Checklist for Presenters

This checklist is a brief summary of important deadlines and information that you will need as you prepare for your participation in ARCHIVES*RECORDS 2014.  Please keep this document easily accessible for quick reference. 

By Monday, July 7

Register for the Meeting at the Early-Bird Discount.  Register by Monday, July 7, and you’ll save at least $50 off the advance registration rate and $110 off the onsite rate. Not a member? Consider joining today to save up to $180 with the purchase of an SAA individual membership and a full conference registration! Go to, and click on the “Register Now” button.

Make Your Hotel and Travel Arrangements.  Make your hotel reservations and travel arrangements to ensure discounted rates and the lowest available airfare. The hotel cut-off date for the preferred conference rate is Tuesday, July 15 – or whenever the hotel room block has sold out.  Call 1-877-212-5752 or visit to make your hotel reservation.  Discounted rates are:  $209 single/double occupancy, $239 triple occupancy, and $269 quadruple occupancy (plus applicable taxes) per night.

Send Your Presentation Draft to Other Session Participants.  To facilitate a smooth flow of information and to avoid repetition during your session, we suggest that presenters circulate copies of their presentations to each other well in advance of the meeting.  All presenters should review the presentations they receive and discuss conflicts or overlap with others in the session.

Update Your Conference Profile. The interactive online schedule and mobile app are hosted by Please update your profile – it makes the schedule better for everyone! Sessions with completed speaker data are likely to receive better attendance during the event.  Attendees have already begun creating their customized schedules, so please take a moment now to update your information. Add or review your profile picture, bio, website, and social media links. Forgot your login information? Email Matt Black at with your name and session number.

By Friday, July 18

Advance Registration Deadline.  If you missed the Early-Bird deadline above, register by Friday, July 18, to save at least $60 on the onsite registration rate. After July 18, you must register onsite at the Hilton New Orleans Riverside. All speakers must register in order to have a name badge for admission to meeting rooms.

If You’re a Panelist, Participate in a Conference Call.  Good planning pays off!  Talk with your co-presenters in advance to ensure a smooth presentation.

Send an Electronic Copy of Your Presentation to the Conference Office (at  Meeting attendees may view presentations before and after the conference on the conference website (  After you provide a copy of your presentation, the Conference Office will convert it to a PDF and post it. Please note that by sending a copy of your presentation in electronic format, you grant permission for it to be viewed by all ARCHVIES*RECORDS: Ensuring Access attendees, SAA members, and the whoever visits the conference website.

Thank you for your participation in

Annual Meeting referenced: