Northwest Archivists, Inc.

Sponsor/Vendor Information


Registration: We encourage you to register online under the "SPONSORS/VENDORS ONLY" section: click here for online registration

If you would like to print off a registration form: click here for printable registration form

Exhibit Dates: Thursday, April 21 through Saturday, April 23, 2011, 8-5 Thursday and Friday--8-1 Saturday.

There are four categories of participation-- Sponsorship, Vendor, Program Advertiser, or Exhibitor:


Northwest Archivists believe this event will encourage and celebrate collaborative efforts among archivists, scholars, and heritage professionals throughout the Northwest. Companies, organizations, or individuals may highlight their participation and support the goals of the conference through sponsorship. Vendors may choose from among the following options, all of which are in addition to the vendor or exhibitor fees, although package options are available upon request:

  • Break Sponsor. $150 and up. Breaks offer participants the opportunity to mingle in a congenial setting and to view vendor displays. Break sponsors will be recognized with prominent acknowledgements on the food and beverage tables and in the final program.
  • Thursday Reception Sponsor. $ 150 and up. As with Break sponsorship, participants gain a great opportunity to network. Sponsors will be recognized with prominent acknowledgements on the food and beverage tables and in the final program.
  • A/V expense sponsor. $100. Sponsors will have their name prominently displayed in session rooms and in the final program.
  • Speaker Expense Sponsor. $ 150 and up. Sponsors in this category will be acknowledged during sessions and will appear in the final program.
  • Conference Co-Sponsor $ 300 and up Conference co-sponsors will provide a higher level of support for the conference and will be recognized in several ways. Co-sponsors will be given podium time during one of the conference’s plenary sessions and will also be recognized prominently in the final program and on the conference Web site. Co-sponsors may include advertising materials in the packets provided to each attendee. Please contact conference planners for further information on sponsorship opportunities.

There is a fee of $150.00 per table for vendors. The fee includes conference registration for one (1) representative* and the following:

  • A 6 ft. table with skirting, 1 or 2 chairs and access to electrical outlets. You may bring your own extension cords and power strips at no additional charge OR pay a fee to acquire them on-site($5.00 per). Signage should be free-standing (either table-top or floor-mount). Please note that the exhibit area is in a public space and that equipment and materials of value should be secured when not attended. Northwest Archivists and Great Northern Hotel are not responsible for lost, stolen, or damaged goods
  • Exhibit/Vendors space is adjacent to the registration desk, which will be staffed, and site will be secured in the evenings.
  • Wireless Internet: Access is free in the main exhibit space.
    A list of all Meeting attendees will be provided.
    Listing on exhibitor page in conference program.
    Storage. Materials may be shipped to the hotel in advance but should not arrive more than 3 days before your exhibit date.
    *Cost for additional persons is $100.00 each and covers registration.
    Exhibitors: Space is provided free of charge and staffing is optional. Space is however limited and will be assigned as received. Personnel attending the conference as opposed to simply staffing the table, are required to pay the full the registration fee. Registration information is available at

Program Advertisements: A one page black & white ad may be purchased for $150.00 and $100.00 for a half-page. NOTE: You do not have to attend the conference to purchase an advertisement. Sponsors receive an ad and other promotional mention with their sponsorship. Deadline for ads to be announced. Advertisements in the online program can be purchased for $100.00. Deadline for submitting advertisements: February 15th. If there is any problem with that date--please e-mail:

Conference venue: the Great Northern Hotel, 835 Great Northern Blvd, Helena, MT.
The exhibit hall will open at 8:00 a.m. on Friday April 21 and close at 12:00 p.m. on Saturday, April 22. Set-up may begin at 3:00 p.m. on Thursday. Take-down should be completed by 3:00 p.m. on Saturday. To reserve lodging, contact the Great Northern Hotel at 406 457-5500. Be sure to mention the NWA conference so that you receive the special conference rate.

Reserve early! Space is limited and will be allocated on receipt of application form and payment.

Deadline for reserving exhibitor/vendor tables is April 1, 2011.

The Northwest Archivists Conference promises to be a rewarding time and a chance for archivists and archives users to renew acquaintances with their favorite vendors and exhibitors and for you to show us your new products.

If you would like to make a reservation, please mail/email the attached form to addresses provided below.

Join us in Helena!
NWA 2011 Local Arrangements Chair and Co-Chair

Please direct any questions or comments to:

  • Jodie Foley, 2011 Northwest Archivists Annual Conference Local Arrangements Chair, Montana Historical Society, 225 North Roberts, Helena, MT 406 444-7482,
  • Caitlan Maxwell, 2011 Northwest Archivists Annual Conference Local Arrangements Committee, Montana Historical Society, 225 North Roberts, 225 North Roberts, Helena, MT, 406 444-4770,

Links to Conference Web Pages

Conference Registration

Conference Program

Hotel and Travel Information

Session/Presentation Proposals

Helena Meeting Forum

Conference Home Page

Please contact Colleen Needham (Communications Chair) with any questions. 

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