Fall Conference Exhibitors

45th Annual Fall Conference

September 25 – 27, 2018

Rhode Island Convention Center Ballroom, Providence RI



Rhode Island Convention Center – ELECTRICITY ETC



Autographing Form

Advertising Form

Membership Form


Exhibitor Information Brochure

2018 Exhibitor Information


2018 Exhibitor Table Fees

NEIBA Members • $525 for first table &

  • $425 for each additional table

Non-Members • $725 per table

First Time Exhibitors • $350 per table


• 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

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.


• NO goods are to be sold at the show.
• 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.


Payment in full must accompany the Order for Exhibit Space. Make checks payable to New England Independent Booksellers Association. No credit cards. Orders for exhibit space after August 6 will be accepted only if space permits.


SER exposition services handles all furnishings, labor and shipments to the Rhode Island Convention Center. After August 13 you will be emailed a link to SER exposition services online Exhibitor Services Kit. SER exposition services is located at 35B New Street, Worcester, MA 01605; Tel: (508)757-3397; Fax: 508-757-9136 or serinfo@serexpo.com

To order electrical, or telecommunications contact Rhode Island Convention Center at (401) 458-6103, http://www.riconvention.com/exhibitors/online-exhibitor-services.


Set up Tuesday September 25, 10:30am -10pm and Wednesday September 26, 7:30am -10am

Exhibitors may bring materials into the Rhode Island Convention Center on during setup hours. Materials can 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 from the adjacent parking garage.

Directions to the Loading Dock: www.riconvention.com/exhibit/exhibit-directions-parking

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.


NEIBA Fall Conference Program (black & white) – deadline August 24
Last year’s Program was distributed to over 700 attendees during the show. Exhibitors receive a free 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)
Full page (8.5” x 11”) $600.00
Half page (7” x 5” horizontal) $350.00
Quarter page (3.25” x 5” vertical) $250.00

NEIBA Trade Show E-Newsletter (color) – deadline August 16

Full page (8.5” x 11”) $300.00
Half page (7” x 5” horizontal) $200.00
Quarter page ((3.25” x 5.5” vertical) $100.00

Advertise in BOTH the E-Newsletter & Program

Full Page –  $799 for Both!
Half Page – $499 for Both!
Quarter Page –  $299 for Both!

To reserve ad space in the ENewsletter or Fall Conference Program email Nan Sorensen at Nan@neba.org.


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 18, 2018.


There is ample parking at the Rhode Island Convention Center Garage. The day rate is $15 per day (enter after 7:00AM and exit by midnight), overnight parking is $20 for each 24 hour increment, with no in-and- out privileges.


Autographings will occur Wednesday September 26 at publisher’s tables.

Publishers are encouraged to have author signings at their tables. Email nan@neba.org of these table signings by August 18 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 25 from Noon – 2pm in the Rotunda. 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 by emailing Nan@neba.org. The deadline to sign up is August 17. There is a $125 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. 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 at One Exchange Street, Providence, RI 02903 (800) 843-6664. Room rates at the Omni are $199 per night. The Providence Biltmore at 11 Dorrance Street, Providence RI 02903. (401) 421-0700. The room rates at the Biltmore are $183 per night. Rates reflect single, double or junior suite occupancy, plus tax. Hourly and overnight parking is available at both hotels at their published rates.

Omni Reservations – 9/26 SOLD OUT

Biltmore Reservations

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 Tuesday September 4, 2018



August 6


August 17

Autographing sign-up

Fall Conference Program copy

ENewsletter Ads

Publisher Pick-Nic Luncheon sign-up

Special offers for ENewsletter and Fall Conference Program

August 24

Fall Conference Program Ads

September 4

Hotel reservations

September 19

Pre-registration for badges and function tickets



Tuesday September 25

Exhibtor Set Up
11am                   Plenary
12:15-2:15pm   Publisher Pick-nic
2:30                    Education
6-7:30pm          Author Reception

Wednesday September 26

8:30-10am       Children’s Breakfast
10:00-4:30pm Exhibits (with opportunities for author signings at exhibitors tables)
6-9:00pm         Awards Banquet

Thursday September 27

8:30-10am         Author breakfast
NEIBA Annual Meeting
Bookseller Luncheon


Any questions email  Nan@neba.org