Frequently Asked Questions 

Find the Answers Here…

Many commonly asked questions are answered below.

 

Accessibility

Is the conference/convention center accessible?

PLA has put in place features to ensure the conference is accessible to all. These include, but are not limited to: captioning of the Opening Session, Closing Session, and Big Ideas Series; accessible sleeping rooms; ASL interpreters; and mobility assistance like scooters and wheelchairs.

How do I request a scooter, wheelchair, or other special accommodation?

Please contact Melissa Faubel Johnson at mfaubel@ala.org no later than Friday, January 31, 2020, to reserve a scooter/wheelchair or request an ASL interpreter. When booking your hotel room, you can request specific aids or services needed for your stay; Experient staff will contact you to confirm your needs. Please be sure to reconfirm your requests with your hotel prior to arrival.

Are scooters/wheelchairs allowed in the Exhibits Hall?

Scooters and wheelchairs are permitted on the exhibit floor as long as they are in use at all times. Wheeled carts, however, are not permitted at any time. If you have a medical condition requiring you to use a cart, please bring a doctor's note to the special assistance counter in the registration area.

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Appropriate Conduct

Does the conference have an appropriate conduct policy? Whom do I contact to report harassment at the conference?

All participants are expected to observe the rules and behaviors described in the Statement of Appropriate Conduct in all conference venues, including online venues, and conference social events. The statement includes contact information to report incidents of harassment.

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Attire

What is the conference dress code?

There is no formal dress code at the PLA Conference. You’ll see attendees in everything from blue jeans to business suits, with “business casual” as the most common style. What’s most important is to dress for comfort.

  • Wear comfortable shoes: You’ll be doing a lot of walking—across a very large exhibit hall, from convention center to hotel and back again, as well as all over the host city; and
  • Dress in layers: Convention centers and hotels are notorious for hot and cold spots, so layers are essential.
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Cancellation Policy

The PLA 2020 Conference is offered on a cost-recovery basis. PLA reserves the right to cancel all or any part of this event if there is insufficient registration or for other reasons. Neither ALA nor PLA is responsible for cancellation charges assessed by the airlines or travel agencies, or other losses incurred due to the cancellation of the workshops. The event’s operating hours, schedules, guests, and speakers are subject to change or cancellation without notice.

Can I cancel my conference registration? Can I get a refund of my conference registration?

All registration cancellations and refund requests for the event, including preconferences and meal events, must be made in writing by Friday, January 31, 2020, and are subject to a $30 handling fee. Please send your cancellation request to Experient at pla@experient-inc.com.

No telephone cancellations/refund requests can be accepted. After Friday, January 31, 2020, no requests for refunds will be accepted and no exceptions will be made to the policy. Registrations made after Friday, January 31, 2020, are nonrefundable. Exhibits-Only and Exhibits-Plus badges are nonrefundable. Refunds meeting the above criteria will be processed by Monday, March 30, 2020.

Can someone attend an event in my place?

Substitutions of registrations, including preconferences and meal events, are permitted prior to the conference and must be made in writing. No telephone substitution requests can be accepted. The individual submitting the substitution request is responsible for all financial obligations (any balance due) associated with that substitution. Badge sharing, splitting, and reprints are strictly prohibited. No meal tickets will be sold onsite.

I'm an exhibitor; can I cancel my booth space?

All booth space cancellation requests must be received in writing by Show Management (Corcoran Expositions). If space is reduced, the net reduction of space will be treated as a cancellation of that space. If Show Management receives a written request for cancellation of space on or before October 1, 2019, the exhibitor will be eligible for a refund less the nonrefundable deposit of $950 per 100 square feet of exhibit space. For cancellations received after October 1, 2019, exhibitors are liable for 100% of the cost of space.

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Canvassing

Can my organization solicit signatures from conference attendees?

Canvassing of PLA Conference attendees during programs and at the conference venue (outside of the areas approved by PLA for exhibitors) is strictly prohibited. If this activity is discovered, violators will be directed to cease immediately. PLA provides many opportunities for representatives from for-profit and non-profit organizations to make conference attendees aware of their services and products. These include exhibiting, advertising, sponsoring, and, as approved by PLA, program planning. For information on participating in PLA Conferences and professional development events, contact the PLA office at 800-545-2433 x5PLA (x5752) or pla@ala.org.

Can I canvass on behalf of a candidate running for PLA/ALA office at the conference?

For candidates running for PLA/ALA office, PLA will provide a table for campaign literature in the Exhibits Hall at the convention center. Candidates must inform PLA Executive Director Barb Macikas at bmacikas@ala.org, no later than December 16, 2020, if they will require a table for campaign literature. No on-site requests will be honored. The candidates are responsible for shipping, delivering, and replenishing materials at this table. The designated table is the only location in the convention center where campaign materials may be distributed. Materials found in any other location will be discarded. Candidates are not required to provide campaign materials.

