2023 Exhibitor and Sponsor Prospectus


Please be advised that some exhibitors and attendees have been contacted by an unauthorized third party claiming to be SAA’s event & trade show manager selling attendee lists. This is a scam and not associated with SAA or CoSA in any way. SAA does not authorize any third party organizations to sell attendee lists or to contact you. If anyone calls or emails you to say that they want to sell you an attendee list, do not provide them with any personal information. Please report any such interactions to conference@archivists.org.


Joint Annual Meeting of the Council of State Archivists and the Society of American Archivists

Washington Hilton
Hybrid Conference: July 26 - 29 | Expo: July 27-28

Plan Now to Be a Part of the 2023 ARCHIVES Expo

Join the Council of State Archivists (CoSA) and the Society of American Archivists (SAA) during their joint hybrid conference in July 2023, when Washington, DC, will transform into the ARCHIVES capital of the world! Through our online portal and in-person at the conference site, 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 Expo brings together the purchasing decision makers at the national, state, and local levels, ready to engage with your new and exciting products and opportunities.

For questions, please contact Carlos R. Salgado at csalgado@archivists.org or 312-606-0722 ext. 215.

Advertising Opportunities

Increase your visibility at ARCHIVES * RECORDS 2023!

Now you can enhance your marketing message to attendees and prospects – 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 direct visitors to the landing page of your choice to expedite purchases! (Please note that your ad will rotate with other ads.)  Ads run for six months from submision date ro conference office. 


Online Ads



Advertising Placement Deadline  


Banner Ad



1200 pixels (w) x 250 pixels (h)

Ad will rotate with other ads. Limit to three ads.



Square Ad
(Right Side Navigation)

290 pixels (w) x 290 pixels (h)

Ad will rotate with other ads.



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

Exhibitor Opportunities

Why Exhibit at the 2023 ARCHIVES Expo?

Over 850 SAA members attended the 2022 Annual Meeting in-person and over 900 members were able to attend virtually. With a hybrid conference you will have access to your target audience among thousands of archives, records, and information management professionals representing government, universities, libraries, corporations, religious institutions, museums, and more—online and in-person!

At the Expo, you will:  

  • Redevelop relationships with archives, records, and information professionals from the US and around the world;

  • Reconnect with current customers and SAA Members;

  • Discover what archives, records, and information management professionals have to say about your products – and what their future product needs are as they return to their institution and offices;

  • Increase your knowledge and understanding of the archives, records, and information professions;

  • Enjoy 11 hours of conveniently scheduled exhibit time, of which 5.25 full hours is unopposed by education programming;

  • Sell your products online and on the show floor.

You’ll have lots of opportunities to reconnect with 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: a Morning Coffee Break, the All-Attendee Lunch, and the hour-long Closing Break. Each exhibit booth also qualifies for two complimentary full conference registrations, so that your representatives have a chance to interact with attendees throughout the meeting—virtually and in-person!  

And don’t forget to add a
Expo Hall Mini-Theater Presentation!

Your Mini-Theater Presentation provides you with the opportunity to increase your exposure and share your message outside of your booth! Exhibitors and sponsors may reserve 25 minutes during unopposed Expo Hall events, when most attendees are in the Hall. This is your time to educate attendees and promote your products/services. A microphone, LCD projector, and screen will be available to support your in-person presentation.

Mini-Theater presentations appear in the schedule so that attendees may add to their personal schedules. See sponsor prospectus for pricing.

Exhibitors receive:

  • Two free full conference registrations with each 8' x 10' booth (a $1,200 value!). Your representatives will be able to interact outside of your booth with conference attendees at education sessions and networking events throughout the meeting.

  • Your company listing and profile on the conference website—as soon as your reservation is complete!—with a link to your website and full contact information.

  • One-time use of the pre-registrants list, with contact information (a $400 value).

  • 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.


(Per 8’ X 10’ Booth)

Reserve by May 31, 2023 $1,900 / Corner Prime $2,100

Reserve on or after May 31, 2023 $2,200 / Corner Prime $2,400


VIRTUAL BOOTH RATES (Whova will be the 2023 Conference Platform)

Reserve before May 31, 2023: $1,900

Reserve on or after May 31, 2023: $2,200





Thursday, July 27, 2023


8:00am - 4:30pm


Thursday, July 27, 2023


5:00pm - 7:00pm

Friday, July 28, 2023

9:30am - 6:30pm


Friday, July 28, 2023


6:30pm - 10:00pm


Friday, July 28, 2023




All exhibitors must submit an outbound Material Handling Agreement to the Exhibitor Service Desk.


Friday, July 28, 2023




Friday, July 28, 2023




Shipments not picked up by the exhibitor’s carrier and/or remaining on the exhibit floor will be re-routed at this time.

