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.

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)  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
 
Invitations to private Presidents' Reception. Five Four Three
 
One-day exhibit hall passes to share with prospective clients. Five Four Three
 
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 on Conference Website. X X      
Ad in the Preliminary Program Flyer. Full Half      
Ad in the Onsite Program. Full Full Half
 
Ad in pre-meeting issue of SAA’s Archival OutlookMailed to all SAA members. Full Half      
Banner ad in a pre-meeting issue of SAA’s In The Loop eNewsletter. X X

 
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


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

elcome! 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.

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 Registration: You may pick up your name badge(s) on Sunday, August 4, 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 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) 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  
Invitations 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 on Conference Website. X X
Ad in the Preliminary Program Flyer. Full Half
Ad in the Onsite Program. Full Full Half
 
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. X X X
 
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


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) 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  
Invitations to private President's 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
 
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

 
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


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.