ARCHIVES*RECORDS 2016 Exhibitor Prospectus

Plan Now To Be a Part of the ARCHIVES * RECORDS 2016 EXPO: The Premier International Archives and Information Technology Exposition

Joint Annual Meeting of the Council of State Archivists (CoSA) and the Society of American Archivists (SAA)

Hilton Atlanta
Conference Dates:  July 31-August 6
Exposition Dates:   August 4–5

In August 2016, Atlanta will become the ARCHIVES and 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 ARCHIVES * RECORDS 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 * RECORDS 2016 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, CRM
Director of Information Governance, Grant Thornton LLP

“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 ARCHIVES * RECORDS 2016 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 government, universities, 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: Morning 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.

About CoSA About SAA
The Council of State Archivists, comprising the individuals who serve as directors of the principal archival agencies in each state and territorial government, focuses on cooperation among the states to define and communicate archival and records concerns at the national level and to work with other national organizations to ensure that the nation’s documentary heritage is preserved and accessible. Founded in 1936 and representing more than 6,200 individual and institutional members, the Society of American Archivists is North America’s oldest and largest national archival professional association. Its mission is to inform, educate, and advocate for archives and archivists to ensure the identification, preservation, and use of records of enduring value.

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.
  • Two “expo hall only” passes for staff.
  • 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.
  • Complimentary wireless Internet access in the Expo Hall.

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 29, 2016, and SAVE up to $400!

Annual Meeting referenced: 

Virtual Expo

Welcome! We’ve set up the ARCHIVES * RECORDS 2016 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. 

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 * RECORDS 2016 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, 2016.

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

Note that certain fees from the Hilton Atlanta will apply.


  • Application Deadline (for inclusion in Onsite Program): May 25, 2016
  • Hotel Reservation Deadline:  July 18, 2016

Payment received by January 29, 2016 (Save up to $400!)

  • Exhibitors: $1,500 (Nonprofit: $1,200)
  • Exhibitors / corner or prime space: $1,700 (Nonprofit: $1,400)

Payment received after January 29, 2016:

  • Exhibitors: $1,800 (Nonprofit: $1,400)
  • Exhibitors / corner or prime space: $2,000 (Nonprofit: $1,600)

Exhibit Hall Schedule

Exhibitor Registration: You may pick up your name badge(s) on Thursday, August 4, between 10:00 am and 4:00 pm.

Exhibitor Move-in: You will be allowed into the expo hall to start setting up your booth on Thursday, August 4, between 10:00 am and 4:00 pm.

Show Hours: Thursday, August 4, 5:00 pm – 7:00 pm and Friday, August 5, 8:30 am – 4:45 pm

Tear Down: Friday, August 5, 4:45 pm – 7:00 pm

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



 Photo courtesy of Craig Huey Photography

Expo Hall Mini-Theater

NEW IN 2016!  The Expo Hall Mini-Theater gives you another opportunity to increase your exposure and share your message!  Exhibitors and sponsors may reserve 30 or 60 minutes during unopposed* Expo Hall events – when most attendees are in the Hall.  This is your time – outside your booth* – to educate attendees and promote your products/services. A microphone, LCD projector, and screen will be available to support your presentation.

Mini-Theater presentations appear in the online schedule/mobile app so that attendees can add your session to their personal schedules.

Fee:  $200 per 30-minute presentation. Receive 50% off when you reserve by May 30!

New exhibitors may add during booth reservation. Current exhibitors may purchase by logging in to your booth profile

* Please note that all booths must be staffed during Expo Hall hours.

* Unopposed Expo Hall Events: Exhibit Hall Opening (Thursday), Exhibit Hall Coffee Break (Friday), Exhibit Hall Lunch (Friday), and Exhibit Hall Closing Break.  30-minute time blocks available during check out.

Sponsorship Opportunities

Now you can enhance your exposure – and make the most of your marketing dollars!

At the ARCHIVES * RECORDS 2016 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!  We're delighted to work with you to create a sponsorship opportunity that meets your company’s marketing goals and budget.

Corporate Sponsorship Opportunities

A 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.

