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Gathering As One

A Virtual Outdoor Ministry Conference

November 17th-19th, 2020

Exhibitor Information

This has been a very different year for our camps and conference centers, and I know it has been different for you as well. As PCCCA considered our 2020 Annual Conference, it was easy to see that an in-person event was not feasible. We sent out a survey to our members regarding a possible virtual conference and an overwhelming number of them thought it was a great idea. During each step of the planning for this virtual event, we kept the needs of our exhibitors in mind.

The event is called the “Gathering As One” conference. It has been endorsed by the Presbyterian Church Camp and Conference Association, the Outdoor Ministries Association of the United Church of Christ, the Association of Disciples in Outdoor Ministry, the Outdoor Ministries Association of the Church of the Brethren, and the Outdoor Ministries Institute of the United Church of Canada.

How Will the Virtual Conference Work?

The dates for the event are November 17-19. It will begin with an opening session on that Tuesday evening. There will then be two full days of keynote presentations, worship, live workshops, sharing sessions, social receptions, and an exhibit hall. Camp and conference leaders will pay a fee to gain access to the live events, as well as the library of recorded content. The first 300 registrants will receive a conference box that contains handouts, resources, exhibitor inserts, snacks, and sponsored conference swag. All of the live sessions during the conference will be recorded, so people can register for the event and view all of the content even after November 19 (until November of 2021). If you would like to learn more about the conference, you can visit the event website.

How Will the Exhibit Hall Work?

Each of our Platinum and Gold exhibitors will receive a virtual booth in the exhibit hall that will be held from 2:00-3:00pm EDT on Wednesday the 18th. Each booth will be its own Zoom room and conference participants will be able to visit each exhibitor by clicking links from the list of booths. Your booth will have a conference staff person who is there to help. This individual will help introduce you to participants who enter your booth and track which participants had conversations with you during the exhibit hall.

The Exhibit Hall Drawing

Platinum and Gold exhibitors contribute a prize worth at least $75.00 to be part of the exhibit hall drawing. Prizes will be shipped to the winners after the conference (keep in mind that gift cards are very easy to mail). When a conference participant has a conversation with you during the exhibit hall, they receive one entry into the prize drawing. The conference staff person in your booth will keep track of everyone you engaged in conversation by making sure those folks enter their name and email address into the chat feature of your Zoom booth (you will receive this list after the exhibit hall).

The Conference Survey

If you have been a part of previous exhibit halls at the PCCCA Annual Conference, you have gotten to know some of the event participants. You may know them by name, but you probably don’t know key details about their camps or conference centers (like their operating budget, how many campers they serve each summer, etc.). The conference participants will be encouraged to complete a survey that will provide these key statistics along with questions related to the products and services of our Platinum exhibitors. These exhibitors will receive the results of the survey after the conference. Participants who complete the survey before the end of the event receive 10 entries into the exhibit hall drawing.

The Sharing Sessions on Thursday

From 2:30-3:15pm EDT on Thursday the 19th, conference participants will be invited to share ideas related to some pre-determined topics. These topics will actually relate to the fields of our Platinum exhibitors (like online registration, camp stores, saving money, insurance, etc.). During these sharing sessions, Platinum exhibitors will have the opportunity to jump into that gathering and offer a 3-5-minute presentation to the participants who attend that sharing session. The session moderator will later share with you the names and email addresses of the participants who were a part of that conversation.

The Directory of Exhibitor Listings

Each Silver, Gold, and Platinum exhibitor will receive a special listing in the exhibitor directory. Conference participants (and non-participants as well) will view a page with an alphabetical list of our exhibitors – each with the name, logo, and one-sentence description of each company or organization. When they click on your link, they will then view your special listing in the directory. Each exhibitor receives the following in their listing:

  • The name, logo, and website of your company or organization
  • A marketing statement (no word limit – just make it something someone will want to read)
  • Links to your presence on a variety of social media platforms
  • Pictures, names, and email addresses of up to three staff people who will relate to your exhibitor presence
  • A link for making appointments (this could link to an appointment program you use or can just link to an email address)
  • Special logos on your listing will recognize your company or organization as a PCCCA Business Member and/or a Member Benefit Provider
  • An embedded video that you provide (this could be a commercial or something that you prepare specifically for the conference).
  • A list of the recorded video content that you have contributed to the Recorded Content Library (you are limited to five videos – six if you count the one that is embedded into your listing).

A sample of an exhibitor listing can be seen here.

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 2021.

All exhibitors receive the following:

  • Your name, logo, one-sentence description, and link to your exhibitor listing will be in a special email that goes out to the participants before the conference.
  • You will receive a contact list of all registered conference participants two weeks prior to the event. You will also receive an updated list after the conference.
Exhibitor Pricing

Platinum exhibitors pay just $250.00. This level is limited to 25 exhibitors (SOLD OUT). They receive the following:

  • A listing in the exhibitor directory (along with the contribution of as many as five videos for the recorded content library)
  • A brochure or catalog (limited to 50 pages) inserted into the conference boxes that are distributed to the first 300 registered participants. We will need to receive these by November 2.
  • A virtual exhibit hall booth on that Wednesday (which requires a drawing prize worth at least $75.00)
  • A 3-5 minute presentation during the sharing sessions on that Thursday
  • Access to the results of the conference survey
  • Conference registrations for up to three people

Gold exhibitors pay just $200.00. This level is limited to 25 exhibitors (24 remaining as of 10/19). They receive the following:

  • A listing in the exhibitor directory (along with the contribution of as many as five videos for the recorded content library)
  • A virtual exhibit hall booth on that Wednesday (which requires a drawing prize worth at least $75.00). Gold exhibitors will need to provide their own Zoom meeting link for the exhibit hall (the cheapest account you can purchase from Zoom, the Pro account, will be more than adequate).
  • Conference registrations for up to three people

Silver exhibitors pay just $100.00 and they receive the following:

  • A listing in the exhibitor directory (along with the contribution of as many as five videos for the recorded content library)
  • A conference registration for one person
How Do I Become an Exhibitor?

