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Annual Conference FAQ

TLA 2024 A-Z & Frequently Asked Questions

ADA: The Texas Library Association wishes to take any steps required to ensure that no individual with a disability is excluded, denied services, segregated, or otherwise treated differently due to the absence of auxiliary aids and services identified in the Americans with Disabilities Act. If any such services are necessary in order for you to participate in the TLA Conference, we will provide you the name of a preferred vendor so you are able to make scooter arrangements. See SCOOTERS. Persons who need specially designed or equipped hotel rooms should indicate all requirements on the housing request form.

APP: The TLA 2024 conference app is available in the Apple App Store and Google Play. Search for TLA 2024. Registered attendees can login to create their schedule. Please note, our current conference technology involves separate registration and app system, making it challenging to sync ticketed event data to the conference app. The event details are stored in the app, and tickets reside in the registration system, adding to the complexity of synchronization. Without a complicated customized API integration, we are unable to transfer this information accurately. We understand the inconvenience this may cause and assure you that upon arrival at the event, your ticketed events will be readily visible on your badge, ensuring a seamless experience.

AIRPORTS: San Antonio International Airport: Information

ASSISTANCE: If you need assistance while attending the conference, stop by the Information Counter. You can also email us.

AUTHORS AREA: Obtain autographs from your favorite author(s) at the Authors Area in the TLA Exhibit Hall. Attendees may bring up to three (3) items to be signed per author, per visit. The Author’s Area and book signing schedules will be available on our conference microsite.

AWARDS: Many TLA Awards will be presented during the General Sessions.

BADGES: Conference attendees, we will have multiple kiosks set up in the registration area where you can print your badge. You will receive an email on Monday, April 15 from [email protected]. (Please whitelist this email address.) The email will contain a QR code. Once you are on site at the Henry B. Gonzalez Convention Center, scan the QR code from the email to print your badge at one of the kiosks. If you don’t have the code, you can find your badge by entering your first and last name. Lanyards will be available for you to use to clip to your badge. Volunteers will be available for assistance at the badge kiosks. (Speakers, please check in at the speaker counter to receive your badge.)

Attendees must wear conference name badge to access all TLA meeting rooms, general sessions, ticketed and social events, and the exhibit hall.

BAG CHECK/RENT-A-BOX: Wheeled carts are not permitted in the Exhibit Hall, for your convenience, TLA provides a bag check and rent-a-box service in the Registration Area in Exhibit Hall 3.

Hours of operation:
Tuesday, April 16, 12:00pm-6:00pm
Wednesday, April 17, 7:00am-5:30pm
Thursday, April 18, 8:00am-4:30pm

There is a $3.00 per item (i.e., coat, suitcase, rolling cart, etc.), per day charge to use the bag check service.

Rent-a-Box: There is no fee to rent a box (standard USPS size) to collect/store books or items you receive from the exhibit hall. Boxes are available on a first come, first-served basis, limit one per attendee. You can access your box at any time during Bag Check hours to add or remove items.

All items must be collected from your box by Thursday, April 18 at 4:30pm; items will not be held after this time. TLA is not able to ship or transport unclaimed items. There is a UPS store in the Henry B. Gonzalez Convention Center which is open Tuesday – Thursday from 8:30am – 6:30pm.

CANCELLATION POLICY: Cancellations received on or before March 31, 2024 will receive a refund, less a 20% administrative fee.  Registrations made after March 31, 2024 are non-refundable. Exhibits Only registrations are non-refundable. Refunds will be processed within 60 days following the conclusion of the conference.

All registration cancellations, including meal events, must be made in writing (email) to TLA  by March 31, 2024. No phone requests can be accepted.

Transfers

Substitutions of registrations to another individual, including meal events, must be made in writing (email) by Sunday, March 31, 2024 to TLA. No phone requests can be accepted. The individual submitting the substitution request is responsible for all financial obligations (any balance due) associated with that substitution.

General Cancellation Information

TLA reserves the right to cancel all or any part of this event if there is insufficient registration or for other reasons. If TLA must cancel the event, TLA will transfer the registration to a similar virtual or in-person event(s) of equal or greater value than the original registration price paid within the 2024 calendar year. TLA will not be responsible for any indirect, special, or consequential damages (including transportation, lodging, and meal costs) incurred by the registrant.

Registrations are not refundable after March 31, 2024 for any reason, including and without limitation lack of participation (no show), failure to use registration due to illness, travel-related problems, loss of employment, and/or duplicate purchases.

