For Exhibitors

NCYC—The Event

The National Catholic Youth Conference (NCYC) is the largest biennial gathering of Catholic teenagers in the United States. The three days are an opportunity for 20,000 young people to engage in inspirational presentations, vibrant worship, and energetic activities. These are days of celebration, learning, and formation. The Greater Columbus Convention Center is the site for the 2007 NCYC—Discover the Way/Descubre El Camino.

Young people will travel in church and school delegations from thousands of communities across the nation. They will come by airplane, train, bus, and automobile. Some will have spent twelve months or more fundraising to cover the trip’s expenses. For many, participating in the NCYC is a pivotal moment in their adolescent faith formation.

These faith-filled teenagers are accompanied by several thousand adult chaperones including priests, women and men religious, church and school personnel, and professional and volunteer youth ministers. Many Catholic bishops regularly participate in this gathering as well.

Exhibiting at the NCYC is an opportunity to reach Catholic young people and their adult leaders. Past exhibitors have included religious publishers, religious goods retailers, Catholic organizations, religious communities and vocations offices, musicians and entertainers, community organizations, colleges, and various secular merchandise vendors.

The 2007 NCYC events will be held at the Greater Columbus Convention Center with general sessions in the Nationwide Arena. One of these events is a thematic park—built to provide educational and recreational activities for the conference participants. The park will include the exhibits, interactive learning experiences, athletic games, service projects, art activities, and amusements.

Share your company’s or organization’s products and services with thousands of young Catholics—exhibit at the 2007 National Catholic Youth Conference.

Exhibition Packages and Rates

Package
 Retail Exhibitors Information Exhbitors
Members Non-Members Members Non-Members
Standard Exhibit Booth (10'w x 10'd)
- Draped 8' backwall and 3' sidewalls
- One 6' skirted table with two chairs
- One wastebasket
- Basic sign with exhibitor name adn booth number
- Alphabetical listing in the program book
- Registration for up to four booth personnel
$700
Max. 12
booths 		$800
Max. 8
booths 		$500
Max. 12
booths		 $600
Max. 8
booths
Vocation Booth Located in Vocations area. Limited to vocations offices, religious communities, and lay ministry organizations.
- One 6' skirted table with two chairs
- One wastebasket
- Basic sign with exhibitor name adn booth number
- Alphabetical listing in the program book
- Registration for up to four booth personnel 		$250
College/University Table Located in College Corner
- One table with two chairs
- One wastebasket
- Basic sign with exhibitor name adn booth number
- Alphabetical listing in the program book
- Registration for up to four booth personnel
$250

Definitions

Member: Collaborating member of NFCYM or an NFCYM affiliated diocese.

Retail Exhibitors: Exhibitors selling or taking orders for products or services must rent space at the retail rates.

Information Exhibitors: Exhibitors providing information only and may not sell products or take orders during the show.

Freestanding displays are welcome but must fit within the rented booth area. If extra room is needed, an additional booth must be rented.

Transportation, warehousing, electrical outlets, power, telephone, additional furniture, and drayage are not included in the booth cost. Forms for ordering these services will be provided by the official service contractor following receipt of registration.

Application for Space

Applications for exhibit space in the NCYC thematic park must be made in writing on the official Application and Contract for Exhibition Space PDF icon (97 KB). Full payment must accompany each application in order to be processed. Applications will not be processed without full payment. Promptness in applying for space is recommended since exhibit space is in great demand and may sell out. NFCYM reserves the right to refuse space to any applicant who in the opinion of the NFCYM is unlikely to contribute to the overall objectives of the conference or does not reflect the established organizational values or NFCYM values regarding exhibits and resources.

Acceptance of Contract

Contract for booth space is accepted only when the following conditions have been met:
- Completed Application Form is received by NFCYM
- NFCYM’s electronic acknowledgement of receipt of completed Application Form is received by applicant
- Full payment for booth space is received by NFCYM
- Exhibitor receives written notice from NFCYM indicating acceptance of contract/booth space assignment

For inquiries about exhibiting at the National Catholic Youth Conference, please contact:

  Carolyn Adrian–Exhibits Manager
Telephone: 361-552-9605 or 361-652-8706
Fax: 361-552-1421
Email: exhibits@nfcym.org

Assignment of Space

Booth space will be assigned based on the date the application and payment are received. Priority placement will be given to official conference sponsors, NFCYM collaborating members, and NCYC presenters/performers. General space assignments will begin on May 11 and will continue on an ongoing basis.

Values regarding Exhibits and Resources

The NFCYM Youth Events Management Committee, which oversees the development of NCYC, has established the following values to guide the selection and placement of all exhibitors participating in the 2007 NCYC:

  1. Sales and resources reflect the values of the Catholic Church and the organizational values of NFCYM
  2. Resources and information provide the opportunity to equip youth for Christian discipleship
  3. Exhibitors act with responsible stewardship
  4. Prioritizes the placement of exhibit space to reflect a priority for
    - Collaborating Members
    - Non-profit Organizations
    - Education (College) and Information (Vocations)
    - Retail
  5. Limits the number of booths each exhibitor may purchase to prevent crowding and allow maximum number of exhibitors to participate (Limit twelve for Collaborating Members, eight for Non-Members)
  6. Provides an engaging and interactive space that is youth-friendly, fun, and festive
  7. Encourages interaction with speakers and entertainers among participants
  8. Are environmentally friendly

Floor Plan

The exhibit space will be in Exhibition Halls E and F, Rooms E160–E172, and the Terrace Ballroom of the Greater Columbus Convention Center. To view the floor plan for Halls E and F, click here (upated on 6/12/07 to reflect booths sold to date). To view the floor plan for College Corner, click here. To download either file, right click on the link and choose "Save Target As." NOTE: Booths that are shaded have already been sold to NFCYM members.

