Exhibits and Advertising Information

Early-bird deadline: December 4, 2015

Registration Information

Application/registration for exhibiting and advertising are due by November 6, 2015. All exhibitor and advertising registration for the 2016 SSWR Annual Conference will be handled online at www.sswr.org. A $200 fee increase will be assessed for booth reservations received after this date. For those who are 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 include an additional $15.00 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-5163
Fax: (615) 367-0012
Email: sswr@travelink.com

One registration fee in the amount of $350 is included in each booth fee. 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 of $525 ($350 for SSWR members) by December 4, 2015; $550 ($375 for SSWR members) from December 5, 2015 to January 7, 2016; or $580 ($415 for SSWR members) after January 8, 2016. Go to www.sswr.org to register. Exhibit booths are assigned on a first-come, first-served basis. Phone requests will not be accepted. Hotel reservations must be made by December 22, 2015 by going to SSWR’s website (www.sswr.org), click Annual Conference and click “Hotel Reservations”, or by contacting the Renaissance Washington DC Downtown Hotel at (202) 898-9000 (hotel) or (800) 468-3571 (reservation center). Be sure to mention the Society for Social Work and Research (SSWR) in order to receive the conference room rate. Please make your hotel reservation as soon as your booth is confirmed.

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Advertising Opportunities

Advertise in the CONFERENCE PROGRAM, which is distributed on-site to all paid registrants. This program is a comprehensive listing of all symposia, plenary lectures, workshops, business meetings, receptions and exhibitors. Attendees use it in planning their Annual Conference schedule and as a reference after the conference.

All Exhibitors/Advertisers register online at www.sswr.org by November 6, 2015. Exhibitors will choose their booth location at the time of registration. 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 $15.00 processing fee.

The program will be approximately 5.5” by 8.5”. Full-page color ads are available. Full-page ads continue to be offered in black and white. Camera-ready copy must be submitted by November 6, 2015. Ad copy should be submitted in PDF “press ready” format at www.sswr.org. Click Exhibitor/Advertising Registration to attach your PDF. Convert all fonts to outlines.

The cost of advertising in the program is:
Full-Page 4-Color Inside Front Cover (1 space available) (4.625”x 7.375”)* = $2,200
Full-Page 4-Color Inside Back Cover (1 space available) (4.625”x 7.375”)* = $2,200
Full-Page 4-Color Inside Book (4.625”x 7.375”)** = $1,500
Full-Page Black & White (4.625”x 7.375”)** = $925

No ads accepted after November 6, 2015.

*Prior year advertiser is given first right of refusal

**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.


Official Service Contractor

Coast to Coast Tradeshow Services, Inc.
4195 Oneida Street, Unit 1
Denver, CO 80216
Phone: (303) 991-2791
Fax: (303) 991-2794
Email: exhibitservices@coasttocoasttss.com

Coast to Coast Tradeshow Services, Inc. will send an Exhibitor Services Kit to all exhibitors registered by November 6, 2015. This kit will contain comprehensive information about move-in/move-out schedule, freight handling, electrical, other rental needs, and ancillary services provided by other vendors, such as audio-visual, computers, and telecommunications. Show Management will charge a material handling fee. This fee is NOT included in the SSWR exhibitor fee. No shipments can be made to the Renaissance Washington DC Downtown Hotel or to SSWR staff.

All exhibitors must register for the conference at www.sswr.org.

What You Get with Your Booth

The exhibit space will be located in the Grand Ballroom of the Renaissance Washington DC Downtown Hotel. SSWR provides the following equipment and services for exhibitors (included in the booth fee):

  • 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
  • Listing of all exhibiting organizations in 2016 Conference Program
  • Listing of all exhibiting organizations in 2017 Conference website
  • Electrical and wired/wireless internet is available at an additional cost. Contact Travelink, American Express Travel for more information.

“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.

Liability Clause

EXHIBITOR assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities at the Renaissance Washington DC Downtown Hotel and will indemnify, defend, and hold harmless the Renaissance Washington DC Downtown Hotel, its owner(s), its management company, as well as their respective agents, servants, and employees from any and all such losses, damages and claims. Additionally, EXHIBITOR will indemnify, defend and hold harmless the Society for Social Work and Research (SSWR) and Travelink, American Express Travel (Travelink) including any management company, as well as their respective agents, servants and employees from any and all such losses, damages and claims.

The parties above will not be responsible or liable for any loss, damages, or claims arising out of exhibitor’s activities on the Renaissance Washington DC Downtown Hotel premises except for any claims, loss, or damages arising directly from the Renaissance Washington DC Downtown Hotel, SSWR’s or Travelink’s sole negligence.

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.

Exhibitor Schedule – January 2016









Exhibitor Move-In

2:00 pm to 7:00 pm

Exhibit Move-In

7:00 am to 11:30 am


Exhibit Open

1:30 pm to 7:30 pm

Exhibit Open

8:00 am to 6:45 pm

Exhibit Open

8:00 am to 3:30 pm

(Exhibit Hall closes 3:30 pm)


Exhibitor Move-Out

3:30 pm to 7:00 pm

Most conference attendees will arrive on Thursday, January 14, 2016. The exhibit area will be open for installation on Wednesday from 2:00 pm to 7:00 pm and Thursday from 7:00 am to 11:30 am.

Cost of exhibit
Single booth = $1,000, if reserved by November 6, 2015.
After November 6, 2015 = $1,200
Shared Booth (no more than two organizations may share one booth) = $1,000 total

Exhibitors at 2015 Annual Conference
Barry University
Boston College
Boston University
Case Western Reserve University
Catholic University of America
Child Welfare Information Gateway
Florida State University
Fordham University
Journal of Sociology & Social Welfare
Lyceum Books, Inc.
National Institute of Mental Health
National Longitudinal Surveys
New York University
Oxford University Press
Princeton University
Reflections Recovery LLC
Routledge Journals
Sage Publications
Springer Science+Business Media, LLC
SSWR Job Registry
University at Albany, State University of New York
University at Buffalo, State University of New York
University of Alabama
University of Chicago
University of Georgia
University of Houston
University of Illinois at Urbana-Champaign
University of Kentucky
University of Maryland, Baltimore
University of Michigan
University of Pittsburgh
University of Southern California
University of Utah
Walden University
Wayne State University

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