Registration will begin on Friday morning (October 2) when our PCCCA Business Members receive the first chance to register. They will be able to do that by clicking a special link in that email invitation. They get a one-week “head start” before we invite last year’s exhibitors and our Member Benefit Providers to register on October 9. Exhibitor registration will be open to everyone else on October 16.

Why is the Exhibitor Price So Low?

We realize that the prices for these opportunities are very reasonable. 2020 was a difficult year for our camps and conference centers, and we know that it has been a tough one for you as well. We also know that each company and organization will want to tailor their conference presence in different ways. We hope you will support this event by adding one or more of the sponsorship opportunities below.

Sponsorship Opportunities

When a sponsorship opportunity is purchased, it will be indicated below in red.

Sponsorship of the Conference Coffee Mug - $400 (purchased)

  • A coffee mug will be included in the conference boxes that are distributed to the first 300 registered participants.
  • Your company’s name, logo, and website will be printed on one side of the mug.
  • This sponsorship will also be acknowledged on the conference website (which will remain on the site for at least one year).

Sponsorship of a Social Reception (Tuesday, Wednesday, and Thursday) - $250 each

  • Each social reception includes a snack item that will be placed in the conference boxes to be mailed to the first 300 registered participants. The snack will have a sticker on it that includes your company’s name, logo, and website and indicates your sponsorship of the social reception.
  • Your company will be acknowledged in the conference schedule and on the web pages for the social reception. Each association will have their own reception page, so it appears on each one.
  • Your 3-5 minute video will be embedded into each of the web pages for the social reception.
  • Your company receives a banner ad on each of the web pages for the social reception.
  • The acknowledgements and the banner ads will remain on the website for at least one year.

Sponsorship of the Conference Beverage Coaster - $250 (purchased)

  • The first 300 participants receive a beverage coaster in the conference box that includes your company’s name, logo, and website printed on one side (full color).
  • This sponsorship will also be acknowledged on the conference website (which will remain on the site for at least one year).

Sponsorship of the Conference Notepad - $200 (purchased)

  • The first 300 participants receive a notepad in the conference box that includes your company’s name, logo, and website printed on the back (full color).
  • This sponsorship will also be acknowledged on the conference website (which will remain on the site for at least one year).

Sponsorship of the Conference Box - $200

  • Your company will send us stickers and we will put them on the conference boxes that are mailed to the first 300 registered participants.
  • One of your company’s brochures or catalogs will be inserted into the box. If you are an exhibitor and already receive this opportunity, you then get to insert one of your own imprinted items into each box. We just ask that this item be small and not be one of the imprinted items that will already appear in the box (like a pen, mug, notepad, etc.).
  • Your brochure or catalog will be placed on the top of the 25 exhibitor inserts.
  • This sponsorship will also be acknowledged on the conference website (which will remain on the site
    for at least one year).

Sponsorship of a Live Workshop Session (Four available: Wednesday #1, Wednesday #2, Thursday #3, Thursday #4) - $150 each

  • Your company will be acknowledged in the conference schedule and on the web page for the live workshop.
  • Your company will have the opportunity to speak to the attendees for 3-5 minutes before the speaker presents – this can include a short video or slide presentation.
  • Your company receives a banner ad on the web page for the live workshop.
  • The acknowledgement and the banner ad will remain on the website for at least one year.

Sponsorship of the Conference Pen - $150 (purchased)

  • Your company’s pen will be included in the conference boxes that are distributed to the first 300 registered participants.
  • You ship the pens to us and we make sure they get into the boxes.
  • This sponsorship will also be acknowledged on the conference website (which will remain on the site for at least one year).

Sponsorship of the Printed Schedule in Every Conference Box - $75 (purchased)

  • In-person conferences use apps to share the daily schedule with the participants. Virtual conferences need a printed schedule that participants can keep next to their laptops in order to keep track of what is next. The first 300 participants will receive a printed schedule in their conference box.
  • Your company will receive a full-color image (like a large banner ad) at the bottom of the schedule.
  • This sponsorship will also be acknowledged on the conference website (which will remain on the site for at least one year).

Banner Ads on the Pages of the Conference Website - $75 each

  • There are eight of these opportunities: conference registration page, conference login page, transition activity page #1, transition activity page #2, transition activity page #3, transition activity page #4, sharing session page #1, sharing session page #2, and the Zoom instructions page.
  • Only one banner ad will appear on each of these pages. The size is 728 x 90 pixels.
  • Every company that purchases a banner ad receives another one (that appears on a rotating basis) in one of two premium locations – the main landing page or the library of recorded content.

Banner Ads in the Conference Emails Before, During, and/or After the Event - $35 each (sold out)

  • There are five of these opportunities: Before Conference #1, Before Conference #2, Before Conference #3, During Conference, and After Conference.
  • Only one banner ad appears in each email communication to the registered conference participants. The size is 728 x 90 pixels.
Final Thoughts

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 above. Maybe you have a suggestion for a sponsorship we have not yet considered. If so, please contact Joel Winchip at .

Please let us know if you have any questions about the exhibit hall or the sponsorship opportunities. You can contact Joel Winchip at . We hope to have you as an important part of the “Gathering As One” conference in November.

Exhibitor Registration