Table of Contents
- Overview
- Standard Benefits
- Sponsorship Levels
- In-Kind Contributions
- Sponsored Content Guidelines
- Sponsored Content Submission
- Sponsored Content and Participation Opportunities
- Important Dates
- Become a Sponsor
- Sponsor Support
- Sponsor FAQ
- Questions
Overview
The Texas Conference on Digital Libraries (TCDL) is a gathering place for the Texas library and archives community to share and learn about research, practice, and advocacy in digital libraries and digital archives.
The conference provides opportunities for faculty, students, researchers, librarians, administrators, policymakers, advocates, and others to share expertise and network through presentations, panels, workshops, and informal discussions.
Participants include outreach librarians, repository managers, catalogers, faculty members, technical staff, students, and other professionals working in libraries, archives, museums, and higher education.
TCDL typically attracts 150-160 attendees from across Texas and beyond.
Conference sponsorships help support conference expenses while providing opportunities for sponsors to connect with the TCDL community.
Examples of conference expenses supported through sponsorships include:
- Keynote and invited speaker support
- Reception
- Catering
- Venue space
- AV equipment
- Accessibility services
- TDL Awards
- Photography
- Prizes
- Networking activities
- Physical swag
- Supplies
- Printed materials
- Additional costs and fees
Standard Benefits
All sponsors receive:
- Logo on the TCDL event page
- Logo on the TCDL program page
- Sponsor acknowledgement slide during the Opening Plenary session
- Sponsor acknowledgement through TDL social media channels
Sponsorship Levels
Keystone Level | $5,000
Benefits include:
- Three complimentary registrations
- Exhibit Table
- Poster Session Participation
- Scavenger Hunt Participation
- Opt-in attendee contact list
- Social Media Content Opportunity
- Blog Content Opportunity
- Presentation Opportunity
Availability
- Limited to one sponsor
- First-come, first-served
Architect Level | $2,500
Benefits include:
- Two complimentary registrations
- Exhibit Table
- Poster Session Participation
- Scavenger Hunt Participation
- Opt-in attendee contact list
- Social Media Content Opportunity
- Blog Content Opportunity
- Lightning Talk Opportunity
Availability
- Limited to one sponsor
- First-come, first-served
Visionary Level | $1,500
Benefits include:
- One complimentary registration
- Exhibit Table
- Poster Session Participation
- Scavenger Hunt Participation
- Opt-in attendee contact list
- Social Media Content Opportunity
Collaborator Level | $750
Benefits include:
- Opt-in attendee contact list
- Social Media Content Opportunity
Innovator Level | $250
Benefits include:
- All Standard Benefits
In-Kind Contributions
Organizations interested in supporting the conference through in-kind contributions are encouraged to contact info@tdl.org to discuss conference needs and available opportunities.
Sponsored Content Guidelines
Sponsored content should:
- Contribute to professional conversations, projects, services, or topics of interest to the TCDL community
Sponsored content should not:
- Function primarily as advertising or a sales pitch
Because TCDL is hosted by the Texas Digital Library and administered by The University of Texas at Austin, sponsored content and participation activities must comply with:
- Applicable university policies
- Applicable state requirements
- The TDL Code of Conduct, including the Community Agreement
- Sponsors may be asked to revise submitted content if needed to meet these requirements
Sponsored Content Submission
Unless otherwise noted, sponsored content should be submitted to info@tdl.org
Subject line: TCDL 2027 Sponsored Content – [Organization Name]
Refer to Important Dates for applicable deadlines
Sponsored Content and Participation Opportunities
Sponsor Logo
All sponsors should submit a logo.
Requirements
Accepted file formats
- PNG
- JPG
Images should be high resolution
Sponsors may be asked to provide an alternative logo file if the submitted file is not suitable for publication
Logo use may include:
- TCDL event page
- Conference schedule platform
- Conference slides
- Sponsor acknowledgements
- Blog posts
- Additional conference communications
Submission Information
Refer to Sponsored Content Submission
Social Media Content
Sponsors who receive this benefit may submit content for publication through TDL social media channels.
Content may be submitted before or after the conference.
