Information for Vendors

May 19-21, 2022

Renaissance Palm Springs Hotel 

Palm Springs, California

California's archivists and other information professionals flock to the annual meeting each year. A big part of the attraction is having the chance to talk with vendors face to face and stay abreast of new and emerging technologies and best practices. Our members appreciate the support shown by so many vendors at past meetings and look forward to a similar level of participation this year.

Registration deadline: Friday, May 6, 2022

Ways to Participate

• Acknowledgement on SCA website

• Exhibitor Hall

• Sponsorships

Acknowledgement on SCA website

Participating vendors will have their company’s logo displayed on the SCA AGM 2022 conference website. Please send a high-resolution TIFF of your organization's logo via email attachment (up to 25 MB) to development@calarchivists.org.

Exhibitor Hall

The Exhibitor Hall will be open two days, when the most members are expected to attend. One or two day options are available for single or double staffed tables. The Exhibitor Hall will be scheduled for Friday, May 20 from 8:00 am to 4:00 pm and Saturday, May 21 from 8:00 am to 3:00 pm and will be located in the Ballroom Foyer. 

Please note, fees do not include lodging, transportation, parking, materials shipping/handling or storage costs. 

Unattended Exhibitor	$200	Includes: Display of vendor supplied promotional flyer on exhibit table Acknowledgement as an Exhibitor on website
Non-Profit Staffed  Exhibitor	$150	Includes: Exhibit table with skirting, chair, and wireless internet connection Acknowledgement as an Exhibitor on website One complimentary FULL registration, including a ticket to the all-attendee reception ($275 value)
Single Staffed Exhibitor (one day: May 20)	$400	Includes: Exhibit table with skirting, chair, and wireless internet connection for ONE day of exhibit hall Acknowledgement as an Exhibitor on website One complimentary FULL registration, including a ticket to the all-attendee reception ($275 value)
Double Staffed Exhibitor (one day: May 20)	$600	Includes: Exhibit table with skirting, chair, and wireless internet connection for ONE day of exhibit hall Acknowledgement as an Exhibitor on website Two complimentary FULL registrations, including tickets to the all-attendee reception ($550 value)
Single Staffed Exhibitor (two day: May 20-21)	$600	Includes: Exhibit table with skirting, chair, and wireless internet connection for TWO days of exhibit hall Acknowledgement as an Exhibitor on website One complimentary FULL registration, including a ticket to the all-attendee reception ($275 value)
Double Staffed Exhibitor (two day: May 20-21)	$800	Includes: Exhibit table with skirting, chair, and wireless internet connection for TWO days of exhibit hall Acknowledgement as an Exhibitor on website Two complimentary FULL registrations, including tickets to the all-attendee reception ($550 value)

Sponsorships

Make an impact with a sponsorship. Sponsorship funds are used to support coffee breaks, luncheons, the opening reception, and/or other events. 

Basic Sponsor	$1250	Opportunity to support our coffee breaks Exhibit table with skirting, chair, and wireless internet connection  Acknowledgement as a Sponsor on website Sponsor-supplied signage during sponsored event Company logo on conference website Two complimentary FULL registrations, including tickets to the all-attendee reception ($550 value)
Deluxe Sponsor	$2000	Opportunity to support our all-attendee reception OR luncheon Exhibit table with skirting, chair, and wireless internet connection  Acknowledgement as a Sponsor on website Sponsor-supplied signage during sponsored event Company logo on conference website  Choice of exhibit table location Oral acknowledgement of sponsorship at luncheon Two complimentary FULL registrations, including tickets to the all-attendee reception ($550 value)
Premium Sponsor	$5000	Opportunity to support our all-attendee reception AND luncheon Exhibit table with skirting, chair, and wireless internet connection  Acknowledgement as a Sponsor on website Sponsor-supplied signage during sponsored event Company logo on conference website Choice of exhibit table location Oral acknowledgement of sponsorship at both reception and luncheon Two complimentary FULL registrations, including tickets to the all-attendee reception ($550 value) Two complimentary tickets to luncheon ($100 value)

Logistics and other information

Shipping instructions and handling fees

You may ship materials to the hotel prior to the event. The hotel must be notified three days in advance of any shipped materials. Please plan for your items to arrive no more than 3 days prior to your arrival.

Materials shipped to the hotel should include the following information on the package: 

[Guest Name]

SCA 2022 Meeting

℅ Renaissance Palm Springs Hotel

888 E. Tahquitz Canyon Way

Palm Springs, CA 92262

Attn: Tina Posey, Director of Catering

Handling fees are as follows:

0lbs - 5lbs :  $5 per box

6lbs - 20lbs :  $10 per box 

21lbs - 50lbs $15 per box

Over 50lbs $25 per box

Crates/Display cases $25 per crate/case

Pallets $75 per pallet

Pallet storage Shipped more than 3 days prior to conference, additional $25 per day.

The hotel will not accept C.O.D. shipments and all shipments must be routed directly to the hotel. 

Package handling fees will be charged to the credit card associated with the room the vendor is staying in.  

Please contact Renaissance Palm Springs Hotel for more specific information about shipping. 

Exhibit Hall tables

Exhibitors will be provided with a table with skirting, a chair, and wireless internet connection. Exhibitors are asked to bring their own power strip and extension cord(s). 

Set up time for both days will be 7:00 am. At the end of day on Friday, May 20 exhibitors can move tables and materials into the Ballroom for overnight storage. One day exhibitors will have to break down displays by 5:00 pm. At the end of the conference on Saturday, May 21 exhibit displays need to be broken down by 4:00 pm.

Social Media

Vendors are encouraged to use the SCA AGM 2022 hashtag #AGM2022

If you have any questions or need more information please contact Jaime Henderson and/or Suzi Noruschat, SCA Development Committee Co-Chairs at development@calarchivists.org.