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Booth Set-Up •FAQ • Resources

booth set-up information, faqs, and resources for exhibitors

Booth Set-up on the TLA 2021 Virtual Platform

The TLA 2021 Conference virtual platform is Hubb. The TLA 2021 Exhibitor Set-Up Guide will lead you through the set-up process to build your virtual booth. Tutorials will be available when the platform opens for exhibitors to start the set-up process. The main representative will receive a login to the platform by Hubb.  See an example of the exhibit booth here.

Not all features available on the Hubb platform must be used. The page will reorganize itself to accommodate what you chose to use. Refer to the set-up guide for graphics, video specs, and other helpful information in organizing your virtual booth. The deadline to set-up your booth information is April 19. The platform will open up for attendees to login and look around on that date.

Be Creative! Consider building a landing page for your website for even more flexibility on daily updates, promoting each day’s author visits, demo schedules, and prize drawings/give-aways.

This isn’t an exhaustive description of how to set-up the virtual booth. Refer to the TLA 2021 Exhibits Set-Up Guide for more specific details. Hubb representatives are also available in the platform using the chat function found at the bottom of most any page. Please contact Kasey Hyde if you still need more information.

Booth Set-Up FAQ:

What are the specs for basic set-up? Refer to Exhibitor Set-Up Guide for more details – more Q&A available on page 28.

 Company Information: 
  • Company name
  • Description
  • Social Media links
  • 1 website URL
  • 1.8GB size limit
  • Must be a pdf or an MP4; YouTube and other links won’t work for video files
  • 1 logo with at least a height or width of 400 pixels max
  • PNG is preferred, 200k or less.


  • 1 MP4 file1.8GB size limit
  • Typical aspect ratio is 16:9; Vertically on a phone – ratio is 4:5
  • 2 minutes max; Best Practices Exhibitor Set-Up Guide page 28

When can I access the Zoom Room?
It will be live for all before the show starts for author rehearsals.  The waiting room feature can be turned on to admit attendees at a certain time. If you do a waiting room, it can be right up to show time. Otherwise, plan to wrap up 5 to 10 minutes prior to the session, and you still may have some join during the rehearsal. See page 23 of the Exhibitor Set-Up Guide for Best Practices for Zoom sessions.

Can I access reports on attendee use activity for my booth?
Yes. Downloadable reports accessible directly from the virtual platform. The following are examples of what’s available. Visit page 24 of the Exhibitor Set-Up Guide for all the options.

  • # of attendees that visited your virtual booth, downloaded videos/ resources, and social media links clicked
    • encourage attendees to click the ‘Email Me More’ button in your booth; it’s like having their badge scanned at an in person show
  • Lead retrieval (profile information shared with exhibitors – first, last name, company, title & email address)
  • Booth Chat transcription—This is available for download in the chat, but not automatically provided
Badges/ Exhibitor Registration for TLA 2021

Representatives who want to attend the virtual conference will need to be registered through the Exhibitor Badge Registration.  The number of free registrations is based on the Exhibit Promo Package chosen. Registration allows access to the entire conference. Additional registrations (no limit) can be purchased for $60 each through the Exhibitor Badge Registration starting in March.

Profile Listing

Profile listings promote TLA exhibitors year round on the TLA website. Basic exhibitor information is available to the public. TLA members can login to Members Only and access full exhibitor contact information. Be sure to update your information here by March 19 This update will appear in the Spring Texas Library Journal/ Exhibits Directory.

TLA Buyers Guide produced by Multiview

A benefit to all exhibitors is free inclusion in the TLABuyerGuide.comSubmit your Buyers Guide updates and enhance your listing with advertising options via For more specific information about the Buyers Guide and advertising options, click here.

ExpoInfo - Exhibitor Newsletter
ExpoInfo is the monthly blast which contains important updates, deadlines, news, opportunities and information for TLA Exhibitors. Find current issue and past issues are available below. Not receiving ExpoInfo? Sign up here.
April 2021 March 2021 February 2021 January 2021
December 2020 November 2020 October 2020 September 2020
Authors Area for TLA 2021

The Authors Area will transform for TLA 2021 to Author Visits hosted from the publisher/ exhibitor booth via Zoom call. Registered authors will be promoted on the website and through the conference schedule on the virtual platform. An author can be scheduled for up to 1 hour per day – 2, half hour slots OR a one hour slot. Register your author(s) here. Be sure to plan your giveaways of free books, e-books, or send signed book plates to complement your authors. Since all author visits will happen through the Zoom connection in your booth, you will not be able to schedule more than one at a time unless authors are willing to share time. Up to 10 Author Visits can be scheduled without having to add a badge for the author. After that, the fee is $60 per authors. Or you can choose to host authors with no other promotion by TLA or through the virtual platform. Registering your authors ensures promotion on the virtual platform and TLA website. Contact Kasey Hyde with questions.

Program Proposals

Below are suggestions to submit information in order to participate on a panel or speaker at a TLA Annual Conference.

  • Seek a TLA sponsor such as a division or round table. Depending on the type of library attendee, you may want to contact the chair of that division such as the Public Library Division. See all TLA Groups here.
  • Join TLA!  Here is the membership link. Once you join, you can login to Members Only to access our member and officer databases to contact unit officers.
  • Plan Early. Submit a program proposal to our conference program committee between January – June for the following year’s conference:
  • Sponsorship of a program or event can offer you an audience to expose your service/product.  Contact Cindy Boyle  for sponsorship opportunities.
TLA Official Suppliers

Poachers can cost all of us! TLA exhibitors may be solicited by companies falsely representing themselves as TLA or TLA official suppliers.  If you are solicited, you should seek counsel and carefully review any document before entering into any agreement, contract or other relationship with a company. When in doubt contact Cindy Boyle, TLA Exhibit Manager