Exhibitor Awards

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Award Goals

The purpose of the Exhibitor Award is to allow full and affiliate members to promote and demonstrate National Library of Medicine (NLM) products such as MedlinePlus, drug information resources, emergency response tools, public health resources and K-12 resources to health professionals, health organizations, emergency responders, consumer groups and public or school librarians. 

  • Exhibits have proven to be an effective way to promote NLM and NN/LM resources and services and access to free, reliable electronic health information to large groups while attending a health fair or regional meeting.
  • Exhibits enable local librarians to meet with specific clients or target populations in their own area to promote the services and resources of their own institutions.

The Exhibitor Award supports booth and meeting registration fees, travel and other related expenses. MAR staff will provide the exhibit structure, educational and printed materials, and consultation on applicable NLM resources for your target group.

Don’t be intimidated. Exhibiting is fun and MAR staff will consult with you on resources and exhibiting tips prior to your exhibit.

Potential Projects

Funding may include, but is not limited to, exhibiting at events to reach:

  • Mental health providers such as psychiatrists, family therapists, psychiatric nurses, psychologists, addiction counselors and social workers
  • Providers at Public Health Training Centers, accredited schools of public health, and local, regional and state public health agencies
  • Minority health practitioners
  • Health educators working with community-based organizations
  • Practitioners working at Medical Express Clinics or visiting nursing associations
  • Public librarians and school librarians
  • Community-based or faith-based organizations
  • K-12 nurses, health / science teachers or librarians
  • Members of the general public

Eligibility Requirements

Full and Affiliate Network members in the NN/LM MAR (Delaware, New Jersey, New York and Pennsylvania) are eligible to apply.

Availability of Funds

Awards will be up to $1,500 each and will be available on an ongoing basis until funds are expended. Funds will support booth and meeting registration fees, travel and other related expenses.

All awards issued under the NLM Contract with the University of Pittsburgh, Health Sciences Library System are subject to the Government’s availability of funds in compliance of Federal Acquisition Regulation (FAR) 52.232-18, Availability of Funds.

The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

Application Process

  • Applications are being accepted for health fairs, meetings and conferences held before April 30, 2015.

  • Eligible members can apply for up to $1,500 for each exhibit.

  • Allow at least 4 weeks prior to the exhibit for application review.

  • Apply by submitting an Exhibitor Award application (

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    ) to NN/LM MAR at nnlmmar@pitt.edu.

  • Put Exhibitor Award in the subject line.

Budget Guidelines

  • Funding will cover registration and booth fees, travel and per diems, communication costs, publicity, and equipment rental if needed.  MAR staff will provide the exhibit structure, educational and printed materials, as well as consultation on applicable NLM resources for your target group.

  • No indirect costs are allowed for this award.

Period of Performance

  • Exhibits must be completed before April 30, 2015.

Selection Criteria

Applications will be evaluated by RML staff and selected based on identified target populations.

Reporting Requirements

  • An Exhibitor Report form must be completed for each meeting.  If a training session is held, an Outreach Activity Collection Form must be included. The report must be received at the MAR office within 14 days after the exhibit concludes. The appropriate form(s) will be provided by NN/LM MAR prior to the session.
  • Awardee may be asked to participate in a Lunch with the RML session to discuss experiences.

Additional Requirements

Publication and Publicity

The awardee shall acknowledge the support of the National Library of Medicine whenever publicizing the work under this award in any media by including an acknowledgment substantially as follows:

This project has been funded in whole or in part with Federal funds from the National Library of Medicine, National Institutes of Health, Department of Health and Human Services, under Contract No. HHS-N-276-2011-00003-C with the University of Pittsburgh, Health Sciences Library System.

NIH Policy on Enhancing Public Access to Archived Publications Resulting from NIH-Funded Research

As of April 7, 2008, final peer-reviewed manuscripts arising from NIH funds must be submitted to PubMed Central (PMC) upon acceptance for publication. The NIH Public Access Policy at http://publicaccess.nih.gov/policy.htm ensures that the public has access to the published results of NIH funded research.  It requires scientists to submit final peer-reviewed journal manuscripts that arise from NIH funds to the digital archive PMC (http://www.pubmedcentral.nih.gov/) upon acceptance for publication.  To help advance science and improve human health, the Policy requires that these papers (http://publicaccess.nih.gov/FAQ.htm#b1) are accessible to the public on PMC no later than 12 months after publication.

The NIH Public Access site should be consulted for additional information: http://publicaccess.nih.gov/policy.htm.

Website Compliance

The Department of Health and Human Services synopsis of Section 508 accessibility requirements, requires that all Federal agencies are obligated to make all electronic and information technology (EIT) that they develop, maintain or use compliant with Section 508. EIT purchases made on or after June 25, 2001, are subject to Section 508.

Federal regulations and guidelines (e.g., Section 501 and Section 504 of the Rehabilitation Act) require equal access for individuals with disabilities. Therefore, Federal agencies are required, upon request, to provide information and data to individuals with disabilities through an alternative means of access that can be used by the individuals.

The National Library of Medicine is a part of the National Institutes of Health, U.S. Department of Health and Human Services. Recipients of National Library of Medicine funding through the NN/LM must also meet these requirements.

[Information on 508 Compliance is located at http://www.section508.gov.]

The Use of Appropriated Funds for Educational (Promotional) Items

The U.S. Department of Health and Human Services has developed a new policy that promotes the Administration’s commitment to act in a fiscally responsible manner by minimizing our administrative costs to perform our mission-critical functions in the most efficient, cost-effective way. It is the Department’s policy that appropriated funds not be used to pay for promotional items.

Promotional items include, but are not limited to: clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards, and conference bags that are sometimes provided to visitors, employees, grantees, or conference attendees. Typically, items or tokens to be given to individuals are considered personal gifts for which appropriated funds may not be expended.

More information is located at: HHS Policy on the Use of Appropriated Funds for Promotional Items.

Development of Training Materials

Successful applicants are expected to use or adapt existing training materials before developing new materials. Consult the Medical Library Association (MLA) Educational Clearinghouse prior to developing materials. Training materials developed as part of the award should be submitted to the MLA Educational Clearinghouse.

Need Assistance?

To request assistance, contact us at nnlmmar@pitt.edu or (800) 338-7657.