Exhibitor Quick Reference Guide
Theme
ALA’s 2024 Annual Conference & Expo theme is Discover the Difference. We’re planning an immersive experience from the moment you step inside the Gaylord Rockies. From unique community building opportunities and exciting networking events to thought-provoking educational sessions and hands-on workshops, there’s something for everyone. We invite you to lean into an array of different experiences. It will be our beloved ALA conference but with programming and experiences that will highlight inclusion and well-being for everyone. We will be featuring content that unlocks the world of neurodiversity, different ways of thinking, perceiving and experiencing the world. Discover the Difference: Inclusion, acceptance and accommodation can make an impact in all aspects of society. Let’s challenge traditional norms, break stigmas, unlock potential and celebrate all that makes us different and unique!
Booth and Exhibit Hall Essentials
| Your Booth: |
Included with your booth space: back and side(s) pipe/drape and an ID sign |
| Colors: |
Exhibitors will have blue and white drape. |
| Carpet: |
Aisle carpet color: Tuxedo (black and white speckled)
Exhibitors are responsible for ordering carpeting (as well as furniture and any other items specifically for their booth) from The Expo Group directly. Exhibitors may also elect to bring carpet (for their booth) with them.
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| Power: |
Exhibitors are responsible for ordering power drops through the portal. |
| Booth Services: |
Exhibitors are responsible for ordering furniture, accessories, cleaning services, portable solutions and signage specifically for their booth from The Expo Group directly.
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| Exhibitors are also responsible for obtaining necessary insurance – more information is available on the portal. |
Important Deadlines
| Discount Order Deadline Date |
| April 22, 2024 |
Discount Deadline Date for Orders Received with Payment |
| Shipping Dates |
| April 29, 2024 | 9 a.m. |
Advance shipments may begin arriving at warehouse* |
| May 10, 2024 |
Last day for advance shipments to arrive at warehouse without surcharges* |
| May 22, 2024 | 11 a.m. |
Last day to receive freight at warehouse |
| May 18, 2024 | 9 a.m.–3 p.m. |
Direct delivery to the Gaylord Rockies Resort & Convention Center, Aurora Hall 1–3 |
| *Access shipping details and generate address labels via the online exhibitor portal. |
| Friday, March 8, 2024 |
Conference Guide Advertisement Artwork Deadline |
| Friday, March 15, 2024 |
Conference App Listing Deadline |
| Friday, March 29, 2024 |
Private Events for Approval Deadline |
| Friday, May 3, 2024 |
Exhibitor Staff Registration Deadline |
Themes for the Social Events
Hot off the presses — some exciting details for the upcoming event and important deadlines to help you plan for success at the annual conference in May.
- Exhibit Hall Reception – What’s your plan? | Tuesday, May 21 (5:15–6:30 p.m.)
Theme: “Game On”
Action Required: Let us know by March 22, 2024, with information on what you are doing?
We plan to showcase our Exhibitors’ fun activities and giveaways in signage and in pre-conference communications to all attendees.
ACTION: Email to [email protected] what your plan is to ensure your great idea is included.
Here are some ideas from last year for you to consider:
- Miniature Golf
- Velcro darts
- Roulette
- Up-close magic
- Ring toss
- Disk drop (AKA Plinko)
- Caricature artists
- Connect 4
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- Video or VR games
- Jumbo Jenga
- Cash Cubes
- Arcade basketball or skeet ball
- Trivia
- Toss Across
- Air Hockey
- Corn Hole
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- Give Aways
We are also collecting information about giveaways that will be offered at your booth throughout the conference.
These giveaways will be featured in on-site signage that specifically mentions your company and booth number.
- Welcome Reception on the Front Range Lawn | Sunday, May 19 (6–9 p.m.)
Get ready to saddle up and explore new frontiers in networking and collaboration. Dust off your cowboy boots, don your best denim, and top it off with a cowboy hat as we embark on a journey reminiscent of the rugged charm of the Old West. From prospecting for new opportunities to forging alliances, this evening promises to be filled with adventure and camaraderie. So, strap on your spurs, gather 'round the campfire, and let's wrangle some business success together!
