Thank you for your interest in exhibiting at the 74th 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.
Hotel Information
Sheraton Phoenix Downtown
340 N. 3rd Street
Phoenix, AZ
Conference Group Rate: $259/night (single/double occupancy)
Group Rate Reservation Deadline: October 25, 2025
A link to reserve your room at the group rate will be provided upon 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.
Conference Schedule
Conference Dates: November 18 – 21, 2025
Pre-Conference Activities: November 17, 2025
Exhibit Hall Schedule & Booth Fee
Exhibit Hall Hours
November 18, 2025 • 4:30 – 7:00pm
November 19, 2025 • 8:00am – 2:00pm
Booth Fee
• WAIC Business Affiliates: $875 (Priority registration through July 14)
• Non Business Affiliates: $1025 (Registration opens July 15. Join now to get the Business Affiliate rate.)
Includes TABLE-TOP space (6-foot table & 2 chairs), ONE breakfast and ONE 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 require electricity (additional fee) or have a request for a special accommodation. Information regarding the shipment of materials for use at your booth will be made available closer to the event date.
Raffle Prize Donations
We 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!
Conference Sponsor Opportunities
| Sponsorship Opportunity: | Included in Sponsor Level: | Price: |
|---|---|---|
| Presenting Sponsor | • WAIC’s Annual Conference will be named for your company. • Your company name and logo will appear prominently in the registration materials and conference program. In addition, your company will receive a full page color ad, be highlighted in the welcome letter, in the Sponsor/Exhibitor section, and extensively throughout the program information. • One night accommodations in a standard room at the conference hotel (room & tax). • Exhibit space and electricity at no cost. • Two (2) tickets to the “Welcome Dinner”, where you will be introduced and receive up to 5 minutes of allotted time in front of the 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. | $6000 (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 (2) “Welcome Dinner” tickets. • Full page color ad, highlighted in the welcome letter, in the Sponsor/Exhibitor section, and throughout the conference program. • 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. | $3000 (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 program. • Special recognition sign at your booth in the Exhibit Hall and on the appetizer table at the reception. | $1700 (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 the Auction Reception or at the Exhibitor Lunch. • Half page ad, acknowledgement in the welcome letter and prominent listing in the Sponsor/Exhibitor section of the conference program. • Special recognition sign at your booth in the Exhibit Hall and on the appetizer table at the reception. | $1700 |
| Coffee Break Sponsor | • Quarter page ad, acknowledgement in the program, 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. | $1200 (SOLD) |
| Game Night Sponsor | • Quarter page ad, acknowledgement in the program, 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. | $1200 |
| Golf Tournament Sponsor | • Quarter page ad, acknowledgement in the program, 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. | $1200 (SOLD) |
| 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 materials, your listing highlighted in the Exhibitor section of the program, and you will receive a special sign at your booth in the Exhibit Hall.
Questions?
If you have questions or need additional information, please contact WAIC Association Manager, Chelsea Rowe, at conference@waic.org or 949.407.9242.