2026 NAGARA Annual Conference

Affiliate Partner Information

Important next steps, table logistics, swag bag details, and onsite information for Affiliate Partners in Philadelphia.

Thank you for being a valued NAGARA Affiliate Partner. We love our “sister associations” – organizations that share our commitment to the government archives, records, and information management profession and to the people who serve in it. Your presence at this year’s Annual Conference reflects exactly the kind of cross-organizational support that makes our professional community stronger. We are proud to stand alongside you, and we are genuinely glad you will be with us in Philadelphia.

This page is designed to help you quickly understand what needs to happen next, where to go, and who to contact.

Start with the checklist below to complete your required steps.

Start Here
Partner Checklist

Use this checklist as your quick guide. Each item links to additional details below.

Most partners complete these steps in under 20 minutes.

  1. Ensure your representative is registered and hotel accommodations are secured.
    Deadline: ASAP     
  2. Optionally, send an item for the Conference Attendee Swag Bag
    Shipment must arrive no later than: Tuesday, July 14
  3. Prepare for onsite engagement (table giveaways and the conference mobile app lead capture feature).
  4. Contact NAGARA if you need help with anything.

1. Registration & Hotel

Partner Complimentary Registration

Your Affiliate Partnership includes one complimentary full conference registration. Because the conference is currently at capacity, your representative will temporarily register via the waitlist. This is expected and not a concern – your spot is already reserved and will be manually confirmed by NAGARA staff on the back end.

What Your Representative Needs to Do

Please complete the following steps:

  1. Go to the registration page.
  2. Click the “Join the Waitlist” button.
  3. Log in to the NAGARA website (or create a free account if needed).
  4. Complete the Full Conference registration form:
    1. Enter all required information.
    2. Answer any optional questions.
    3. Review and agree to the Terms and Conditions.
    4. At checkout, select “Waitlist Myself” and then click “Confirm Registration.”

Once you receive an Order Confirmation showing you on the waitlist, NAGARA staff will push through your registration. No promotional code is required.

Go to Registration Page
Book Your Hotel

The Loews Philadelphia Hotel room block has sold out. Partners are encouraged to reserve accommodations at the Sonesta Philadelphia Rittenhouse Square, the official overflow hotel, or make alternate nearby arrangements.

View Hotel & Transportation Details

2. Conference Attendee Swag Bag Details

Important Shipping Distinction

Your table materials should be handled independently. Attendee Swag Bag items are separate and should be shipped using the instructions below.

Optional Swag Bag Item

Affiliate Partners may provide one item for the Conference Attendee Swag Bag. Please send enough items for 500 attendee bags. While you will cover shipping charges for Swag Bag items, NAGARA will cover the handling charges.

Swag Bag items should arrive no earlier than Wednesday, July 1 and no later than Tuesday, July 14, 2026. Items received after July 14 may not be included.

Ship Swag Bag items to:
Show Management/Swag Bag
2026 NAGARA Annual Conference
c/o Alliance Exposition
150 Colonial Rd
Manchester, CT 06042
Tell Us About Your Swag Item & Submit Tracking

3. Onsite Engagement

Your Partner Table

Affiliate Partner tables are located near conference registration, just outside the Exhibit Hall – a high-traffic area where attendees naturally gather throughout the conference.

Each Partner receives one 6-foot skirted display table. Tables will be set up side-by-side with other Partner tables. Please plan your display accordingly – a branded table throw and a pull-up or pop-up banner are ideal. Large exhibit displays are not appropriate for this space. The three round circles visible in the layout image below are structural columns in the space. Tables will not be assigned, but rather selected on a first arrive, first claimed basis.

2026 NAGARA Annual Conference Partner Table Area
Table Setup & Takedown Schedule
Tuesday, July 21
1:00 PM – 6:00 PM: Move-in / Table Setup
Wednesday, July 22
7:00 AM – 7:45 AM: Move-in / Table Setup (if not completed Tuesday)
Thursday, July 23
4:45 PM: Tables may begin to be broken down and removed

The Exhibit Hall and Partner tables are not available on Friday.

Power & Wi-Fi

Wi-Fi is provided complimentary as part of your Partnership Package.

Electrical power is not included at Partner tables. If your display requires power, it can be ordered directly through Encore Event Technologies via their EventNow portal: Access Encore EventNow. For support, dial (215) 892-2779. 

Drawings & Prize Giveaways

NAGARA will not host a formal Passport to Prizes program this year. Partners are welcome to conduct their own table drawing or prize giveaway if they wish.

Mobile App Lead Capture

The conference mobile app – available to all attendees, partners, and exhibitors – includes a Virtual Business Card feature for easy lead capture and connection. The app will launch in early July. Details and training resources will be shared closer to the conference.

Questions?

For general conference or partner questions, contact NAGARA at [email protected].

For power or AV services, use Encore’s EventNow portal or call (215) 892-2779.