REGISTRATION DEADLINE: 12/2/2022

SSWR Exhibit & Advertising Opportunities 

Application/registration for exhibiting and advertising are due by December 2, 2022.

 

Advertising Opportunities

The cost of advertising in SSWR’s 2023 Program is: Full Page 4-color Inside Book (6”x7”) = $1,750*

Advertise in the CONFERENCE PROGRAM, which is distributed on-site to all paid registrants

in print or digital format. This program includes program highlights such as plenary speakers, invited symposia speakers, and 2023 SSWR awardees will also be included. Attendees use it in planning their Annual Conference schedule and as a reference after the conference.

All Exhibitor/Advertisers register online at https://cvent.me/xoRRrX?RefId=Home by December 2, 2022. Camera-ready copy must be submitted by December 9, 2022, and should be submitted in PDF “press ready” format. Convert all fonts to outlines.

Advertisers will submit their camera-ready copy online. Full payment must be accompanied by credit card, check, or PO. If registering by mail or fax, please add an additional $25.00 processing fee.  

Ads accepted when space is available, after December 2, 2022, may incur additional fees.            

*Copy must be exactly to the dimensions specified above. In the event an ad is not appropriately sized, SSWR/Travelink is not responsible for the reformatting. SSWR/Travelink does not proof advertising copy.

 

Exhibit Opportunities

All exhibitor and advertising registration for the 2023 SSWR Annual Conference will be handled online at https://cvent.me/xoRRrX?RefId=Home. A $300 fee increase will be assessed for booth reservations received after December 2, 2022. For those unable to register online, the exhibitor/advertiser registration form may be printed, completed, and mailed to Travelink, American Express Travel. If you choose to register by mail or fax, please add an additional $25.00 processing fee with your registration form. If paying by check, make check payable to Travelink, Inc. and include with your completed exhibitor/advertiser registration form, mailed to:

Travelink / SSWR Conference

404 BNA Drive, Suite 650

Nashville, TN 37217

Phone: (615) 367-4900 x-2085

Fax: (615) 367-0012

Email: sswr@travelink.com

Exhibitor Only Cost of Booth:   Single Booth = $1,250 if reserved by December 2, 2022

                                                              After December 2, 2022 = $1,550

Discounted Exhibitor and Advertiser Rate: 1 Booth + 1 Full Page 4-Color Inside Book (6”by7”) =

                                                              $2,800 if reserved by December 2, 2022

                                                              $3,100 if reserved after December 2, 2022

Ads accepted when space is available, after December 2, 2022, may incur additional fees.

One registration fee is included in each single booth. This entitles those registered to participate in conference sessions, receptions, and other on-site activities that are open to all participants in the conference. Any additional staff for the booth will be required to pay the full conference registration fee.

Exhibit booths are selected on a first come, first served basis. Phone requests will not be accepted. Please make your hotel reservations as soon as your booth is confirmed.

What You Get With Your Booth

  • One 8’ x 10’ booth consisting of 8’ high back drapes and 3’ high side drapes
  • One 6’ draped table and 2 chairs
  • One wastebasket
  • Standard 7” x 44” booth signs displaying exhibitor’s name, and booth number
  • One full conference registration—be sure to include conference registration forms for each person staffing your booth.
  • One 8’ x 10’ booth consisting of 8’ high back drapes and 3’ high side drapes
  • Listing of all exhibiting organizations in 2023 Conference Program and Conference App
  • Listing of all exhibiting organizations in 2023 Conference website

Not Included

  • Electrical and wired/wireless internet is available at an additional cost.
  • Shipping and handling fees for boxes / freight
  • Other items not mentioned above

Exhibitors have paid a fee for the privilege of presenting their materials to participants in this conference.  SSWR does not endorse, or necessarily recommend the products displayed.

Refunds/Cancellations: No refunds will be made to an exhibitor for any reason. Once you are accepted as an exhibitor your payment will be processed immediately.

Exhibitor Hall Schedule – January 2023

Date Activity Opening Time Closing Time Exhibitor Time*
Thursday, January 12 Exhibitors Move-in & Set-up   8:00 am 12:30 pm
Thursday, January 12 Show Hours   1:30 pm   7:30 pm 1:00 pm – 8:00 pm
Friday, January 13 Show Hours   8:00 am   6:45 pm 7:30 am – 7:15 pm
Saturday, January 14

Show Hours

 

Exhibitors Move-Out

 

Coast to Coast Move-Out

  8:00 am

 

12:00 pm

 

4:00 pm

 

  12:00 pm

 

4:00 pm

 

7:00 pm

 

7:30 am

Exhibitors will only be allowed in the Exhibit Hall 30 minutes prior to the show start time and 30 minutes following the show closing time.

“Take One Table”

There will be one table designated as a “Take One Table”. Organizations or individuals may place their own materials on this table and remove them at the end of the conference. This table will not be staffed. No materials may be shipped to SSWR/Travelink for this table.

INDEMINITY CLAUSE

Each party: Exhibitor, Society for Social Work and Research, Travelink, Incorporated, Coast to Coast Trade Show Services, and the Sheraton Phoenix Downtown Hotel; covenants and agrees to fully indemnify, defend and hold harmless, the other party and its employees, officers, directors, members and representatives of the other party (“the Indemnified Persons”) , individually or collectively, from and against any and all costs, claims, liens, damages, losses, expenses, fees, fines, penalties, proceedings, actions, demands, causes of action, liability and suits of any kind and nature, including but not limited to, bodily injury or death and property damage, made upon the Indemnified Persons, directly or indirectly arising out of, resulting from or related to the indemnifying party’s activities under this License Agreement, including any acts or omissions of the indemnifying party, any agent, officer, director, representative, employee, consultant or sublicensee of the indemnifying party, and their respective officers, agents, employees, directors, and representative while in the exercise of the rights of performance of the duties under this License Agreement, all without however, waiving any governmental immunity available to hotel under (state) law and without waiving any defenses of the parties under (state) law.  The provisions of this indemnification are solely for the benefit of the parties hereto and not intended to create or grant any rights, contractual or otherwise, to any other person or entity. Each Indemnified Person shall promptly advise the indemnifying party in writing of any claim or demand against the Indemnified Person known to the Indemnified Person related to or arising out of activities under the Rules and Regulations. Each party shall have the right, at its option and at its own expense, to participate in the defense against any such claim or demand without relieving the other party of any of its obligations under this paragraph.

EXHIBITOR understands that neither the Society for Social Work and Research, Travelink, Incorporated, and Coast to Coast Trade Show Services nor the Sheraton Phoenix Downtown Hotel maintains insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.

Questions about reserving space or selling policies:              

Travelink, American Express Travel

SSWR Conference                                          

404 BNA Drive, Suite 650                             

Nashville, TN 37217

Phone: 615-367-4900 x-2085

Fax: 615-367-0012                                        

Email: sswr@travelink.com