General Information


Hyatt Regency Chicago
151 E  Wacker Drive
Chicago, IL 60601-3764
Phone: 312-565-1234

MLA '19 meetings will be held May 3 – 8, 2019. May 3 is for pre-conference continuing education courses.

Exhibits will be held May 4 – 6, 2019.



Support MLA by booking your reservations under the MLA '19 room block at the MLA '19 official hotel. MLA has negotiated a block of rooms at special discounted room rates at the Hyatt Regency Chicago. Your patronage of the meeting hotel makes it possible for MLA to secure the space necessary for this event at a greatly reduced cost. The hotel not only offers discounted rates and the best networking opportunities, but staying in the group blocks helps the association meet its contractual obligation to the hotel, avoid penalties, and keep meeting registration prices down. We thank you in advance for your support.

Click here to access the MLA '19 Housing Site. 

ATTENTION: Please be aware that organizations may contact you to ask if they can help you make a hotel reservation for MLA '19. These organizations are NOT authorized to do so by MLA. The only safe way to make sure you have a room in the MLA '19 room block at the Hyatt Regency Chicago is to make that reservation through onPeak. 

  • Call 800-243-1582 (The best time to call onPeak is before noon or between 3:00 p.m. and 5:00 p.m., central time. Closing time at onPeak is 5:00 p.m., central time.)
  • Use onPeak’s online reservation system
  • Email requests and questions to; expect a response within forty-eight hours, not counting weekends and holidays.

Admission to the Exhibit Floor

Due to insurance liabilities, no person under the age of 16 will be admitted to the exhibit floor during set-up or tear-down hours. MLA '19 does not restrict children’s access to the exhibit floor based on age during show hours. Parents must accompany children and are responsible for their behavior. All persons on the exhibit floor must have proper registration credentials.

Advertising Opportunities

Be sure to get the most from your message by advertising in the Official Program. The Official Program is used on-site by each conferee and serves as a reference tool for librarians long after the show has ended. Additional advertising opportunities are available. 


All aisle space belongs to the Exposition. No exhibit or advertisement will be allowed to extend beyond the space assigned to the exhibitor. Any demonstration or activity which results in the obstruction of aisles or prevents ready access to neighboring exhibitors’ booths shall be suspended for any period specified by show management.


The display and distribution of balloons will not be allowed at any time within the exhibit hall. Balloons create many housekeeping problems and are particularly detrimental to the fire detection systems installed in the exhibit hall. Their use is strictly prohibited.

Booth Equipment and Services

  • Draperies suspended on aluminum uprights and stanchions. The drapery background is 8 feet high. The side rails are 33 inches high.
  • Standard booth sign, black letters on white card showing company name and booth number
  • General lighting and decorations

Table top exhibits include (1) 6' draped table with identification sign in a carpeted area. Additional items (i.e. chairs) may be ordered through GES Exposition Services. 

Booth Numbers

During move-in, each booth will have its booth number on the floor directly in front of the booth on the aisle.

Booth Staffing

All booths must be staffed during open exhibit hours.

Cancellation of Exhibit Space

Cancellations made prior to October 3, 2018, 50% of the net contract price will be refunded. No refunds on or after October 3, 2018.

Contract for Space

The contract for exhibit space is not subject to cancellation without penalties (see Cancellations). Any exhibitor failing to occupy the space under contract is not relieved of the obligation to pay the full cost of space. Such space may be used by show management in any way it sees fit.

Crate Storage

Empty crates, boxes, skids, etc. that exhibitors have labeled “Empty” will automatically be removed from exhibitors’ booths, stored and returned at the conclusion of the Exhibition. “Empty” stickers will be available at the Service Desk. There is no charge for this service. NO STORAGE OF ANY KIND WILL BE PERMITTED BEHIND YOUR DISPLAY.

Damage to Property

Exhibitors are responsible for damage to uncrated or improperly packed shipments, concealed damage, loss or theft of material after delivery to booth or before material is picked up for return movement. It is expressly understood that the exhibitor will make no claim of any kind against show management for any loss, damage or destruction of goods, nor for any damage of any nature to his business by reason of the failure to provide space for any exhibit or the removal of the exhibit.

Dismantling Dates and Hours

The exhibit hall will be open for exhibit dismantling from:
4:30 p.m. – 9:00 p.m., Monday, May 6

All booths must be dismantled and packed by 9:00 p.m., May 6. No exhibitor shall have the right prior to 4:30 p.m., Monday, May 6 to pack or remove any articles or exhibit without the permission and approval, in writing, of show management. Exhibitors are cautioned, when making travel arrangements, to allow sufficient time following the closing of the show at 4:30 p.m.

Early Dismantling

No exhibitor will be allowed to dismantle any portion of their exhibit prior to the end of exhibit hours on the final day of exhibits. This is a discourtesy to those attending the show and to your neighboring exhibitors.