Theme: Old West | Prospectors Panning for Gold | Foothills of the Rockies | Cowboy Culture
Ideas for Dress Code:
- Anything GOLD
- Cowboy: Boots, Hats, Chaps, Lassos, Bolos
- Flannel | Denim I Bandan’s
- Prairie Dresses, Turquoise Jewelry
- Whatever works for you!
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Closing Reception in the Colorado Ballroom | Wednesday, May 22 (6–9 p.m.)
Step into a night of casino fun and networking to celebrate an amazing year at the ALA Annual Meeting & Conference. Great dance music, fun casino games like roulette, blackjack, poker and more to ensure a night of connecting and excitement. The closing reception is always a success and a great way to deepen relationships and new contacts made during the conference.
Theme: Colorado Casino Celebration
Private Functions
According to the 2024 Association of Legal Administrators Exhibitor Terms and Conditions, any exhibitor-held hospitality, function or social event must be pre-approved in writing.
Please submit your proposed private function or event details via the below form, no later than Friday, March 31, 2024.
Social functions are allowed only during program-free hours and must not conflict with any of ALA’s agenda, special programs, social and theme events associated with the Annual Conference. Failure to comply may result in loss of priority points or denial of participation in all future ALA conferences, meetings, and events. Exhibitors may not host a private event in locations that have been secured by ALA.
Exhibitor private events can be held:
- Saturday, May 18 (travel day), anytime
- Sunday, May 19, after 9 p.m.
- Monday, May 20, after 6:45 p.m.
- Tuesday, May 21, after 6:30 p.m.
- Wednesday, May 22, after 9 p.m.
Submit A Private Event for Approval
If you have any questions, please contact Sue Graf at [email protected].
We appreciate your compliance and wish you success with your event!
Lead Retrieval
ALA’s 2024 Annual Conference & Expo will be using the Eventdex Event App for lead retrieval to help you capture attendee information.
Click here for more information on the tool and how to purchase your license(s).
You can also view the instructional guide here for more information on how to use this tool.
Deadline: May 16, 2024
App Listings
As part of your exhibit booth package, your company will be featured on the official 2024 Annual Conference & Expo event app.
Please fill out the App Listing Submission Form by Friday, March 15, 2024 to allow attendees to learn more about your booth before visiting the Exhibit Hall.
Submit Your App Listing
If you have any questions about the form or the app, please email [email protected].
Conference Guide Advertisements
The 2024 Annual Conference & Expo Guide is a quick reference on the happenings during the event for all attendees.
Exact specifications/ sizing for full and half pages advertisements can be viewed here.
Gold Sponsors have a full-page advertisement as part of their package. Silver and Bronze have half page advertisements as part of their packages (and the ability to upgrade to a full page for an additional $500).
Please submit your advertisement to Linda Parke [email protected] by Friday, March 22, 2024.
Increase Your Exposure
Looking to stand out from the rest? There are even more opportunities to increase your exposure on-site at the conference:
- Premium conference guide ad placements
- Conference emails to attendees — daily conference messages, pre-conference “Know Before You Go” email and more
- Networking breaks, lunches and special events
View the prospectus or contact us today to discuss your needs.
Spread The Word
Don’t wait until ALA Annual Conference to engage with attendees.
Let everyone know you’ll be attending by sharing the #ALAConf24 love by posting a banner on your website and social pages.
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Exhibitor Staff Badge Registration
Exhibitor Staff Registration Deadline: Friday, May 3, 2024
How to Register:
- You will need each attendee’s full name, title, company, mailing address, phone number and email address.
Tip: When adding multiple people from the same company, look for the “Duplicate company details for all attendees” check box.
- Decide which special events and meals each participant will be attending. Please plan to provide payment for all purchased meal/special event packages and additional passes during registration.
