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 2022 Annual Conference for the Presbyterian Church Camp and Conference Association (PCCCA) and the 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 13-18 at Heartland Center in Kansas City, Missouri. This event is projected to draw 125-145 participants from across the United States and Canada. If the attendance tracks with previous conferences, we will have at least 60 camps and conference centers represented at this event.
You can learn more about this 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 Kansas City 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 (eleven-time exhibitor)
EXHIBIT HALL
The exhibit hall will be held on Tuesday, 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 31 booths in three rooms: 25 in the Great Room, 4 in the Fireside Room, and 2 in the Conference Center lobby (these last two are larger than the rest). As you will see by the exhibit hall diagram, the three areas with booths are adjacent to one another and will be easy for the participants to navigate. 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 Great Room (approximately 8’w x 6’d with a 20’ ceiling) and the Fireside Room (approximately 8’w x 6’d with a 9’ ceiling) will include one six-foot table. The large booths in the Conference Center lobby (approximately 10’w x 6’d with a 9’ ceiling) will include an eight-foot table. All booths include two chairs, electricity access, and wireless internet access.
-
Day registration for Tuesday 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 will be located in Heartland's Conference Center. The event participants will be very familiar with these spaces since large plenary gatherings, workshops, and the conference check-in will happen in these areas earlier that week.
-
There will be a dessert reception on Tuesday. 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 Tuesday afternoon, if it is sponsored.
- We have moved the workshop session on Tuesday, so it no longer conflicts with exhibit hall hours. If your company or organization would like to apply to lead a workshop that day (limited availability), one will be offered immediately following the exhibit hall hours (from 4:00-5:15pm). Details regarding this opportunity can be found below.
-
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 Tuesday evening. If you don’t want to stamp cards at your booth, that is not a 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) 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 a sample listing in the exhibitor directory. 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 2023.
- 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 an informal “cracker barrel” discussion during lunch OR
(3) to have a PowerPoint slide in the conference announcements
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 $595 ($535.50 for PCCCA Business Members) for a standard-sized booth (SOLD OUT - 0 of 29 available) or $700 ($630 for PCCCA Business Members) for a large booth (SOLD OUT - 0 of 2 available).
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.
| $750 | Sponsorship of the Conference T-shirt: Each participant will receive a short-sleeved t-shirt that includes the name and logo of your company or organization imprinted on the back (one color). A catalog or flyer from the sponsor will be handed out with each shirt. Consider being a part of this keepsake that will be worn by PCCCA members for years to come. |
| $375 | Sponsorship of the Wine and Cheese Reception: On the first evening of the conference (Sunday), the participants will gather for the wine and cheese reception. As the sponsor, your company or organization’s logo will appear on signage throughout the room and you will be given 5-7 minutes to speak to the group (if one of your representatives is present). There will also be table space along side the wine and cheese where your brochures and/or giveaways will be displayed. This sponsorship will be acknowledged in the conference schedule. |
| $300 | Sponsorship of the 5K and 0.5K Run: On Tuesday 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 Tuesday, they will get to fire the starting pistol for both races and have the opportunity to congratulate the winners. This sponsorship will be acknowledged in the conference schedule. |
| $275 | Dessert Reception in the Exhibit Hall: On Tuesday 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. |
| $275 | 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. |
| $275 | Snack Reception in the Exhibit Hall: On Tuesday 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. |
| $275 | Snack Reception on Sunday Afternoon: There will be a snack reception on Sunday 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. |
| $275 | Snack Reception on Tuesday Evening: There will be a snack reception in the lobby on Tuesday 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. |
| $275 | Snack Reception on Thursday Evening: The evening snack on Thursday will be treats around the campfire. As the sponsor, 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. |
| $225 | Charging Stations (0 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 | PowerPoint Slide in the Conference Announcements: There are announcement slide shows at the four morning plenary gatherings during the conference. The slide you send us will appear in two out of the four 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 all four slide shows. |
| $50 | Banner Ads in the Conference Emails Before and After the Event (0 of 5 available): These email communications will be sent to the registered conference participants. Each of the five emails will include just one banner ad across the bottom of the note. |
| $100 | 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 a sample listing in the exhibitor directory. 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 2023. |
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
Heartland Center is located only 15 minutes from the Kansas City Airport (MCI).
The lodging at Heartland Center is only available to conference participants, but there are plenty of hotel options around the Kansas City Airport (just 15 minutes away) and the Kansas Speedway (also just 15 minutes away).
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 $100 processing fee) if written notification is received by the Conference on or before September 30, 2022. No refund will be made for exhibitors who cancel after September 30, 2022.
Exhibitors can arrive to set up their displays on Tuesday 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:
Heartland Center, 16965 NW 45 Hwy, Parkville, MO 64152, ATTN: PCCCA Exhibit Hall
Please make arrangements for items to arrive no earlier than Wednesday, November 9.
Pandemic Protocols
It is our hope that COVID safety protocols will be "in the rearview mirror" by November, but we need to mention that PCCCA will be following CDC guidelines if a variant surges that month. 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.