2014 Exhibitor/Sponsor Prospectus

Plan now to be a part of the CAPITAL IDEA! EXPO: The Premier International Archives and Information Technology Expo

Joint Annual Meeting of the Council of State Archivists (CoSA), the National Association of Government Archives and Records Administrators (NAGARA), and the Society of American Archivists (SAA)

Marriott Wardman Park Hotel
2660 Woodley Road, NW
Washington, DC  20008

Conference Dates:  August 10–16
Exposition Dates:   August 14–15

In August 2014, Washington, D.C., will become the ARCHIVES * RECORDS capital of the world! You’ll have access to the year’s largest audience of archives, records, and information professionals who are eager to learn about your products and services, ask questions, and provide their perspectives. The CAPITAL IDEA! Archives and Information Technology Expo brings together—in one place and at one time—the purchasing decision makers at the national, state, and local levels. Take advantage of their great ideas—and share a few of your own!

Join the Archives, Records, and Information professions’ decision makers in the CAPITAL IDEA! Expo Hall

“Building relationships is what this Expo is all about. When I make a purchasing decision for my organization, who I’m buying from is as important to me as what I’m buying. I just don’t have that same comfort level with a direct mail flyer or a telemarketing call.”

Elizabeth Adkins, CA
Director, Global Information Management, CSC

“The SAA meeting is our best and most important conference of the year. It has the largest concentration of our customers and provides the best opportunity to meet new ones. We have made so many friends through the years and this conference always serves as a grand reunion!”

Bob Henderson
Hollinger Metal Edge Inc.

THE CAPITAL IDEA! EXPO is your best opportunity all year to make CAPITAL GAINS!

  • Find your target audience among more than 2,000 archives, records, and information professionals representing universities, government, libraries, corporations, religious institutions, museums, and more.
  • Develop relationships with archives, records, and information professionals from the US and around the world.
  • Continue connections with current customers.
  • Hear what archives, records, and information professionals have to say about your products – and their future product needs.
  • Increase your knowledge and understanding of the archives, records, and information professions.
  • Enjoy 11 hours of conveniently scheduled exhibit time, of which five full hours is unopposed by education programming.
  • Sell your products on the show floor.

You’ll have more opportunity than ever before to interact with your current and prospective customers as the feeding frenzy continues! Attendees will be drawn to the Hall for the Grand Opening Happy Hour on Thursday evening and three events on Friday: The First Things First Coffee Break, the all-attendee Lunch, and the hour-long “Last Chance” break.

And you’ll qualify for outstanding sponsorship and advertising opportunities to broaden your reach and suit your level of commitment.  (Prime exhibit space is reserved for corporate sponsors.) 

Visit the Virtual Expo now to confirm your booth.   
Don't miss the opportunity to select a booth before your competition does!

As an Exhibitor You’ll Receive:

  • Two free conference registrations with each 8' deep x 10' wide booth (a $1,000 value!).  Your representatives will have a chance to interact with conference attendees at education sessions and networking events throughout the meeting.
  • A company profile with contact information displayed on the online Virtual Expo.
  • Your company listing on the conference website—as soon as your reservation is complete—with an optional link to your website.
  • Exposure to all registered attendees in monthly promotional email messages from CoSA, NAGARA, and SAA leading up to the meeting.
  • A company profile in the Onsite Program distributed to every attendee.
  • One-time use of the pre-registrants list, with contact information.
  • One fully piped and draped exhibit space (8-foot back wall drape and 3-foot side rail drape), one skirted 6-foot table, two side chairs, one wastebasket, and a 7” x 44” identification sign.

Increase your exposure!  Add a color logo to your Virtual Expo listing for just $100.

To Reserve Booth Space:

Visit the Virtual Expo online website, where you can view a live, real-time floor plan showing currently available booths—and you can select and confirm your booth location immediately to be sure that you get the best available location.  Sign up by January 31, 2014, and SAVE up to $400!

Space will be assigned on a first-come, first-served basis (excluding those booths reserved for corporate sponsors) upon receipt of full payment. We encourage you to sign up soon, as we expect the CAPITAL IDEA! Expo to be a sell-out!

For inclusion of your listing in the Onsite Program, your application and payment must be received by May 30, 2014.

Remember:  A completed contract and full payment are required to secure your booth location.

View a printable Application and Exhibit Rules and Regulations (PDF).  Note that certain fees from the Marriott Wardman Park will apply.


  • Application Deadline (for inclusion in Onsite Program):  May 30, 2014
  • Hotel Reservation Deadline:  July 18, 2014

Payment received by January 31, 2014 (Save up to $400!)

  • Nonprofit Exhibitors: $1,100
  • Nonprofit Exhibitors / corner or prime space: $1,300
  • Other Exhibitors: $1,400
  • Other Exhibitors / corner or prime space: $1,600

Payment received after January 31, 2014:

  • Nonprofit Exhibitors: $1,300
  • Nonprofit Exhibitors / corner or prime space: $1,500
  • Other Exhibitors: $1,600
  • Other Exhibitors / corner or prime space: $1,800

Exhibit Hall Schedule:*

Exhibitor Registration:

Exhibitor Move-in:

Show Hours:*

Tear Down:

Thursday, August 14, 11:00 am – 4:30 pm

Thursday, August 14, 1:00 pm – 4:30 pm

Thursday, August 14, 5:30 pm – 7:30 pm
Friday, August 15, 9:00 am – 4:30 pm

Friday, August 15, 4:30 pm – 7:00 pm

*The conference organizers reserve the right to alter the meeting schedule.