Society of Southwest Archivists Annual Meeting 2013

May 22-25, 2013

Holiday Inn at Lady Bird Lake 20 North IH-35, Austin, Texas 78701

Registration Procedures for Advertisers, Exhibitors and Sponsors

To reserve exhibit space and become a sponsor:
  1. Complete form, including payment section.
Email completed form to Sue SoyChecks are made payable to Society of Southwest Archivists
  1. If you do not receive confirmation e-mail within 1 week, contact Sue Soy at
/ Send to:
Sue Soy, Development Administrator
Austin Public Library
P. O. Box 2287, Austin, TX 78768-2287
E-mail:

Important – Confirmed exhibitors/sponsors should all receive regular email communications from Sue Soy.

Designated Contact Information(for planning and logistics)Please PRINT clearly.

Company Name:
Contact Person:
Address:
City, State, Zip:
Phone:
E-mail Address:
Web Address:
Participation /

Amount

Exhibit space includes one 6-foottable, floor length drape, 2 chairs, electricity, conference program ad (1/3 page) and listing on the conference website. The exhibit area is a full size room that can be locked. Wireless access provided free. / $350
Exhibit booth space with one 6 foot table, floor length drape, 2 chairs, electricity, and wireless access. Exhibitors who contribute sponsorship of a break or the conference bag receive one paid registration, recognition from the podium and on posters, website, and a program ad (half page). Please review all sponsorship opportunities on the next page. / $1000
Exhibit booth and sponsorship of bus transportation for Friday events includes two paid registrations for 2 attendees, recognition from the podium, on posters, website, and program ad (full page). Sponsors are invited to place moderately sized advertising in the bus window. Other sponsorship opportunities are listed on the next page. / $2000
Sponsorship available for hosting events and include exhibit space with one 6 foot table, floor length drape, 2 chairs, electricity, and wireless access. Sponsors receive 2 paid registrations, tickets for all events for 2 attendees, recognition from the podium, on posters, website, and program ad (full page). Sponsors are invited to place advertising in strategic areas such as reception table tops. / $5000
Individuals who wish to purchase advertising space, but not exhibit or sponsor can purchase a program ad 1/3 page size. / $150

Let us know about your needs beyond what is described as being provided above.

Total Due:$

Payment

Pre-Payment is expected with checks made payable to the Society of Southwest Archivists.

Sponsorship opportunities that include the cost of the $350 exhibit space

Texas General Land Office

√Registration Bags with sponsor logo on the bag$1000Sponsored

Opening Reception Event at the Holiday Inn Lady Bird Lake$5000

To be held 6:00-9:00pm, Wednesday, May 22, 2013

The School of Information, The University of Texas at Austin has committed:

√9:30-10:00am Thursday morning Break and Mingle with the Exhibitors$1000Sponsored

University of Texas at Austin Libraries

√3:00-3:30pm Thursday afternoon Break and Mingle with the Exhibitors$1000Sponsored

8:00-8:30am Friday morning breakfast with the Exhibitors$1000

2:30-3:00pm Friday afternoon Break and Mingle with the Exhibitors$1000

Evening Reception at the H.J. Lutcher Stark Center for physical culture and sports$5000

To be held 6:00-9:00pm Friday, May 24, 2013 on the University of Texas campus

Bus Transportation for Friday afternoon touring archives and the reception event site$2000

The Harry Ransom Center, The University of Texas at Austin has committed:

√Saturday Business meeting and Slotto Event$1000Sponsored

A lead sponsor, the Dolph Briscoe Center for American History has already committed:

√Opening Day Plenary 8:30-9:30 Thursday, May 23, 2012 with Bill Brands$1000Sponsored

Please provide your logo or advertising copy for use on the conference website and program.

JPEG format is preferred for logos.

Full page ad size is approximately 4.5” x 8”

Half page ad size is approximately 4.5” x 3.87”

1/3 page ad is approximately 4.5” x 2.62”

General Exhibit Information

Each exhibit is limited to ONE company name for conference listings (links, posters, advertisements).

The Holiday Inn at Lady Bird Lake offers well-designed meeting roomexhibit space in the Lantana Room with breaks planned in the room to provide attendees with maximum opportunity to view exhibits. Free wireless is provided in the entire facility and parking is also free. The Holiday Inn at Lady Bird Lake offersexperienced staff, and pleasant surroundings. The exhibit room can be locked however, this is not a full-service trade-show location with security. The best security for laptops and other items is your room.

Focus on the services and products you have to offer and keep exhibit space relatively simple. Artificial back walls, area rugs, pipe-and-drape services, and special furniture are not available for this event. NOTHING may be affixed to the walls in the exhibit space

Each exhibit space will include a 6-foottable with a floor-length tablecloth and 2 chairs and access to electricity. The approximate floor space of a single area is 8' wide by 8' deep. Exhibit locations are assigned by conference staff.

For questions about exhibiting at this conference, please contact:

Sue Soy
Austin Public Library
Phone: 512-974-7388

Agreement of Terms and Conditions

Cancellations or any change that affects the cost must be submitted in writing.The vendor is still liable for all exhibit fees ifregistration is cancelled after the registration deadline which is March 15, 2013.

Signature verifying all information is correct and agreeing to terms stated:

Please read and complete ALL 3 pages of this form.

Call 512-974-7388 for more information.

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