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MLA '20 Informal Meeting Request Form

Use the following form to request your meetings for MLA '20!

DEADLINE for inclusion in Official Program: February 24

General Information

  • MLA has reserved blocks of time on the schedule for informal meetings and events to avoid conflicts with MLA official programs or events. Requests outside these time frames cannot be accommodated.
  • All meeting space is contractually controlled by MLA during the MLA’20 Annual meeting. All calls to the Convention Center or Hotel will be directed to show management for approval and assignment.
  • Your meeting can be listed in the Official Program if your request is received before February 24, 2020. After that date it will either be listed in the Official Program or the addendum page.
  • Space is assigned on a first-come, first-served basis. We will do our best to accommodate your chosen time; however, please indicate a second choice in case your first preference is not available.
  • Meeting space availability is limited. Please submit requests early. Complete one application per function and submit additional applications if needed for multiple functions.
  • You may cancel your informal meeting until March 31, 2020 to receive a refund less a $50 processing fee (MLA units are not charged a fee). No refunds will be given for cancellations after March 31, 2020. Cancel in writing to Sabrina Sheth, sheth@mail.mlahq.org.
Type of Event Cost (USD)

MLA caucuses, domain hubs, committees, task forces, chapters

All arrangements and details will be confirmed by MLA's Event Manager, Natalie Bello, who will act as liaison with the facility for all details and meeting logistics

Up to two (2) informal meetings at no charge; additional meetings $250 per meeting

Affiliate, non-MLA, or other government or nonprofit groups

After space is assigned and confirmed by MLA’s Event Manager, all arrangements and payment for services (audiovisual equipment, food or beverage service, etc.) should be made directly with MLA’s contracted suppliers. Supplier contact names and telephone numbers will be provided to the event contact upon confirmation.

$350.00 per meeting

Exhibitors, commercial groups, or others not listed above

NOTE: Requests for Sunrise Seminars, Technology Showcases, Exhibitor Lunch & Learn sessions, or Exhibitor social event requests should not use this form.

After space is assigned and confirmed by MLA’s Event Manager, all arrangements and payment for services (audiovisual equipment, food or beverage service, etc.) should be made directly with MLA’s contracted suppliers. Supplier contact names and telephone numbers will be provided to the event contact upon confirmation.

$2,000 per meeting

 


Tell us about your meeting and meeting preferences


 

Promotion includes mention in Official Program, on facility reader boards, in the Online Planner and in the meeting App

Room Set Up Information


  • Please provide as much preliminary meeting information as possible so the appropriate room can be assigned to you.
  • Because rooms are used for multiple meetings throughout the day, we will do our best to accommodate and meet all your needs and requests; however, some room set-ups may be slightly different.
  • All rooms will be assigned based on the expected number of attendees for your meeting. SHOULD THAT NUMBER CHANGE it is your responsibility to notify MLA to see if a different room can be assigned to accommodate you. At the same time, please do not overestimate your attendance.
If you selected head panel table, indicate the number of chairs needed; if you selected "other" provide a detailed description.
So we can ensure proper room size, please provide a general idea of the meeting's purpose and whether you would need more than just meeting space & seating (i.e., AV, food & beverage)

Payment Information


  • MLA caucuses or caucus subgroups, domain hubs, committees, task forces, chapters: no charge for 1 or 2 meetings
  • MLA chapters: $250/meeting if more than 2 meeting requests
  • For affiliate, non-MLA, or other government or nonprofit groups: $350 per meeting
  • For exhibitors, commercial groups, others not listed above: $2,000 per meeting

Terms and Conditions


You may cancel your informal meeting until March 31, 2020 to receive a refund less a $50 processing fee (MLA units are not charged a fee). No refunds will be given for cancellations after March 31, 2020. Cancel in writing to Sabrina Sheth, sheth@mail.mlahq.org.

MLA will do our best to accommodate and meet your needs and requests. However, some room set-ups may be slightly different since rooms are used for multiple events throughout each day.

All rooms will be assigned based on the expected number of attendees for your meetings. Should that number change, it is your responsibility to notify Natalie Bello with MLA to see if a different room can be assigned to accommodate your changed needs.

Check Payments

Make checks payable to Medical Library Association.

Mail to:
Medical Library Association
Department 4627
Carol Stream, IL 60122-4627

By submitting this form and including your name below, you are indicating your agreement on behalf of your organization, to these terms. A copy of this form will be sent to you.

For non-MLA meetings: MLA’s Event Manager will provide MLA’s contracted supplier contact information with you when we confirm your meeting. It will be your responsibility to make all arrangements and secure payment for any audiovisual equipment or food and beverage you may need.

MLA will send you confirmation details in early March, 2020.

Thank you! Please select "Submit" below to send your meeting request directly to MLA event staff.