Advertising Opportunities

SAA offers a variety of opportunities for you to inform archives professionals about your products and services—from reaching them throughout the year via advertising or direct mail marketing to meeting them face-to-face at the annual conference. Contact an SAA staff member to assist you with developing a marketing plan to achieve your goals! 

Following are some options for reaching your target audience through SAA or click here for SAA's Media Kit.

Archival Outlook Display Ad Information

Please direct all inquiries to Naylor

Archival Outlook is SAA's bimonthly magazine reporting on national and international news of relevance to the North American archives profession. In addition, the magazine updates readers on important association business and on the work of its many special interest groups. Archival Outlook has a print circulation of more than 6,000 and is available online.

Advertising Rates and Specifications 

We partner with Naylor Association Solutions for advertising in Archival Outlook. The magazine's trim size is 8-1/2" wide by 11" tall. Full-page bleeds: 8-5/8" wide by 11-1/8" tall. Ads are full-color. Please send electronic files only (300 dpi resolution, TIFF preferred). See advertising rates. 

Submission Deadlines

Issue Deadline
January/February 12/1
March/April 2/1
May/June 4/1
July/August 6/1
September/October 8/1
November/December 10/1

 

Issues of the magazine are published online in a digital edition format during the first cover month. Print copies are mailed via bulk-rate and typically arrive in members’ mailboxes during the second cover month.

American Archivist Display Ad Information

Please direct all inquiries to Naylor.

American Archivist provides a forum for the North American archival profession to discuss the trends and major issues in archival theory and practice. The semi-annual, online journal includes lengthy essays on archival science, case studies, perspectives on issues facing the profession, reviews of recently released books, and essays on international archival practice. 

Advertising Rates and Specificiations

We partner with Naylor Association Solutions for advertising on AmericanArchivist.org. The website receives 240,000+ page views each month. Four rotations of skyscraper ads (160 x 600 pixels and 300 x 250 pixels) are available for twelve months on a first-come basis. See current rates and learn more. 

In The Loop

Please direct all inquiries to Naylor.

In the Loop, a biweekly e-newsletter, provides updates on SAA activities—from the Annual Meeting, workshops, and publications to governance, advocacy, and career news items. Distributed every other Wednesday to more than 15,000 subscribers, it is the tool our readers rely on to stay up-to-date on SAA and the profession.

Advertising Rates and Specifications 

We partner with Naylor Association Solutions for advertising in In the Loop. Ads are 468 pixels x 60 pixels. Insertions are available on a first come, first served basis. View advertising rates.

SAA Mailing List Rental Information

Please direct all inquiries to SAA staff at 1-866-722-7858 or email us via our contact form.

Rent SAA's membership mailing list and reach your targeted audience directly! Lists are selected according to your specifications and delivered via an encrypted Excel file.

Mailing List Rate

60¢ per record

Selection Criteria 

Queries may be performed according to a variety of selection criteria, including:

When inquiring about a mailing list order, please specify your desired criteria. (For example: All Full Individual Members residing in the USA who are members of the Government Records Section.)

Restrictions

Mailing lists are provided for one-time usage in accordance with SAA's Privacy & Confidentiality Policy. Members who have requested to opt out of vendor exchanges are omitted from queries.

Archivists.org

Please direct all inquiries to Michelle HughesNaylor's Project Manager. 

SAA's website www.archivists.org is the go-to source for SAA's 6,200 members to get the most up-to-date information about the Society and the profession. It's also the prime source for allied professionals and the public to discover SAA. Direct visitors to the landing page of your choice and highlight time-sensitive information.

We partner with Naylor Association Solutions for advertising on www.archivists.org. See advertising rates. 

International Archives and Information Technology Expo

The International Archives and Information Technology Expo is the place for archives, records management, and IT professionals to learn about your products and services, ask questions, and provide marketplace perspectives. The Expo brings together — in one place and at one time — the purchasing decision makers at the national, state, and local levels.

Contact Us for more information or to add your name to the annual prospectus mailing list.

2023 Exhibitor and Sponsor Prospectus

IMPORTANT ATTENDEE LIST SCAM ALERT & DISCLAIMER

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

Circulation  

6,200+

Advertising Placement Deadline  

Rolling

Banner Ad

 

Size

1200 pixels (w) x 250 pixels (h)

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

Rate

$2,500

Square Ad
(Right Side Navigation)

290 pixels (w) x 290 pixels (h)

Ad will rotate with other ads.

Rate 


 $1,700

  • 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.

EXHIBIT BOOTH RATES

(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

 

EXHIBIT HALL HOURS

SCHEDULE

 

Thursday, July 27, 2023

 

8:00am - 4:30pm

EXHIBITOR MOVE-IN
   
 

Thursday, July 27, 2023

 

5:00pm - 7:00pm

SHOW HOURS
Friday, July 28, 2023

9:30am - 6:30pm

 
   

Friday, July 28, 2023

 

6:30pm - 10:00pm

EXHIBITOR MOVE-OUT
   
 

Friday, July 28, 2023

 

10:00pm

OUTBOUND SHIPPING AGREEMENT DEADLINE

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

 

Friday, July 28, 2023

 

9:00pm

CARRIER CHECK-IN DEADLINE
 

Friday, July 28, 2023

 

10:00pm

RE-ROUTE DEADLINE

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/ 
V
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) 
 $25,000$15,500$12,500
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.

BenefitsInvestment
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

2022 Exhibitor and Sponsor Prospectus

86th Annual Meeting of the Society of American Archivists

Sheraton Boston
In-person and Virtual Conference: August 25-27, 2022

Plan Now to Be a Part of the 2022 SAA Expo

SAA is planning a hybrid conference in August 2022 and Boston will be transformed into the ARCHIVES capital of the world! Virtually and in-person, 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.

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

Sponsorship Opportunities

Premiere Sponsorship Opportunities

At the 2022 SAA Expo, you’ll share your message with more than 1,800 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 Partner Sustaining Partner Supporting Partner
Benefits SOLD OUT!
(Max 2 sponsors)
(Max 2 sponsors)  
  $25,000 $15,500 $12,500
Exhibit Space 2 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 
(75 min, 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 slide Five Three One
Logo displayed on the SAA Annual Meeting 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 2022 and March 2023 Four Two One
Advertising on the conference website 20% discount 20% discount 
Conference Registrations  Four Two Two 
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.

BenefitsInvestment
Registration Desk and Lanyards with your logo.$15,000 including banner ad on all registration communications, name/logo on the main registration web page, and on the conference platform.
Conference Tote Bag with one insert.$15,000
Conference Tote Bag Insert.$1,000 per insert.
Closed captioning of all education sessions.$10,000
Virtual Platform $8,500; two sponsors at this level.
SAA Awards Program$7,000; including banner ad on web page with link to your site + all email marketing.
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 and Convention Center Opportunities
Conference Hotel WiFi with logo on login screen$12,000
Hotel Key Cards$5,000
Hotel Key Card Sleeve$5,000
Sheraton Clings$6,000; includes production
Sheraton Digital Signage - Dark Channel 
(On TV in hotel sleeping room when they check-in)
$2,000/day
Sheraton Digital Signage – gobos $3,000
Sheraton Digital Signage – elevator screens$5,000
Sheraton Digital Signage – Backbay Hallway access$5,000
Sheraton Floor decals$10,000
Convention Center Clings$3,500; includes production
Convention Center Banner$3,500 
Convention Center Digital Signage$2,400
Events + Receptions
New Member/First-Timer Reception$5,000; with optional table with your handouts
Mentoring Program Meet-and-Greet $5,000; with optional table with your handouts
SAA Foundation Reception$5,000; with optional table with your handouts
Exhibit Hall Special Events
Opening Reception with One Mini-Theater Presentation$15,000
Coffee Break with One Mini-Theater Presentation $15,000
Lunch with One Mini-Theater Presentation $15,000
Closing Break with One Mini-Theater Presentation $15,000
Engagement Outside of Your Booth
60-to-90 minute Open Forum$5,000
Social Media Promotion for Exhibitors (One Twitter and one Facebook post promoting your presence at SAA 2022.)$5,000
All-member email messages sent from SAA Headquarters$1,200
NEW IN 2022! Sponsor the Mini-Theater and have your company emblazoned as the official theater name in the program, schedule, and signage at entrance of Expo Hall! $3,500
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!)$1,000
25-minute In-Person Mini-Theater Presentation in Expo Hall during unopposed time block. $1,000
30-second pre-recorded advertising “spot” at the start of a virtual session of your choosing. $1,500
15-second pre-recorded advertising “spot” at the start of a virtual session of your choosing. $1,000
Individual session sponsorship (not including plenaries).


$650 for one session
$1,200 for two sessions
$1,900 for three sessions

Sponsorship of four virtual registrations for precariously employed archives workers.$500

Exhibitor Opportunities

Why Exhibit at the 2022 SAA Expo?

SAA members are eager to return to an in-person meeting, but many members were able to attend their first SAA conference because of the convenience of a virtual conference. 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!

  • Redevelop relationships with archives, records, and information professionals from the US and around the world.
  • Reconnect with current customers and SAA Members.
  • Learn 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: Morning Coffee Break, the All-Attendee Lunch, and the hour-long Closing Break. The virtual platform provides page analytics and a lead retrieval where attendees can leave their business card. 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—virtually and in-person!

And don’t forget your Expo Hall Mini-Theater Presentation!

Your Mini-Theater Presentation provides you with the opportunity to increase your exposure and share your message! Exhibitors and sponsors may reserve 25 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 in-person presentation. Mini-Theater presentations appear in the schedule and mobile app so that attendees can add your session 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.

  • Representatives will have access to the Virtual Booth to make and receive meeting requests, view analytics, chat with attendees, and participate in the virtual conference. 

  • Live chat with attendees during your virtual Mini-Theater Presentation.

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

  • A company profile in the virtual platform, online schedule, and mobile app.

  • 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.

EXHIBIT BOOTH RATES

(Per 8’ X 10’ In Person Booth + Virtual Space)

Reserve before May 30, 2022: $1,800 / Corner Prime $2,000

Reserve on or after May 30, 2022: $2,100 / Corner Prime $2,300

Multiple Booths: 10% discount on additional booths 

 

VIRTUAL BOOTH RATES

Reserve before May 30, 2022: $1,500

Reserve on or after May 30, 2022: $1,800

EXHIBIT HALL HOURS 

Thursday, August 25, 2022, 5:30 pm - 7:30 pm

Friday, August 26, 2022, 9:30 am - 6:30 pm
(Exhibit hours subject to change at the discretion of SAA.)

