Exhibits and Advertising Information

Application/registration for exhibiting and advertising are due by December 2, 2024.

Advertising Opportunities

The cost of advertising in SSWR’s 2024 Program is: Full Page 4-color Inside Book (6”x7”) = $1,975*

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 2025 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 by December 2, 2024. Camera-ready copy must be submitted by November 22, 2024, 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.  

The program will be approximately 7” by 8.5”.  Camera-ready copy must be submitted by November 22, 2024. Ad copy should be submitted in PDF “press ready” format. Convert all fonts to outlines.

The cost of advertising in the program is:
Full-Page 4-Color Inside Front Cover (1 space available) (6”x 7”)* = $3,950
Full-Page 4-Color Inside Back Cover (1 space available) (6”x 7”)* = $3,950
Full-Page 4-Color Inside Book (6”x 7”)** = $1,975

You must register as an advertiser by December 2, 2024.

Ads accepted when space is available, after December 2, 2024, 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 2025 SSWR Annual Conference will be handled online. A $300 fee increase will be assessed for booth reservations received after December 2, 2024. For those unable to register online, the exhibitor/advertiser registration form may be printed, completed, faxed or mailed to Travelink, Incorporated. 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, Incorporated. 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 = $1,550 if reserved by December 2, 2024

                                                              After December 2, 2024 = $1,850

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

                                                              $3,225 if reserved by December 2, 2024

                                                              $3,525 if reserved after December 2, 2024

Ads accepted when space is available, after December 2, 2024 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’ white 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.
  • Listing of all exhibiting organizations in 2025 Conference Program and Conference App
  • Listing of all exhibiting organizations in 2025 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 2025

Thursday, January 16 Exhibitors Move-in & Set-up

Show Hours

  8:00 am

1:30 pm

 12:30 pm

7:30 pm
Friday, January 17 Show Hours   8:00 am   6:45 pm
Saturday, January 18 Show Hours

Exhibitors Move-Out

Coast to Coast Move-Out

 8:00 am

12:00 pm

12:00 pm

 12:00 pm

4:00 pm

7:00 pm

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, trade show services provider, and the Sheraton Grand Seattle 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 the Society for Social Work and Research, Travelink, Incorporated, and the trade show services provider, nor the Sheraton Grand Seattle Hotel maintains insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.

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.

Questions about reserving space or selling policies:              

Travelink, Incorporated
SSWR Conference                                          
404 BNA Drive, Suite 650                             
Nashville, TN 37217
Phone: 615-367-4900 x-2085
Fax: 615-367-0012                                        
Email: sswr@travelink.com

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