Exhibitor Information

We hope you will join us for the 2024 Annual Conference for the Campfire Collective, which serves the Presbyterian Church Camp and Conference Association, the Outdoor Ministries Institute of the United Church of Canada, and camps from six other denominations. This event is also endorsed by the Outdoor Ministries Association of the United Church of Christ and the Association of Disciples in Outdoor Ministry.

You can learn more about the Annual Conference by checking out the event website.

The conference will be held on November 10-15 at Zephyr Point Conference Center (on Lake Tahoe). This event is projected to draw 125-135 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.

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 Nevada or not.

“The 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 that Campfire Collective 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 the conference and supporting the Campfire Collective for many years to come.”

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

EXHIBIT HALL

The exhibit hall will be held on Tuesday, November 12 from 10:30am to 12:00pm and from 12:45 to 3:45pm. This includes unopposed exhibit hall hours, a dessert reception, and a possible snack reception. We will have 36 booths in three rooms: 18 in the Echo Peak Meeting Room, 10 in the Talking Mountain Meeting Room, and 8 in the Fallen Leaf Meeting Room. As you will see by the exhibit hall diagram, two of the rooms are adjacent to one another and one is underneath the Echo Peak Meeting Room. The exhibit hall map on the registration page will show you which booths have already been purchased.

Will the participants visit the booths in all three of the rooms?
Yes, they will! Participants at the Annual Conference are known for visiting the exhibit hall booths (that is why we have so many exhibitors come back year after year!). The three rooms will be easy for the participants to navigate since they are central to the Zephyr Point facilities (and all of them are in the same building). 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 be asked about that 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 booths, which are approximately 8 feet wide and 6 feet deep, will all include a six-foot table, two chairs, electricity access, and wireless internet access. The ceiling in all three rooms have a height of at least 10 feet and 5 inches.

  • 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 are located in the same building, which is the core of Zephyr Point's facilities. The event participants will be very familiar with these spaces since the conference check-in and workshops will happen in these rooms 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 Tuesday afternoon, if it is sponsored.

  • No workshop sessions conflict with the exhibit hall hours. If your company or organization would like to apply to lead a workshop on Tuesday (limited availability), one will be offered immediately following the exhibit hall hours (from 4:15-5:30pm). 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  (this 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 an item for this drawing (worth $25 or more) will be part of this special card. Registered exhibitors will be contacted in September in regards to the Exhibit Hall Passport.

  • 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 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 this same page. This keeps your listing up-to-date regardless of when the conference page is viewed.

  • 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 on Tuesday OR
    (3) to have a slide in the conference's 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 $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:

Like the Echo Peak Meeting Room pictured here, all of the rooms have windows with a view of Lake Tahoe

  • 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 prior to the event.

All of this is available to your company or organization for just $775 ($697.50 for the association's Business Members) for a booth. 15 of the 36 booths are currently 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 below.

"The Annual Conference is an outstanding opportunity to gather and connect with camp and conference ministry professionals from all over North America. The Fund Coach has been an exhibitor since 2019 and we truly enjoy the opportunity to speak with many of the best in the business! The exhibit hall experience truly provides a platform to plant seeds with folks that have blossomed into meaningful working relationships that ultimately benefit churches, campers, adults, and families for a lifetime."

- Mark L. Duncan of The Fund Coach (five-time exhibitor)

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). The association's 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.

$500Sponsorship of the Conference Multi-Charging Cables: These cables will give participants the ability to easily charge devices with this USB that connects to a micro USB, mini USB, lightning, USB type C and USB type A. The name and logo of your company/organization will be imprinted on each set of the charging cables (one color).
$400Sponsorship of the Conference Multi-Tool: Each participant will receive a multi-tool that has screwdrivers, hex wrenches, bottle opener, can opener, box opener, keyring hole, etc.. The name and logo of your company/organization will be imprinted (one color) on the side of the tool. You can also produce a small insert that we will put into each tool pouch.
$300Sponsorship 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.
$300Sponsorship 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).
$250Sponsorship 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 (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.
$300Dessert 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.
$300Dessert 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.
$300Snack 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.
$300Snack 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.
$300Snack Reception on Sunday Evening: There will be a snack reception in the dining room on Sunday 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.
$250Charging Stations (4 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.
$200Sponsorship of the Group Picture (3 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 9" x 12" 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.
$150Sponsorship 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.
$100Slide in the Conference Announcements: During breakfast on Monday, 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 two 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 of the slide shows.
$75Banner Ads in the Conference Emails Before or After the Event (2 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.
$125Special 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 their contribution(s) 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 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 (fifteen-time exhibitor)

Other Details

Zephyr Point Conference Center is located only 56 minutes from the Reno-Tahoe International Airport (RNO).

The lodging at Zephyr Point is only available to conference participants who are staying the whole week, but there are plenty of hotel options on and near Lake Tahoe.

In the event the Campfire Collective Annual Conference has assigned space and the exhibitor desires to cancel the contract, Campfire Collective will refund the exhibitor fees (minus a $125 processing fee) if notification is received by the conference on or before September 27, 2024. No refund will be made for exhibitors who cancel after September 27.

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.

Please use this address for items sent by the USPS:

Zephyr Point Conference Center
P.O. Box 289
Zephyr Cove, NV 89448
ATTN: Annual Conference Exhibit Hall

Please use this address for items shipped by other carriers:

Zephyr Point Conference Center
660 Highway 50
Zephyr Cove, NV 89448
ATTN: Annual Conference Exhibit Hall
775.588.6759

Please make arrangements for items to arrive no earlier than Wednesday, November 6.

Pandemic Protocols

It is our hope that COVID safety protocols will continue to be "in the rearview mirror," but we need to mention that Campfire Collective 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.

Register Now

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