 

Terms of Contract

1. Payment of Exhibit Space — Payment must be received with application in order for your application to be processed. Exhibitors will not be given access to the Exhibit Hall until all fees are paid in full.

2. Cancellation of Space — There will be a $200 administrative fee for cancellations received in writing by June 1, 2024, and a $300 administrative fee for cancellations received in writing by July 1, 2024. No refunds are available for cancellations received in writing after July 1, 2024.

3. Relocation — Conference organizers reserve the right to move a booth, in consultation with the Exhibitor, if necessary.

4. Sharing Exhibit Space — No Exhibitor shall assign, sublet, or share space allotted with another business or firm unless prior written approval has been obtained from the conference organizers. Exhibitors are not permitted to feature names or advertisements of non-exhibiting manufacturers, distributors, or agents in the Exhibitor’s display, with the exception of parent or subsidiary companies.

5. Fire Regulations — To ensure the safety of all participants, Exhibitors shall observe all state and local fire regulations. The cost for repairing any damages to the Hotel caused by the Exhibitor will be billed to the responsible Exhibitor. Nothing can be posted, tacked, nailed, screwed, or otherwise attached to any columns, walls, floors, ceiling, or furniture.

6. Exhibit Set Up — Display setup will begin at 8:00 AM on Thursday, August 15, 2024. All displays must be fully set up and ready by 4:30 pm on Thursday. After that time, any unattended booth with crated displays will be set up at the discretion of the conference organizers and all expenses will be charged to the Exhibitor. The Exposition will open promptly at 5:30 pm on Thursday, August 15. Exhibitors will not be permitted to store packing crates or boxes in the booth or the Exhibit Hall during Exhibit hours.  When properly marked, crates and boxes will be stored and returned to the booth by the service contractors; crates and boxes that are not labeled properly may be destroyed. No trunks, cases, or packing material shall be brought into or out of the Exhibit space during Exhibit hours.

Exhibits shall not project beyond the space allotted or obstruct the view or interfere with traffic to other exhibits. Exhibits shall not be more than 8 feet tall.  The wings of an Exhibit shall not project more than 3 feet from the back wall and may not be more than 48 inches high. Merchandise, signs, decorations, or display fixtures shall not be pasted, taped, nailed, or tacked to walls. No exhibit, merchandise, or equipment shall be left in any aisle, but shall be confined to Exhibit space. No signs or advertising devices shall be displayed outside Exhibit space or projected beyond limits of Exhibit space as to interfere with any other Exhibits.

7.  Concurrent Events—Limited hospitality and ad hoc meeting space is available in the designated conference hotel. The Exhibitor agrees not to extend invitations, call meetings, or otherwise encourage absence of attendees or exhibitors from the conference or the Exhibit Hall during the official hours of the conference and exhibits. All hospitality suite functions must be registered with the conference organizers and may not conflict with any conference plenary sessions, education sessions, or general receptions. Contact the conference organizers for further information on reserving hospitality space.

8. Exhibit Tear Down — The official closing time for the exhibits is 5:00 pm on Friday, August 16, 2024. The dismantling of displays is not allowed until the official closing time. Any Exhibitor that dismantles before the official time may be subject to a $400 penalty, at the conference organizers’ discretion. Crates will be returned starting at 6:30 pm on Friday. All Exhibitor displays or materials left in booths without instructions will be packed and shipped at the discretion of the conference organizers and all charges will be assessed to the Exhibitor.

9. Decorating and Shipping — The conference organizers will provide each Exhibitor with a detailed service kit from our Exposition Service Provider. This kit will include electrical, AV, and shipping information as well as additional services available. Note that certain fees from the Washington Hilton will apply. The Exhibit Hall is carpeted. (Should the Exhibitor require additional carpeting, it may be ordered from the decorator at an additional charge.)

10. Damages — It is agreed that the conference organizers and the host facility shall not be liable for any damage to, or destruction of, any exhibit from any cause or the theft or disappearance of any exhibit or property contained in and about the booth area. The Exhibitor agrees to indemnify and hold harmless SAA, and the host facility, or their employees or representatives, against any and all liabilities for damage, injury, or loss to all persons and any and all claims arising out of acts or omissions of exhibitors, their employees, representatives, or guests. SAA will not be held responsible or liable for charges or damages for any failure of performance due to Acts of God, labor disputes, shortage of materials, governmental authority, foreign hostilities, or other circumstances beyond reasonable control of either party.

11. Insurance Information — The conference organizers will endeavor to assist in the protection of Exhibitors by providing security at all times when the Exhibit Hall is closed. Due to the tremendous value of exhibits, however, it is impractical and impossible to insure Exhibitors’ equipment against loss, theft, damage, and breakage. Neither the exhibit building nor any of its employees or representatives, nor any representative of SAA nor any subcontractor will be responsible for any injury, loss, or damage to the Exhibitor, its employees, or its property. In addition, the Exhibitor should carry adequate insurance to protect from damage or injury caused by the negligence of the Exhibitor, its agent, or its employees. Show management will cooperate fully but cannot assume responsibility for damage to the Exhibitor’s property or lost shipments, either arriving or departing from the show site. If the exhibit fails to arrive, the Exhibitor will remain responsible for booth rental; refunds will not be made. Exhibitors should carry insurance against such risks.

12. Union Labor — Exhibitors must comply with union regulations applicable to installation, dismantling, and display of exhibits.

13. Observance of Laws — Exhibitors shall abide by and observe all laws, rules, regulations, and ordinances of any applicable government authority and all rules of the Exhibit Building.

14. Exhibitor Conduct — Distribution of pamphlets, brochures, or any advertising matter must be confined to the exhibit space, unless prior written permission is received from the conference organizers. Exhibitor (or its representatives) shall not conduct itself (or themselves) in a manner that is consistent with SAA’s Code of Conduct.

15. Attendee Lists — The conference organizers will make registration lists (names and email addresses) available to the Exhibitor three weeks prior to and/or four weeks after the Exposition, if requested in writing by the Exhibitor. Lists are for one-time use only and may not be retained. Exhibitor may not sell, lend, or give these lists to any parties outside Exhibitor’s organization. All requests should be directed to csalgado@archivists.org.

Advertising Opportunities

Increase your visibility at ARCHIVES * RECORDS 2022!

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

Circulation  

6,200+

Advertising Placement Deadline  

Rolling

NEW in 2022! Banner Ad 

 

Size

728 pixels (w) x 90 pixels (h)

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

Rate

$2,500

Square Ad Size  

290 pixels (w) x 290 pixels (h)

Ad will rotate with other ads.

Rate 


 $1,700

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

Sponsorship of ARCHIVES*RECORDS 2021: Together/Apart

Dear Industry Partner:

SAA will meet virtually for its 85th Annual Meeting in August 2021, rather than in Anaheim as planned. (Mickey and Minnie will just have to wait!) This was a tough decision, given how much we’d all like to be together. But it does give us the opportunity to build on our success in 2020 (with more than 2,400 attendees!) and construct the 2021 SAA Annual Meeting from the ground up.

What does that decision mean for our industry partners? Based on your feedback about “virtual expos,” we’ve decided not to offer an “expo” this year. Instead you’ll have the opportunity to craft a conference sponsorship to serve your budget and marketing needs.

We’re excited to announce that our conference platform will allow us to display even more information about your company. In addition to your company logo and a link to your website, we’re able to include additional marketing materials that will be available to attendees both during and after the conference. We’ve provided a Virtual Listing page sample for your reference. (It is not expected that your staff be available at any specific time during the conference, attendees will be able to leave their contact information as well as direct message your staff via the conference platform. (You will also receive an email notification.) The sooner we receive your information, the longer it will be available on the conference platform! Sponsorship starts at $1,000. From there, you can choose from a variety of sponsorship levels or “Add-Ons” to meet your budget and enhance your marketing message. See the list below.

As always, we’re delighted to work with you to develop a sponsorship package that meets your needs. Just contact Carlos Salgado at csalgado@archivists.org to get started!

Strategic Partner: $25,000 - SOLD OUT!
(Two sponsorships available at this level.)

  • Choose either Plenary 1 or Plenary 2 (with exclusive 60-second pre-recorded message).
  • One Community/User Group meeting included in program.*
  • One 45-minute Mini-Theater session included in program.*
  • Your company name/logo on all conference email marketing.
  • Three all-member email messages sent from SAA headquarters between August 2021 and March 2022.
  • Choice of three add-ons from list below.
  • Featured listing on “Conference Sponsors” page, with your logo and a brief blurb that links to your website.
  • Ten complimentary registrations for use by your representatives or for transfer to designated attendees.
  • Access to the attendee roster (names and email addresses) for one-time use before and one-time use after the conference.
  • Advertising on the conference website and in Archival Outlook.

Sustaining Partner: $15,000
(Two sponsorships available at this level.)

  • Full-day sponsorship (Wednesday, Thursday, or Friday). You will be listed as the day’s sponsor and your logo will appear on the introductory slides of all sessions (excluding plenaries and networking events) on that day.
  • One 45-minute Mini-Theater session included in program.*
  • Two all-member email messages sent from SAA headquarters between August 2021 and March 2022.
  • Choice of two add-ons from list below.
  • Featured listing on “Conference Sponsors” page, with your logo and a brief blurb that links to your website.
  • Seven complimentary registrations for use by your representatives or for transfer to designated attendees.
  • Access to the attendee roster (names and email addresses) for one-time use before and one-time use after the conference.
  • Advertising on the conference website and in Archival Outlook.

Supporting Partner: $10,000
(Two sponsorships available at this level.)

  • Individual sponsorship of up to three education sessions, with company name/logo on introductory slide.
  • Two 15-minute Mini-Theater session included in program.*
  • Choice of 3 add-ons from list below.
  • Featured listing on “Conference Sponsors” page, with your logo and a brief blurb that links to your website.
  • Five complimentary registrations for use by your representatives or for transfer to designated attendees.
  • Access to the attendee roster (names and email addresses) for one-time use before and one-time use after the conference.
  • Advertising on the conference website and in Archival Outlook.

Industry Partner: $1,000
(Unlimited sponsorships available at this level.)

  • Listing on “Conference Sponsors” page, with your logo and a link to your website.
  • Three complimentary registrations for use by your representatives. 
  • Access to the attendee roster (names and email addresses) for one-time use. 
  • Access to the Add-Ons below for additional fees noted.

