Exhibitor Listing Form
2023 PCCCA/Campfire Collective Annual ConferenceFerncliff Camp and Conference Center in Little Rock, AR
Exhibitor Information
We have sold all of the booths in the exhibit hall. If your company or organization would like to be represented at the event, there are plenty of sponsorship opportunities listed below. If you have any questions about these offerings or would like to be placed on the waiting list if there is a booth cancellation, please contact Joel Winchip at 803.322.0232 or joel@pccca.net.
We hope you will join us for the 2023 Annual Conference for the Presbyterian Church Camp and Conference Association and Campfire Collective. The event is endorsed by the Outdoor Ministries Association of the United Church of Christ and the Outdoor Ministries Institute of the United Church of Canada. The conference will be held on November 13-17 at Ferncliff Camp and Conference Center in Little Rock, AR. This event is projected to draw 125-145 participants from across the United States and Canada. If the attendance tracks with previous conferences, we could have as many as 60 camps and conference centers represented at this event.
You can get a "sneak peek" at the event by going to the conference website.
This is an opportunity for your company or organization to make contacts with a significant number of camp directors, staff members, and board members. The exhibit hall gives your company or organization an active role in the conference, while sponsorship opportunities allow you to participate whether you travel to Little Rock or not.
“The PCCCA Annual Conference is an event that we always look forward to attending and supporting in any way we can. The exhibit hall is always well organized and we really appreciate the ways PCCCA encourages interactions with their members and exhibitors. Membership support of the business members throughout the year is also appreciated. These relationships really create a wonderful, lasting network of contacts, colleagues, and friendships. The Insurance Board looks forward to attending and supporting PCCCA for many years to come.”
- Jennifer Perri of the Insurance Board (twelve-time exhibitor)
EXHIBIT HALL
The exhibit hall will be held on Wednesday, November 15 from 10:30am to 12:00pm and from 1:00 to 4:00pm. This includes unopposed exhibit hall hours, a dessert reception, and a possible snack reception. We will have 35 booths in three rooms: 21 in the CAB Large Meeting Room, 5 in the CAB Breakout Room, and 9 in the Glenn Meeting Room. As you will see by the exhibit hall diagram, two of the rooms are adjacent to one another and one is in the dining facility. The exhibit hall map on the registration page will show you which booths have already been purchased.
Will the participants visit the booths in the two smaller rooms?
Yes, they will! Participants at the PCCCA Annual Conference are known for visiting the exhibit hall booths (that is why we have so many exhibitors come back year after year!). The two smaller rooms will be easy for the participants to navigate since they are central to the Ferncliff facilities. More than half of the conference attendees participate in the exhibit hall passport drawing. If you are worried about a lack of visitors, sign up for the passport (you will asked in September) and plan to bring an item worth $25.00 or more for the drawing. All of the attendees participating in the passport drawing will need your punch in order to win any of the prizes!
What is included with my booth purchase?
While the number of companies and organizations involved is small, the conference will provide an intimate atmosphere that will allow you to make great connections with the participants. Here is what is provided to every exhibitor:
The standard-sized booths in the CAB Large Meeting Room (approximately 8’w x 6’d with a 14' ceiling), CAB Breakout Room (approximately 8’w x 6’d with a 10' ceiling), and the Glenn Meeting Room (approximately 8’w x 6’d with a 11’ ceiling) will all include a six-foot table. The two large booths in the CAB Large Meeting Room (approximately 10’w x 6’d with a 14’ ceiling) will include an eight-foot table. Both sizes of booths come with two chairs, electricity access, and wireless internet access.
Day registration for Wednesday is provided for two exhibitors, which includes meal tickets for lunch. Additional meals can be purchased during the registration process.
The three rooms of the exhibit hall are located in the core of Ferncliff's facilities. The event participants will be very familiar with these spaces since large plenary gatherings, workshops, conference check-in, and meals will happen in these areas earlier that same week.
There will be a dessert reception on Tuesday. Conference participants who want something sweet after lunch will find it on tables in all the rooms of the exhibit hall. This is a great time to visit with the participants. There will also be a snack reception in the exhibit hall on Wednesday afternoon, if it is sponsored.
During the exhibit hall hours, conference participants can visit with certain booths and get stamps for their Exhibit Hall Passport. Those who visit all of those booths and collect all of the stamps will have their cards entered in a special drawing, which will take place on Wednesday evening. If you don’t want to stamp cards at your booth, that is not a problem. Only those exhibitors who choose to donate an item for this drawing (worth $25 or more) will be part of this special card.
All exhibitors receive a special listing in the exhibitor directory on the conference website. Conference participants (and non-participants as well) can view your special listing which includes:
(1) The name, logo, and website of your company or organization
(2) Your marketing statement (no word limit)
(3) An image or an embedded video you provide (this could be a commercial or something that you prepare specifically for the conference).
