2018 Exhibitor / Sponsor Prospectus

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

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

Conference Dates: August 12-18
Exposition Dates: August 16-17

In August 2018, Washington, DC, 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! 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!

Find your target audience among more than 2,000 archives, records, and information professionals representing government, universities, libraries, corporations, religious institutions, museums, and more.

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

  • Develop relationships with archives, records, and information professionals from the US and around the world.
  • Reconnect 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 lots of opportunities to interact with your current and prospective customers! 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 each exhibit booth qualifies for two complimentary full conference registrations so that your representatives have a chance to interact with attendees throughout the meeting.

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

As an Exhibitor you’ll receive:

  • Two free conference registrations with each 8' x 10' booth (a $1,000 value!). Your representatives will interact with conference attendees at education sessions and networking events throughout the meeting.
  • Two additional “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, online schedule, and the 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 your booth: Visit the Virtual Expo, where you can view a live, real-time floor plan showing currently available booths—and select and confirm your booth location immediately to be sure that you get the best available location.

Advertising Opportunities

Increase your visibility at ARCHIVES * RECORDS 2018!

Now you can enhance your marketing message to ARCHIVES * RECORDS 2018 attendees and prospective attendees – before, during, and after the conference!

Advertising on the Conference Website

All eyes are on the conference website and advertising to members and prospective attendees is a great way to reach your target audience and reinforce your marketing message. 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 and directs visitors to the landing page of your choice to expedite purchases! (Please note that your ad will rotate with other ads.) This marketing opportunity is limited to companies that exhibit.


Online Ads



Advertising Placement Deadline  


Ad Size  

290 pixels (w) x 290 pixels (h)

Ad will rotate with other ads.


 6 Months | $1,700
 3 Months | $1,000

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


Advertising in the Preliminary Program Flyer

The preliminary program flyer is available to more than 7,000 current CoSA, NAGARA, 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's a 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. Limited space available.


Preliminary Program Flyer



Advertising Placement Deadline  

February 23, 2018

Full Page (4 color; full bleed only)  

$1,000 / 8 ⅝ w x 11¼ d

Half Page (4 color)  

$500 / 7 ½ w x 4 ½ d (horiz)

Advertising in the Print Onsite 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.


Onsite Program



Advertising Placement Deadline  

May 31, 2018

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  (b/w only) 

$800 / 8 ⅝ w x 11¼ d (Bleed)
  $800 / 7 ½ w x 10 d (No Bleed)

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


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.

Expo Hall Mini-Theater

BACK BY POPULAR DEMAND!  The Expo Hall Mini-Theater gives you another opportunity to increase your exposure and share your message!  Exhibitors and sponsors may reserve 30 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. (Please note that all booths must be staffed during Expo Hall hours.) 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.

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

Sponsorship Opportunities

Now you can enhance your exposure – and make the most of your marketing dollars! – by sponsoring an event.

At the CAPITAL IDEA! Expo you’ll share your message with more than 2,500 archives, records, and information professionals from around the world. Attendees enjoy a week-long program of workshops, education sessions, networking opportunities, and special events. Sponsorship provides an opportunity 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.

Conference Sponsorship Opportunities

A conference Sponsorship offers major contributors a special opportunity for 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.

Complimentary Exhibit Booth(s) (8' deep x 10' wide) ThreeTwoOne 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. ThreeTwoOneOne 
Invitations to private Presidents' Reception. FiveFourThreeTwo 
One-day exhibit hall passes to share with prospective clients.FiveFourThreeTwo 
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).XX   
Ad on Conference Website.XX
Ad in the Preliminary Program Flyer.FullHalf
Ad in the Onsite Program. FullFullHalf
Ad in pre-meeting issue of SAA’s Archival Outlook newsletter.FullHalf   
Banner ad in a pre-meeting issue of SAA’s In The Loop. XXX
One-time use of pre-conference attendee list (name and mailing address).XXXXX
Logo on signage and conference website with direct link to your website.XXXXX
Company profile in the online schedule and mobile app.XXXXX

Or you may want to enhance your Expo Hall exposure by sponsoring individual events or take-away items that are memorable for conference attendees. We’re happy to work with you to develop a sponsorship package that meets your marketing goals and budget. Contact Carlos Salgado (866-722-7858, ext. 215, or csalgado@archivists.org) to discuss the following – or your own great idea!

  • Conference mobile app and online schedule, with your logo and ad on daily push email
  • Conference preliminary flyer and/or print onsite program
  • Sole or co-sponsor of All-Attendee Reception
  • Transportation to All-Attendee Reception
  • Lanyards with your logo and conference theme
  • Presidents’ Reception
  • Conference AV support
  • SAA Research Forum AV and/or Break
  • New Member/First-Timer Breakfast
  • SAA Mentoring Program Meet-and-Greet
  • Write Away! Breakfast
  • Expo Hall Grand Opening
  • Expo Hall Coffee Break
  • Expo Hall Lunch 
  • Expo Hall Closing Break

Virtual Expo

Welcome! The CAPITAL IDEA! Virtual Expo is 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.

View the floor plan here  | Edit Your Booth Profile and Register Staff

Space will be assigned on a first-come, first-served basis (excluding those booths reserved for conference 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 18, 2018.

Remember: A completed contract and full payment are required to secure your booth location. Note that certain fees from the Marriott Wardman Park Hotel and Alliance Exposition Services will apply.


  • Application Deadline (for inclusion in Onsite Program): May 18, 2018
  • Hotel Reservation Deadline:  June 15, 2018

    • Exhibitors: $1,900 (Nonprofit: $1,600)
    • Exhibitors / corner or prime space: $2,100 (Nonprofit: $1,800)

Exhibit Hall Schedule

Exhibitor Registration: You may pick up your name badge(s) on Thursday, August 16, between 1:00 pm and 5:00 pm.

Exhibitor Move-in: You will be allowed into the Expo Hall to start setting up your booth at 1:00 pm on Thursday, August 16. All displays must be fully set up and ready by 4:30 pm on Thursday.

Show Hours: Thursday, August 16, 5:30 pm – 7:00 pm and Friday, August 17, 8:00 am – 5:00 pm.

Tear Down: Friday, August 17, 5:00 pm – 7:00 pm.

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