Consider these Add-Ons to supplement your conference sponsorship:

  • Closed captioning of all education sessions. ($5,000) SOLD!
  • Sponsorship of Registration (including banner ad on all registration communications + your company name/logo on the main Registration page and on the conference platform). ($5,000) SOLD!
  • 45-minute pre-recorded presentation to be aired during Mini-Theater time slots. ($1,000)
  • 30-minute pre-recorded presentation to be aired during Mini-Theater time slots. ($750)
  • 15-minute pre-recorded presentation to be aired during Mini-Theater time slots. ($500)
  • 30-second pre-recorded advertising “spot.” ($500)
  • 15-second pre-recorded advertising “spot.” ($300)
  • Awards page sponsorship. ($1,000) SOLD!
  • Individual Networking Lounge sponsorship (per day). ($700)
  • Individual Networking Event sponsorship. ($500)
  • Individual session sponsorship (not including plenaries). ($500)
  • Sponsorship of four registrations for precariously employed archives workers. ($500)
  • Advertising on the Conference Website (See pricing and submission information here.)


The 2020 SAA Annual Meeting drew more than 2,400 attendees. Now that everyone’s in virtual conference mode, we expect many more than that in 2021!  When SAA brings TOGETHER the archives and records community in August 2021, we hope you’ll be A PART of it!

To discuss opportunities and build your custom sponsorship, contact SAA Service Center Manager Carlos Salgado at csalgado@archivists.org or phone at 312-606-0722 ext. 215.

*Please note that no industry partner presentations or events will be scheduled at the same time as education sessions.

AttachmentSize
Sponsor Contract_SAA 2021.pdf220.27 KB

2021 Advertising Opportunities

Increase your visibility at ARCHIVES * RECORDS 2021!

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.) This marketing opportunity is limited to confirmed sponsors.

 

Online Ads

Circulation  

7,000+

Advertising Placement Deadline  

Rolling

Ad Size  

300 pixels (w) x 300 pixels (h)

Ad will rotate with other ads.

Rate 


 12 Months
 | $3,000

 6 Months | $1,700

 3 Months | $1,000

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

 

For questions regarding ad submission, please contact Carlos Salgado at csalgado@archivists.org or 866.722.7858 x215.

2020 THINK BIG! Exhibitor Prospectus

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

Conference Dates: August 5-7
Exposition Dates: August 6 - 7

Make no little plans...Think Big! In August 2020, ARCHIVES * RECORDS is going virtual! 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 BIG IDEAS! 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 big ideas—and share a few of your own!

Because the conference is available over a longer period of time (i.e., begining in July and extending through access to the on-demand education session recordings), your company name, logo and website will be visited for much longer than in a typical conference year.

Why Exhibit at the BIG IDEAS! Virtual Expo?
For the HOT PROSPECTS, of course!

Find your target audience among more than 6,000+ archives, records, and information management 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.
  • Reconnect with current customers.
  • Hear what 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 16 hours of exhibit time, of which four full hours is unopposed by education programming.
  • Sell your products in the virtual expo.

You’ll have lots of opportunities to interact with your current and prospective customers! Attendees will be drawn to the virtual expo during dedicated  expo hours and Mini-Theater Presentations. 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.

  • Two free conference registrations. 
  • Your company listing on the conference website—as soon as your reservation is complete—with an optional link to your website.
  • Your company Virtual Expo page on the conference virtual platform, including:
    • Company description
    • Website link(s)
    • Video upload and playback (video to be provided by exhibitor)
    • Image(s) and PDF upload(s) of your products and services
    • Throughout August 6 and 7 (the livestream portion of the conference), you’ll have the opportunity to book appointments and chat live with attendees using the  scheduling system built into your booth page.
    • The opportunity to “sponsor” one general session (other than Plenary 1 or Plenary 2) on August 6 or 7 and up to five on-demand sessions. Your company name and logo/link will appear as the sponsor of the session on the introductory slide. We’re happy to assign your sponsorship randomly or work with you to determine your preference.

  • Throughout the live conference and on the website we will repeatedly thank our industry partners for your generosity in supporting our first-ever virtual conference and for helping us keep the registration fees as low as possible (particularly the $49 registration rate for unemployed and precariously employed archives workers).
  • A company profile in the conference program and mobile app.
  • One-time use of the pre-registrants list, with contact information.
  • And if you decide to stick with us this year—at your current payment—we will guarantee you a premium exhibit booth space at our 85th Annual Meeting in Anaheim (July 31 – August 7, 2021) for the price of a regular booth AND we will provide your company with one complimentary room night at the Hilton Anaheim, our headquarters hotel.

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

Booth Reservation Fee:

  • Exhibitors: $1,600

    Virtual Exhibit Schedule

    Exhibitor Materials: All materials must be submitted by July 23, 2020.

    Show Hours: Thursday, August 6, 12:15 pm – 1:30 pm CT, 3:30 pm – 4:00 pm CT, and Friday, August 7, 1:15 pm – 2:30 pm CT

    Contact Carlos Salgado csalgado@archivisits.org to reserve your virtual booth.

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

    2020 Sponsorship Opportunities

    Enhance your exposure – and make the most of your marketing dollars! – by sponsoring a portion of the conference.

    At the BIG IDEAS! Expo you’ll share your message with more than 6,000+ archives, records, and information management professionals from around the world. Attendees enjoy a 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 reach the profession’s thought leaders, supporters, and staff.

      Platinum
    $20,000
    Gold
    $15,000
    Silver
    $10,000
    Bronze
    $5,000
    Supporting
    $3,000
    Complimentary Exhibit Booth(s)  Three Two 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  
    Sponsored email to attendees sent from conference office. Two One      
    Your company logo on conference email marketing. X X      
    Multi-media recognition at the Plenary session(s), including special acknowledgment by the session chair(s). X X      
    Ad on Conference Website. X X      
    One-time use of pre-conference attendee list (name and mailing address). X X X X X
    Logo on conference website with direct link to your website. X X X X X
    Company profile on conference website. X X X X X

    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 big idea!

    • Conference online schedule, with your logo and ad on daily push email
    • Conference registration support for Unemployed/Precariously Employed Archives Workers
    • Conference Virtual Platform Support
    • Conference AV support
    • Conference Live Stream support
    • SAA Research Forum AV support
    • SAA Virtual Career Center support

    2020 Advertising Opportunities

    Increase your visibility at ARCHIVES * RECORDS 2020!

    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.) This marketing opportunity is limited to confirmed exhibitors.

     

    Online Ads

    Circulation  

    7,000+

    Advertising Placement Deadline  

    Rolling

    Ad Size  

    300 pixels (w) x 300 pixels (h)

    Ad will rotate with other ads.

    Rate 


     12 Months
     | $3,000

     6 Months | $1,700

     3 Months | $1,000

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

     

    For questions regarding ad submission, please contact Carlos Salgado at csalgado@archivists.org or 866.722.7858 x215.

    Exhibitor Mini-Theater

    BACK BY POPULAR DEMAND!  The Mini-Theater gives you another opportunity to increase your exposure and share your message!  Exhibitors and sponsors may reserve 15-30 minutes during unopposed Virtual Expo hours, when attendees are not in education sessions. Presentations will be pre-recorded by SAA's  chosen AV vendor.

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

    Fee: $200 per 15-minute presentation. 

    Presentation Dates: August 6 and 7

    • Thursday, 12:15 pm - 12:30 pm CT
    • Thursday, 12:30 pm - 12:45 pm CT
    • Thursday, 12:45 pm - 1:00 pm CT
    • Thursday, 1:00 pm - 1:15 pm CT
    • Thursday, 3:30 pm - 3:45 pm CT
    • Thursday, 3:45 pm - 4:00 pm CT
    • Friday, 1:15 pm - 1:30 pm CT
    • Friday, 1:30 pm - 1:45 pm CT
    • Friday, 1:45 pm - 2:00 pm CT
    • Friday, 2:00 pm - 2:15 pm CT
    • Friday, 2:15 pm - 2:30 pm CT
    The conference organizers reserve the right to alter the meeting schedule.

     

    2019 Exhibitor / Sponsor Prospectus

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

    JW Marriott Austin 
    Conference Dates: July 31 - August 6
    Exposition Dates: August 4 - 5*

    The stage is set...in August 2019, Austin will be transformed into the ARCHIVES * RECORDS capital of the world! Live and in Person, 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 GREAT IDEAS! 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!

    Why Exhibit at the GREAT IDEAS! Expo? For the HOT PROSPECTS, of course!

    Find your target audience among more than 2,000 archives, records, and information management 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.
    • Reconnect with current customers.
    • Hear what archives, records, and information management 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 Sunday evening and three events on Monday: 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 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.

    *Please Note! The 2019 Joint Annual Meeting will take place on different days of the week than in previous years. Education sessions will be held on Sunday, Monday, and Tuesday (August 4–6) rather than from Thursday to Saturday. Other aspects of the schedule may change as well. Look for a preliminary schedule of events in January 2019.

    Sponsorship Opportunities

    Enhance your exposure – and make the most of your marketing dollars! – by sponsoring an event.

    At the GREAT IDEAS! Expo you’ll share your message with more than 2,000 archives, records, and information management 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.

     Platinum
    $20,000
    Gold
    $15,000
    Silver
    $10,000
    Bronze
    $5,000
    Supporting
    $3,000
    Complimentary Exhibit Booth(s)  ThreeTwoOneOne  
    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. ThreeTwoOne
     
    Invitations to private Presidents' Reception. FiveFourThree
     
    One-day exhibit hall passes to share with prospective clients.FiveFourThree
     
    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 OutlookMailed to all SAA members.FullHalf   
    Banner ad in a pre-meeting issue of SAA’s In The Loop eNewsletter. XX

     
    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 conference theme
    • Presidents’ Reception
    • Conference AV support
    • Preconference course(s) breaks
    • 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

    Advertising Opportunities

    Increase your visibility at ARCHIVES * RECORDS 2019!

    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.) This marketing opportunity is limited to confirmed exhibitors.

     

    Online Ads

    Circulation  

    7,000+

    Advertising Placement Deadline  

    Rolling

    Ad Size  

    290 pixels (w) x 290 pixels (h)

    Ad will rotate with other ads.

    Rate 


     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 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 confirmed exhibitors. Limited space available.

     

    Preliminary Program Flyer

    Circulation  

    7,000+

    Advertising Placement Deadline  

    March 15, 2019

    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 confirmed exhibitors.

