Exhibitor Information | The Campfire Collective

We hope you will consider how your company or organization can be a part of this event as an exhibitor and/or sponsor. Please register as soon as possible since only 9 exhibit hall booths are currently available!

Exhibitor Information

We hope you will join us for the 2026 Annual Conference for the Campfire Collective, which serves the Presbyterian Church Camp and Conference Association, the Outdoor Ministries Institute (serving the camps 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.

The conference will be held on November 8-12 at the Presbyterian Mo-Ranch Assembly in Hunt, Texas. The exhibit hall is scheduled for Tuesday, November 10. 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.

You can learn more about the event itself by going to the website of the Campfire Collective Annual Conference.

This is an opportunity for your company or organization to make contact 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 Texas 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 (thirteen-time exhibitor)

EXHIBIT HALL

The exhibit hall will be held on Tuesday, November 10 from 10:30am to 12:00pm and from 12:45 to 3:45pm. This includes unopposed exhibit hall hours, a possible dessert reception, and a possible snack reception. We have room for 34 booths in the Main Auditorium. This building is located near the conference lodging and dining facility. If you are wondering which booths are currently available, the exhibit hall map on the registration page will show you which ones have already been purchased.

Will the participants visit the exhibit hall?
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 Main Auditorium is located near the lodging and dining facilities at Mo-Ranch. More than half of the conference attendees participate in the exhibit hall passport drawing. If you are worried that folks won't find you in the exhibit hall, sign up for the passport (you will be given that opportunity 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! The punch you will use that day will be provided by the conference.

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 an eight-foot table, two chairs, electricity access, and wireless internet access. If you check out the picture below of the Main Auditorium, you will see that the ceiling height should not be an issue.
Name tags and meal tickets (for lunch on Tuesday) will be provided for two exhibitors. Additional name tags and meal tickets can be purchased during the registration process.

If it is sponsored, there will be a dessert reception on Tuesday. Conference participants who want something sweet after lunch will find it on tables in 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 submit a proposal to lead a workshop on Tuesday (limited availability), one will be offered immediately following the exhibit hall hours (from 4:15-5:30 pm). Details regarding this opportunity can be found in the Call for Presenters form.
During the exhibit hall hours, conference participants can visit 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 about whether they want to participate in 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 the Annual Conference in 2024 (our association was a part of a joint event called the OMC Great Gathering in 2025 - it had a much larger exhibit hall). An exhibitor directory will be created for the 2026 conference. Your listing will never come down (unless something bad happens to our web server). 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 one morning (if you would like to have your slide in the announcements for all three of the mornings, that is available as a sponsorship opportunity)

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 the above opportunities.

Exhibitors also receive the following:

The Main Auditorium at Mo-Ranch will be the venue for our exhibit hall.

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 companyor 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.

A standard booth (7 of 18 available) can be purchased by your company or organization for just $825 ($742.50 for the association's Business Members).

A premium booth (2 of 16 available) can be purchased for $875 ($787.50 for the association's Business Members). These booths are the same size as a standard booth - they are just in premium locations throughout the exhibit hall.

Are you wondering which exhibit hall booths are available? You will find the current map on the Registration Form.

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.

What companies/organizations were a part of the exhibit hall at the last Annual Conference?
Here is the complete list of exhibitors from the 2024 Annual Conference at Zephyr Point in Nevada.

"I’ve attended the Annual Conference many times, and without question, it remains the top conference I participate in each year. Joel does an outstanding job creating an environment that brings attendees back year after year while also fostering meaningful engagement with vendors. As a vendor, Megasys truly values the full-circle networking experience that makes these events so effective. While the conference delivers tremendous value through its educational sessions, what truly sets it apart is the sense of community. It feels less like a conference and more like a family reunion - reconnecting with longtime friends and building new relationships."

- Mark Jewart of Megasys Hospitality Solutions (fifteen-time exhibitor)

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 prior to the event.

A standard booth (17 of 18 available) can be purchased by your company or organization for just $825 ($742.50 for the association's Business Members).

A premium booth (14 of 16 available) can be purchased for $875 ($787.50 for the association's Business Members). These booths are the same size as a standard booth - they are just in premium locations throughout the exhibit hall.

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.

What companies/organizations were a part of the exhibit hall at the last Annual Conference?
Here is the complete list of exhibitors from the 2024 Annual Conference at Zephyr Point in Nevada.

The Main Auditorium at Mo-Ranch will be the venue for our exhibit hall

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.