The event’s operating hours, guests, and speakers are subject to change or cancellation without notice.

CAR RENTAL: There are several rental car companies that serve San Antonio International Airport. Information

CONCESSION STANDS: Menu TBD

CONFERENCE PROGRAM ONLINE:  View the TLA 2024 conference microsite for the most up-to-date program information. You can search the site for sessions by track and type, read bios of our featured speakers, view maps of the convention center, see the layouts of our exhibit hall and host hotel, browse the list of exhibitors and much more. You can also find the conference program in the Winter Texas Library Journal.

CONFERENCE EVALUATION: The online Post-Conference Survey will be sent to all conference attendees after the conference or it can be accessed on the conference mobile app under “Survey”. We appreciate your feedback!

CONTINUING PROFESSIONAL EDUCATION CREDIT: TLA is utilizing a self-reporting form for event attendees to claim professional development education (CPE) credit.

The Texas Library Association is an approved provider of professional development by the State Board of Educator Certification (SBEC) and the Texas State Library & Archives Commission in the state of Texas. The individual is responsible for working with their employer to determine if sessions meet their professional development needs. Learn more

EXHIBIT HALL HOURS:

Tuesday, April 16: 2:00 – 5:00 pm
Wednesday, April 17: 10:00 am – 5:00 pm
Thursday, April 18:  9:00 am – 3:00 pm

Also located in the exhibit hall are the Authors Area, Exhibitor Showcases, Innovation Lab and Bistro Café & Bodega Snack Cart.

EXHIBIT HALL ONLINE DIRECTORY AND ONLINE FLOORPALN: You can find our Sponsor and Exhibitor Directory and Online Floorplan here.

Be sure to plan your visit to include our many new exhibitors here.

EXHIBIT HALL REGULATIONS: To ensure the safety and enjoyment of all individuals, the use of luggage carts, wheeled bags, or unoccupied baby strollers is prohibited in the exhibit hall. No carts, including those provided by exhibitors, will be allowed. To check in wheeled bags, see BAG CHECK/RENT A BOX.

FIRST AID: In case of an emergency, call 911. For minor first aid needs, we will have a First Aid room.

FOOD: There are several restaurants within walking distance of the convention center. Visit San Antonio offers lists of places to eat and things to do in the San Antonio area.

HANDOUTS: In an effort to help the environment and eliminate the problem of never having enough handouts available, the TLA staff will not prepare paper handouts for conference sessions. Program speakers have been encouraged to prepare electronic handouts and submit them to the TLA office for posting on the conference mobile app. Handouts will be added as they are received. Attendees will be able to access the program/session handouts before, during or after the conference.

HENRY B GONZALEZ CONVENTION CENTER: Our TLA 2024 Annual Conference will be held at the Henry B Gonzalez Convention Center in San Antonio. Address is 900 E Market St, San Antonio, TX 78205: information here.

HOTEL RESERVATIONS: TLA has contracted with several downtown hotels near the convention center to accommodate conferees. Book your room through our official hotel provider, onPeak. Detailed information on hotels, rates, room reservations, and locations are included on the conference website.

HOUSING: A representative from onPeak, TLA’s official housing management company, will be available during registration hours to answer hotel questions. Please notify an onPeak representative of any housing issues ON SITE so they can be addressed and resolved.

INTERNET ACCESS: Wi-Fi is available in the common areas of the Henry B. Gonzalez Convention Center.

LOCATION: See Henry B Gonzalez Convention Center, above. 900 E Market St, San Antonio, TX 78205

LOCAL INFORMATION/PHONE NUMBERS:

LOST AND FOUND: At the Information Booth in the Registration Area in Hall 3 of the Exhibit Hall.

MEAL FUNCTIONS: Tickets for all conference meal functions must be purchased in advance as part of the conference preregistration process. While meal function tickets must be purchased in advance, conference registration is not required to attend these events. Tickets will not be sold onsite. Encourage friends, family, and colleagues to join you to hear a favorite author. Ticket prices are based on the cost of menu selections, catering service charges, room set-up charges, speaker fees, and other expenses. Please let us know about any special dietary meals (Vegan, Vegetarian, Gluten Free, Lactose Free) during the registration process.

MEDIA:  The Texas Library Association is not offering media credentials for the TLA Annual Conference. We will provide an opportunity for media to meet with TLA representatives Thursday, April 18 from 10:00 – 10:30am at the Henry B. Gonzalez Convention Center. Those requesting to participate in the media opportunity must be currently employed by a news publication or organization; freelance writers must verify that they have been retained to cover Texas libraries and provide a letter of assignment; reporters from online publications must provide a business card and a letter of assignment, and the website must include editorial content and cover library issues. Contact TLA for additional information.