     

    Onsite Program

    Circulation  

    2,000+

    Advertising Placement Deadline  

    May 15, 2019

    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)  

    $1,200 / 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.

    Virtual Expo

    Welcome! The GREAT IDEAS! 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.

    Edit Your Booth Profile and Register Staff | Exhibitor Service Kit

    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 GREAT IDEAS! Expo to be a sell-out!

    For inclusion of your listing in the Onsite Program, your application and payment must be received by May 15, 2019.

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

    Deadlines:

    • Application Deadline (for inclusion in Onsite Program): May 15, 2019

    Payment received by February 15, 2019 

    • Exhibitors: $1,600 
    • Exhibitors / corner or prime space: $1,800 

    Payment received after February 15, 2019:

    • Exhibitors: $1,900 
    • Exhibitors / corner or prime space: $2,100 


    Exhibit Hall Schedule

    Exhibitor Move-in/Registration: You may pick up your name badge(s) and access the hall to set up your booth at 1:00 pm on Sunday, August 4. All displays must be fully set up and ready by 4:30 pm on Sunday.

    Show Hours: Sunday, August 4, 5:30 pm – 7:00 pm and Monday, August 5, 8:00 am – 5:00 pm.

    Tear Down: Monday, August 5, 5:00 pm – 7:00 pm.

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

    Please Note! The 2019 Joint Annual Meeting will take place on different days of the week than in previous years. Education sessions will be held on Sunday, Monday, and Tuesday (August 4–6) rather than from Thursday to Saturday. Other aspects of the schedule may change as well. Look for a preliminary schedule of events in January 2019.

    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

    Circulation  

    6,200+

    Advertising Placement Deadline  

    Rolling

    Ad Size  

    290 pixels (w) x 290 pixels (h)

    Ad will rotate with other ads.

    Rate 


     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

    Circulation  

    7,000+

    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

    Circulation  

    2,000+

    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.

     Platinum
    $20,000
    Gold
    $15,000
    Silver
    $10,000
    Bronze
    $5,000
    Supporting
    $3,000
    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.

    Deadlines:

    • 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.

    ARCHIVES 2017 Exhibitor Prospectus

    Plan now to be a part of the ARCHIVES 2017 EXPO:
    The Premier International Archives and Information Technology Exposition

    81st Annual Meeting of the Society of American Archivists (SAA)

    Oregon Convention Center, Portland
    Conference Dates:  July 23-29
    Exposition Dates:   July 27-28

    In July 2017, Portland 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 2017 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 2017 Expo

    “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 2017 Expo is your best opportunity all year to reach your target audience!

    • Find your target audience among more than 1,800 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 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 and suit your level of commitment.  (Prime exhibit space is reserved for corporate sponsors.)

    Visit the Virtual Expo now to confirm your 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 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.

    Virtual Expo

    Welcome! The ARCHIVES 2017 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.

     

    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 2017 Expo to be a sell-out!

    For inclusion of your listing in the Onsite Program, your application and payment must be received by May 15, 2017.

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

    Note that certain fees from the Oregon Convention Center and Alliance Exposition Services will apply.

    Deadlines:

    • Application Deadline (for inclusion in Onsite Program): May 15, 2017
    • Hotel Reservation Deadline:  June 15, 2017

    Payment received by February 17, 2017 (Save up to $400!)

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

    Payment received after February 17, 2017:

    • 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, July 27, 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 at 1:00 pm on Thursday, July 27. All displays must be fully set up and ready by 4:30 pm on Thursday.

    Show Hours: Thursday, July 27, 5:30 pm – 7:00 pm and Friday, July 28, 8:00 am – 5:00 pm.

    Tear Down: Friday, July 28, 5:00 pm – 7:00 pm.

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

    Expo Hall Mini-Theater

    BACK IN 2017! 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. Receive 50% off when you reserve by February28 offer extended to March 24!

    New exhibitors may add a 30-minute mini-theater presentation during the booth reservation process.

    Current exhibitors may purchase by logging in to your booth profile.

     

    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!

    At the ARCHIVES 2017 Expo you’ll share your message with more than 1,800 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. (Sponsorship opportunities are limited to companies that exhibit at ARCHIVES 2017.)

    Corporate Sponsorship Opportunities

    A Corporate 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.

     Platinum
    $20,000
    Gold
    $15,000
    Silver
    $10,000
    Bronze
    $5,000
    Supporting
    $3,000
    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 President's 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 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. Premium Top
    In-Text
    Standard
    In-Text
    Standard
    In-Text

     
    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. 15, 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
    • Sole sponsor of All-Attendee Reception
    • Co-sponsor of All-Attendee Reception
    • Lanyards with your logo and conference theme
    • President’s Reception
    • SAA Research Forum
    • New Member/First-Timer Breakfast
    • Expo Hall Grand Opening
    • Expo Hall Coffee Break
    • Special food event in Expo Hall
    • Conference preliminary flyer, with your logo on cover
    • Write Away! Breakfast
    • SAA Mentoring Program Meet-and-Greet
    • AV support

     

    Advertising Opportunities

    Increase your visibility at ARCHIVES 2017!

    Now you can enhance your marketing message to ARCHIVES 2017 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 2017 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 2017.

     

    Online Ads

    Circulation  

    6,200+

    Advertising Placement Deadline  

    Rolling

    Ad Size  

    290 pixels (w) x 190 pixels (h)

    Ad will rotate with other ads.

    Rate 

    $250 per month;
    Three month minimum.

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

     

    Advertising in the Print Preliminary Flyer

    The preliminary flyer 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 the meeting schedule 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 2017Limited space available.

     

    Preliminary Flyer

    Circulation  

    7,000+

    Advertising Placement Deadline  

    February 24, 2017

    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

    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 1,800 conference attendees as a reference. This marketing opportunity is limited to companies that exhibit at ARCHIVES 2017.

     

    Onsite Program

    Circulation  

    2,000+

    Advertising Placement Deadline  

    May 15, 2017

    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 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.

    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.

    Deadlines:

    • 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.

      Platinum
    $20,000 and up
    Gold
    $15,000-$19,999
    Silver
    $10,000-$14,999
    Bronze
    $5,000 to $9,999
    Supporting
    $3,000-$4,999
    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
    In-Text
    Standard
    In-Text
    Standard
    In-Text
    Standard
    In-Text
     
    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, csalgado@archivists.org).

    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

    Circulation  

    6,200+

    Advertising Placement Deadline  

    Rolling

    Ad Size  

    290 pixels (w) x 190 pixels (h)

    Ad will rotate with other ads.

    Rate 

    $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

    Circulation  

    6,500+

    Advertising Placement Deadline  

    February 24, 2016

    Ad Size  

    Half Page (b/w only)

    7 ½ w x 4 ½ d (horiz)

    Rate 

    $500

    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

    Circulation  

    2,000+

    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 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.

    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.”

    Elizabeth Adkins, CA
    Director, Global Information Management, CSC

    “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 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.
    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.
    • 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

    Exhibit Hall Schedule:*

    Exhibitor Registration:

    Exhibitor Move-in:

    Show Hours:*

     
    Tear Down:

    Thursday, August 20, 11:00 am – 4:30 pm

    Thursday, August 20, 1:00 pm – 4:30 pm

    Thursday, August 20, 5:30 pm – 7:30 pm
    Friday, August 21, 9:00 am – 4:30 pm

    Friday, August 21, 4:30 pm – 7:00 pm

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

    Go to Top

    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. 

    View the floor plan.

    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:*

     
    Tear Down:

    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, 9:45 am – 5:00 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 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.

    PLATINUM SPONSOR—$40,000

    • Silver Level Sponsorship +
    • All-Attendee Reception Primary Sponsor (a $20,000 value!)
    • Dedicated hospitality space outside the Expo Hall ($3,000 value!)
    • Monthly email announcements to SAA members from conference office
    • Dedicated sponsor of conference lanyards with your company logo (a $10,000 value!)
    • Corporate Platinum Sponsor listing on all conference marketing material, throughout convention center, and on Preliminary and Onsite Program covers

    GOLD SPONSOR—$25,000

    • Ten conference registrations (a $5,000 value!)
    • Three 8 x 10 premium-location Expo Hall spaces (a $3,600 value!)
    • Your company logo on special signs displayed at Registration, outside the Expo Hall, and at meeting room entrances
    • Corporate Gold Sponsor listing in Preliminary and Onsite programs
    • Full-page ads in Preliminary and Onsite programs (a $1,800 value!)
    • Full-page ad in pre-meeting issue of SAA’s Archival Outlook (a $649 value!)
    • Premium Top In-Text Banner ad in five pre-meeting issues of SAA’s In The Loop (a $600 value!) 
    • Online ad on all conference-related pages (with a direct link to your home page) (a $500 value)
    • Multi-media recognition at the Plenary session(s), including special acknowledgment by the session chair(s)
    • A company profile in the online schedule and mobile app
    • Ten invitations to the private President's Reception

    SILVER SPONSOR—$20,000

    • Five conference registrations (a $2,500 value!)
    • Two 8 x 10 premium-location Expo Hall booth (an $1,800 value!)
    • Corporate Silver Sponsor listing in Preliminary and Onsite programs
    • Full-page ads in Preliminary and Onsite programs (a $1,800 value!)
    • Full-page ad in pre-meeting issue of SAA’s Archival Outlook (a $649 value!)
    • Standard In-Text Banner ad in three pre-meeting issues of SAA's In The Loop (a $300 value!) 
    • Online ad on all conference-related pages (with a direct link to your home page) (a $500 value)
    • A company profile in the online schedule and mobile app
    • Five invitations to the private President's Reception

    BRONZE SPONSOR—$15,000

    • Two conference registrations (a $1,000 value!)
    • One 8 x 10 premium-location Expo Hall booth (an $1,800 value!)
    • Half-page ads in Preliminary and Onsite programs (a $1,000 value!)
    • Online ad on all conference-related pages (with a direct link to your home page) (a $500 value)
    • Corporate Bronze Sponsor listing in Preliminary and Onsite programs
    • A company profile in the online schedule and mobile app
    • Two invitations to the private Presidents' Reception

    All-Attendee Reception Sponsor—$20,000

    • Your company logo on special signs displayed at Registration, outside the Expo Hall, on reception transportation, and throughout the reception location
    • Two conference registrations (a $1,000 value!)
    • One 8 x 10 premium location Expo Hall space (an $1,800 value!)
    • Corporate listing in Preliminary and Onsite programs
    • Listing on the conference website, with a direct link to your site
    • A company profile in the online schedule and mobile app
    • Two invitations to the private President's Reception

    Mobile App / Online Schedule Sponsor—$10,000

    • Banner ad on daily personal schedule emailed to each attendee the week of the conferecne;
    • Splash screen ad, which displays full-screen for several seconds each time the mobile app is opened;
    • Banner ad on each page of the mobile app;
    • A (Featured Exhibitors) company profile in the online schedule and mobile app;
    • Corporate listing in Preliminary and Onsite programs;
    • Two invitations to the private President's Reception.