Pre-conference content may:
- Highlight organization activities, projects, products, or services
- Promote conference participation opportunities, such as visiting an Exhibit Table, attending a session, or connecting with organization representatives
Post-conference content may:
- Highlight organization activities, projects, products, or services
- Share resources, announcements, updates, or reflections relevant to the TCDL community
Requirements
Provide text for the social media post
Include any relevant URLs
Include sponsor name and organization information, as applicable
Indicate preferred platform
- Threads
Sponsors are encouraged to include:
- [Organization Name] is a TCDL 2027 Sponsor
Sponsors may submit one of the following:
- One image
- One short-form video
Accepted file formats
- PNG
- JPG
- MP4
- MOV
Content must meet Accessibility Requirements
Examples
Dedicated social media posts submitted by sponsors
Sponsor acknowledgement posts created by TDL
Submission Information
Refer to Sponsored Content Submission
Blog Content
Sponsors who receive this benefit may submit content for publication on the TDL Blog.
Content may be submitted before or after the conference.
Pre-conference content may:
- Highlight organization activities, projects, products, or services
- Promote conference participation opportunities, such as visiting an Exhibit Table, attending a session, or connecting with organization representatives
Post-conference content may:
- Highlight organization activities, projects, products, or services
- Share resources, announcements, updates, or reflections relevant to the TCDL community
Requirements
Provide blog content
Include any relevant URLs
Include sponsor name and organization information
Sponsors are encouraged to include:
- [Organization Name] is a TCDL 2027 Sponsor
Images
Optional
Accepted formats
- PNG
- JPG
Videos
Optional
Provide publicly accessible
- YouTube links
- Vimeo links
Content must meet Accessibility Requirements
Examples
Submission Information
Refer to Sponsored Content Submission
Poster Session Participation
Sponsors with an Exhibit Table and attending representatives may participate.
The Poster Session takes place immediately before the Day 1 reception.
Sponsors may briefly introduce themselves, share information about their organization, and invite attendees to visit their Exhibit Table.
Requirements
Participation is optional
Remarks must remain within the allotted time limit
Refer to Poster Support for participation and slide requirements
Content must meet Accessibility Requirements
Examples
Submission Information
Refer to Sponsored Content Submission
Scavenger Hunt Participation
Sponsors with an Exhibit Table and attending representatives may participate.
The conference scavenger hunt takes place during the Day 1 reception.
Sponsors may submit one question and answer related to their organization.
Requirements
Participation is optional
Submit one question and answer
Questions should encourage attendee engagement
Questions should be answerable by visiting the sponsor table
Examples from previous conferences
AM Quartex
- Q: How many sites have customers published on AM Quartex?
- A: Over 100
TIND
- Q: In what city is TIND headquartered?
- A: Oslo, Norway
The Portal to Texas History
- Q: When was The Portal to Texas History created?
- A: 2002
EBSCO
- Q: How many years of The New Yorker does the EBSCO Magazine Archive cover?
- A: 100 years
Submission Information
Refer to Sponsored Content Submission
Presentation and Lightning Talk Opportunities
Sponsors who receive a Presentation Opportunity or Lightning Talk Opportunity benefit may submit a proposal through the Call for Proposals.
Requirements
Presentation and Lightning Talk proposals are reviewed alongside all other conference proposals.
There are no separate sponsor presentation or Lightning Talk tracks.
Refer to Call for Proposals for proposal requirements, deadlines, and submission instructions
Refer to Speaker Support for presenter information
Submission Information
Submit through Call for Proposals
Important Dates
February 1, 2027 | Sponsor Confirmation and Logo Deadline
February 1, 2027 | Call for Proposals Deadline
Early May 2027 | Poster Session Slide Deadline
Early May 2027 | Scavenger Hunt Question and Answer Deadline
May 10, 2027 | Pre-conference Social Media and Blog Content Deadline
June 4, 2027 | Post-conference Social Media and Blog Content Deadline
Become a Sponsor
Complete the Sponsor Confirmation Form
Submit required information and materials by the applicable deadlines
Support Resources
- Sponsor Confirmation Form
- Call for Proposals
- Speaker Support
- Poster Support
- Accessibility Requirements
- Local Resources
Communications
The primary sponsor contact may differ from the individual serving as an exhibitor, Poster Session participant, presenter, Lightning Talk speaker, or other conference participant.
Sponsors are responsible for sharing conference information with the appropriate organizational representatives.
