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!
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Join the Archives, Records, and Information Professions’ Decision Makers in Preservation Hall! |
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“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.” |
“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 |
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!
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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.
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About CoSA and SAA |
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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
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Exhibit Hall Schedule:* |
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Exhibitor Registration: Exhibitor Move-in: Show Hours:* |
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, 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.
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Sponsorship Opportunities
Now you can enhance your exposure – and make the most of your marketing dollars!
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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.
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Confirm early for additional exposure! |
Advertising Opportunities
Increase your visibility by advertising in the ARCHIVES | New Orleans 2013 Programs!
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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.
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Online Ads |
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Circulation |
6,000 |
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Advertising Placement Deadline |
Rolling |
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Ad Size |
215 pixels (w) x 120 pixels (h) |
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Rate |
$500 |
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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…
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Preliminary Program |
Onsite Program |
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Circulation |
7,000 |
2,000 |
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Advertising Placement Deadline |
March 1, 2013 |
May 31, 2013 |
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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 |
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Inside Back Cover |
$850 / 8 ⅝ w x 11¼ d |
$850 / 8 ⅝ w x 11¼ d |
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Back Cover |
$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 |
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Full Page / No Bleed |
$700 / 7 ½ w x 10 d |
$700 / 7 ½ w x 10 d |
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Half Page |
$450 / 7 ½ w x 4 ½ d (horiz) |
$450 / 7 ½ w x 4 ½ d (horiz) |
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Quarter Page |
$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.