     

    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. 

     

    Confirm early for additional exposure!
    For complete information about sponsorship opportunities – or to begin customizing your own sponsorship – please contact: SAA Executive Director Nancy Beaumont (866.722.7858, nbeaumont@archivists.org) or Service Center Manager Carlos Salgado (866.722.7858, csalgado@archivists.org).

    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 

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

    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  
    (4 color; full bleed only)  

    $900 / 8 ⅝ w x 11¼ d

    $900 / 8 ⅝ w x 11¼ d

    Back Cover  
    (4 color; full bleed only)  

    $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  
    (b/w only)  

    $800 / 7 ½ w x 10 d

    $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)

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

    Quarter Page  
    (b/w only)  

    $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 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 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.

    2014 Exhibitor/Sponsor Prospectus

    Plan now to be a part of the CAPITAL IDEA! EXPO: The Premier International Archives and Information Technology Expo

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

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

    Conference Dates:  August 10–16
    Exposition Dates:   August 14–15

    In August 2014, Washington, D.C., 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! Archives and Information Technology 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 CAPITAL IDEA! 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
    Director, Global Information Management, CSC

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

    • 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 three events on Friday: The First Things First 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.) 

    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.
    • 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.
    • Exposure to all registered attendees in monthly promotional email messages from CoSA, NAGARA, and SAA leading up to the meeting.
    • A company profile in the Onsite Program distributed to every attendee.
    • 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 online website, 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 31, 2014, 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 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 30, 2014.

    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 Marriott Wardman Park will apply.

    Deadlines:

    • Application Deadline (for inclusion in Onsite Program):  May 30, 2014
    • Hotel Reservation Deadline:  July 18, 2014

    Payment received by January 31, 2014 (Save up to $400!)

    • Nonprofit Exhibitors: $1,100
    • Nonprofit Exhibitors / corner or prime space: $1,300
    • Other Exhibitors: $1,400
    • Other Exhibitors / corner or prime space: $1,600

    Payment received after January 31, 2014:

    • Nonprofit Exhibitors: $1,300
    • Nonprofit Exhibitors / corner or prime space: $1,500
    • Other Exhibitors: $1,600
    • Other Exhibitors / corner or prime space: $1,800

    Exhibit Hall Schedule:*

    Exhibitor Registration:

    Exhibitor Move-in:

    Show Hours:*

     
    Tear Down:

    Thursday, August 14, 11:00 am – 4:30 pm

    Thursday, August 14, 1:00 pm – 4:30 pm

    Thursday, August 14, 5:30 pm – 7:30 pm
    Friday, August 15, 9:00 am – 4:30 pm

    Friday, August 15, 4:30 pm – 7:00 pm

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

    Welcome to the CAPITAL IDEA! Virtual Expo

    We’ve set up the CAPITAL IDEA! 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. 

    View the floor plan.

     

    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 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 30, 2014.

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

    Deadlines:

    • Application Deadline (for inclusion in Onsite Program):  May 30, 2014
    • Hotel Reservation Deadline:  July 18, 2014

    Payment received by January 31, 2014 (Save up to $400!)

    • Nonprofit Exhibitors: $1,100
    • Nonprofit Exhibitors / corner or prime space: $1,300
    • Other Exhibitors: $1,400
    • Other Exhibitors / corner or prime space): $1,600

    Payment received after January 31, 2014:

    • Nonprofit Exhibitors: $1,300
    • Nonprofit Exhibitors / corner or prime space: $1,500
    • Other Exhibitors: $1,600
    • Other Exhibitors / corner or prime space): $1,800

    Exhibit Hall Schedule:*

    Exhibitor Registration:

    Exhibitor Move-in:

    Show Hours:*

     
    Tear Down:

    Thursday, August 14, 11:00 am – 4:00 pm

    Thursday, August 14, 1:00 pm – 4:00 pm

    Thursday, August 14, 5:30 pm – 7:30 pm
    Friday, August 15, 7:30 am – 4:30 pm

    Friday, August 15, 4:30 pm – 7:00 pm

    *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!

    At the CAPITAL IDEA! 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 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.

    PLATINUM SPONSOR—$40,000

    • Bronze Level Sponsorship +
    • All-Attendee Reception Primary Sponsor (a $20,000 value!)
    • Dedicated hospitality space outside the Expo Hall ($3,000 value!)
    • Monthly email announcements to CoSA, NAGARA, and SAA members from conference office
    • Platinum Sponsor listing on all conference marketing material, throughout conference hotel, and on Preliminary and Onsite Program covers

    GOLD SPONSOR—$25,000

    • Ten conference registrations (a $5,000 value!)
    • Two 8 x 10 premium-location Expo Hall spaces (a $3,600 value!)
    • Your company logo on special signs displayed at Registration, outside the Expo Hall, and at meeting room entrances
    • Corporate Gold Sponsor listing in Preliminary and Onsite programs
    • Full-page ads in Preliminary and Onsite programs (a $1,400 value!)
    • Full-page ad in pre-meeting issue of SAA’s Archival Outlook (a $649 value!)
    • In-Text Horizontal Banner ad in three pre-meeting issues of SAA’s In The Loop (a $600 value!) 
    • Online ad on all conference-related pages (with a direct link to your home page) (a $500 value)
    • Listing on the conference website, with a direct link to your site
    • Multi-media recognition at the Plenary session(s), including special acknowledgment by the session chair(s)
    • Five invitations to the private Presidents' Reception

    SILVER SPONSOR—$20,000

    • Five conference registrations (a $2,500 value!)
    • One 8 x 10 premium-location Expo Hall booth (an $1,800 value!)
    • Corporate Silver Sponsor listing in Preliminary and Onsite programs
    • Full-page ads in Preliminary and Onsite programs (a $1,400 value!)
    • Full-page ad in pre-meeting issue of SAA’s Archival Outlook (a $649 value!)
    • Standard Right Vertical ad in two pre-meeting issues of SAA's In The Loop (a $300 value!) 
    • Online ad on all conference-related pages (with a direct link to your home page) (a $500 value)
    • Listing on the conference website, with a direct link to your site
    • Three invitations to the private Presidents' Reception

    BRONZE SPONSOR—$15,000

    • Two conference registrations (a $1,000 value!)
    • One 8 x 10 premium-location Expo Hall booth (an $1,800 value!)
    • Half-page ads in Preliminary and Onsite programs (a $900 value!)
    • Online ad on all conference-related pages (with a direct link to your home page) (a $500 value)
    • Corporate Bronze Sponsor listing in Preliminary and Onsite programs
    • Listing on the conference website, with a direct link to your site
    • Two invitations to the private Presidents' Reception

    All-Attendee Reception Sponsor—$20,000

    • Your company logo on special signs displayed at Registration, outside the Expo Hall, on reception transportation, and throughout the reception location
    • Two conference registrations (a $1,000 value!)
    • One 8 x 10 premium location Expo Hall space (an $1,800 value!)
    • Special acknowledgment at the Opening Plenary
    • Corporate listing in Preliminary and Onsite programs
    • Listing on the conference website, with a direct link to your site
    • Two invitations to the private Presidents' Reception

    Mobile App/Online Schedule Sponsor—$10,000

    • Splash screen ad, which displays full-screen for several seconds each time the mobile app is opened.
    • Banner ad on each page of the mobile app.

    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 ever-popular Cyber Café, lanyards with your logo, SAA Research Forum, hotel key cards, breaks, receptions, plenary AV support, special food events, transportation, and other creative ideas. 

    All sponsors will be listed in the Onsite Program and on the conference website as soon as sponsorship is confirmed.

    Confirm early for additional exposure!
    For complete information about sponsorship opportunities – or to begin customizing your own sponsorship – please contact: SAA Executive Director Nancy Beaumont (866.722.7858, nbeaumont@archivists.org) or Service Center Manager Carlos Salgado (866.722.7858, csalgado@archivists.org).

    Advertising Opportunities

    Increase your visibility by advertising in the ARCHIVES * RECORDS: Ensuring Access Programs!

    Now you can increase hits for your marketing message by placing an Online Ad on the ARCHIVES * RECORDS: Ensuring Access 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 2014 Virtual Expo listing (including your contact information and product description); you choose!  This marketing opportunity is limited to companies that exhibit at ARCHIVES * RECORDS: Ensuring Access.

     

    Online Ads

    Circulation  

    6,200+

    Advertising Placement Deadline  

    Rolling

    Ad Size  

    215 pixels (w) x 120 pixels (h)

    Rate 

    $500 

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

    The Preliminary Program is available to more than 6,500 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 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 throughout the years…

     

    Preliminary Program

    Onsite Program

    Circulation  

    7,000+

    2,000+

    Advertising Placement Deadline  

    March 1, 2014

    May 15, 2014

    Trim Size  

    8 ½ x 11

    8 ½ x 11

    Inside Front Cover  
    (4 color; full bleed only)  
    $850 / 8 ⅝ w x 11¼ d $850 / 8 ⅝ w x 11¼ d

    Inside Back Cover  
    (4 color; full bleed only)  

    $850 / 8 ⅝ w x 11¼ d

    $850 / 8 ⅝ w x 11¼ d

    Back Cover  
    (4 color; full bleed only)  

    $1,000 / 8 ⅝ w x 11¼ d

    $1,000 / 8 ⅝ w x 11¼ d

    Full Page / Bleed  
    (b/w only)  
    $700 / 8 ⅝ w x 11¼ d $700 / 8 ⅝ w x 11¼ d

    Full Page / No Bleed  
    (b/w only)  

    $700 / 7 ½ w x 10 d

    $700 / 7 ½ w x 10 d

    Half Page  
    (b/w only)  

    $450 / 7 ½ w x 4 ½ d (horiz)
    $450 / 3 ¾ w x 10 d (vert)

    $450 / 7 ½ w x 4 ½ d (horiz)
    $450 / 3 ¾ x 10 d (vert)

    Quarter Page  
    (b/w only)  

    $300 / 3 ¾ w x 4 ½ d

    $300 / 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 them 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.

