2026 SAA Annual Meeting Speaker and Poster Agreement Form

Completion of this Speaker and Poster Agreement is required to participate in ARCHIVES*RECORDS 2026. Certain acknowledgments are conditions of participation.

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* 1. Your Name

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* 2. Your Session or Poster Title

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* 3. Company Affiliation

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* 4. Your Email (Listed in Whova)

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* 5. Participation

I understand that I have agreed to participate in ARCHIVES*RECORDS 2026 as a session speaker, session chair, or poster presenter. Because of my participation, my name and institutional affiliation will appear in all promotional materials.

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* 6. TECHNOLOGY

All in person sessions receive "standard" AV support - i.e., a projector, screen, laptop audio, and microphone.

I understand that I will need to have access to the technology necessary to participate in my session (i.e., a laptop with a microphone and a video camera*). The conference organizers are not able to provide this technology to on-site or virtual presenters.

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* 7. Wireless

I understand that standard wireless Internet is offered in the meeting space, that video streaming and high bandwidth operations are not guaranteed through this service, and that a wired Internet connection will not be available. I understand that the Conference Office encourages the use of offline files to ensure that my session runs smoothly and does not provide support to address Internet disruptions.

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* 8. Presentation PDFs

I understand that I am responsible for submitting my presentation slides or final poster file (PDF preferred) three weeks prior to the conference.

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* 9. RECORDING

I understand that my session will be recorded in audio and/or video formats.

I agree to be recorded in audio and/or video.

I do NOT agree to be recorded in any format.

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* 10. Hybrid and Virtual Only sessions will be streamed on Whova to attendees.

I understand my presentation (whether in-person or virtual) may be selected for streaming to virtual attendees.

I agree to be streamed live to virtual attendees.

I do NOT agree to be streamed live to virtual attendees.

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* 11. Registration

I understand that I am required to register for the conference unless I qualify for complimentary registration.

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* 12. International Archivists / Other Professionals

For international participants or those outside the archives/records profession, complimentary registration may be granted. SAA’s CEO reviews all requests for complimentary registration and determines eligibility on a case-by-case basis. Those who qualify for complimentary registration include participants who reside outside of the United States or Canada OR participants whose employment does not involve performing, teaching, or managing any aspect of the archival or records administration function. (Unfortunately, complimentary registration is not available to students or to those who are unemployed or underemployed.)

I do not qualify for complimentary registration.

I reside outside of the United States and Canada

My current employment does not involve performing, teaching, or managing any aspect of the archival or records administration function.

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* 13. Changes

I understand that any changes affecting my participation in the conference must be communicated to my session chair so that they can inform the Conference Office as soon as possible. For poster presenters, please contact the Conference Office directly at conference@archivists.org

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* 14. CODE OF CONDUCT

We value and respect our diverse guests, volunteers, service providers, and staff members. We expect all of our attendees to do the same. Read the SAA Code of Conduct and the SAA Statement on Diversity, Equity, and Inclusion.

I agree to abide by the SAA Code of Conduct

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* 15. Anonymity and Indemnification.
I have requested to make a presentation through the Society of American Archivists (“SAA”) anonymously and/or have another individual present on my behalf (“Anonymous Presentation”). I understand that while SAA will respect my desire to remain anonymous and will not reveal my identity in written materials it prepares related to the Anonymous Presentation, it cannot guarantee my anonymity. I further understand that the only guaranteed way of maintaining my anonymity related to a presentation is to not give the presentation at all. As consideration for SAA agreeing to provide a venue for my Anonymous Presentation, I acknowledge and assume all risks associated with my participation in the Anonymous Presentation, including but not limited to any loss of anonymity, public disclosure, and/or related damages to that disclosure, including, without limitation any adverse impact to my current employment or reputation. To the fullest extent permitted by law, I agree to reimburse defense costs, indemnify, and hold harmless SAA from and against all injuries, loss, causes of action, claims, liability, damages, or judgments, including costs, expenses, and attorneys’ fees, to the extent arising from any loss of anonymity or related to the Anonymous Presentation even if SAA’s negligence is related to the disclosure of my identity.

I do NOT want to give an Anonymous Presentation.

I want to give an Anonymous Presentation.

If another person will be presenting on your behalf, include their name and email address here:

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* 16. Anonymity and Indemnification Independent Views

I acknowledge and agree that any views, opinions, or statements I express during my participation in the Event are solely my own and do not represent the views, opinions, or positions of SAA. I understand that SAA does not endorse or assume responsibility for any statements I make.

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* 1. Your Name

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* 2. Your Session or Poster Title

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* 3. Company Affiliation

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* 4. Your Email (Listed in Whova)

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* 5. Participation

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* 6. TECHNOLOGY All in person sessions receive "standard" AV support - i.e., a projector, screen, laptop audio, and microphone.

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* 7. Wireless

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* 8. Presentation PDFs

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* 9. RECORDINGI understand that my session will be recorded in audio and/or video formats.

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* 10. Hybrid and Virtual Only sessions will be streamed on Whova to attendees.I understand my presentation (whether in-person or virtual) may be selected for streaming to virtual attendees.

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* 11. Registration

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* 13. Changes

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* 14. CODE OF CONDUCTWe value and respect our diverse guests, volunteers, service providers, and staff members. We expect all of our attendees to do the same. Read the SAA Code of Conduct and the SAA Statement on Diversity, Equity, and Inclusion.

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* 16. Anonymity and Indemnification Independent Views

* 6. TECHNOLOGY

All in person sessions receive "standard" AV support - i.e., a projector, screen, laptop audio, and microphone.

* 9. RECORDING

I understand that my session will be recorded in audio and/or video formats.

* 10. Hybrid and Virtual Only sessions will be streamed on Whova to attendees.

I understand my presentation (whether in-person or virtual) may be selected for streaming to virtual attendees.

* 14. CODE OF CONDUCT

We value and respect our diverse guests, volunteers, service providers, and staff members. We expect all of our attendees to do the same. Read the SAA Code of Conduct and the SAA Statement on Diversity, Equity, and Inclusion.