Exhibitor/Sponsor Prospectus
Plan Now To Be a Part of the ARCHIVES 2015 EXPO: The Premier International Archives and Information Technology Expo
79th Annual Meeting of the Society of American Archivists (SAA)
Cleveland Convention Center
Conference Dates: August 16–22
Exposition Dates: August 20–21
In August 2015, Cleveland will become the ARCHIVES 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 ARCHIVES 2015 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 ARCHIVES 2015 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.” | “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!” |
The ARCHIVES 2015 Expo is your Best Opportunity All Year to Reach your Target Audience!
- 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 two events on Friday: 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. |
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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.
- A company profile in the Onsite Program distributed to every attendee.
- A company profile in the online schedule and mobile app.
- 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, 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 30, 2015, 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 ARCHIVES 2015 Expo to be a sell-out!
For inclusion of your listing in the Onsite Program, your application and payment must be received by May 29, 2015.
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 Cleveland Convention Center will apply.
Deadlines:
- Application Deadline (for inclusion in Onsite Program): May 29, 2015
- Hotel Reservation Deadline: July 18, 2015
Payment received by January 30, 2015 (Save up to $400!)
- Nonprofit Exhibitors: $1,200
- Nonprofit Exhibitors / corner or prime space: $1,400
- Exhibitors: $1,500
- Exhibitors / corner or prime space: $1,700
Payment received after January 30, 2015:
- Nonprofit Exhibitors: $1,400
- Nonprofit Exhibitors / corner or prime space: $1,600
- Exhibitors: $1,800
- Exhibitors / corner or prime space: $2,000
Virtual Expo
Welcome! We’ve set up the ARCHIVES 2015 Virtual Expo, 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.
Login to your booth.
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 ARCHIVES 2015 Expo to be a sell-out!
For inclusion of your listing in the Onsite Program, your application and payment must be received by May 29, 2015.
Remember: A completed contract and full payment are required to secure your booth location.
Deadlines:
- Application Deadline (for inclusion in Onsite Program): May 29, 2015
- Hotel Reservation Deadline: July 18, 2015
Booth Rates:
- Nonprofit Exhibitors: $1,400
- Nonprofit Exhibitors / corner or prime space: $1,600
- Exhibitors: $1,800
- Exhibitors / corner or prime space: $2,000
Exhibit Hall Schedule:* | |
Exhibitor Registration: Exhibitor Move-in: Show Hours:* | Thursday, August 20, 11:00 am – 4:30 pm Thursday, August 20, 1:00 pm – 4:30 pm Thursday, August 20, 5:15 pm – 7:15 pm Friday, August 21, 5:00 pm – 7:00 pm |
| *The conference organizers reserve the right to alter the meeting schedule. | |
Courtesy of Craig Huey Photography
Sponsorship Opportunities
Now you can Enhance your Exposure – and make the most of your Marketing dollars!
At the ARCHIVES 2015 Expo you’ll share your message with more than 2,000 archives, records, and information professionals from around the world. Attendees enjoy a week-long program of workshops, education sessions, networking opportunities, and special events. Here’s your chance to increase your exposure and take your commitment to the next level! The conference organizers are delighted to work with you to create a sponsorship opportunity that meets your company’s marketing goals and budget.
Corporate Sponsorship OpportunitiesA Corporate Sponsorship offers major contributors a special opportunity for continued recognition before, during, and after the conference. You’ll gain great visibility and have the chance to mingle with the profession’s thought leaders, supporters, and staff. |
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PLATINUM SPONSOR—$40,000
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GOLD SPONSOR—$25,000
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SILVER SPONSOR—$20,000
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BRONZE SPONSOR—$15,000
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All-Attendee Reception Sponsor—$20,000
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Mobile App / Online Schedule Sponsor—$10,000
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All sponsors will be listed in the Onsite Program, the conference website, and online schedule/mobile app as soon as sponsorship is confirmed.