    ARCHIVES | New Orleans 2013 Exhibitor/Sponsor Prospectus

    Plan Now to Exhibit in “Preservation Hall”!

    Joint Annual Meeting of CoSA and SAA

    Hilton New Orleans Riverside
    Conference Dates:  August 11–17
    Exposition Dates:   August 15–16

    Sign up by January 31, 2013, and SAVE up to $400!

    Louis Armstrong said it: “Preservation Hall, now that’s where you’ll find all the greats!”

    In 2013, “Preservation Hall” shifts to the Hilton New Orleans Riverside, where you’ll have access to the year’s largest audience of archives, records, and IT professionals who are eager to learn about your products and services, ask questions, and provide their perspectives. “Preservation Hall” 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 Preservation 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
    Director, Global Information Management, CSC

    “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.

    Why Exhibit at ARCHIVES | New Orleans 2013?  For the HOT prospects, of course!

    • Find your target audience among more than 1,800 archives, records, and IT 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 10 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 time to interact with your current and prospective customers, as attendees are drawn to “Preservation Hall” for the Grand Opening Happy Hour on Thursday evening and three events on Friday:  The (new!) First Things First Coffee Break, the All That Jazz Brunch, and an 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.) 

    Sign up by January 31, 2013, and SAVE up to $400!

    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 x 10 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.
    • Exposure to all registered attendees in monthly promotional email messages from CoSA and SAA leading up to the meeting.
    • A company profile in the Onsite Program distributed to every attendee.
    • 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.

    About CoSA and 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 6,000 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 in order to ensure the identification, preservation, and use of records of enduring value.

    To Reserve Booth Space:

    Visit the Virtual Expo online website, 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 31, 2013, 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 Preservation Hall to be a sell-out!

    For inclusion of your listing in the Onsite Program, your application and payment must be received by May 31, 2013.

    Remember:  A signed 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 Hilton New Orleans Riverside will apply.

    Deadlines:

    • Application Deadline (for inclusion in Onsite Program):  May 31, 2013
    • Hotel Reservation Deadline:  July 19, 2013

    Payment received by January 31, 2013 (Save up to $400!)

    • Nonprofit Exhibitors: $1,100
    • Nonprofit Exhibitors / corner or prime space: $1,300
    • Other Exhibitors: $1,400
    • Other Exhibitors / corner or prime space): $1,600

    Payment received after January 31, 2013:

    • Nonprofit Exhibitors: $1,300
    • Nonprofit Exhibitors / corner or prime space: $1,500
    • Other Exhibitors: $1,600
    • Other Exhibitors / corner or prime space): $1,800

    Exhibit Hall Schedule:*

    Exhibitor Registration:

    Exhibitor Move-in:

    Show Hours:*

     
    Tear Down:

    Thursday, August 15, 11:00 am – 4:00 pm

    Thursday, August 15, 1:00 pm – 4:00 pm

    Thursday, August 15, 5:30 pm – 7:30 pm
    Friday, August 16, 7:30 am – 4:30 pm

    Friday, August 16, 4:30 pm – 7:00 pm

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

    Welcome to the Virtual Expo!

    Now you can confirm your booth location immediately! We’ve set up the ARCHIVES | New Orleans 2013 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. 

    Sponsorship Opportunities

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

    At ARCHIVES | New Orleans 2013 you’ll share your message with more than 1,800 archives, records, and IT 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 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.

    GOLD SPONSOR—$20,000

    • Ten conference registrations (a $5,000 value!)
    • Two 8 x 10 premium location Expo Hall spaces (a $3,600 value!)
    • Your company name on a special sign displayed at Registration and outside the Expo Hall
    • Corporate Gold Sponsor listing in Preliminary and Onsite programs
    • Full-page ads in Preliminary and Onsite programs (a $1,400 value!)
    • Full-page ad in pre-meeting issue of SAA’s Archival Outlook (a $649 value!)
    • Online ad on all conference related pages (with a direct link to your home page) (a $500 value)
    • Listing on the conference website, with a direct link to your site
    • Multi-media recognition at the Plenary session(s), including special acknowledgment by the session chair(s)
    • Five invitations to the private President’s Reception
    • Your company’s promotional packet distributed free to all attendees

    SILVER SPONSOR—$15,000

    • Five conference registrations (a $2,500 value!)
    • One 8 x 10 premium location Expo Hall space (an $1,800 value!)
    • Corporate Silver Sponsor listing in Preliminary and Onsite programs
    • Full-page ads in Preliminary and Onsite programs (a $1,400 value!)
    • Full-page ad in pre-meeting issue of SAA’s Archival Outlook (a $649 value!)
    • Online ad on all conference related pages (with a direct link to your home page) (a $500 value)
    • Listing on the conference website, with a direct link to your site
    • Three invitations to the private President’s Reception

    BRONZE SPONSOR—$12,000

    • Two conference registrations (a $1,000 value!)
    • One 8 x 10 premium location Expo Hall space (an $1,800 value!)
    • Sponsorship of hotel keycards
    • Half-page ads in Preliminary and Onsite programs (a $900 value!)
    • Online ad on all conference related pages (with a direct link to your home page) (a $500 value)
    • Corporate Bronze Sponsor listing in Preliminary and Onsite programs
    • Listing on the conference website, with a direct link to your site
    • Two invitations to the private President’s Reception

    meetsmart mobile App Show Guide Sponsorships

    You asked, we answered, FREE WiFi will be availebl in all meeting space and as always in your guest room!

    Full Mobile App Sponsorship—$10,000

    Includes welcome page, footer, company listing on sponsor page with large logo and URL, a two-page PDF of your Product or Services Brochure, and two advertising alerts.

    Partial Mobile App Sponsorships

    • Footer:  $9,000 (Add your logo to the bottom of every page of the Archives | New Orleans 2013 Mobile App.  Your logo will hyperlink to your website.  One sponsorship available for the conference.)
    • Welcome Page: $5,000  (Add your logo to the Welcome Page that appears in two-hour increments as event participants open the App.  One sponsorship available for the conference.)
    • Home Page:  $5,000  (Add your logo to the top of the Mobile App Home Page for the entire event. Your logo will hyperlink to your website. The Home Page is heavily visited by participants as the use the App.  One sponsorship available for the conference.)

    Each of the above also includes a listing on the sponsor page, logo, one advertising alert, and a one-page PDF of your Product or Services Brochure.

    Mobile Show Guide Listing Upgrades

    • Logo Upgrade:  $500  (Add your logo to your Mobile Show Guide listing for greater visibility!)
    • URL Upgrade:   $500  (Add a URL link to give all attendees instant access to your products and services!)

    Advertising Alerts

    Send pre-scheduled text messages to all event attendees, including your email, phone, and Web links for instant access!  (Show management reserves the right to limit the number of Ad Alerts sold.)

    • One Ad Alert:   $850
    • Two Ad Alerts:  $1,700

    Click here to view the 2011 Mobile App Show Guide for ARCHIVES 360°!

    Mobile App Show Guide sponsorship may be added during the booth selection check-out process or by completing the application form (PDF).

    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 $20,000 – and may include the ever-popular Cyber Café, Mobile Schedule app, SAA Research Forum, hotel key cards, breaks, receptions, plenary AV support, special food events, transportation, and other creative ideas.  All sponsors will be listed in the Onsite Program and on the conference website as soon as sponsorship is confirmed.

    Confirm early for additional exposure!
    For complete information about sponsorship opportunities – or to begin customizing your own sponsorship – please contact: SAA Executive Director Nancy Beaumont (866.722.7858, nbeaumont@archivists.org) or Service Center Manager Carlos Salgado (866.722.7858, csalgado@archivists.org).

    Advertising Opportunities

    Increase your visibility by advertising in the ARCHIVES | New Orleans 2013 Programs!

    Now you can increase hits for your marketing message by placing an Online Ad on the ARCHIVES | New Orleans 2013 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 2013 Virtual Expo listing (including your contact information and product description); you choose!  This marketing opportunity is limited to companies that exhibit at ARCHIVES | New Orleans 2013.

     

    Online Ads

    Circulation  

    6,000

    Advertising Placement Deadline  

    Rolling

    Ad Size  

    215 pixels (w) x 120 pixels (h)

    Rate 

    $500 

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

    Please see the Sponsor section of the prospectus to view the MeetSmart Mobile App Show Guide Sponsorship and Advertising options.

    The Preliminary Program is sent to more than 6,000 current SAA and CoSA members, as well as past meeting attendees and archives, records, and IT 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 1,800 conference attendees as a reference throughout the years…

     

    Preliminary Program

    Onsite Program

    Circulation  

    7,000

    2,000

    Advertising Placement Deadline  

    March 1, 2013

    May 31, 2013

    Trim Size  

    8 ½ x 11

    8 ½ x 11

    Inside Front Cover  
    (4 color; full bleed only)  
    $850 / 8 ⅝ w x 11¼ d $850 / 8 ⅝ w x 11¼ d

    Inside Back Cover  
    (4 color; full bleed only)  

    $850 / 8 ⅝ w x 11¼ d

    $850 / 8 ⅝ w x 11¼ d

    Back Cover  
    (4 color; full bleed only)  

    $1,000 / 8 ⅝ w x 11¼ d

    $1,000 / 8 ⅝ w x 11¼ d

    Full Page / Bleed  
    (b/w only)  
    $700 / 8 ⅝ w x 11¼ d $700 / 8 ⅝ w x 11¼ d

    Full Page / No Bleed  
    (b/w only)  

    $700 / 7 ½ w x 10 d

    $700 / 7 ½ w x 10 d

    Half Page  
    (b/w only)  

    $450 / 7 ½ w x 4 ½ d (horiz)
    $450 / 3 ¾ w x 10 d (vert)

    $450 / 7 ½ w x 4 ½ d (horiz)
    $450 / 3 ¾ x 10 d (vert)

    Quarter Page  
    (b/w only)  

    $300 / 3 ¾ w x 4 ½ d

    $300 / 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 them 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.

    Go "Beyond Borders" in 2012!

    Plan Now to Exhibit at Beyond Borders...
    The Premier International Archives & Information Technology Expo

    76th Annual Meeting of the Society of American Archivists
    San Diego Hilton Bayfront
    Conference Dates:  August 6–11, 2012
    Exposition Dates:   August 9–10, 2012

    Sign up by January 31, 2012, and SAVE up to $400!

