Fall Conference Exhibitors


44th Annual
New England Independent Booksellers Association
Fall Conference

September 18-20, 2017
Rhode Island Convention Center Ballroom, Providence RI







NEIBA Members • $525 for first table &
• $425 for each additional table
2 free badges; @$25 each additional badge

Non-Members • $725 per table
2 free badges; @$35 each additional badge

First Time Exhibitors • $350 per table
2 free badges; @$35 each additional badge


• 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.


• 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.


Author Opportunities


11:00 Brunch and Keynote  – 1 author spot
6:00-7:30 Author Reception 22-25 author spots


8:30-10:00 Children’s Books Author/Illustrator Breakfast – 3 Author spots
10:00-4:30 Exhibits


8:30-10:00 Breakfast with Authors – 3 Adult/ 1 Children’s Author spots
12:30 Bookseller Luncheon – 1 keynote authors


Meal Event – $1,000 which includes $100 for bookseller scholarships.

Author Reception – $350 which includes $35 for booksellers scholarships.

Author appearances for Keynote, meal events, and Author Reception are via NEIBA committee review and invitation, and are only open to publishers represented at the Fall Conference. We do not accept submissions directly from authors.

Please be sure your author(s) is available before you submit their name. If they become unavailable please let Nan@neba.org  know so they can be removed from consideration.

We welcome authors from your Fall 2017 and Winter 2018 lists. When submitting authors please include a brief description of the title (including pub date) and a short bio of the author.

Submission deadline – June 7, 2017

Please send your author submissions and any questions to  Nan@neba.org

Monday September 18
Exhibitor Setup
Publisher Pick-nic
Author Reception

Tuesday September 19
Children’s Breakfast
Exhibits (with opportunities for author signings at exhibitors tables)
Awards Banquet

Wednesday September 20
Author Breakfast
NEIBA Annual Meeting
Bookseller Luncheon


August 1  
Special offers for pre-registration

August 15
ENewsletter Ads

August 18
Autographing sign-up
Publisher Pick-Nic Luncheon sign-up
Special offers for Fall Conference Program
Fall Conference Program copy and ads

August 28
Hotel reservations

September 13
Pre-registration for badges and function tickets


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 1, 2017, will receive a full complimentary listing in the Fall Conference Program. Orders for exhibit space after August 1 will be accepted only if space permits.

Freeman Decorating handles all furnishings, labor and shipments to the Rhode Island Convention Center. After August 21 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 FreemanBostonES@freemanco.com

You do not need your table assignment for any advance shipping or auxiliary services requested from Freeman Decorating.

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

Set up Monday September 18, 10:30am -10pm and Tuesday September 19, 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.


Pre-registration materials
Your special offer is due to Nan@neba.org by August 1, 2017.

NEIBA Fall Conference Program deadline August 18  
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)
Each Inside Cover                              $800.00  (sold 2017)
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 – 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
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 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 13,  2017.
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 Tuesday September 19 at publisher’s tables.
Publishers are encouraged to have author signings at their tables. Notify NEIBA 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  Monday,  September 18  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 by emailing Nan@neba.org. The deadline to sign up is August 1. 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 and will include one free ticket to each NEIBA and NECBA event in 2018. 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 (401) 598-8000.  Room rates at the Omni are $195 per night. The Providence Biltmore at 11 Dorrance Street, Providence RI 02903. (401) 421-0700.  The room rates at the Biltmore are $179 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.

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, August 28, 2017