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.

• September 29, 2026- Early Bird Registration opens for Exhibitors and Sponsors

• November 17, 2026 - Early Bird Registration closes for Exhibitors and Sponsors

• November 18, 2026-December 15, 2026- Early Bird Registration’s must be paid to remain at the discounted price.

• January 5, 2027- Regular Registration opens for Exhibitors and Sponsors on the NEW CLA Website.

• Within 30 days of registration, proof of liability insurance and signed Exhibitor Agreement due

• March 31, 2027- 

  • Last Day to register as Sponsor with full recognition.

  • Last Day to purchase Ads for printed program

• April 1, 2027

  • Payment and proof of liability insurance due

  • Logos and images for ads and sponsorships due, unless otherwise specified 

  • Confirmation of program listing due

  • Note: $150 late fee applied for any registration changes and late payments

• April 16, 2027- Last Day to register as an Exhibitor (as space permits)

• April 23, 2027

  • Last day to receive prize donations for Exhibitor Games, if mailing

  • Earliest date shipments may arrive at venue/hotel 

• April 25, 2027 - set up in Exhibitor Ballroom 8 PM - 10 PM (Tentative)

• April 26, 2027 - first day of Conference

• April 27, 2027- final day of Conference, ballroom must be emptied by 6pm

Per our insurer, Exhibitors must 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 must be named as co-insured.

CLA’s official business address is: 

Connecticut Library Association

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, 2027. Late proof of insurance will be subject to a $150 late fee. Upload your Proof of Liability Insurance HERE.

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

As an extra incentive to drive traffic to tables, we will continue to offer a fun game that 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 the Exhibit Hall Game with added incentive to drive attendees to visit sponsor tables.

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

Many Exhibitor and Sponsor packages designate a set number of Representative Tickets, which include breakfast, lunch, and light refreshments. Please refer to the Exhibitor Rates and Sponsorship Packages sections for details.

Additional Representative Tickets may be purchased no later than April 1, 2027 in order to ensure a correct headcount for meals provided.

Nearby dining options are limited outside of the hotel. Additional Representative tickets are required for any representatives who will be attending, beyond the set number designated in the appropriate Exhibitor or Sponsor package.

We are looking for prize donations for the 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:

Shannon Angelone

West Haven Library

300 Elm Street

West Haven, CT 06516

Prizes will need to be received by April 23, 2027 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 25th or 26th. 

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 23 is the earliest shipments may arrive.  Secure storage space is not available prior to April 23.

• 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 25 - April 27, 2027

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.