Exhibitor Information

All of our exhibit hall booths have been sold, but we still have some sponsorship opportunities available. If you would like to be put on a waiting list in case we have an exhibitor cancel, please contact Joel Winchip at joel@pccca.net. Our Lutheran friends are offering an exhibit hall at their November conference on the same dates. You can learn more about that opportunity by going to their website.

We hope you will join us for the 2021 “Shaping Our Story” Conference. This event is a partnership of the Presbyterian Church Camp and Conference Association and the Presbyterian Youth Workers’ Association and 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 8-12 at Montreat Conference Center in Montreat, NC. When PCCCA held their Annual Conference at Montreat in 2015, they had their largest attendance ever (165 participants representing 60+ camps and conference centers). Since this will be the first face-to-face event for these partner associations since the pandemic began, it is hard to estimate how many people will register for this conference.

This is an opportunity for your company or organization to make contacts with a significant number of camp directors, staff members, youth leaders, volunteers, and board/committee members. The exhibit hall gives your company or organization an active part in the conference, while sponsorship opportunities allow you to participate without even traveling to North Carolina.

“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. Insurance Board looks forward to attending and supporting PCCCA for many years to come.”

- Jennifer Perri of the Insurance Board (ten-time exhibitor)

EXHIBIT HALL

The exhibit hall will be held on Wednesday, November 10 from 10:30am to 12:00pm and from 1:00 to 5:00pm. This includes unopposed exhibit hall hours, a dessert reception, and a possible snack reception. We have room for 27 full-size booths in our main hall and 5 small booths in the space downstairs. 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 full-size booths in the main hall (approximately 8’w x 6’d with a 10’ ceiling) will include one six-foot table. The small booths (approximately 5’w x 5’d with a 9’ ceiling) will include a four-foot table. All booths include two chairs, electricity access, and wireless internet access.

  • Day registration for Wednesday is provided for two exhibitors, which includes meal tickets for lunch and dinner that day. Additional meals can be purchased at the door of the dining room.

  • The exhibit hall will be located in Convocation Hall and Convocation 1 in the Assembly Inn. These spaces are in the building where most of the participants will stay and where many event activities will be held (and is just down the hall from the main lobby and the dining room).

  • There will be a dessert reception on Wednesday. Conference participants who want something sweet after lunch will find it on tables in both 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 the different vendors and get a special card stamped. Those who visit all of the booths will have their cards entered in a special drawing, which will take place on Tuesday evening. You don’t want to stamp cards at your booth? No problem. Only those exhibitors who choose to donate items for this drawing (worth $25 or more) will be part of this special card.

  • All exhibitors receive a special listing in the exhibitor directory. 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) Links to your presence on a variety of social media platforms
    (4) Pictures, names, and email addresses of up to three staff people
    (5) A link for making appointments (a link to your appointment program or just an email address)
    (6) Special logos on your listing will recognize your company or organization as a PCCCA Business Member and/or a Member Benefit Provider
    (7) An embedded video you provide (this could be a commercial or something that you prepare specifically for the conference).
    (8) A list of the recorded video content for the participants (you are limited to five videos – six if you count the one that is embedded into your listing).

You can view a similar exhibit directory from the “Gathering As One” Conference. We plan to keep the conference website online for a year beyond the conference, so your listing will be available for viewing by participants and non-participants until November of 2022.

  • Each exhibitor will also receive two (2) of the following three (3) opportunities with your booth:
    (1) to pick their location in the exhibit hall OR
    (2) to lead a workshop (limited availability) or informal “cracker barrel” discussion during lunch OR
    (3) to have a PowerPoint slide in the one of the four announcement slide shows each day

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:

  • Your company or organization will be mentioned in a special email that goes out to the participants before the conference. This includes your logo, website, and marketing statement.

  • Your company or organization will appear on the exhibitor page of the conference app (your logo, website, and marketing statement)

  • Your company or organization will receive a contact list of all conference participants two weeks before the event.

    All of this is available to your company or organization for just $555 ($500 for PCCCA Business Members) for a full-size booth or $278 ($250 for PCCCA Business Members) for a small booth.

    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.

Image

The Convocation Hall is the main room for the exhibit hall.  Convocation 1 is located downstairs.

Exhibitors also receive the following:

  • Your company or organization will be mentioned in a special email that goes out to the participants before the conference. This includes your logo, website, and marketing statement.
  • Your company or organization will appear on the exhibitor page of the conference app (your logo, website, and marketing statement)
  • Your company or organization will receive a contact list of all conference participants two weeks before the event.