    SAA’s 2012 Annual Meeting will convene August 6–11 in the spectacular beauty and diversity of San Diego, California. We invite our industry partners to join SAA as we explore moving beyond the imaginary borders of our past and leveraging the knowledge, experience, and opportunities that lie ahead….

    The Beyond Borders EXPO Is the place for archives, records, and IT professionals to learn about your products and services, ask questions, and provide their marketplace perspectives. The Expo brings together – in one place and at one time – the purchasing decision makers at the local, state, and national levels.  Take advantage of their great ideas – and share a few of your own!

    At Beyond Borders You’ll:

    • Find your target audience among more than 2,000 archives, records, and IT professionals representing libraries, universities, government, corporations, religious institutions, museums, and more.
    • Develop relationships with archives, records, and IT professionals from the United States and throughout the world.
    • Continue connections with current customers.
    • Hear what archives, records, and IT professionals have to say about your products – and their future product needs.
    • Increase your knowledge and understanding of the archives and records professions.
    • Enjoy 10 hours of conveniently scheduled exhibit time, of which a full 5½ hours is unopposed by education programming.
    • Sell your products on the show floor.

    You’ll have lots of time to interact with your current and prospective customers as the feeding frenzy continues!  Attendees will be drawn to the Expo Hall for the Grand Opening Happy Hour on Thursday evening, the All-Attendee Brunch on Friday, and the hour-long “Last Chance” Break on Friday afternoon.

    And you’ll qualify for outstanding sponsorship and advertising opportunities to suit your level of commitment.  (Prime exhibit space will be reserved for corporate sponsors.)

    Visit the Virtual (Online) Expo now to confirm your booth!  Don’t miss the opportunity to select a booth – before your competition does!

    Join us for Beyond Borders … for one great idea after another!

    As an Exhibitor You’ll Receive:

    • Two free conference registrations with each 8 x 10 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 site.
    • Exposure to all registered attendees in monthly promotional email messages from SAA leading up to the Annual Meeting.
    • A company profile in the Onsite Program distributed to every attendee.
    • A complete list of pre-registered attendees, with address 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 one 7” x 44” identification sign.

    Increase your exposure!  Add a color logo to your Virtual Expo (online) listing for just $100.

    To Reserve Booth Space:

    • Now you can confirm your booth location immediately!  We’ve set up an online website (Virtual Expo) for Beyond Borders 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.  Go to the Virtual Expo to reserve your booth now.
    • 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 Beyond Borders Expo to be a sell-out!
    • For inclusion of your listing in the Onsite Program, we must receive your application by May 31, 2012.
    • A signed contract and full payment are required to secure your booth location.

    View a printable Application and the Exhibit Rules and Regulations (PDF). Note that certain fees from the Hilton San Diego Bayfront will apply.

    Deadlines:

    • Application Deadline (for inclusion in the Onsite Program):  May 31, 2012
    • Exhibitor Registration Deadline:  July 13, 2012 (does not include Onsite Program listing)
    • Hotel Reservation Deadline:  July 12, 2012

    Payment received by January 31, 2012 (Save up to $400!)

    • Nonprofit Exhibitors: $1,000
    • Nonprofit Exhibitors (Corner / Prime Space): $1,200
    • Other Exhibitors: $1,300
    • Other Exhibitors (Corner / Prime Space): $1,500

    Payment received after January 31, 2012

    • Nonprofit Exhibitors: $1,200
    • Nonprofit Exhibitors (Corner / Prime Space): $1,400
    • Other Exhibitors: $1,500
    • Other Exhibitors (Corner / Prime Space): $1,700

     

    Exhibit Hall Schedule:*

    Exhibitor Registration:  Thursday, August 9, 11:00 am – 4:00 pm

    Exhibitor Move-In:  Thursday, August 9, 1:00 pm – 4:00 pm

    Show Hours (subject to change):

    Thursday, August 9:  5:30 pm – 7:30 pm (Unopposed Grand Opening Reception)
    Friday, August 10:     9:30 am – 4:00 pm (Unopposed Brunch 11:30-12:30, “Last Chance” Break 2:30-3:30)

    Tear Down:  Friday, August 10, 4:30 pm – 7:30 pm

    *SAA reserves the right to alter the meeting schedule.

    Beyond Borders Virtual Expo

    Welcome to the Beyond Borders Virtual Expo!

    Now you can confirm your booth location immediately! We’ve set up the Beyond Borders 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. 

    Reserve your booth now.

    View a layout of the expo space.

    Exhibitor Update Login (Update booth staff, company products/description, or upgrades.) 

     

    Beyond Borders Sponsorship Opportunities

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

    At Beyond Borders, you’ll share your message with more than 2,000 archives, records, and IT 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 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.

    GOLD SPONSOR—$20,000

    • Ten conference registrations (a $5,000 value!)
    • Two 8 x 10 premium location Expo Hall spaces (a $3,000 value!)
    • Your company name on a special sign displayed at Registration and outside the Expo Hall
    • Corporate Gold Sponsor listing in Preliminary and Onsite programs
    • Full-page ads in Preliminary and Onsite programs (a $1,400 value!)
    • Full-page ad in pre-meeting issue of SAA’s Archival Outlook (a $600 value!)
    • Listing on the conference website, with a direct link to your site
    • Multi-media recognition at the Plenary session(s), including special acknowledgment by the session chair(s)
    • Five invitations to the private President’s Reception
    • Your company’s promotional packet distributed free to all attendees

    SILVER SPONSOR—$15,000

    • Five conference registrations (a $2,500 value!)
    • One 8 x 10 premium location Expo Hall space (a $1,500 value!)
    • Corporate Silver Sponsor listing in Preliminary and Onsite programs
    • Full-page ads in Preliminary and Onsite programs (a $1,400 value!)
    • Full-page ad in pre-meeting issue of SAA’s Archival Outlook (a $600 value!)
    • Listing on the conference website, with a direct link to your site
    • Three invitations to the private President’s Reception

    BRONZE SPONSOR—$10,000

    • Two conference registrations (a $1,000 value!)
    • One 8 x 10 premium location Expo Hall space (a $1,500 value!)
    • Sponsorship of Professional and Student Poster sessions
    • Half-page ads in Preliminary and Onsite programs (a $900 value!)
    • Corporate Bronze Sponsor listing in Preliminary and Onsite programs
    • Listing on the conference website, with a direct link to your site
    • Two invitations to the private President’s Reception

    MeetSmart Mobile App Show Guide Sponsorships

    Click here to view the 2011 Mobile App Show Guide for ARCHIVES 360°!

    Full Mobile App Sponsorship—$12,000

    Includes Welcome Page, Footer, company listing on Sponsor page with logo and URL, and two advertising alerts.

    Partial Mobile App Sponsorships

    • Footer:  $9,000 (Add your logo to the bottom of every page of the Beyond Borders Mobile App.  Your logo will hyperlink to your website.  One sponsorship available for the conference.)
    • Welcome Page: $5,000  (Add your logo to the Welcome Page that appears in two-hour increments as event participants open the App.  One sponsorship available for the conference.)
    • Home Page:  $5,000  (Add your logo to the top of the Mobile App Home Page for the entire event. Your logo will hyperlink to your website. The Home Page is heavily visited by participants as the use the App.  One sponsorship available for the conference.)

    Mobile Show Guide Listing Upgrades

    • Logo Upgrade:  $500  (Add your logo to your Mobile Show Guide listing for greater visibility!)
    • URL Upgrade:   $500  (Add a URL link to give all attendees instant access to your products and services!)

    Advertising Alerts

    Send pre-scheduled text messages to all event attendees, including your email, phone, and Web links for instant access!  (Show management reserves the right to limit the number of Ad Alerts sold.)

    • One Ad Alert:   $850
    • Two Ad Alerts:  $1,700

    Mobile App Show Guide sponsorship may be added during the booth selection check-out process or by completing the application form PDF.

    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 $20,000 – and may include the ever-popular Cyber Café, Mobile Schedule app, SAA Research Forum, hotel key cards, breaks, receptions, plenary AV support, special food events, transportation, and other creative ideas.  All sponsors will be listed in the Onsite Program and on the conference website as soon as sponsorship is confirmed.

    Confirm early for additional exposure!
    For complete information about sponsorship opportunities – or to begin customizing your own sponsorship – please contact: SAA Executive Director Nancy Beaumont(866.722.7858, nbeaumont@archivists.org) or Service Center Manager Carlos Salgado (866.722.7858, csalgado@archivists.org).

    Beyond Borders Sponsors

    SAA thanks the following Beyond Borders: San Diego 2012 sponsors for their generous support:

     

     

     

    Beyond Borders Advertising Opportunities

    Increase your visibility by advertising in the Beyond Borders Programs!

    NEW for 2012!  Now you can increase hits for your marketing message by placing an Online Ad on the Beyond Borders 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 2012 Virtual Expo listing (including your contact information and product description); you choose!  This marketing opportunity is limited to companies that exhibit at Beyond Borders.

     

    Online Ads

    Circulation  

    6,000

    Advertising Placement Deadline  

    Rolling

    Ad Size  

    $500 / 215 pixels (w) x 120 pixels (h)

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

    Please see the Sponsor section of the prospectus to view the MeetSmart Mobile App Show Guide Sponsorship and Advertising options.

    The Preliminary Program is sent to more than 6,000 current SAA members, as well as past meeting attendees and archives, records, and IT 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. (SAA reserves 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 throughout the years…

     

    Preliminary Program

    Onsite Program

    Circulation  

    7,000

    2,000

    Advertising Placement Deadline  

    March 1, 2012

    May 31, 2012

    Trim Size  

    8 ½ x 11

    8 ½ x 11

    Inside Front Cover  
    (4 color; full bleed only)  
    $850 / 8 ⅝ w x 11⅛ d $850 / 8 ⅝ w x 11⅛ d

    Inside Back Cover  
    (4 color; full bleed only)  

    $850 / 8 ⅝ w x 11⅛ d

    $850 / 8 ⅝ w x 11⅛ d

    Back Cover  
    (4 color; full bleed only)  

    $1,000 / 8 ⅝ w x 11⅛ d

    $1,000 / 8 ⅝ w x 11⅛ d

    Full Page / Bleed  
    (b/w only)  
    $700 / 8 ⅝ w x 11⅛ d $700 / 8 ⅝ w x 11⅛ d

    Full Page / No Bleed  
    (b/w only)  

    $700 / 7 ½ w x 10 d

    $700 / 7 ½ w x 10 d

    Half Page  
    (b/w only)  

    $450 / 7 ½ w x 4 ⅜ d (horiz)
    $450 / 3 ¾ w x 10 d (vert)

    $450 / 7 ½ w x 4 ⅜ d (horiz)
    $450 / 3 ¾ x 10 d (vert)

    Quarter Page  
    (b/w only)  

    $300 / 3 ⅜ w x 4 ¼ d

    $300 / 3 ⅜ w x 4 ¼ 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 them 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.