(4) Links to your presence on a variety of social media platforms
(5) Pictures, names, and email addresses of up to three staff people (these could be your exhibit hall representatives)
(6) A link for making appointments (a link to your appointment program or just an email address)
(7) Special logos on your listing will identify your company or organization as a PCCCA Business Member and/or a Member Benefit Provider (when applicable)
Here is the exhibitor directory from last year. This listing will never come down (unless something bad happens to our web server), so your listing will be available for viewing by participants and non-participants for years to come. In future exhibit halls, your listing in the directory will link to the same page. This keeps your listing up-to-date regardless of when the page is viewed.
Since exhibitors have different kinds of needs, we want to give you options. During the registration process, you will have the chance to select two of these above opportunities.
Exhibitors also receive the following:
All of this is available to your company or organization for just $675 ($607.50 for PCCCA Business Members) for a standard-sized booth (0 of 33 available - SOLD OUT) or $795 ($715.50 for PCCCA Business Members) for a large booth (0 of 2 available - SOLD OUT). If you would like to be placed on the waiting list if there is a booth cancellation, please contact Joel Winchip at 803.322.0232 or joel@pccca.net.
If you are unable to attend the conference and your company or organization would still like to be represented at the event, we hope you will check out the sponsorship opportunities below.
SPONSORSHIP OPPORTUNITIES
Whether you decide to attend this event or not, your company or organization can sponsor parts of the program. These opportunities are available on a first-come, first-served basis, so register as soon as possible (we are unable to reserve them without payment). PCCCA Business Members receive a 10% discount on all sponsorship opportunities. All of these opportunities will be acknowledged with signage during the event. An acknowledgement will also appear in the conference app. As sponsorship opportunities are purchased and are no longer available, they will be indicated below in red.
$600 | Sponsorship of the Conference Name Tag Holder (for the 2023 and 2024 conferences) These quality name tag holders will be used by the participants during the Annual Conference. We will purchase enough so they can be used during the 2024 conference as well. The name of your company/organization will be imprinted on the lanyard of each name tag holder (one color). You can also produce a 4" x 5" insert that we will put in the pouch of each name tag holder. |
$500 | Sponsorship of the Conference Game Pouch: Each participant will receive a game pouch that contains a deck of cards, dice, and other accessories for playing games. The name, logo, and website of your company/organization will be imprinted (one color) on the side of the pouch. You can also produce a 4" x 5" insert that we will put into each pouch. |
$350 | Sponsorship of a Conference Meeting Room (3 of 3 available): During the conference week, we will use the name of your company/organization as the name of your sponsored meeting space. This would be the designation of that room on the site map used by the participants to find their workshops or small group meetings. Your company’s name and logo will appear on prominent signage in that room all week and there will be table space where your brochures and/or giveaways can be displayed. |
$300 | Sponsorship of the Conference Note Pad: Each participant will receive a note pad on the opening day of the conference. It will fit into their name tag holder and will be an easy way to take notes during the event. The name, logo, and website of your company/organization will appear on the back of the pad (full color). |
$300 | Sponsorship of the 5K and 0.5K Run: On Wednesday afternoon, we are giving the conference participants two options for exercise. The first is our standard 5K run or walk for our more serious attendees. The 0.5K run is for the less ambitious and it involves a walk (no running allowed) with coffee and donuts at the starting line, a halfway break for milk and cookies, and celebratory mimosas (orange juice for our younger participants) and medals at the finish line. The name and logo of the sponsor of the races will appear on signage and there will be a place to put out your brochures, flyers, and/or giveaways. If you have a representative at the conference on Wednesday (the day of the exhibit hall), they will get to start both races and have the opportunity to congratulate the winners. This sponsorship will be acknowledged in the conference schedule. |
$300 | Dessert Reception in the Exhibit Hall: On Wednesday after lunch, there will be a special dessert reception in all three rooms of the exhibit hall. Your company’s name and logo will appear on prominent signage at the reception and there will be table space where your brochures and/or giveaways will be displayed. This sponsorship will also be acknowledged in the conference schedule. |
$300 | Dessert Reception at Thursday's Auction: At the conference auction on Thursday, there will be a special dessert reception. Your company’s name and logo will appear on prominent signage at the reception and there will be table space where your brochures and/or giveaways will be displayed. This sponsorship will also be acknowledged in the conference schedule. |
$300 | Snack Reception in the Exhibit Hall: On Wednesday afternoon, there will be a snack service in all three rooms of the exhibit hall. Your company’s name and logo will appear on prominent signage at the reception and there will be table space where your brochures and/or giveaways will be displayed. This sponsorship will also be acknowledged in the conference schedule. |