 (Exhibit hours subject to change at the discretion of SAA.)

Reserve your booth online at https://archives2023.expofp.com/ 
isit the virtual floor plan to see available booth(s).  Click on the desired booth and you will be taken to a reservation page to check out.

Questions? Contact Carlos R. Salgado via email at csalgado@archivists.org or 312-606-0722 ext. 215.

Sponsorship Opportunities

Premiere Sponsorship Opportunities

At the 2023 Expo, you’ll share your message with more than 2,000 archives, records, and information management professionals from around the world. Sponsorship provides an opportunity to enhance your exposure and take your commitment to the next level!

 Strategic PartnerSustaining PartnerSupporting Partner
Benefits(Max 2 sponsors)(Max 3 sponsors) 
Exhibit Space2 free 8x10 exhibit booths with priority placement in Expo Hall (in-person)1 free 8x10 exhibit booth with priority placement in Expo Hall (in-person)1 free 8x10 exhibit booth with priority placement in Expo Hall (in-person)
Discount on additional booths 10% 10% 10%
Plenary Session Sponsor with 60-second pre-recorded commercial--
Your company name/logo on all conference email marketing. ✔ - -
One User Group Meeting 
(in-person or virtual) 
 ✔ - -
Social Media Promotion
(one Twitter and one Facebook post on SAA channels.)
 - -
One Mini-Theater Presentation (25 min, in-person or virtual) -
Session Sponsor with company name/logo on introductory slideFiveThree-
Logo displayed on the conference website with link to your home page 
Premier Listing
✔ ✔ 
Access to the attendee roster (names and email addresses) for one-time use before and one-time use after the conference.
Email messages to all SAA members (Approx 6000 people), sent from SAA headquarters between August 2023 and March 2024FourTwoOne
Advertising on the conference website20% discount20% discount 
Conference Registrations FourTwoTwo 
10% discount on additional conference registrations✔  ✔ ✔


Additional Sponsorship Opportunities

We're delighted to work with you to create a sponsorship opportunity that meets your company’s marketing goals and budget.

Registration Desk and Lanyards $20,000 - including banner ad on all registration communications, name/logo on the main registration web page, and on the conference platform.
NEW in 2023! Name badge check-in station with your logo on all name badge stock$15,000
Sponsorship of virtual registrations for precariously employed archives workers.Up to 100 SAA members: $20,000
Up to 50 SAA members: $10,000
Up to 20 SAA members: $5,000
Up to 10 SAA members: $2,500
SAA Awards Program (including banner ad on web page with link to your site + all email marketing)$10,000
Conference Tote Bag with one insert.$15,000
Conference Tote Bag Insert.$1,000 per insert.
Closed captioning of all education sessions.$12,000
Virtual Platform $8,500; two sponsors at this level.
Virtual Platform Wellness / Yoga Breaks$5,000
Face Masks$5,000
Touchless Sanitary Key $5,000
Hand Sanitizer$5,000
Conference pen provided to each attendee$5,000
Hotel Opportunities
Conference Hotel WiFi with logo on login screen$12,000
Hotel Key Cards$10,000
Hotel Key Card Sleeve$5,000
Hotel Floor Clings & Column Wraps$6,000; includes production
Hotel Digital Signage - Dark Channel (On TV in hotel sleeping room when they check-in)$4,000 
Events + Receptions
New Member/First-Timer Reception$5,500; with optional table with your handouts
Mentoring Program Meet-and-Greet $5,500; with optional table with your handouts
SAA Foundation Reception$10,500; with optional table with your handouts
Exhibit Hall Special Events
Opening Reception with One Mini-Theater Presentation$20,000
Coffee Break with One Mini-Theater Presentation $15,000
Lunch with One Mini-Theater Presentation $20,000
Closing Break with One Mini-Theater Presentation $15,000
Engagement Outside of Your Booth
60-to-90 minute Meeting Space$5,500
Social Media Promotion for Exhibitors (One Twitter and one Facebook post promoting your presence at SAA 2023.)$2,000 first post, $1,200 for additional posts. Limit 5 posts.
All-member email messages sent from SAA Headquarters$1,500/email message. Limit 3 emails.
Mini-Theater: Have your company emblazoned as the official theater name in the program, schedule, and signage at entrance of Expo Hall!  $4,000; One-mini Theater presentation included.
25-minute pre-recorded presentation to be aired during Virtual Mini-Theater time slots. (Submit your pre-recorded presentation to share your message with attendees!)$1,250
25-minute In-Person Mini-Theater Presentation in Expo Hall during unopposed time block. $1,250
30-second pre-recorded commercial ad at the start of a virtual session of your choosing. (Excluding plenaries)$1,250
Individual session sponsorship (Excluding plenaries)

$650 for one session
$1,200 for two sessions
$1,800 for three sessions