Exhibiting

Exhibit at the 2027 National Conference

Wed, 10/27/2021 - 17:32

Exhibitor Frequently Asked Questions

Thu, 09/24/2015 - 09:22

When can I set up my booth?

The exhibitor set-up is on Tuesday, Feb. 16, from 8:00 a.m. to 4:00 p.m. and Wednesday, Feb. 17, from 8:00 a.m. to 10:00 a.m. No one will be allowed to set up any earlier, with no exceptions. 

What are the exhibit hall hours?

Exhibits will open on Wednesday. Feb. 17 at 11:30 a.m.  Complete schedule

When is my booth balance due?

Booth balances are due by Dec. 11, 2026.  You will receive an email from ACA if you have a balance owed.  No one will be permitted to set up their booth until paid in full.

What are the booth sizes?

Booths are 10 deep x 10 wide.

Is the hall carpeted?

No.  However, the aisles will be. 

Can I have a Tent/Canopy Display?

Our assigned Fire Marshal must approve a tent or canopy display.  You will need to email Kim Fitzgerald the display's dimensions and material (cloth, plastic, fire-resistant, etc.) for approval, along with a picture of the tag or a certificate from the manufacturer stating the material is fire-resistant.  You will be required to have a working fire extinguisher at the booth. Displays shall not be placed in such a manner as to block, shield, or interfere in any way with other exhibits.  Displays and equipment over 36 inches in height must not exceed 48 inches from the booth back wall in all regular aisle locations.  Your display must fit in the 10 x 10 area and not be taller than the back wall of 8'.  Displays, including banners taller than 8', must be approved by ACA in advance.

What comes with my booth fee?

Your booth comes with pipe, drape, and a sign.  You will need to purchase electricity, tables, chairs, waste baskets, Wi-Fi, etc. See the service kit from Heritage Tradeshow Services.  Each exhibitor has a unique login and will receive individual emails from Heritage with this information.  If you have not seen an email from Heritage, you will need to call them at 800-360-4323.

What is the ceiling height?

The ceiling height is 32'.  Please plan for an allowable ceiling height for displays and banners.  NO DISPLAYS TALLER THAN 10' without written approval.

How many badges come with my booth?

You are provided with four name badges.  Badges are for employees who are representatives of your company, with no exceptions.  You may purchase additional badges for $75 up to two, max of six total badges.  Any badges over six will have to purchase a daily registration ticket.

Can I bring my children or staff who are minors in the exhibit hall? 

Minimum age to register for American Camp Association professional development events is 18 years.  Minors cannot be registered for the ACA National Conference.  All minors must be accompanied by their parent or legal guardian at all times. 

When can I start shipping my materials?

Heritage Tradeshow Services will email you a link to the service kit in mid-fall.  The kit will have shipping instructions when they start accepting deliveries to the warehouse. If you have not seen an email from Heritage, you will need to call them at 800-360-4323.

Can I ship directly to the KICC?

 ACA's Official Service Contractor will be Heritage. Check the Heritage Tradeshow Services Service Kit for all shipping details mid-fall. Any freight shipped to the convention center should be addressed to Heritage Tradeshow Services and scheduled to be delivered during exhibitor move-in. Shipments arriving before the exhibitor move-in may be refused by the facility.  Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor.  

Is KICC a union facility?

Yes.  It is not a "100% union-only" building where exhibitors can't do anything themselves, but certain work must be performed by union labor. Union labor may be required for certain aspects of your exhibit handling.  Please be sure to refer to the Union Jurisdictions page of the Heritage Tradeshow Services Service Kit, which will be available mid-fall. 

Is there parking for my trailer? If so, where and what would the charges be?

If you are not a hotel guest, you will need to find and make arrangements for the parking of a trailer.  

Who do I contact to order Audio/Visual Equipment for my booth at the Town and Country?

You will be able to order AV equipment directly through KICC.  There will be link to the order form in the service kit.

Am I allowed to unload my own materials?

F/T Employees of the Exhibiting Company can ‘hand carry’ or use a small luggage cart for their material through the convention center.  Any materials unloaded at the dock will be handled by Heritage Tradeshow Services, and there is a charge for that.  

Can I sell products at my booth?

Coming soon.

Can I provide food samples at my booth?

We do NOT permit any outside food or beverage without written consent from the food and beverage supplier.  Please contact Kim Fitzgerald for additional details.

Is it possible to buy event/meal tickets for friends and family?

Yes, if you do so at the time you pre-register.  Note: Tickets WILL NOT be available for purchase onsite.  Any additional tickets must be purchased before pre-registration closes on February 8, 2027. 

Can I submit to do a session or a workshop?

Yes, Proposals will be accepted through September 16, 2026. Visit www.ACAcamps.org/conference/cfp for more details.  You must be an exhibitor to present.

Should I register first or make hotel reservations first? 

Exhibit space and hotel guest rooms are limited.  To secure your room at one of the conference hotels, we suggest you proceed in making hotel reservations first. 

Why should I stay at the conference host hotel(s)?

