Updates for Vendors

Conference Updates for Exhibitors

Proof of Liability Insurance 

Per our insurer, Exhibitors shall now obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance. Insuring and specifically referring to contractual liability set forth in an amount no less than $1M Combined Single Limit for personal injury and property damage. CLA will be named as co-insured. 

CLA’s official business address is: 

55 North Main St. 

Unit 49 

Belchertown, MA 01007 

Proof of insurance is due to the Exhibits Team 30 days after registration. Exhibitors can provide proof of insurance via the link at registration, link included in the confirmation email, or emailed directly to CLAConExhibits@gmail.com. 

Exhibitors MUST provide proof of insurance by April 1, 2025. Late proof of insurance will be subject to a $150 late fee. Upload your Proof of Liability Insurance HERE. 

Exhibitor Agreement 

By registering, you are accepting our Exhibitor Agreement. To access our full Exhibitor Agreement please click here. 

Exhibitor Games 

We will be continuing our popular Exhibitor Ballroom “Duck, Duck, Goose” Game. This fun game drives attendee traffic to tables, encourages engagement with Exhibitors and provides opportunities for attendees to win prizes throughout the Conference. We will provide Exhibitors with all the items necessary to participate. 

Plus, our Top 6 Sponsors will have their logo featured on Exhibit Hall Game as a “Flock Member,” with added incentive to drive attendees to visit sponsor table 

If you would like to donate an item for one of these prizes, please email us at: CLAConExhibits@gmail.com 

Exhibitor Meals 

Breakfasts are provided free of charge on Monday and Tuesday from 7 - 9 AM as a thank you to all of our exhibitors. You must RSVP by April 1, 2025 to enjoy the breakfast buffet. 

Lunch tickets are included in many Exhibitor and Sponsor packages. Please refer to the Exhibitor Rates and Sponsorship Packages sections for lunch ticket information. Additional lunches may be purchased no later than April 1, 2025. Nearby lunch options are limited outside of the hotel, additional lunch tickets are encouraged for additional representatives. 

Additional light refreshments are served in the Exhibitor Ballroom twice per day. 

Prize Donations 

We are looking for prize donations for the “Duck, Duck, Goose” Exhibitor Ballroom Games, as well as silent auction items (all proceeds go back to CLA). Prize donations are a great way to showcase your giveaways and further promote your organization. If you would like to contribute a prize or auction item please let us know. Prizes may be mailed to: 

Sam Lee 

Enfield Public Library 

104 Middle Road 

Enfield, CT 06082 

Prizes will need to be received by April 25, 2025 if mailing. The prizes will be visible at our Exhibitor Chair Tables displayed with your company’s name/logo on an 8 ½” x 11” paper. We will call out winners for these prizes during the breaks of each day and thank your company with a reminder of your table location for attendees to visit. 

Prize may be brought to the Exhibits Team during set-up on April 27th or 28th. 

Floor Plan 

Below is a draft copy of the Exhibitor Ballroom floor plan. You will be assigned a table by our exhibits team based on registration/sponsorship level, time of purchase, and availability. You may not request a specific table unless you purchase a Premium or Standard Plus Table package. 

Premium tables are those closest to the entrance doors and near coffee/break stations, indicated in orange. 

Standard Plus Tables may be chosen from within the interior of the room, indicated in green. All Standard and Non-profit tables will be placed among the remaining tables. 

Special Hotel Conference Room Rates 

Rooms at the Mystic Marriott Hotel and Spa are offered at a special discounted group rate of (state and local taxes may apply). Reservation link to book hotel will be posted on CLAConference.info when it becomes available. Special Spa discount - 20% off discount for spa services for anyone booking under the group rate link. 

Shipping Information 

Exhibitors may ship directly to the hotel.  Please read carefully the guidelines and requirements below: 

●  All received packages will be put in a general area for guests to retrieve them (these will be retrieved by Conference Staff only). They are not delivered to each of the tables beforehand.  

●  Shipping should not be sent more than 3 business days prior to the event. Friday, April 25 is the earliest shipments may arrive. Secure storage space is not available prior to April 25. 

●  Mystic Marriott Hotel & Spa MUST be notified if a shipment is coming on pallets. NOTE: there may not be a secure storage space for pallet shipments. Large and bulky items may be taken off pallets to fit down hallways. 

●  Exhibitors and reps should be prepared to move their items. 

To ensure proper handling, please address packages as follows: 

Name of guest who will be looking for the package(s):

(Your Organization/Exhibitor Name) 

C/O Mystic Marriott Hotel & Spa 625 North Road Groton, CT  06340 

Date of Event:  April 27 - April 29, 2025 

Name of Event: CT Library Association Conference 

Breakdown Day:  All items must be removed from the ballroom on Tuesday by 6:00 PM.  Do not leave items behind.  Items left behind become property of the hotel and may be disposed of by the hotel staff.  We cannot assume responsibility for items left in the meeting space. 

If shipping is required, ensure your materials are boxed and labeled and a pickup has been scheduled with your carrier.  Please alert a “Red Coat” if you have shipping ready for pick up and they can arrange to have it brought to the shipping & receiving area. 

Come prepared with return shipping labels.  The venue for the conference does not have a shipping office. The Marriott bellman and the banquet team can assist where needed. The front desk has limited supplies of FedEx labels.  FedEx will come to the hotel daily for pick-up. UPS will not come to the hotel without a pick-up order, and we do not have UPS labels.