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Exhibits

Where are the exhibits and what hours are the exhibits open?

The Exhibits Hall is located in the Music City Center, Halls B–D. Hours will be:

Wednesday, February 26, 3:30 PM–6:30 PM for the Exhibits Opening Reception
Thursday, February 27, 9:00 AM–5:00 PM
Friday, February 28, 9:00 AM–2:00 PM

Are wheeled carts, etc., allowed in the Exhibits Hall?

Strollers and scooters are permitted on the exhibit floor as long as they are in use at all times. Wheeled carts, however, are not permitted at any time. If you have a medical condition requiring you to use a cart, please bring a doctor's note to the special assistance counter in the registration area.

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Families

Is there childcare available for attendees' children?

Childcare is not provided by PLA during the conference.

Is there a place I can use my breast pump?

For your convenience and privacy, a Mothers Room will be located in the Music City Center.

May I bring my family member to the convention center?

Exhibits-Only badges will be available for purchase onsite. Children must be accompanied by an adult.

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Handouts

Where can I find handouts to download?

If presenters upload handouts in advance of the conference, then you’ll find them on the Programs & Handouts page. If you don’t find handout links there, this most likely means the presenter(s) haven't uploaded handouts.

Sorry, but handouts for preconferences are not available to download.

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Hotels

When is the deadline to reserve a hotel room?

Deadline for housing reservations is Friday, January 31, 2020.

Can I reserve a hotel room before I register for the conference?

No, conference registration is required to book housing.

I've already registered, but I forgot to reserve a hotel room. Can I reserve one now?

Log into your existing registration, or contact Experient at pla@experient-inc.com or 800-424-5249 (U.S. and Canada)/847-996-5829 (all other countries), to add a hotel room. When prompted, callers should press “02” for February, and then “6” for the Public Library Association Conference. Experient representatives are available Monday–Friday, 8:00 AM–5:00 PM Central.

Whom do I contact about a problem with my housing?

Contact Experient at pla@experient-inc.com or 800-424-5249 (U.S. and Canada)/847-996-5829 (all other countries). Experient representatives are available Monday–Friday, 8:00 AM–5:00 PM Central.

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Local Transportation

Are there shuttles from my hotel to the convention center?

No, there are no shuttles available. PLA's selected hotels are located within walking distance of the Music City Center, 201 Fifth Avenue South, Nashville, TN 37203.

How can I get around the city?

Conveniently located in the heart of downtown, Music City Center is across the street from the Country Music Hall of Fame and Museum and just steps from the Cumberland River, Broadway Street, Nashville Public Library, restaurants, shopping, and more. Visit the Getting Around Nashville page for information about buses, taxis, rideshare services, and commuter rail. For printable and interactive city maps, visit visitmusiccity.com.

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Membership

How can I join PLA?

When does my PLA membership expire?

ALA and PLA membership is managed by the ALA Membership & Customer Service (MACS) unit. You can join or renew/rejoin/add to your membership several different ways:

  1. Use ALA's secure online form;
  2. Print and fill out a membership form and fax or mail it in; or
  3. Call 800-545-2433 and press 5.

Direct your membership questions to MACS at customerservice@ala.org or 800-545-2433 and press 5. MACS representatives are available Monday–Friday, 8:30 AM–4:30 PM Central.

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Photographic Images

Will there be photographers/videographers at the conference?

Yes. Registration and attendance at, or participation in, the PLA 2020 Conference constitutes an agreement by the registrant to PLA’s use and distribution of the registrant or attendee’s image or voice in photographs, electronic reproductions, and video or audio recordings of such events and activities.

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Printed Schedule & Mobile App

Will a program book or schedule be mailed to me, or will I receive one onsite?

As we did in 2018, we're replacing a bulky onsite program book and registration handouts with a compact schedule (made from 100% recycled papers!). With this reduction of materials, the conference tote bag has become a thing of the past. If you still enjoy having a tote bag for carrying non-registration items, please plan ahead and bring your own bag or swing through the Exhibits Hall to see which vendors are providing bags. The reduction of printed materials helps PLA to invest in other attendee resources to enhance your conference experience.

Is there a mobile app for the conference?

The PLA 2020 Conference mobile app will be available December 18, 2019.

A printed schedule will be provided at registration and will include event/program schedules, titles, and room numbers. It will also include general attendee information, convention center maps, and exhibitor listings. For detailed information—including session descriptions, presenters, evaluations, and more—please refer to the PLA 2018 Conference mobile app or website.

Can someone help me use the mobile app?

In-app help is available by tapping the Using This App icon, and you can contact PLA staff at placonfapp@ala.org for additional assistance.

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Registration/Attendee Materials Pick-up

When is the deadline for advance registration?

Everyone should register by 11:59 PM Pacific on Friday, January 31, 2020, to take advantage of advanced registration discounts.