Thematic Park (Port Discovery) Schedule

Installation

Wednesday, November 7, 2007, 1:00 P.M.-8:00 P.M. (tentative, to be determined by official service contractor)
Thursday, November 8, 2007, 8:00 A.M.-11:00 A.M.

Show Hours

Thursday, November 8, 2007, 12:00 P.M.-7:00 P.M.
Friday, November 9, 2007, 11:00 A.M.-7:00 P.M.
Saturday, November 10, 2007, 11:00 A.M.-6:30 P.M

Dismantling

Saturday, November 10, 2007, 7:00 P.M.-11:00 P.M.

 

Exhibit space must be claimed by 10:00 A.M. on Thursday, November 8. All exhibits must be set up by 11:00 A.M. on Thursday, November 8. Exhibits may not be dismantled until after the official closing on Saturday, November 10. Exhibitors who dismantle early will be refused priority placement for the 2008 NCCYM and/or 2009 NCYC or be denied the right to exhibit at future NFCYM conferences.

No children under the age of 16 are permitted on the show floor during installation or dismantling.

Official Rules and Regulations

The official exhibit rules and regulations are printed on the back of the 2007 Application and Contract for Exhibit Space. Please read these rules and make sure all booth personnel understand the terms, conditions, and general information on the National Catholic Youth Conference thematic park. In addition, exhibitors must abide by the General Exhibitor Rules and Regulations of the Greater Columbus Convention Center.

NFCYM Exhibitor Code of Conduct

In connection with their participation in NCYC, NFCYM exhibitors will:

  1. Exhibit the highest ethical standards and personal integrity (see also Adult Code of Conduct).
  2. Conduct themselves in a professional manner, free from all forms of physical, psychological, sexual, and emotional intimidation, harassment, and abuse.
  3. Avoid taking unfair advantage of any relationship for their own benefit.
  4. Share concerns about suspicious or inappropriate behavior with their supervisors.
  5. Report to local authorities any suspected abuse or neglect of a minor.
  6. Accept their personal responsibility to protect minors and adults from all forms of abuse.
  7. Limit their contact with NFCYM event participants to that which is appropriate to their role within that event.

Cancellation

Cancellation must be made in writing to NFCYM. If notification is received before Friday, August 6, 2007, all monies less a $50 service charge per booth will be refunded. No refunds will be granted for space cancelled after Friday, August 6, 2007.

Representative Registration

An exhibitor badge request must be completed for all booth personnel. A form will be provided with the contract acknowledgement. These forms must be sent to Carolyn Adrian, exhibits manager, by October 1, 2007. Each booth comes with four registrations. Additional registrations/name badges are available at $150.00 each. Name badge forms received after the October 1 deadline will be assessed a $10.00 penalty per badge.

Local Tax Laws

Exhibitors must comply with all local tax laws including the collection of sales taxes. It is recommended that exhibitors contact the Ohio Department of Taxation at (888) 405-4039 or visit http://tax.ohio.gov/divisions/sales _ and _use/documents /vendors_sales_tax_laws.pdf for additional information on how to comply with Ohio’s tax regulations. It is known that we will be in Franklin County and should be collecting tax in the 6.75 percent bracket. This information is needed to complete the Ohio Department of Taxation’s appropriate license form. Forms may be accessed at: http://dw.ohio.gov/tax/dynamicforms/searchresults.asp.

Hotel Reservations

The conference has secured a limited number of hotel rooms specifically for exhibitors. The rate is $123 per night plus tax (currently 16.75%). Specific hotel information will be sent with acceptance of contract/booth space assignment.

Exhibitor Passport Prize Program

As an incentive for adult conference attendees to visit the Thematic Park and exhibit areas, NFCYM has created the Exhibitor Passport Prize Program. Adult attendees must get their passport stamped by each general exhibitor present (does not include vocations corner or college area) and then turn in their completed card to be entered into a prize drawing.

To donate an item for the Exhibitor Passport Prize Program, contact Carolyn Adrian. Prizes should have a minimum value of $100. Prizes and their donors will be recognized in the conference program and on-line.

2007 NCYC Program Book

This booklet is distributed to the 4,000+ adult leaders and chaperones attending the conference. It contains valuable information on sessions, speakers, activities, facility maps, safety, and the thematic park. This is the guide used by adults throughout the four-day gathering.

Inside Covers 7.5"w x 9" h $700
Full Inside Page 7.5"w x 9" h $500
Half Inside Page 7.5"w x 4.25" h $275
Quarter Inside Page 3.5"w x 4.25" h $125

Sponsored printing of the NCYC Program Book, at the rate of $10,000, includes the advertisement on the outside back cover.

Sponsorship Opportunities

NFCYM is looking for sponsors for many different aspects of the conference from program printing to signage to speakers to equipment. In-kind and cash sponsorships will be acknowledged at the following levels:

Platinum $25,000+
Gold $20,000 to $24,999
Silver $10,000 to $19,999
Bronze $5,000 to $9,999

Each level has different benefits, with the minimum acknowledgement being a $150 exhibit booth credit, your company logo on the Acknowledgments page of NCYC Program Book, and your company’s name or logo on NCYC website. Click here for more information on sponsorship or contact Ruby Mikell or 202-636-3825.