All of this is available to your company or organization for just $550 ($495 for PCCCA Business Members) for a full-size booth or $300 ($270 for PCCCA Business Members) for a small booth. All of our exhibit hall booths have been sold, but we still have some sponsorship opportunities available. If you would like to be put on a waiting list in case we have an exhibitor cancel, please contact Joel Winchip at joel@pccca.net. Our Lutheran friends are offering an exhibit hall at their November conference on the same dates. You can learn more about that opportunity by going to their website.

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.

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 include an acknowledgement in the conference app. As sponsorship opportunities are purchased and are no longer available, they will be indicated below in red.

$400Conference Tote Bag: Each participant will receive a bag that includes the logo and website of your company/organization as a part of the imprint (one color). The sponsor also gets to put a catalog insert into every conference bag.
$350Playing Cards: Each participant will receive a deck that includes the logo and website of your company/organization as a part of the full-color imprint
$350Sponsorship of the Storytelling Event: As our evening entertainment on that Wednesday, there will be a coffee house-type gathering where the participants will share stories. As the sponsor, your company or organization’s logo will appear on the screen at the beginning of the evening and you will be given 5-7 minutes to speak to the group (or we can show your video). There will also be table space along side the evening snack where your brochures and/or giveaways will be displayed. This sponsorship will also be acknowledged in the conference schedule.
$250Dessert Reception in the Exhibit Hall: In the exhibit hall on Wednesday, 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.
$250Dessert 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.
$250Snack Reception in the Exhibit Hall: On Wednesday afternoon, there will be a snack service in both 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.
$250Snack Reception on Monday Afternoon: The afternoon snack on Monday (as participants arrive to the conference) will feature a sweet or salty snack and a beverage. 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.
$250Snack Reception on Thursday Evening: The evening snack on Thursday will feature a sweet or salty snack and a beverage. 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.
$200Conference Pen: Your company’s pen will be included in each of the conference bags received by the participants. The pens are to be shipped to the conference center about five days before the event.
$200Charging Stations (2 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 common areas 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.
$150PowerPoint Slide in the Conference Announcements: There are announcement slide shows for the participants waiting in line for each meal and another announcement slide show at every morning plenary gathering. Your slide will appear at least once each day of the conference - alternating between the four slide shows. Your slide is to be emailed to us at least one week before the event. 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, we will assume that you want two slides.
$150Flyer Insert in the Conference Bag (2 of 10 available): The conference bag received by all participants will contain up to 10 inserts from companies and organizations. Your one-page flyer (no larger than 8.5” x 11”) is to be shipped to the conference center about five days before the event.
$100Special 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, video content with the participants, etc. with the conference participants. For an example of a special listing, please check out the listings at the "Gathering As One" Conference. The conference website will be online for a year beyond the conference, so your listing will be available for viewing by participants and non-participants until November of 2022.

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 (thirteen-time exhibitor)

Other Details

The lodging at Montreat Conference Center is only available to exhibitors who register for the whole conference. We have reserved a block of rooms for everyone else at the retreat center right next door. When we say it is nearby, we are not exaggerating. The William Black Lodge is only 50 feet from the back door of our exhibit hall. You can reserve a private bath bedroom on their website (using the promo code, ShapingOurStory) or you can find a room at one of the many hotels in the area.

Montreat Conference Center is about 35 minutes from the Asheville airport (AVL), 90 minutes from the Greenville-Spartanburg airport (GSP), and two hours from the Charlotte airport (CLT).

Exhibitors can arrive to set up their displays on Wednesday between 8:00 and 10:15am. All display items are to be carried in by your staff and can be shipped to the site. Those items may be sent to:

For the U.S. Postal Service
Montreat Conference Center, P.O. Box , Montreat, NC 28757, ATTN: Sarah Akin - Sharing Our Story Exhibit Hall

For FedEx or UPS Shipments
Montreat Conference Center, 401 Assembly Drive, Montreat, NC 28757, ATTN: Sarah Akin - Sharing Our Story Exhibit Hall, Phone: 800.572.2257

Please make arrangements for items to arrive no sooner than Wednesday, November 3.

Pandemic Protocals

The conference will be following all of the CDC guidelines that are in place in November. It is our intention that this conference will be a face-to-face event. If we are unable to do so, all companies and organizations will receive a full refund of the monies paid for booth space and sponsorship opportunities.

Registration

Registration for the exhibit hall and sponsorship opportunities had a staggered release. PCCCA Business Members had a one-week "head start" on registration. The following week, PYWA’s special guests and PCCCA’s 2020 exhibitors (that are not Business Members) had one week of priority registration. Registration is now open to all companies and organizations by clicking the button below. We are unable to reserve a booth or sponsorship opportunity without full payment. 

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.

You can learn more about the event by visiting the website of the “Shaping Our Story” Conference.

Register Now

Thank you for considering these opportunities for your company or organization.