Exhibitor Information
Sponsors who receive an Exhibit Table benefit will be provided with:
- One exhibit table
- One chair per registered sponsor representative
- Wireless internet access
- Access to electrical outlets and extension cords, as available
Sponsors may wish to bring a table cover for their exhibit table.
Table covers are not provided by the conference venue.
Additional information is available upon request:
- Building access information
- Exhibit area layout
- Exhibitor setup and teardown information
Venue information, parking information, and transportation information are available through Local Resources.
Sponsor FAQ
- Q: How many people typically attend TCDL?
- A: TCDL typically attracts 150-160 attendees from across Texas and beyond. Attendees include librarians, archivists, repository managers, faculty, students, and other professionals working in libraries, archives, museums, and higher education.
- Q: Can I receive information about previous conference attendees?
- A: Yes. Prospective sponsors may request previous conference attendance counts and a general attendee breakdown by organization and job title. Attendee names, email addresses, phone numbers, and other personal contact information will not be shared. This information is provided to help prospective sponsors understand the conference audience and is separate from the opt-in attendee contact list that may be provided to eligible sponsors after the conference as part of their sponsorship benefits.
- Q: Are sponsorship opportunities limited?
- A: Yes. The Keystone and Architect sponsorship levels are limited to one sponsor each and are available on a first-come, first-served basis. Visionary sponsorships are not assigned a predetermined limit; however, availability may be affected by exhibit space capacity at the conference venue. Collaborator and Innovator sponsorships are not subject to sponsor limits. We encourage interested sponsors to submit the Sponsor Confirmation Form as early as possible.
- Q: How do in-kind contributions work?
- A: We welcome in-kind contributions that support the conference experience. Examples may include prizes, supplies, or other materials that support conference activities. In previous years, organizations have provided items such as book prizes for conference award winners.
- Sponsors interested in making an in-kind contribution should contact us before making arrangements. We can discuss conference needs, shipping requirements, and delivery timelines.
- Please note that outside food and beverages are not permitted due to conference venue policies.
- Q: Do sponsors have “booths”?
- A: Yes. Sponsors eligible for an Exhibit Table benefit will receive an exhibit table, designated chairs based on the number of registered sponsor representatives included with their sponsorship level, and access to an electrical outlet. The exhibit table and chairs serve as your organization’s exhibit space during the conference. Table covers are not provided.
- Q: Can I see the exhibit hall or venue layout?
- A: If available, a venue layout or exhibit area map may be provided. Layouts can only be shared after they have been finalized with the conference venue and may not be available early in the planning process.
- Q: How does Poster Session participation work?
- A: Participating sponsors briefly introduce their organization during the Poster Session and invite attendees to visit their exhibit table. Sponsors who choose to participate will receive additional information and may be invited to a virtual orientation session. Participating sponsors will also be asked to submit a slide for the session. Presentation expectations and time limits will be published on the Poster Support page.
- Q: How does the scavenger hunt work?
- A: Sponsors may submit one question and answer related to their organization. Questions should be answerable by visiting the sponsor’s exhibit table. The scavenger hunt takes place during the conference reception and is designed to encourage attendee engagement with participating sponsors. More information about scavenger hunt participation will be available on the Poster Support page.
- Q: How do sponsor presentations and lightning talks work?
- A: Sponsors eligible for these benefits submit proposals through the regular Call for Proposals process. Sponsor proposals are reviewed through the same process as all other conference proposals. There are no separate sponsor presentation tracks. Additional information about session types, tracks, proposal requirements, and deadlines will be available on the Call for Proposals page. Proposals should provide value to the TCDL community and should not be solely promotional in nature. Proposal feedback may be provided during the review process to help align submissions with conference expectations. Presentation preparation resources and additional guidance will be available on the Speaker Support page.
- Q: Will there be orientation sessions?
- A: Yes. Orientation sessions may be offered for presenters, Poster Session participants, volunteers, and other conference participants. Orientation sessions are conducted virtually via Zoom.
- Q: How do complimentary registrations work?
- A: Sponsors eligible for complimentary registrations will receive registration promo codes and instructions from the TDL Administrative Associate after sponsor payments have been received.
- Q: Can I ship materials to the conference venue?
- A: Yes. Shipping information will be published on this page once venue details have been finalized.
- Q: Where can I find hotel, parking, and travel information?
- A: Conference travel and local information will be available on the Local Support page.
Questions
For questions regarding sponsorship opportunities, please email info@tdl.org.