Will I receive my badge in the mail?

Your conference badge and event tickets (for preconferences and meal events) have been mailed to you. If you registered recently or didn’t receive your badge in the mail, your badge will be available at registration. A photo ID is required to receive your badge onsite. Your badge must be presented at the Attendee Materials Pick-up counters in the Music City Center to complete the registration process.

Where is onsite registration and what are its hours? When can I pick up my badge?

Conference registration will be located in the Music City Center. Onsite registration and attendee materials pick-up hours are:

Tuesday, February 25, 7:30 AM–5:00 PM
Wednesday, February 26, 7:30 AM–6:30 PM
Thursday, February 27, 7:30 AM–5:30 PM
Friday, February 28, 7:30 AM–4:00 PM
Saturday, February 29, 8:00 AM–10:00 AM.

I've already registered; can I still add a preconference or special author event?

A preconference or author event can be addedafter registration. If you have already registered for the conference and want to add an event, log into your existing registration, or contact Experient at pla@experient-inc.com or 800-424-5249 (U.S. and Canada)/847-996-5829 (all other countries). When prompted, callers should press “02” for February, and then “6” for the Public Library Association Conference. Experient representatives are available Monday–Friday, 8:00 AM–5:00 PM Central.

Are meals included with my registration?

Although there are several free receptions, as well as coffee breaks in the Exhibits Hall, conference registration does not include meals. Full-day preconferences with lunch and special meal events require a separate registration.

How do I register multiple staff with a single payment?

If your organization needs to register multiple staff with a single purchase order, check, or credit card transaction, please contact Lian Drago at ldrago@ala.org.

Whom do I contact about a problem with my registration?

Contact Experient at pla@experient-inc.com or 800-424-5249 (U.S. and Canada)/847-996-5829 (all other countries). When prompted, callers should press “02” for February, and then “6” for the Public Library Association Conference. Experient representatives are available Monday–Friday, 8:00 AM–5:00 PM Central.

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Social Media

Where can I find the PLA Conference on social media?

Join the PLA Conference Facebook group to connect with other attendees, ask questions, share resources, and receive updates. We'll also post about the conference on PLA's regular social media channels: Facebook, Instagram, and Twitter.

Is there an official conference hashtag I can use in my social media posts?

The official conference hashtag is #PLA2020.

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Venues

Where is the PLA Conference? Where are official PLA programs and meal events being held?

Most conference events—including all preconferences and concurrent program sessions—will take place in the Music City Center, 201 Fifth Avenue South, Nashville, TN 37203. Additional events will be held at the Omni Nashville Hotel. 250 Fifth Avenue South, Nashville, TN 37203, and other venues as indicated.

Will there be gender-neutral restrooms?

Yes, gender-neutral restrooms will be designated in the Music City Center.

Is there a map of the convention center?

Floor plans of the Music City Center and the Omni Nashville Hotel will be available in the mobile app under "Maps."

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For Exhibitors & Sponsors

How do I purchase exhibit booth space at the conference?

Interested in exhibiting at PLA 2020? Contact Rhonda Grizzard, Corcoran Expositions, at 312-265-9665 or rgrizzard@corcexpo.com.

How do I access exhibitor registration and housing?

Please visit Exhibitor Registration and Housing.

Can I rent the attendee list?

Contact Rhonda Grizzard, Corcoran Expositions, at 312-265-9665 or rgrizzard@corcexpo.com.

My company wants to become a conference sponsor. Whom do we contact?

To discuss PLA 2020 sponsorship opportunities, contact Matt McLaughlin, Corcoran Expositions, at 312-265-9655, matt@corcexpo.com.

Can my company use the conference logo in its promotional materials?

The custom logos of the PLA 2020 Conference are the property of PLA. Anyone wishing to use the logos in their communications and promotional materials must: 1) seek permission from PLA, and 2) submit communication/artwork incorporating the logo to PLA for final approval. The logo may not be modified and must be reproduced in its entirety (i.e., no outlines, cropping). To request the use of the logo, companies should contact Rhonda Grizzard at Corcoran Expositions at 312-265-9665 or rgrizzard@corcexpo.com; all others should contact PLA at 800-545-2433 x5PLA (x5752) or pla@ala.org.

Can I cancel my exhibit booth space?

All booth space cancellation requests must be received in writing by Show Management (Corcoran Expositions). If space is reduced, the net reduction of space will be treated as a cancellation of that space. If Show Management receives a written request for cancellation of space on or before October 1, 2019, the exhibitor will be eligible for a refund less the nonrefundable deposit of $950 per 100 square feet of exhibit space. For cancellations received after October 1, 2019, exhibitors are liable for 100% of the cost of space.

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If you didn't find the information you're looking for, check the conference Contact page or contact PLA at 800-545-2433 x5PLA (x5752) or pla@ala.org.

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