New England Independent Booksellers Association

41st Annual
NEIBA Fall Conference

September 30 - October 2, 2014

Rhode Island Convention Center Ballroom, Providence RI





                          Publisher Pick-Nic Luncheon sign-up

                          Special offers for pre-registration                              

August 29          Special offers for Fall Conference Program                          

                          Trade Show Program copy and ads

                          ENewsletter Ads

                          Autographing sign-up

                          Table assignments emailed to registered exhibitors       

September 8      Hotel reservations

September 25    Pre-registration for badges and function tickets



Tuesday, September 30

10:00 am - 6:00 pm             Exhibitor Setup

11:00 am - 12:00 pm           Plenary

12:15 - 2:15 pm                  Publisher Pick-Nic Luncheon

2:30 pm- 5:15 pm                Education

6:00 pm - 7:30 pm               Author Reception


Wednesday, October 1

7:30 am - 10:00 am             Exhibitor Setup

8:30 am - 10:00 am             Children’s Breakfast

10:00 am - 5:00 pm             Exhibits Open.  Author autographings at exhibitor tables

6:00 pm - 9:30 pm               Awards Banquet


Thursday, October 2

8:30 am - 10:00 am             Author Breakfast

10:15 am -11:30 pm            Education

11:30 - 12:30 pm                  Annual Meeting

12:30 pm - 2:00 pm              Lunch


NEIBA Members

$525 for first table & $425 for each additional table

2 free badges; @$25 each additional badge



$625 per table

2 free badges; @$35 each additional badge


First Time Exhibitors

$350 per table

2 free badges; @$35 each additional badge


Exhibit space includes

                                                • One 6’ long x 2’ wide table

                                                • One 44” long x 7” wide identification sign

                                                • A white non-slip table cover with draped sides

                                                • One chair

Table-top exhibits are positioned in open rectangles in groups of 5, 7 or 9.

Exhibits are not to exceed 54” in height from the floor or 24” from the top of the 30” high table.

No part of the display may be located in the aisles or interiors of exhibit rectangles; nor may the display intrude upon adjacent tables belonging to other exhibitors.


Payment in full must accompany the Order for Exhibit Space. Make checks payable to New England Independent Booksellers Association. No credit cards. Exhibitors who reserve exhibit space before August 18, 2014, will receive a full complimentary listing in the Fall Conference Program. Orders for exhibit space after August 18 will be accepted only if space permits.


Freeman Decorating handles all furnishings, labor and shipments to the Rhode Island Convention Center. After August 18 you will be emailed a link to Freeman’s online Exhibitor Services Kit. Freeman Decorating is located at 275 Bodwell Street, Avon, MA  02322;  Tel: (888) 508-5054; Fax: 469-621-5608 or

You do not need your table assignment for any advance shipping or auxiliary services requested from Freeman Decorating. Table #s will be emailed August 29.

To order electrical, or telecommunications contact Rhode Island Convention Center at (401) 458-6103, Or use this Electrical Order  Internet Order.


Set up Tuesday September 30, 8am -10pm and Wednesday October 1, 7am -10am

Materials must be brought in through the Loading Dock, which is located on West Exchange Street about 1/8 mile west of the North Garage entrance. Parking at the Loading Dock is limited to no more than 20 minutes. Materials can also be carried into the Ballroom.

Directions to the Loading Dock:

Exhibitors must wear badges to enter the Ballroom during all hours, including set-up. Badges can be picked up at the NEIBA registration desk outside the exhibit hall. Security is provided on exhibit day, however, NEIBA is not responsible for loss or theft of any exhibitor items.  


All exhibitors must complete a registration form for badges and tickets to meal functions or events. The registration form will be emailed to you in August. The last day NEIBA will process pre-registration is September 25, 2014.

There is ample parking at the Rhode Island Convention Center Garage. The event rate is $12 per day, with no in and out privileges


Pre-registration materials

Your special offer is due to August 18.

NEIBA Fall Conference Program - deadline August 29  

Last year’s Program was distributed to over 700 booksellers during the show. Exhibitors receive a listing of their location on the trade show floor, the contact person at the booth, mailing and email address, phone and FAX number and special offers.      

   Outside Back Cover                   $1,100.00         (includes free ENewsletter Ad)

   Each Inside Cover                      $800.00 (sold 2014)

   Full page    (8.5” x 11”)              $600.00

   Half page    (6" x 4.5" vertical)    $350.00

   Quarter page (3.5” x 5”)             $250.00


NEIBA Trade Show E-Newsletter - deadline August 29

Full page    (8.5” x 11”)            $300.00

Half page  (6" x 4.5" vertical)    $200.00

Quarter page (3.5” x 5”)           $100.00


Advertise in both the E-Newsletter & Program

               Printed Program Ads                 E-Newsletter Ads                     Both!

                 Full Page - $600                      Full Page - $300                  $799

                 Half Page – $350                     Half Page - $200                  $499

                 Quarter Page - $250                Quarter Page - $100             $299               


To reserve ad space in the ENewsletter or Fall Conference Program email Nan Sorensen at

    • The Rhode Island Convention Center is a no smoking facility.
    • Exhibitors may not dispense food or beverages on the floor without prior permission from NEIBA and the Rhode Island Convention Center.
    • Exhibitors displaying audio or video products are requested to keep noise levels at a minimum.
    • No taping of posters or other materials is permitted on Ballroom walls.


Autographings will occur Wednesday October 1 at publisher's tables.

NEIBA will not have a “formal” autographing area in the Ballroom. Publishers are encouraged to have author signings at their tables. Notify NEIBA of these table signings by August 29 and NEIBA will promote them through signage and listings in the show materials. There is a non-refundable $75 fee for this service.

NEIBA maintains a policy of suggesting that booksellers voluntarily donate two dollars for each autographed book they receive to a local literacy group and will provide small containers to use for collection.


Once again the Publishers Pick-Nic will be a booksellers/rep boxed lunch. This will be held  Tuesday, September 30 from Noon – 2pm in the Convention Center. There will be no other competing events during this time and is a perfect opportunity to meet with frontline booksellers and buyers to talk about the highlights of your list. Rep attendance is chosen by lottery. Submit your name now by emailing The deadline to sign up is August 18. There is a $100 non-refundable fee for each publisher rep participating in this event.  



NEIBA will conduct a raffle for prizes to eight bookstores that place orders at the show. Prizes can only be won by bookstores and will include free tickets to NEIBA events such as All About the Books and the NEIBA Fall Conference 2015. Tickets for the raffle are to be given out by exhibitors in exchange for orders. Only one ticket should be given out per order. You will receive a packet of 50 tickets per table before the show opens on Wednesday. Additional ticket packets will be available upon request at the registration desk.


NEIBA has reserved a block of rooms at two Providence hotels:  The Omni (which used to be called The Westin Providence) at One Exchange Street, Providence, RI 02903 (401) 598-8000 and the Providence Biltmore at 11 Dorrance Street, Providence RI 02903. (401) 421-0700. Room rates at the Omni are $159 per night and  $154 at the Providence Biltmore, per night, single, double or junior suite occupancy, plus tax. Hourly and overnight parking is available at both hotels at their published rates.

The Omni

Providence Biltmore

You must reference NEIBA when making your reservation to receive the group rate!       All reservations must be guaranteed with a one-night room deposit by remitting a check or a major credit card number and expiration date. If a reservation is cancelled, one night’s room and tax will be forfeited.

Deadline for room reservations is Monday, September 8, 2014


New England Independent Booksellers Association
1955 Massachusetts Avenue, #2, Cambridge, MA  02140
(617) 547-3642; fax: (617) 547-3759         

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