Exhibitor Registration Area

Located in the Hyatt Regency Chicago, personnel at the MLA '19 registration counters will be available to accept your on-site badge requests. Any badge changes may also be taken care of here.

Exhibitor Service Desk

The Service Desk will be open for business beginning Friday, May 3, at 8:00 a.m. All contractors and production personnel can be found here. In addition, all on-site production services such as decorating, furniture, floor covering, shipping, material handling, electrical, telephone, display labor, special cleaning, porters, signs, security guards, photography, floral and audio-visual requirements can be arranged here.

First Aid

Emergency first aid is available from 8:00 a.m. - 4:30 p.m. each day during set-up, show time, and break-down.

Floor managers

Floor managers will be available through set-up, as well as during and after the show. These Exposition representatives are your roving link to show management and all services on the exhibit floor. They can handle your questions about labor, utilities, booth furnishings and much more. They are also responsible for protecting your interests as an exhibitor by checking all exhibits for compliance with the Show’s regulations and construction guidelines.

Food & Beverage

The Hyatt Regency Chicago is the official caterer at the facility. All food and beverage items must be ordered through the Hyatt Regency Chicago. Exhibitors may not bring in their own food and beverage for distribution from their exhibit. Popcorn is not allowed on the exhibit floor.

The serving of any alcoholic beverages from any exhibitors booth must be approved in advance by show management. If approved, all service must be ordered from the officially designated provider. Exhibitors are prohibited from serving alcoholic beverages from their booths during the opening reception on Saturday, May 4, with the exception of MLA Sponsors serving wine.

Hospitality Suites

Exhibitors are given exclusive right to hospitality suites at conference hotels. To reserve your suite, please contact the hotel directly. Please advise Hall-Erickson, Inc. of any hospitality suites you may be hosting. Note: hospitality events are allowed after 4:30 p.m. on Sunday, May 5 and Monday, May 6 ONLY.

Installation of Exhibits

The exhibit hall will be open for the installation of exhibits from:

Friday, May 3 8:00 a.m. – 4:30 p.m.
Saturday, May 4 8:00 a.m. – 3:00 p.m.

The exhibitor will have an authorized representative present throughout the installation of their exhibit and will furnish the name of this representative to show management at least 60 days prior to the show. Installation of all exhibit material must be complete by 3:00 p.m., May 4 and all shipping crates and packing cases must be ready for removal in order to allow sufficient time for a final cleaning prior to the opening reception.


Show management and the MLA strongly encourage you to insure your property from the time it leaves your facilities until it is returned after the Exhibition. In most cases, a rider can be added to your present policy for a nominal cost that will protect your property while it is out of your control. MLA, their agents, the Hyatt Regency Chicago, and/or their respective agents will not be responsible in any way for the safety of any exhibit or material against theft, fire, water, accident, or any cause, nor for the loss or damage to goods cosigned to its care.


Exhibitors who wish to hold lotteries or contests must have permission from show management. Write to MLA '19 Exhibit Management, c/o Hall-Erickson, Inc. 98 E. Chicago Ave., Westmont, IL 60559; Fax: 630.434-1216, and give the details of the lottery (when it will be held, what will be given away, and the value of the prize.)

Merchandise Release Passes

A Merchandise Release Pass must accompany all merchandise carried from the exhibit area. Passes may be obtained by showing your exhibitor credentials at the Security Office.

No Smoking Policy

Smoking is not permitted in the Hall of Exhibits or other conference sessions of MLA '19.

Program Listing Information

Exhibitors will receive an email from CadmiumCD with instructions to log into their Conference Harvester® program to upload their program listing information and company logo. Program listings are due by January 25 in order to be included in the printed MLA '19 Official Program/Guide to Exhibits. We encourage exhibitors to complete their listings, as listing information and company logos will also be integrated in MLA's eventScribe Itinerary Planner which will be accessible by all attendees. For general questions on program listings, contact Penny McQuality at 630-929-7932, For technical questions about submitting your listing and logo, please contact CadmiumCD at  or 410-638-9239. 

Program Distribution

Guidelines have been developed for the distribution of Official Programs to exhibitors. Two Programs will be distributed to each 10x10 space. If you need additional programs, please check at the exhibitor's registration desk on the last day of the show. If there are remaining programs, you are more than welcome to them.


Entry to and exit from the exhibit area will be possible only through the main show entrance and all persons entering and leaving must wear a badge issued by show management. During installation and dismantling periods, no one will be permitted in the exhibit area before published times. Lost or stolen property must be reported to the Security Office as soon as possible. Please remember that any claim must be properly documented in order to receive reimbursement from your insurance company. Remember—All material leaving the exhibit area must be accompanied by a Bill of Lading or a Merchandise Release Pass, even if it is the property of the exhibitor removing it.

Show Colors

Show colors red and white backwall drape, and red siderail drape. Note: the exhibit hall is carpeted.