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Annual Conference FAQ

TLA 2023 A-Z & Frequently Asked Questions

Thank you to the sponsors of these services at TLA 2023.

In accordance with CDC guidelines, TLA is not requiring proof of vaccination, or a negative COVID-19 test result to attend TLA 2023.

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 2023 conference app is live! Learn how to download it and log in at our Mobile App FAQ page.

AIRPORTS: Austin has one major airport: Austin-Bergstrom International Airport. For all ground transportation options and inquiries please visit here.

ASSISTANCE: If you need assistance while attending the conference, stop by the Information Counter in the Convention Center Lobby, or visit one of the Meetings Room Assistance Counters on the third and fourth floors. You can also contact us at TLAConference@txla.org.

AUSTIN CONVENTION CENTER: Our TLA 2023 Annual Conference will be held at the Austin Convention Center, 500 E. Cesar Chavez St, Austin, TX 78701. Learn more about the center here. View maps of the different levels.

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 are available on our conference microsite.

AWARDS: Many TLA Awards will be presented during the General Sessions. Find the full schedule on our microsite.

BAG CHECK/RENT-A-BOX: Located via Hall 4 entrance, UPS will provide packing, shipping, bag check, and rent-a-box services on-site. You can rent an 18″ long x 12″ wide x 9″ deep box for $6.00. In addition, there is a $6.00 bag check option as well.  UPS hours are as follows:

  • Wednesday, April 19 :  1:00pm – 7:00 pm
  • Thursday, April 20:  7:30am – 5:30pm
  • Friday, April 21:  8:00am – 4:30pm
  • Saturday, April 22:  8:00am – 12:30pm

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 Tuesday, April 18 from postmaster@american-tradeshow.com. It will contain a QR code. You can scan the QR code from your phone to get your badge; or if you don’t have the code, you can find your badge by entering your first and last name. We have lanyards available for you to use to clip to your badge. Volunteers will be manning the kiosks if you need assistance. (Speakers, you will receive your badge at the speaker check-in desk.)

CANCELLATION POLICY: Cancellations received on or before March 31, 2023 will receive a refund, less a 20% administrative fee.  Registrations made after March 31, 2023 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 preconferences and meal events, must be made in writing (email) to TLA  by March 31, 2023. No phone requests can be accepted.

Transfers

Substitutions of registrations to another individual, including preconferences and meal events, must be made in writing (email) by April 14, 2023 to Christy Reynolds. 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 2023 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, 2023 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 companies to choose from when renting a car at Austin-Bergstrom International Airport.

CONCESSION STANDS: Here is the concession stand menu.

CONFERENCE PROGRAM ONLINE: At this site, you can explore our conference program, search 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.

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: CPE credit will be available for school and public librarians needing to meet certification requirements from the State Board for Educator Certification (SBEC) and the Texas State Library and Archives Commission (TSLAC). The conference program will list the number of SBEC/TSLAC CE hours available for each individual educational session.  TLA’s provider number is 500383.

EXHIBITS: Located in Halls 1-4 of the convention center, the exhibit hall offers a variety of new and innovative products and services. The 2023 Exhibits Directory is included in the Spring Texas Library Journal

Exhibit hours: The Exhibit Hall is open from Wednesday, April 19 – Friday, April 21.

  • Wednesday, April 19: 3:45 pm – 6:00 pm
  • Thursday, April 20: 10:00 am – 5:00 pm
  • Friday, April 21: 8:00 am – 4:00 pm

Also located in the exhibit hall are the Authors Area, Exhibitor Showcases, Innovation Lab and Concessions.

EXHIBIT HALL ONLINE DIRECTORY New! Check out our Exhibit Hall Directory online. This is a new, interactive online exhibit hall floorplan. Learn how to use it in this brief video. 

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 SHIPPING SERVICES/BAG CHECK/RENT A BOX.

FIRST AID: In case of an emergency, call 911. For minor first aid needs, the convention center Department First Aid Room is located outside of Hall 4 facing the Trinity St. entrance.

FOOD: There are several restaurants within walking distance of the convention center.  Concession stands will be open and available during Exhibit Hall hours.

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.

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 located in Connection Corner in Hall 4 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 throughout the Austin Convention Center. No password is needed.

LACTATION ROOM:  The “Mother’s Rooms” are located throughout the Austin Convention Center. The specified locations will be TBD.

LOCATION: See Austin Convention Center, above.

LOCAL INFORMATION/PHONE NUMBERS:

LOST AND FOUND: Items may be turned in or claimed at the Information Counter outside Hall 4.

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: Due to the charged climate we are operating in this year, the Texas Library Association (TLA) is not providing media credentials to attend the 2023 TLA annual conference. We will be offering an interview availability with TLA executive director, Shirley Robinson and TLA President, Mary Woodard on Friday, April 21 from 10:00-10:30 AM. Please contact ECPR Texas for more information: email or call 512.472.9599.

MOBILE APP: The TLA 2023 conference app is live! 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 2023 Annual Conference, held in Austin, 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: The Austin Convention Center has two designated parking garages with limited parking space. The location of the parking garages as well as the pricing can be found here.

PLACES TO SEE: Visit Austin offers lists of places to see and things to do in the downtown Austin area.

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

PRESS /PUBLICITY: For news and informational contributions, which will be considered for inclusion in daily updates via social media and the TLA website, please stop by the Information Counter located outside of Hall F.

RECHARGE LOUNGE: The TLA Recharge Zone will be located at Hall 4 in the Registration Area. Other locations are TBD.

REGISTRATION: The Conference Registration Area is located in Hall 4. A TLA 2023 registration badge is required to attend all conference events and to enter the Exhibit Hall.

