  3. An Exhibitor Guide Book questionnaire file,
  4. Additional technical set-up instructions and information, and
  5. Contact information for two local rental companies who have provided service for the Charleston Conference and Vendor Showcase for many years.

CONTACT INFORMATION

For questions or more information, please contact Toni Nix at [email protected].