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Special Events and Meals Included For All Sponsors/Exhibitors:
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| Sunday, May 19 |
Welcome Reception, 6–9 p.m. |
| Monday, May 20 |
Lunch, 12:30–1:45 p.m.
Morning and Afternoon Networking Breaks, 10–11:30 a.m. and 3–4 p.m.
Awards Reception, 5:15–6:45 p.m.
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| Tuesday, May 21 |
Exhibit Hall Reception, 5:15–6:30 p.m.
Morning and Afternoon Networking Breaks, 10:30–11:30 a.m. and 3:15–4:15 p.m.
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| Wednesday, May 22 |
Lunch, 12:30–1:30 p.m.
Morning and Afternoon Networking Breaks, 10–11 a.m. and 2:30–3 p.m.
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Special Events and Meals Available for Purchase:
These special events and meals are NOT included with your pass(es) but may be purchased separately.
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Monday, May 20 to
Wednesday, May 22 |
Breakfast Package
$159/per person for exhibitors/sponsors (includes breakfast Monday, Tuesday and Wednesday)
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| Tuesday, May 21 |
Association Luncheon (plated, sit-down), 12:45–2 p.m.
$89/per person for exhibitors/sponsors
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| Wednesday, May 22 |
Closing Reception, TBC
$119/per person for exhibitors/sponsors
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Additional Passes:
Additional exhibitor passes may be purchased for $599/per person.
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- Ensure all attendees understand that by registering to attend the conference, they agree to the terms of service found at alaannualconf.org/store/terms-services.
- Retrieve your organization’s custom registration link (an email to your main contact person from [email protected]).
- Visit the link to enter all pass holder details and submit. Registered attendees will receive a confirmation email upon completion.
Tip: No need to enter all allotted passes at one visit. You will be able to return to that link to complete all your passes at your convenience.
Can’t Locate Your Custom Registration Link? Contact Us
Health & Safety Requirements
ALA prioritizes the safety and welfare of its meeting and conference attendees, exhibitors, partners, speakers and team members. ALA policy is to adhere to the health and safety protocols in place at the time of the conference as determined by federal, state and local authorities and the venue. Individuals are encouraged to take any additional precautions they deem necessary to achieve their desired personal level of safety and wellness.
ALA’s health and safety requirements are based on guidance and recommendations issued by the U.S. Centers for Disease Control and Prevention and other public health authorities. We continuously monitor local, state, and federal public health guidance, directives and requirements and will update our health and safety requirements as necessary.
In order to care for our community, all ALA conference attendees must follow all health and safety protocols required by ALA, the venue, national and/or local authorities.
Current Accommodation Information:
Current Accommodation information found here.
Some rooms in the housing blocks are sold out. Please use the map to find alternative accommodations near the conference venue.
Important Contacts
The Expo Group Customer Service
[email protected]
Be sure to mention the ALA Annual Conference, your company name and booth number.
Show Management Contacts
Sue Graf
Sponsorship & Exhibits Manager
[email protected]
704-975-1931
Linda Parke
Senior Sponsorship Coordinator
[email protected]
647-490-4028 ext. 5548
FAQ
Q: What are orders that must be placed?
A: Exhibitors are responsible for arranging the following services/items directly through the portal:
- Carpeting for their booth
- Power drops (if needed)
- Upgraded wi-fi connection (if deemed necessary)
- Furniture
- Cleaning services (if needed)
- Portable solutions (if needed)
- Signage (if needed)
- Modular rental exhibit (if needed)
- Modular rental accessories (if needed)
- Audio visual, technology needs
- Booth rentals and other essentials for your booth (as needed)
Exhibitors are also responsible for obtaining necessary insurance – more information is available on the portal.
Q: Would I be able to request help to set up my booth?
A: To request additional labor for your booth set-up please email [email protected] and be sure to mention the ALA Annual Conference, your company name and booth number.
Q: Where would I be able to see a full agenda for Annual Conference 2024?
A: The agenda is available on the conference website and will be updated with more details as they become available. You will also be able to view the agenda on the conference app when available (within 2-3 weeks prior to the conference).