Registration hours:

  • Wednesday, April 19: 7:00 am – 7:00 pm
  • Thursday, April 20: 7:00 am – 5:00 pm
  • Friday, April 21: 7:00 am – 4:00 pm
  • Saturday, April 22: 7:30 am – 12:00 pm

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

SAFETY: Report damage to or theft of your personal property or vehicle to the Information Counter in the 12th Street Lobby. 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.

SESSION PREFERENCE INDICATION: TLA does not require conference attendees to register for each session they wish to attend. However, in order to make the best determination for the appropriate room size for each program, please download the TLA app and add any programs you are interested in to your “My Itinerary”.

Don’t take a chance on missing out on an anticipated program because the room is full. Download the app, create your schedule, and encourage your colleagues to do the same!


SCOOTERS: If you anticipate needing help getting around the Austin Convention Center, please contact the Austin Convention Center to reserve your scooter on site. Current Rate: $45/1Day, $80/2Day, $120/3Day, $160/4 Day(Credit only) and the rental requires a $50 deposit, which is refunded when scooter is returned and undamaged. Call (512) 404-4200 or email Logan Murphy at Logan.Murphy@austintexas.gov.

SHIPPING SERVICE/BAG CHECK/RENT A BOX: Located via Hall 4 entrance, UPS will provide packing, shipping, bag check, and rent-a-box services on site.

UPS hours are as follows:

  • Wednesday, April 19 :  1:00pm – 7:00 pm
  • Thursday, April 20:  7:30am – 5:30pm
  • Friday, April 21:  8:00am – 4:30pm
  • Saturday, April 22:  8:00am – 12:30pm

SHUTTLE BUS SERVICE: You can find the full shuttle bus schedule here.

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

SOCIAL MEDIA: Receive the most up to date conference news through Twitter (@txla and #txla23) and like/follow the TLA Facebook page for updates. TLA is also on Instagram, LinkedIn, and YouTube.

VOLUNTEER COUNTER: Located in Hall 4. Attendees who have registered as volunteers, or who would like to volunteer, should check in here.

VOLUNTEERS: Volunteers are needed to assist the Local Arrangements Committees in several areas during the 2023 annual conference. If you’re interested, complete the online volunteer form. Volunteers should be willing to serve at least two hours during the annual conference. While librarians must be registered for the conference, paraprofessionals and support staff who are not registered for the annual conference will receive a complimentary exhibits-only pass for four hours of volunteer service.

Registration

What does my general registration include?

General Registration includes: four days of educational programs and exhibits Monday – Thursday, three General Sessions, and the Exhibit Hall Grand Opening on Wednesday, April 19. Meals are not included.

Can I register multiple people at once?

To register less than 10 individuals from one organization, complete a conference registration form for each individual and email to Christy Reynolds. She will issue an invoice for the total payment due. Once payment has been received in full, the individuals will be registered for conference. To register 10 or more individuals, download this spreadsheet and enter information for each registrant. Email the completed spreadsheet to Christy Reynolds. She will issue and invoice for the total payment due. Once payment has been received in full, the individuals will be registered for conference.

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 April 1.

How can I get a receipt for my registration?

The official receipt will be attached to your badge when you pick it up at conference. If you register online, there will be a printable confirmation page which includes the payment information at the end of the registration process. You will also receive a confirmation email with registration details.

Is there an early-bird discount?

Yes, early bird rates are available through January 31. Rates increase February 1 and again on April 1. April 14 is the deadline to register for TLA 2023. There is no on-site registration due to health and safety concerns. 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, money orders, and credit card information. 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 just became a TLA member and I haven’t received my member number yet. What do I do?

Fill in “0” where the form asks for your membership number. Once the membership form is fully imported into the database we will match them together.

I am a returning member. What’s my member number?

Membership numbers stay the same from year to year, your number will be the same number it was last year. If you don’t remember your number, log in to the members only section and it will be listed at the top of the main page, or give us a call and we will look it up for you!

When I log into the Members-Only section, I don’t see any way to register for conference! What’s going on?

If you have not yet renewed your TLA membership, you will not be able to access the full range of options in the members-only section. Once your renewal has been processed (it takes a few days, please be patient with us), you will be able to register for conference from the members-only section. If you’d like to register right away, you may use the non-member link to register for the conference. The registration form is the same for members and non-members.

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?

Yes. All online registrations require the registrant to be logged into the registration system. It is not possible to register more than one person at a time.

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

You will receive a 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 have two options:

1. You may also submit a registration form (either online or by mail) for the basic registration fee, and then add and pay for extra events separately online. To add events to an existing registration, select the Edit Registration/Add Tickets option shown next to your existing conference registration. Add any tickets to the online form and then proceed to payment. Only the balance of the new tickets will be due upon check out. Or,

2. You may fill out one registration form and mail it in with two separate payments enclosed

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. Early-bird conference registration for a non-member starts at $650, but online registration for a member is $350. 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 2023 Annual Conference app is available for download in the Apple App store or Google Play. Search for TLA 2023.

Learn how to log in and more at our Mobile App FAQ page.

General Information

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

The Bluebonnet Award Author Session will be held on Friday, April 21. You can get tickets for this event by checking the box next to “Texas Bluebonnet Award Author Session” on the pre-registration form. You do not have to be a member or pay the conference preregistration fee to attend this event. Deadline to purchase tickets is March 31.

What’s the Session Preference Form?

The Session Preference Form is a tool we use to help estimate attendance at each session. You will not be committed to the sessions you indicate on this form and are free to change your mind and attend any session you choose at the conference. The information you provide will help ensure that we have enough space for each session, and that no one gets turned away by a “Meeting Room Closed – Capacity Full” sign!

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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