$400	SOLD - Sponsorship of the Conference Utensil Set: The host conference center uses compostable utensils in the dining room. In order to avoid waste, we think the participants will prefer to use this reusable fork, knife, and spoon. The name and logo of your company or organization will be imprinted on the cover of each set (one color), beside the Campfire Collective logo.
$400	SOLD - Sponsorship of the Conference Bandana: Each participant will receive a bandana that includes the name and logo of your company or organization as a part of the custom imprint (one color). The bandanas will be a great keepsake from the event, but can also function as a cloth napkin during the conference.
$300	SOLD -Sponsorship of the Conference Color-Changing Cup: Each participant will receive a special cup that includes the name and logo of your company or organization imprinted on one side (one color). These cups change colors when filled with an ice cold beverage. This will be a great keepsake from the event, but will get used a lot during the conference in order to eliminate the need for disposable cups.
$300	SOLD - Dessert Reception in the Exhibit Hall: On Tuesday after lunch, there will be a special dessert reception in 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 (and app).
$300	Dessert Reception at Wednesday's Auction: At the conference auction 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 (and app).
$300	SOLD - Snack Reception in the Exhibit Hall: On Tuesday afternoon, there will be a snack service in 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 (and app).
$300	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 (and app).
$300	Snack Reception on Sunday Evening: There will be a snack reception in the plenary space 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 (and app).
$300	Insert into the Group Picture Envelope (2 of 5 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.
$250	SOLD - 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 (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.
$250	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 in that room where your brochures and/or giveaways can be displayed.
$250	Charging Stations (3 of 3 available): There is always a need to charge electronic devices whenever participants gather. This is the sponsorship of one of our charging stations that will be set up in the lobby and the larger meeting rooms around the conference center. Your company’s name and logo will appear on prominent signage at the station and there will be table space where your brochures and/or giveaways will be displayed during the entire conference.
$200	SOLD - 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	Slide in the Conference Announcements: There are announcement slide shows at the three morning plenary gatherings during the conference. The slide you send us will appear in two out of the three slide shows. A slide is also one of the special opportunities that can be included with your booth purchase. If you make that choice during registration, and then purchase this opportunity as well, your slide will appear in all three slide shows.
$100	Banner Ads in the Conference Emails Before or After the Event (4 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. You provide us with the graphic and the link.
$125	Special Virtual Exhibitor Listing in the 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 2024 exhibitor directory. 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 Wednesday night. Participants contribute items, and the money raised supports the ministry of the association. Exhibitors who would like to donate items for the auction will be recognized before their contribution(s) go 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 joel@pccca.net.

Here are some of the comments we received from our conference attendees concerning their experiences in the exhibit hall at the last Annual Conference:

The booths were great!!! I always learn something new in the exhibit hall.

The representatives engaged in helpful, friendly conversation. They offered good suggestions.

As usual, there was a great variety of exhibitors - and nearly all of them seemed interested in learning more about the particulars of my ministry and how they might be able to help. They didn't pressure me at all - they just seemed genuinely interested in how we do things (which is a great sales tactic).

Other Details

Presbyterian Mo-Ranch Assembly is located 89 miles from the San Antonio International Airport (SAT) and 132 miles from the Austin-Bergstrom International Airport (AUS).

The lodging at Mo-Ranch is only available to conference participants who are staying the whole week. That could change closer to the event, and we will let you know if it does. There are plenty of hotel options in Kerrville (about 23 miles away).

In the event the Campfire Collective Annual Conference has assigned space and the exhibitor desires to cancel the contract, the association will refund the exhibitor fees (minus a $125 processing fee) if notification is received by the conference on or before September 25, 2026. No refund will be made for exhibitors who cancel after September 25.

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

Please use this address for your shipped items:

Presbyterian Mo-Ranch Assembly
2229 FM 1340
Hunt, Texas 78024-3037
ATTN: Annual Conference Exhibit Hall

If you need a phone number for your shipment, it is 800.460.4401.

Please make arrangements for items to arrive no earlier than Wednesday, November 4.

If you need to ship materials on a pallet, please get in touch with Joel Winchip at joel@pccca.net to see if that is possible (and if an additional fee from Mo-Ranch will be required).

If you would like to learn more about the Guidelines and Expectations for exhibitors and sponsors, please check that out on our website.

ADDITIONAL EXHIBIT HALL OPPORTUNITY

On the day after our exhibit hall (Wednesday, November 11), Lutheran Outdoor Ministries will be having an exhibit hall at their Annual Conference. That event will be held at Tejas Camp & Retreat in Giddings, Texas - which is located about 185 miles from Mo-Ranch. Their exhibitor materials are not yet available. If you would like to receive an invitation when they are released, you can contact their exhibit hall staff person.

Registration

Exhibitor/sponsor registration is only available to our Business Members (until May 1). If you know others who would like to be exhibitors or sponsors, please give their contact information to Joel Winchip, and he will send them an invitation at the appropriate time. Our Business Members can register now by clicking the button below.

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