We are excited to invite you to join us in Phoenix, Arizona for the 74th Annual WAIC Conference from November 18 – 21. Whether you’re a member of WAIC or not, this conference is open for all camps and individuals who are looking for great education and networking opportunities. Hopefully you will find inspiration not only from our amazing speakers, but from each other as well.
Continuing on the success of our focus on sustainability, we will be providing digital copies of the conference program to reference on your phone or other device. Some printed copies will be available at the Registration Table for those who prefer a paper option.
This year’s conference is hosted by the Silver States section in collaboration with members of all three sections of the Western Association of Independent Camps.
Desert in Bloom
WAIC Annual Conference • Nov. 18 – 21, 2025
Presenting Sponsor – AMSkier Insurance
CONFERENCE HOTEL
Sheraton Phoenix Downtown
340 North 3rd Street
Phoenix, AZ 85004
Conference Group Rate: $259/night (single/double occupancy)
An optional daily destination fee of $25 includes the following to enjoy during your stay: Daily $25 food and beverage credit, one complimentary glass of house wine or cider upon arrival, two tickets to the Arizona Science Center or Heard Museum and daily two-hour bike along with complimentary enhanced Wi-Fi access in their guestrooms and public spaces throughout their stay and one-hour large studio or 90-minute small studio rental per day.
Group Rate Reservation Deadline: October 25, 2025
Group rate reservation link will be provided upon receipt of conference registration.
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.
GETTING THERE
The Phoenix Sky Harbor International Airport is located less than 4 miles from the conference hotel. If you travel by car, overnight self-parking at the Sheraton is $36/night.
CONFERENCE SCHEDULE
Take a look at the Schedule-at-a-Glance and the fantastic speakers for this year’s conference.
PRE-CONFERENCE ACTIVITIES
Annual WAIC Golf Tournament (Monday, Nov. 17, 9:30/10am)
Join conference-goers on the green for the 2025 WAIC Annual Golf Tournament. All golfing abilities welcome! It’s a great way to kick off the conference week. This year’s tournament will be played at the beautiful Papago Golf Club. More information regarding tee-times and carpooling will be sent closer to the conference.
Fee per person: $170
Activities at Papago Park (Monday, Nov. 17, 11:30am)
Meet at the hotel lobby to coordinate transportation to lunch and Papago Park with a visit to the Desert Botanical Gardens.
Fee per person: $70 (includes lunch and entrance fee).
EVENTS DURING THE CONFERENCE
Exhibit Hall (Tuesday & Wednesday, Nov. 17-18)
Be sure to visit the Exhibit Hall and visit with new and returning vendors to help you get a jump start on next summer’s planning and ordering!
Dinner NOT On Your Own (Wednesday, Nov. 19)
Wednesday’s Dinner NOT On Your Own will give everyone the opportunity to connect and engage with new and old friends. Large party dinner reservations will be made at a number of restaurants within walking distance from the conference hotel to accommodate all price ranges and food preferences. Signup sheets for these reservation spots will be available at the Registration Table.
Game Night (Wednesday, Nov. 19)
Return to the hotel after dinner on Wednesday for game night with a Family Feud-style game! Continue your dinner conversations or find new friends to have some fun and maybe win some prizes! Come with a team of friends, or as a free agent if you would like to play! You are welcome to attend as a member of the studio audience as well – a cheerful and engaged audience makes this even more fun for everyone!
Explore Phoenix (Thursday, Nov. 20)
Spend your free time on Thursday exploring the area with other camp folks. The Conference Committee will offer some suggestions, appealing to different interests, available at the registration & hospitality table.
Auction Reception and Dinner (Thursday, Nov. 20)
Have some fun and raise some funds for WAIC at the annual auction reception and dinner. Following the overall theme of the conference, we will be celebrating Desert in Bloom. Come in your best floral attire, dress up in a giant inflatable cactus costume, floral hat, or even something that reminds you of a desert oasis. Click here to visit a style inspiration board.
Your donations are what make the evening so fun and the funds we raise help support WAIC and our mission and projects. A link to the Auction Donation Form will be provided after registering for the conference.
Annual WAIC Slide Show (Thursday, Nov. 20)
The Annual Slide Show is a wonderful WAIC tradition and everyone looks forward to getting a peek at the fun and memorable experiences created at other member camps. A link to submit media for the slideshow will be sent to WAIC camps after registering for the conference.
Camp WAIC
Camp WAIC is designed to help conference attendees with child care throughout the conference. There are various different options for child care needs depending on interest in the program. You will have an opportunity to express interest on the conference registration.
WAIC BOOSTERS
Become a WAIC BOOSTER!
This program is the mainstay of WAIC’s fundraising efforts which helps to provide the funds needed to operate the organization for the next fiscal year and provide opportunities for increased member education and benefits! It’s easy to participate, just look for the donation section on the conference registration. Thank you in advance for your contribution!
REGISTRATION
Please complete the online registration for your camp or organization by November 1st. During the registration process you will be able to add individual attendees.
REGISTRATION FEES
Full Conference Registration
(includes all education sessions & conference events, Tuesday reception & dinner, Wednesday breakfast, coffee break, & lunch, Thursday breakfast, reception & dinner, Friday breakfast)
WAIC Members & Guest Affiliates: $545
WAIC Director Emeritus: $425
Non WAIC Members: $675
Daily Registration
Tuesday (11/18) – $260
(includes Tuesday’s sessions/events/conference meals)
Wednesday (11/19) – $260
(includes Wednesday’s sessions/events/conference meals)
Thursday (11/20) – $260
(includes Thursday’s sessions/events/conference meals)
QUESTIONS?
For questions or assistance, please contact WAIC Association Manager, Chelsea Rowe, at conference@waic.org or 949.407.9242.
Presenting Sponsor
CONFERENCE COMMITTEE
Conference Chair: Adam Esposito, Friendly Pines Camp
Education: Adam Esposito, Friendly Pines Camp / KC Wilsey, Cali Camp / Diana Huff, Four Winds
WAIC Golf Tournament : Matt Gilmer, CampWay
Hospitality: Mary Gilmer, CampWay
Auction: Mary Gilmer, CampWay / Eldon Orgill, Friendly Pines Camp
A/V: Jonathan Pierson, CampWay
Camp WAIC: Valerie Esposito, Friendly Pines Camp
Game Night: Jim Ligori & Marshall Cherry, Teton Valley Ranch Camp
WAIC Slideshow: KC Wilsey, Cali Camp