$300 | Snack Reception on Monday Afternoon: There will be a snack reception on Monday afternoon as participants arrive to the conference. Your company’s name and logo will appear on prominent signage at the reception and there will be table space where your brochures and/or giveaways will be displayed. This sponsorship will also be acknowledged in the conference schedule. |
$300 | Snack Reception on Monday Evening: There will be a snack reception in the dining room on Monday evening. Your company’s name and logo will appear on prominent signage at the reception and there will be table space where your brochures and/or giveaways will be displayed. This sponsorship will also be acknowledged in the conference schedule. |
$250 | Charging Stations (3 of 4 available): There is always a need to charge electronic devices whenever participants gather. This is the sponsorship of one of four charging stations that will be set up in lobbies and the larger meeting rooms around the conference center. Your company’s name and logo will appear on prominent signage at the station all week and there will be table space where your brochures and/or giveaways will be displayed. |
$150 | Sponsorship of the Group Picture (0 of 3 available) This is the sponsorship of the group photo of the Annual Conference participants. As a sponsor, you will have the opportunity to have your brochure or catalog inserted into the envelope containing the group picture. If you really want to get your publicity piece into the hands of every participant, this is the sponsorship opportunity for you. The event is almost paper free and does not have a conference tote bag, so this is an exclusive opportunity. |
$125 | Sponsorship of the Printed Schedule A special mini-schedule is produced that participants can fold and put in their name tag holder. Most folks find this very helpful and use the printed schedule regularly throughout the week. As the sponsor of the schedule, we will put your 8" x 5" graphic (full color) on every copy of the schedule. |
$100 | PowerPoint Slide in the Conference Announcements: During breakfast on Tuesday, Wednesday, and Thursday mornings, there will be announcement slide shows on screens in the dining room. The slide you send us will appear in one of the three slide shows. A slide is one of the special opportunities that can be included with your booth purchase. If you make that choice during registration and then purchase one as well, your slide will appear in two of the slide shows. |
$75 | Banner Ads in the Conference Emails Before and After the Event (1 of 4 available): These email communications will be sent to the registered conference participants. Each of the four emails will include just one banner ad across the bottom of the note. |
$125 | Special Listing in the Exhibitor Directory (this opportunity is for companies and organizations that are unable to attend the event): There will be a special section in the directory for virtual exhibitors that would like to share their website, marketing statement, social media links, contacts, a video, etc. with the conference participants. You can check out the exhibitor directory from last year's conference. This listing will never come down (unless something bad happens to our web server), so it will be available for viewing by participants and non-participants for years to come. |
ADDITIONAL opportunities
There will be an auction on Thursday night. Participants contribute items and the money raised supports the ministry of the associations. Exhibitors who would like to donate items for the auction will be recognized before it goes up for bids.
Do you have a good or service that might be helpful to the conference? Perhaps a gift-in-kind may be bartered for one of the sponsorship opportunities listed. Maybe you have a suggestion for a sponsorship we have not yet considered. If so, please contact Joel Winchip at 803.322.0232 or joel@pccca.net.
“CampBrain has been attending and continues to attend the PCCCA Annual Conference since 2008. It is a conference that vendors are looked after and thought of; making sure our time and money are well spent. You get just the right amount of time to meet with your existing clients and to build new relationships with potential new ones. Outside of your typical “exhibit hall time,” you get other opportunities throughout the year to promote your product and brand to member camps. These reasons and many more, are why we continue to be at and support the Annual Conference”
- Josh Bradshaw from CampBrain (fourteen-time exhibitor)
Other Details
Ferncliff Camp and Conference Center is located only 30 minutes from the Little Rock Airport (LIT).
The lodging at Ferncliff is only available to conference participants who are staying the whole week, but there are plenty of hotel options in Little Rock.
In the event the PCCCA Annual Conference has assigned space and the exhibitor desires to cancel the contract, PCCCA will refund the exhibitor fees (minus a $125 processing fee) if written notification is received by the conference on or before September 29, 2023. No refund will be made for exhibitors who cancel after September 29.
Exhibitors can arrive to set up their displays on Wednesday between 8:00 and 10:30am. All display items are to be carried in by your staff and can be shipped to the site. Those items may be sent to:
Ferncliff Camp and Conference Center
1720 Ferncliff Road, Little Rock, AR 72223, ATTN: PCCCA Exhibit Hall
501.821.3063
Please make arrangements for items to arrive no earlier than Wednesday, November 8.
Pandemic Protocols
It is our hope that COVID safety protocols will continue to be "in the rearview mirror," but we need to mention that PCCCA will be following CDC guidelines if a variant surges in November. In the unlikely event that the conference needs to be cancelled, exhibitors will receive a full refund of their booth purchase.
Registration
You can register for your booth and/or any of the sponsorship opportunities by clicking the link below. If you have any questions about the conference, the exhibit hall, or the sponsorship opportunities, please contact Joel Winchip at 803.322.0232 or joel@pccca.net.
Thank you for considering these opportunities for your company or organization.