MOBILE APP: The TLA 2024 conference app will be available prior to conference. Learn how to download it and log in at our Mobile App FAQ page.

NOTICE OF PHOTOGRAPHY: Photographs and/or videos may be taken by event organizers, event sponsors, event speakers and/or those persons retained by event organizers to document the TLA 2024 Annual Conference, held in San Antonio, Texas. Texas Library Association (TLA) assumes permission to use images. Images, photos and/or videos may be used to promote similar events in the future, highlight the day’s event and exhibit the capabilities of TLA. No compensation will be provided to the subjects of the images, photos and/or videos. The ownership of images, photos and/or videos are retained by the persons taking the photos and/or videos. Photos may be shared in electronic, social, and print medias.

OPEN MEETINGS: Unless otherwise noted in the Conference Program, all meetings are open to all registered participants. Exhibits-only badges have full access to the exhibit hall including the Exhibits Grand Opening.

PARKING: Parking at the Henry B Gonzalez Convention Center: Directions and parking info here

PLACES TO SEE: Visit San Antonio has a full list of sightseeing destinations in this beautiful city.

PRECONFERENCE SESSIONS: There are no pre-conference sessions at TLA 2024.  Texas Bluebonnet Award Speed Dating will be held on Tuesday, April 16.

PREREGISTRATION DEADLINE: March 31 is the postmark deadline for mailed registrations. Registration will be offered online and on-site only by credit card payment.

REGISTRATION: The Conference Registration Area is located in Hall 3 of the Exhibit Hall.

RESTAURANT & LOCAL CITY INFORMATION: Visit San Antonio offers lists of places to eat and things to do in the San Antonio area.

SAFETY: Report damage to or theft of your personal property or vehicle to the Information Counter . For your own protection, especially at night, please walk or ride with a friend. Walking at night between the convention center and distant hotels is not recommended. Check with your hotel about procedures for securing your valuables. Carefully read the fire-safety information furnished by your hotel.

The Texas Library Association adheres to the Henry B. Gonzalez Convention Center policy related to firearms. TLA ensures that all policies are compliant with local, state, and federal laws.

SESSION PREFERENCE INDICATION: TLA does not require conference attendees to register for each session they wish to attend. Other than ticketed events, all events and sessions – including all General Sessions – are open to attendees on a first-come, first-serve basis.

SCOOTERS: For people needing mobility assistance, scooters are available for rent on a first come first serve basis. To reserve your scooter please fill out the form here or call (210) 223-7878. Rental fees are $50 per 24 hour period.

Rented scooters may be delivered directly to your hotel or picked up at the convention center near the bus drop-off, just outside the Hall 3 entrance. A minimum of 24-hour advance notice is required for delivery.

SHUTTLE BUS SERVICE: Schedule as follows and shuttle information flyer:

Tuesday, April 16: 7:00 am – 9:00 pm
Wednesday, April 17: 7:00 am – 12:00 pm; and 3:00 pm – 6:00 pm
Thursday, April 18: 7:00 am – 12:00 pm; and 3:30 pm – 7:00 pm
Friday, April 19: 7:30 am – 3:00 pm

Hotels serviced:

  • Hyatt Regency Downtown
  • Hilton Palacio
  • Weston Riverwalk
  • Crockett Hotel
  • Menger Hotel
  • Emily Morgan Hotel

SMOKING: No smoking is permitted in any area of the convention center.

SOCIAL MEDIA: Receive the most up to date conference news through X (formerly known as Twitter)@txla and #txla24 and like/follow the TLA Facebook page for updates. TLA is also on InstagramLinkedIn, and YouTube.

SPEAKERS: Opinions expressed in sessions at the TLA 2024 Conference are those of the presenters and are not necessarily endorsed by TLA.

VOLUNTEER COUNTER: Located in the Registration Area in Hall 3 of the Exhibit Hall. Attendees who have registered as volunteers check in there, or who are interested in volunteering, should inquire about open volunteer positions there.

 

Registration

What does my general registration include?

General Registration includes: four days of educational programs and exhibits, three General Sessions, After Hours, and the Exhibit Hall Grand Opening. Meals are not included.

Can I register multiple people at once?