$20,000 and up
$5,000 to $9,999
Complimentary Exhibit Booth(s) (8' deep x 10' wide) Three Two One  One  
Full conference registration(s) for your representatives, who will have a chance to interact with attendees at education sessions and networking events throughout the meeting. Three Two One One  
Invitation to private Presidents' Reception. Five Four Three Two  
One-day exhibit hall passes to share with prospective clients. Five Four Three Two  
Official conference sponsor with your logo on the table of contents (page 1) of the Onsite Program. X        
Your company logo on special signs displayed at Registration, outside the Expo Hall, and at meeting room entrances. X        
Multi-media recognition at the Plenary session(s), including special acknowledgment by the session chair(s). X X      
Ad in the Onsite Program. Full Full Half Quarter  
Ad in pre-meeting issue of SAA’s Archival Outlook newsletter. Full Half      
Banner ad in a pre-meeting issue of SAA’s In The Loop. Premium Top
One-time use of pre-conference attendee list (name and mailing address). X X X X X
Logo on signage and conference website with direct link to your website. X X X X X
Company profile in the online schedule and mobile app. X X X X X


Customized Sponsorship Opportunities

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 ever-popular mobile app and online schedule, charging stations, lanyards with your logo, Preliminary Schedule mailer, the SAA Research Forum, breaks, receptions, plenary AV support, special food event(s) in the Expo Hall, the All-Attendee Reception, transportation to the All-Attendee Reception, and other creative ideas.

$20,000 and up $15,000-$19,999 $10,000-$14,999 $5,000 to $9,999 $3,000-$4,999
Primary sponsor of the All-Attendee Reception Registration desk sponsor with your logo and/or conference theme AV support  SAA Research Forum Special food event(s) in the Expo Hall
Primary conference sponsor All-Attendee Reception sponsor Conference preliminary schedule mailer with your logo on the cover New Member / First Timer Breakfast Conference mobile app and online schedule with your logo and space for ad on daily email
    All-Attendee Reception sponsor Presidents' Reception Charging Station
      SAA Mentoring Program Meet-and-Greet Write Away! Breakfast
      Transportation to All-Attendee Reception Coffee Break
      Lanyards with your logo and/or conference theme  


Confirm early for additional exposure!
For complete information about sponsorship opportunities – or to begin customizing your own sponsorship – please contact Carlos Salgado (866.722.7858,

Advertising Opportunities

Increase your visibility at ARCHIVES*RECORDS 2016!

Now you can enhance your marketing message to ARCHIVES*RECORDS 2016 attendees and prospective attendees – before, during, and after the conference!

Advertising on the Conference Website

All eyes are on the conference website once the program goes live on April 15. Prospective attendees review it to determine whether they’ll attend the conference and to register. Speakers set up their profiles. Registrants return to the website again and again to see what’s been added to the program – and to create their own schedules. Your ad will run on each page of the conference website, with a link to your company website or your 2016 Virtual Expo listing – you choose! (Please note that your ad will rotate with other ads.) This marketing opportunity is limited to companies that exhibit at ARCHIVES*RECORDS 2016.


Online Ads



Advertising Placement Deadline  


Ad Size  

290 pixels (w) x 190 pixels (h)

Ad will rotate with other ads.


$250 per month;
Three month minimum.

  • Color or black and white.
  • File type: jpeg.
  • File size: 100K maximum.


Advertising in the Print Preliminary Program

The preliminary schedule mailer is available to more than 6,500 current CoSA and 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. This marketing opportunity is limited to companies that exhibit at ARCHIVES*RECORDS 2016. Limited space available.


Preliminary Program



Advertising Placement Deadline  

February 24, 2016

Ad Size  

Half Page (b/w only)

7 ½ w x 4 ½ d (horiz)



Advertising in the Print Onsite Program

Attendees love the conference website and the mobile app – but they still want their print program! 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. This marketing opportunity is limited to companies that exhibit at ARCHIVES*RECORDS 2016.


Onsite Program



Advertising Placement Deadline  

May 29, 2016

Trim Size  

8 ½ x 11

Inside Front Cover  
(4 color; full bleed only)  
$1,000 / 8 ⅝ w x 11¼ d

Inside Back Cover  
(4 color; full bleed only)  

$1,000 / 8 ⅝ w x 11¼ d

Back Cover  
(4 color; full bleed only)  

$1,100 / 8 ⅝ w x 11¼ d

Full Page / Bleed  
(b/w only)  
$800 / 8 ⅝ w x 11¼ d

Full Page / No Bleed  
(b/w only)  

$800 / 7 ½ w x 10 d

Half Page  
(b/w only)  

$500 / 7 ½ w x 4 ½ d (horiz)
$500 / 3 ¾ w x 10 d (vert)

Quarter Page  
(b/w only)  

$400 / 3 ¾ w x 4 ½ d


Ad Specifications for Print Programs

All artwork must be submitted to sizePrint-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  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 or 866.722.7858.