By staying within the official hotel blocks, you will be immersed in the full conference community—creating natural opportunities for meaningful conversations, relationship-building, and continued engagement beyond scheduled sessions. Many of the most impactful interactions occur informally, and booking in one of the contracted hotel blocks is the best way to be surrounded by fellow attendees, making it easier to connect, network, and keep the conversation going before and after sessions.  

The success of the national conference depends on registrants and exhibitors staying at one of the contracted hotels to offset the sizable costs of producing the conference and exhibits. ACA cannot meet contracted room obligations if registrants and exhibitors reserve rooms in other area hotels. The risk of incurring tens of thousands of dollars in financial penalties (attrition fees) increases with each registrant who stays outside of the contracted hotel blocks. If we do not meet our guarantees, we will have to pay penalties, which add to the costs of the conference and in turn increase registration and exhibitor fees. Sustaining a financially successful conference for ACA means ensuring that both conference registrants and exhibitors have a quality, meaningful event that will reap benefits for you and the profession for years to come.   

What airport should I use?

The Louisville Muhammad Ali International Airport (SDF).  For more details, visit www.flylouisville.com.

What are my ground transportation options from the airport?

The Louisville Muhammad Ali International Airport (SDF) is about 6 miles away from downtown Louisville. For information on available transportation options, visit www.flylouisville.com/getting-to-and-from-the-airport/.

What is the appropriate dress for the conference? 

Casual! Please come in clothes that are comfortable for moving around, enjoying sessions, and walking between the convention center and one of the ACA hotels. Session room temperatures vary, so wear layers and plan accordingly.  Check the Louisville weather forecast when packing. Bring comfortable shoes/boots for walking.  

What are the expected temperatures for Kentucky in February?

The average temperatures for Louisville in February are: High: 51°F, Low Overnight: 34°F. 

2027 Exhibitor Schedule Snapshot

Thu, 09/24/2015 - 09:19

The conference schedule has been designed to "showcase" exhibits! 

Tuesday, February 16, 2027

  • 7:00 a.m.-  4:00 p.m.   — Exhibitor Registration Check-in
  • 8:00 a.m.-  4:00 p.m.  — Exhibitor set up/Move-in

Wednesday, February 17, 2027

  • 7:00 a.m.-  9:00 a.m.  — Exhibitor Registration Check-in
  • 8:00 a.m.- 10:00 a.m. — Exhibitor setup
  • 11:30 a.m.- 1:30 p.m.  —  Grand Opening of Exhibit Hall Lunch (unopposed time in exhibits)
  • 1:30 p.m.- 5:30 p.m.   —  Exhibit Hall will remain open with sessions taking place

Thursday, February 18, 2027

  • 9:30 a.m. – 3:00 p.m. — Exhibits open
  • 9:45 a.m. – 10:30 a.m. — Exhibit Hall, Bagels/coffee for all attendees (unopposed time in exhibits)
  • 11:45 a.m. – 1:00 p.m. — Lunch served in the hall for all attendees (unopposed time in exhibits)
  • 2:15 p.m. – 3:00 p.m. — Unopposed time in Exhibit Hall
  • 3:00 p.m. – 8:00 p.m. — Exhibitor tear down**/ Exhibit Hall Closed

*This schedule is subject to change

**Early Move-out - AVOID FINES:
The Exhibitor shall not initiate move-out or abandon its booth space before the official event closes.  Violation will cause the exhibitor to be subject to a $500 fine, forfeit receiving the conference attendee list, and lose eligibility to participate in future events.  This early move-out policy supersedes any conflicting language in the terms and conditions of the exhibit space contract, including but not limited to the terms and conditions stated therein in item number 6, and is a valid and enforceable amendment to the exhibit space contract. You hereby agree to this early move-out policy by exhibiting at the event.

All exhibitors are welcome to attend educational sessions.

Exhibit & Event Sponsorship Opportunities

Tue, 05/19/2015 - 12:56

Extend your brand identity and marketing capabilities with a strong, visible presence at ACA events. Take advantage of the opportunity to tie your brand to ACA and the educational aspects of our conferences. Your event sponsorship provides credibility and visibility for your company leading up to, during, and after conferences. In addition, being an ACA event sponsor is a great way to reach a targeted audience and get to know ACA members.

In-Person Events with Exhibits

Get a great discount on your booth space by joining as a Business Member!

Certificate of Liability Insurance is required to exhibit.

Register to Exhibit

 

In-person Events — Sponsorship only

 

Virtual Events — Sponsorship only

*Sponsorship opportunities are also available for ACA webinars and virtual networking events.

Sponsorship Packages

Let ACA customize a unique sponsorship package for you.

  • Regional Conference Mobile App Sponsor:  Sponsor one event starting at $2,000, or own the ACA Regional Mobile App across all eight participating conferences for $15,000 — a $22,250 value.
  • Emerging Professionals in Camp (EPIC)
  • Eastern Events Package
  • Central Events Package
  • Western Events Package
  • Affinity Groups (BIPOC, Pride at Camp, Camp Includes Me)
  • Individual Attendee Registration Scholarship

Contact Kim Fitzgerald at [email protected] or at 765-349-3309 for a package quote today.

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