Customized Sponsorship Packages
In these tough economic times, your company may prefer to sponsor individual events or take-away items that are sure to be memorable for conference attendees. We’re happy to work with you to develop a sponsorship package that meets your marketing goals and budget. Opportunities range from $3,000 to $25,000 – and may include the popular Charging Station in the Networking Café, lanyards with your logo, the SAA Research Forum, hotel key cards, breaks, receptions, plenary AV support, special food events, transportation, and other creative ideas.
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Confirm early for additional exposure! |
Advertising Opportunities
Increase your visibility by advertising in the ARCHIVES 2015 Programs!
Now you can increase hits for your marketing message by placing an Online Ad on the ARCHIVES 2015 conference website - where it will be seen by presenters, conference registrants, and those who are deciding whether to attend. Your “button” ad will run on each page of the conference website and will link to your company website or to your 2015 Virtual Expo listing (including your contact information and product description); you choose! This marketing opportunity is limited to companies that exhibit at ARCHIVES 2015.
| Online Ads |
Circulation | 6,200+ |
Advertising Placement Deadline | Rolling |
Ad Size | 290 pixels (w) x 190 pixels (h) |
Rate | $500 |
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The Preliminary Program is available to more than 6,200 current SAA members, as well as past meeting attendees and archives, records, and information professionals who live and work within 500 miles of the conference site. It includes complete information about the meeting content and is the major tool that prospective attendees use to determine if and when they will attend the meeting. The conference organizers reserve the right to publish the Preliminary Program only online.
The Onsite Program will be referred to again and again during the conference and then will remain on the shelves of more than 2,000 conference attendees as a reference through the years…
| Preliminary Program | Onsite Program |
Circulation | 7,000+ | 2,000+ |
Advertising Placement Deadline | March 2, 2015 | May 15, 2015 |
Trim Size | 8 ½ x 11 | 8 ½ x 11 |
| Inside Front Cover (4 color; full bleed only) | $900 / 8 ⅝ w x 11¼ d | $900 / 8 ⅝ w x 11¼ d |
Inside Back Cover | $900 / 8 ⅝ w x 11¼ d | $900 / 8 ⅝ w x 11¼ d |
Back Cover | $1,000 / 8 ⅝ w x 11¼ d | $1,000 / 8 ⅝ w x 11¼ d |
| Full Page / Bleed (b/w only) | $800 / 8 ⅝ w x 11¼ d | $800 / 8 ⅝ w x 11¼ d |
Full Page / No Bleed | $800 / 7 ½ w x 10 d | $800 / 7 ½ w x 10 d |
Half Page | $500 / 7 ½ w x 4 ½ d (horiz) | $500 / 7 ½ w x 4 ½ d (horiz) |
Quarter Page | $400 / 3 ¾ w x 4 ½ d | $400 / 3 ¾ w x 4 ½ d |
Ad Specifications for Preliminary and Onsite Programs
All artwork must be submitted to size. Print-ready PDF files preferred. Full bleeds should be ⅛ inch around. Ads may be sent in other electronic file formats if they are created in Adobe InDesign, Illustrator, or Photoshop. They may be saved as or include graphics in .tif, .eps, or .jpg format and must be at least 300 dpi. (Files sent in any other formats may not be usable. Additional fees will be incurred to translate files, and quality of reproduction may be compromised. Creation of ads, conversion of ads to preferred materials, and other production charges will be billed at cost plus handling.) Native Macintosh files are preferred, but PC files are accepted. All links (photos, fonts, etc.) and a final paper proof must be included with artwork. Files of less than 4 megabytes may be sent via email. Please Stuff or Zip and email them to csalgado@archivists.org. Files that are larger than 4 megabytes should be sent on CD-ROM to Carlos Salgado, Society of American Archivists, 17 North State Street, Suite 1425, Chicago, IL 60602. For questions regarding ad submission, please contact Carlos Salgado at csalgado@archivists.org or 866.722.7858.