Vendor Registration Information - WAIC: Western Association of Independent Camps
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Vendor Registration Information

Thank you for your interest in exhibiting at the 71st Annual WAIC Conference! This event is a great opportunity for vendors to showcase goods and services to camp directors and owners. In addition to the action in the exhibit hall, vendors are encouraged to network before and after the scheduled show dates. Join the fun the day before the conference officially kicks off for a pre-conference activity or sign up to attend the Welcome Dinner to check in with current clients or to start building your customer base.
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Hotel Information

Hyatt Regency Indian Wells Resort & Spa

Conference Group Rate: $189 (single/double occupancy) + $15 Resort Fee

Group Rate Reservation Deadline: October 4, 2022

Room Reservations

Important note: The success of the WAIC Conference and the ability to provide a quality program at a great hotel depends on exhibitors and attendees staying at the conference hotel to meet our room block guarantees.

Conference Schedule

Conference Dates: October 27-30, 2022

Pre-Conference Activities: October 26, 2022

Schedule at a Glance

 

Exhibit Hall Schedule & Booth Fee

Exhibit Hall Hours

October 27, 2022 • 4:30 – 7:00pm

October 28, 2022 • 8:00am – 2:00pm

Booth Fee

• WAIC Business Affiliates: $725

• Non Business Affiliates: $875 (Join now to get the Business Affiliate rate)

Includes table-top booth (6-foot table & 2 chairs), ONE Friday breakfast and ONE Friday lunch ticket per booth (additional tickets can be purchased), and listing in the conference program and on the Vendor page.

Please indicate on your registration form if you will need electricity or other special accommodations. Information regarding the shipment of materials for use at your booth will be made available in your registration confirmation email.

Raffle Prize Donations

We also ask that each vendor donate at least one item for the exhibit hall raffle that is held throughout the show hours. Items donated from our exhibitors are always a BIG HIT for conference participants, and they wait in anticipation as winners are announced. Past items donated have included apparel, camp equipment, gift cards, etc. Your donation is greatly appreciated!

HEALTH & SAFETY

Please review the following expectations and protocols for the conference which, at a minimum, will include:
  • A rapid antigen test on the day of arrival may be required for all participants, regardless of vaccination status.

 

  • Depending on the severity and prevalence of COVID-19 leading up to the conference, WAIC may require additional health and safety protocols (i.e. masking and social distancing) and any other precautions or steps based on local, state, or national protocols.
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Conference Sponsor Opportunities

 

Sponsorship Opportunity:Included in Sponsor Level:Price:
Presenting Sponsor• WAIC’s 2022 Annual Conference will be named for your company.
• Your company name and logo will appear prominently on the cover and a full page color ad included in
the conference brochure. In addition, your company will be highlighted in the
welcome letter, in the Sponsor/Exhibitor section, and extensively throughout the brochure.
• Thursday night accommodations in a standard room at the conference hotel (room & tax).
• Exhibit space and electricity at no cost.
• Two (2) tickets to Thursday night’s “Welcome Dinner”, where you will be introduced and receive up to 5 minutes to speak directly to the entire group.
• Stand-alone sign at the Conference Registration Desk, Exhibit Hall, and a special recognition sign at your booth in the Exhibit Hall.
• Company name and logo prominently displayed at WAIC.org.
$5000 (SOLD)
Partner in Education• Headline listing at the beginning of the educational program schedule.
• Introduction and allotted time at the beginning of the Opening General Session prior to the keynote address.
• Exhibit space and electricity at no cost.
• One (1) Thursday night “Welcome Dinner” ticket.
• Full page color ad, highlighted in the welcome letter, in the Sponsor/Exhibitor section, and throughout
the conference brochure.
• Prominent sign at the Conference Registration Desk and entrance to meeting rooms, and a
special recognition sign at your booth in the Exhibit Hall.
• Company name and logo prominently displayed at WAIC.org.
$2500 (SOLD)
Welcome Reception Sponsor• Welcome Reception will be named for your company.
• Your company’s representative will be introduced and have allotted time (2 minutes) at the Welcome Reception.
• Half page ad, acknowledgement in the welcome letter and prominent listing in the Sponsor/Exhibitor section of the conference brochure.
• Special recognition sign at your booth in the Exhibit Hall and on the appetizer table at the reception.
$1500 (SOLD)
Auction Reception Sponsor• Auction Reception will be named for your company.
• Your company’s representative will be introduced and have allotted time (2 minutes) at Saturday’s
Auction Reception or at the Exhibitor Lunch on Friday.
• Half page ad, acknowledgement in the welcome letter and prominent listing in the Sponsor/Exhibitor section of the conference brochure.
• Special recognition sign at your booth in the Exhibit Hall and on the appetizer table at the reception.
$1500
Golf Tournament Sponsor• Quarter page ad, acknowledgement in the brochure, including the welcome letter, prominent listing in the Sponsor/Exhibitor section.
• Special recognition sign at your booth in the Exhibit Hall and during the event.
$1000 (SOLD)
Coffee Break Sponsor• Friday’s Exhibit Hall Coffee Break will be named for your company.
• Quarter page ad, acknowledgement in the brochure, including the welcome letter, prominent listing in the Sponsor/Exhibitor section.
• Special recognition sign at your booth in the Exhibit Hall and on the coffee/tea service table.
$1000 (SOLD)
Camp WAIC SponsorQuarter page ad, acknowledgement in the brochure, including the welcome letter, prominent listing in the Sponsor/Exhibitor section.$750
Friend of WAIC Sponsor• WAIC will display your company name and logo on conference promotional materials and WAIC.org.$500

 

Additional Opportunities

Provide an In-Kind Gift

Examples of needed gifts include name tags, conference bags, notebooks, printing, conference and event apparel (sweatshirts, hats), etc. Your donation will be coordinated with the Association Manager and Conference Coordinator prior to the conference and will be recognized in the conference brochure, your listing highlighted in the Exhibitor section of the brochure, and you will receive a special sign at your booth in the Exhibit Hall.

 

Conference Program Advertising

The conference program not only allows the participants to navigate through the conference, it is used as a go-to guide for camp directors throughout the buying season. Ad rates and sizes are listed and available to add to your vendor registration. Ad submission deadline is September 15, 2022.

Questions?

If you have questions or need additional information, please contact WAIC Association Manager, Chelsea Rowe, at conference@waic.org or 949.407.9242.

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