Yes, you can register multiple people from your organization at once if you all have the same “Primary Affiliation” or Institution. On the checkout screen there will be a button that says “Add Another Registration.” If you are the person responsible for registering a group of attendees, email TLA to be set up as the Company Manager for easier management of group registrations.

Can I register online if I am paying by check?

You can register online with an electronic check or credit card payment only. Paper checks are to be mailed with the mail-in registration form available on the conference registration page. Mail-in registration must be postmarked by March 31.

How can I get a receipt for my registration?

You will receive an official receipt upon payment. To find a copy of your order, login to your TLA account and click on “My Orders” or “My Registrations” to view a copy of your registrations.

Is there an early-bird discount?

Yes, early bird rates are available through January 31. Visit the registration page for more information.

What are my payment options?

Online registration requires payment with a credit card or electronic check. We accept mailed registrations with checks or money orders. We do not accept purchase orders.

I am not a TLA member. Can I become one now and get the member rate for conference?

Yes you can! It is never too late to join TLA. Join online  (quickest option) or you can print the PDF and mail in the form. Either way, you will then be eligible for the TLA member rate when you register for the conference.

I work as a librarian but I am also a library student. Under which category should I register?

Library employees who are TLA general members should register as general members. Employment status overrides student status. Full-time students who are TLA student members are eligible for the student rate.

I am registering several people for conference. Will I need their TLA passwords to complete their registrations?

No, you will not need their passwords. You will need their names and email addresses. Each registrant must have the same “Primary Affiliation,” or Institution listed on their TLA profile. To add them to your company roster you will need their name and email address.

How will I know that TLA has received my mailed in registration?

You will receive an order confirmation email as soon as TLA has fully processed your registration. Please ensure that you include a unique, valid email address along with your registration, to ensure you receive this notification. Please allow a minimum of 2 weeks from the time the registration and payment are mailed to the time you receive your emailed confirmation.

Do you offer any group discounts?

Group discounts are not available for conference registration.

How can I buy an Exhibits Only pass?

Exhibits Only passes are available through the online registration process .

My district is paying for my basic registration fee, but I need to pay for extra events myself. How do I add ticketed or preconference events to my registration?

You can edit your existing registration by logging into your TLA account (use the same email address they registered you with). Click on “My Registrations” on the left-hand side of the navigation menu. Then click the “Edit” button next to your current registration. You are able to add the ticketed events  from your existing registration and pay with a credit card or saved bank account. If you need to pay for your events before your district’s payment has been processed, you can register only for the ticketed events, without choosing the full week’s conference pass and process the payment online for just the ticketed event.

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My employer will pay my conference registration, but won’t pay for my TLA membership. What is the benefit of joining TLA?

There are many benefits of joining TLA, and if you are coming to the conference it just makes financial sense. The average membership dues plus conference registration at the member rate combined is often less than paying the non-member conference registration rate. Membership dues are based on annual income.

Mobile App

How do I download and log-in to the conference mobile app?

The TLA 2024 Annual Conference app will be available in late March for download in the Apple App store or Google Play.

General Information

How do I get tickets for the Texas Bluebonnet Award Luncheon?

The Texas Bluebonnet Award Author Session will be held on Thursday, April 18.

Purchase tickets for the luncheon by April 5. Tickets: $58 member, $68 non-member

How do I claim CPE credit for the sessions I attended?

TLA is utilizing a self-reporting form for event attendees to claim professional development education (CPE) credit.

The Texas Library Association is an approved provider of professional development by the State Board of Educator Certification (SBEC) and the Texas State Library & Archives Commission in the state of Texas. The individual is responsible for working with their employer to determine if sessions meet their professional development needs.

Please use this form as a record of your attendance.  More information

Hotel Information

How do I make housing/hotel arrangements?

Access the housing on the TLA conference webpage. For assistance contact OnPeak via email  or call 1-800-243-1205.

Why should I book my hotel with OnPeak?

TLA has secured room blocks for attendees and exhibitors at a variety of hotels to meet all tastes and budgets. These participating hotels are providing discounted rates to you based on a guaranteed percentage of attendees staying in these official conference hotels. When you book your room with OnPeak, you will receive an immediate email acknowledgement of your reservation; peace of mind that you have a reservation at an official TLA hotel at the discounted rate; and the ability to cancel or change that reservation if needed.

When rooms are booked outside our official hotel block or you do not use OnPeak, TLA is exposed to penalties for not fulfilling our room block commitments. Please help TLA keep conference costs down by staying at the official hotels. We think you will find the increased networking opportunities, quality hotel services and amenities, and provided transportation to be worth it!

 

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