    Make No Little Plans...THINK BIG! Expo (2011 Annual Meeting)

    Plan Now to Exhibit at ARCHIVES 360°...
    The Premier International Archives & Information Technology Expo

    SAA’s 75th Annual Meeting & Anniversary Celebration
    Hyatt Regency Chicago
    Conference Dates:  August 22 – 27
    Exposition Dates:  August 25 – 26

    Sign up by January 31, 2011, and SAVE up to $200!

    ARCHIVES 360° — Your Best Opportunity All Year to THINK BIG!

    The THINK BIG! EXPO Is the place for Archives, Records, and IT Professionals to learn about your products and services, ask questions, and provide their marketplace perspectives. ARCHIVES 360° brings together – in one place and at one time – the purchasing decision makers at the local, state, and national levels.  Take advantage of their BIG IDEAS – and share a few of your own!

    At ARCHIVES 360° you’ll:

    • Find your target audience among more than 2,000 archives, records, and IT professionals representing corporations, government, libraries, universities, religious institutions, museums, and more.
    • Develop relationships with archives, records, and IT professionals from the United States and throughout the world.
    • Continue connections with current customers.
    • Hear what archives, records, and IT professionals have to say about your products – and their future product needs.
    • Increase your knowledge and understanding of the archives and records professions.
    • Enjoy 10 hours of conveniently scheduled exhibit time, of which a full 5½ hours is unopposed by education programming.
    • Sell your products on the show floor.

    You’ll have lots of time to interact with your current and prospective customers as the feeding frenzy continues!  Attendees will be drawn to the Expo Hall for the Grand Opening Happy Hour on Thursday evening, the All-Attendee Brunch on Friday, and the hour-long “Last Chance” Break on Friday afternoon.

    And you’ll qualify for outstanding sponsorship and advertising opportunities to suit your level of commitment.  (Prime exhibit space will be reserved for corporate sponsors.)

    Visit the Virtual (Online) Expo now to confirm your booth!  Don’t miss the opportunity to select a booth – before your competition does!

    Join us for ARCHIVES 360° … for one BIG IDEA after another!

    As an Exhibitor You’ll Receive:

    • Two free conference registrations with each 8 x 10 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 – including SAA’s 75th Anniversary celebration!
    • A company profile with contact information displayed on the online Virtual Expo.
    • Your company listing on the ARCHIVES 360° website – as soon as your reservation is complete – with an optional link to your site.
    • Exposure to all registered attendees in monthly promotional email messages from SAA leading up to the Annual Meeting.
    • A company profile in the Onsite Program distributed to every attendee.
    • A complete list of pre-registered attendees, including one-time use of email addresses.
    • 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 one 7” x 44” identification sign.

    Increase your exposure!  Add a color logo to your Virtual Expo (online) listing for just $100.

    To Reserve Booth Space:

    • Now you can confirm your booth location immediately!  We’ve set up an online website (Virtual Expo) for ARCHIVES 360° 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.  Go to the Virtual Expo to reserve your booth now.
    • 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 THINK BIG! Expo to be a sell-out!
    • For inclusion of your listing in the Onsite Program, we must receive your application by May 19, 2011.
    • A signed contract and full payment are required to secure your booth location.

    View the complete Exhibitor / Sponsor Prospectus and Exhibit Rules and Regulations (PDF).  Note that certain fees from the Hyatt Regency Chicago will apply

    Deadlines:

    • Application Deadline (for inclusion in Onsite Program):  May 19, 2011
    • Exhibitor Registration Deadline:  July 19, 2011 extended to August 5, 2011 (does not include Onsite Program listing)
    • Hotel Reservation Deadline:  July 19, 2011

    Payment received by January 31, 2011 (Save $100 - $200!)

    • Nonprofit Exhibitors: $950
    • Other Exhibitors: $1,300

    Payment received after January 31, 2011

    • Nonprofit Exhibitors: $1,050
    • Other Exhibitors: $1,500

    Exhibit Hall Schedule:*

    Exhibitor Registration:  Thursday, August 25, 11:00 am – 4:00 pm

    Exhibitor Move-In:  Thursday, August 25, 1:00 pm – 4:00 pm

    Show Hours (subject to change):

    Thursday, August 25:  5:30 pm – 7:30 pm (Unopposed Grand Opening Reception)

    Friday, August 26:  9:30 am – 3:30 pm (Including unopposed Brunch 11:30-12:30 and “Last Chance” Break 2:30-3:30)

    Tear Down:  Friday, August 26, 4:30 pm – 7:30 pm

    *SAA reserves the right to alter the meeting schedule.

    ARCHIVES 360° Virtual Expo

    Welcome to the ARCHIVES 360° Virtual Expo!

    Now you can confirm your booth location immediately! We’ve set up the ARCHIVES 360° 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. 

    • Click here to reserve your booth now or view a layout of the expo space;
    • Exhibitor Update Login (Update booth staff, company products/description, or upgrades.) 

    ARCHIVES 360° Sponsorship Opportunities

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

    At ARCHIVES 360°, you’ll share your message with more than 2,000 archives, records, and IT professionals from around the world. Attendees enjoy a week-long program of workshops, education sessions, networking opportunities, and special events – including in 2011 SAA’s grand 75th Anniversary celebration!  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 Opportunities

    A Corporate Sponsorship offers major contributors a special opportunity for continued recognition before, during, and after ARCHIVES 360°.  You’ll gain great visibility and have the chance to mingle with the profession’s thought leaders, supporters, and staff.

    GOLD SPONSOR—$20,000

    • Ten conference registrations (a $5,000 value!)
    • Two 8 x 10 premium location Expo Hall spaces (a $3,000 value!)
    • Your company name on a special sign displayed at Registration and outside the Expo Hall
    • Corporate Gold Sponsor listing in Preliminary and Onsite programs
    • Full-page ads in Preliminary and Onsite programs (a $1,400 value!)
    • Full-page ad in pre-meeting issue of SAA’s Outlook (a $600 value!)
    • Listing on the conference website, with a direct link to your site
    • Multi-media recognition at the Plenary session(s), including special acknowledgment by the session chair(s)
    • Five invitations to the private President’s Reception
    • Your company’s promotional packet distributed free to all attendees

    SILVER SPONSOR—$15,000

    • Five conference registrations (a $2,500 value!)
    • One 8 x 10 premium location Expo Hall space (a $1,500 value!)
    • Corporate Silver Sponsor listing in Preliminary and Onsite programs
    • Full-page ads in Preliminary and Onsite programs (a $1,400 value!)
    • Full-page ad in pre-meeting issue of SAA’s Outlook (a $600 value!)
    • Listing on the conference website, with a direct link to your site
    • Three invitations to the private President’s Reception

    BRONZE SPONSOR—$10,000

    • Two conference registrations (a $1,000 value!)
    • One 8 x 10 premium location Expo Hall space (a $1,500 value!)
    • Sponsorship of Professional and Student Poster sessions
    • Half-page ads in Preliminary and Onsite programs (a $900 value!)
    • Corporate Bronze Sponsor listing in Preliminary and Onsite programs
    • Listing on the conference website, with a direct link to your site
    • Two invitations to the private President’s Reception

    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 $20,000 – and may include the ever-popular Cyber Café, hotel key cards, breaks, receptions, plenary AV support, special food events, transportation, and other creative ideas.  All sponsors will be listed in the Onsite Program and on the conference website as soon as sponsorship is confirmed.

    Confirm early for additional exposure!
    For complete information about sponsorship opportunities – or to begin customizing your own sponsorship – please contact: SAA Executive Director Nancy Beaumont (866.722.7858, nbeaumont@archivists.org) or Service Center Manager Carlos Salgado (866.722.7858, csalgado@archivists.org).

    ARCHIVES 360° Sponsors

    SAA thanks the following ARCHIVES 360° sponsors for their generous support:

    ARCHIVES 360° Advertising Opportunities

    Increase your visibility by advertising in the ARCHIVES 360° Preliminary and Onsite Programs!

    The Preliminary Program is sent to more than 5,900 current SAA members, as well as past meeting attendees and archives, records, and IT 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 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 throughout the years….

     

     

    Preliminary Program

    Onsite Program

    Circulation  

    7,000

    2,000

    Advertising Placement Deadline  

    March 3, 2011

    May 27, 2011

    Trim Size  

    8 ½ x 11

    8 ½ x 11

    Inside Front Cover  
    (4 color; full bleed only)  
    $850 / 8 ⅝ w x 11⅛ d $850 / 8 ⅝ w x 11⅛ d

    Inside Back Cover  
    (4 color; full bleed only)  

    $850 / 8 ⅝ w x 11⅛ d

    $850 / 8 ⅝ w x 11⅛ d

    Back Cover  
    (4 color; full bleed only)  

    $1,000 / 8 ⅝ w x 11⅛ d

    $1,000 / 8 ⅝ w x 11⅛ d

    Full Page / Bleed  
    (b/w only)  
    $700 / 8 ⅝ w x 11⅛ d $700 / 8 ⅝ w x 11⅛ d

    Full Page / No Bleed  
    (b/w only)  

    $700 / 7 ½ w x 10 d

    $700 / 7 ½ w x 10 d

    Half Page  
    (b/w only)  

    $450 / 7 ½ w x 4 ⅜ d (horiz)
    $450 / 3 ¾ w x 10 d (vert)

    $450 / 7 ½ w x 4 ⅜ d (horiz)
    $450 / 3 ¾ x 10 d (vert)

    Quarter Page  
    (b/w only)  

    $300 / 3 ⅜ w x 4 ¼ d

    $300 / 3 ⅜ w x 4 ¼ d

    Ad Specifications

    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 them 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.

    Plan Now to Exhibit and Sponsor ARCHIVES*RECORDS 2024!

    Join the Society of American Archivists (SAA) during our hybrid conference in August 2024, when Chicago will transform into the ARCHIVES capital of the world! Through our virtual platform and in-person at the conference hotel, 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.

    Download the 2024 Exhibitor and Sponsor Prospectus 

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