OVERVIEW
Thank you for your interest in exhibiting at the 2023 National Catholic Youth Conference (NCYC). This section contains information you should consider when deciding whether showing at NCYC is right for you. Please read each section to ensure you know what is expected and what to expect.
Please pay particular attention to the Safe Environment section, as these requirements may be less familiar to many exhibitors.
BECOME AN EXHIBITOR
NCYC includes an interactive exhibit hall (hereinafter “IEH”) that combines traditional exhibiting with active service, artistic, and recreational opportunities, as well as catechetical and educational experiences for the participants. The IEH also features Catholic musicians, entertainers, religious communities, and colleges and universities.
The IEH gathers an extensive array of providers of catechetical and youth ministry resource materials, advocacy groups, and national youth-serving organizations. These companies and organizations market various products, services, and resources for youth and adults serving the young church. NCYC is a unique opportunity to share your services, products, and resources with Catholic youth ministry leaders at the diocesan, parish, Catholic high school, movement, and family levels. These dedicated adults need innovative ways to engage young people in our shared faith.
NFCYM values participation in NCYC by exhibitors who view NCYC as an opportunity to resource, network, and be present to young people and adults whose pastoral work includes young people. Ideally,
- Your mission, goods, and services reflect the values of the Catholic Church and NFCYM
- Your resources equip participants for Christian discipleship
- You act as a good and responsible steward of resources
- You provide and encourage an engaging, educational/catechetical, and interactive space
- You seek out socially responsible sources for your promotional materials and items
- Exhibitors reflect the diversity of the church and the local community
In selecting and placing exhibitors, NFCYM prioritizes (1) sponsors, (2) members, (3) nonprofit, education, and informational organizations (4) retailers.
BOOTH PRICING AND INFORMATION
Configurations: Linear, Corner, Perimeter, End Cap, Peninsula, and Island.
Booth Cost per 10’x10′:
- Retail – $1,000
- Information Only – $800
Each booth comes with the following:
- Draped eight (8) foot high back wall and three (3) foot high side rails
- One six (6) foot long skirted table with two chairs
- One (1) wastebasket
- One (1) identification sign with the exhibitor’s name and booth number
- Listing in the conference app
- Four (4) complimentary booth personnel credentials with your first 10’x10′ space and two (2) more complimentary booth personnel credentials per each additional 10’x10′ space
- Ability to purchase a limited number of additional booth personnel credentials at $200 each
- Admittance to conference sessions with booth personnel credentials
NFCYM discounts booth rates for sponsors and eligible members. NFCYM reserves the right to adjust rates if we cannot verify your sponsorship or member status as well as limit the number of booths an applicant may purchase.
See the official rules and regulations for comprehensive details regarding booth arrangement.
FIRST TIME EXHIBITORS
To help you assess whether exhibiting at NCYC is a good fit for your organization, ask yourself if your organization’s products, services, or message is directed to Catholic:
- Young people
- Youth ministry leaders, directors of religious education, catechists, etc.
- Campus ministry leaders
- Priests/deacons
- Parents
If you answered yes to any of these questions, then NCYC will likely be a good match for your organization. Before you proceed to apply for exhibit space, you also need to consider the following:
- Will you be selling products on-site or simply providing information to conference participants?
- How many booths will you need? Is one sufficient?
- Do you have the funds to cover the other facets of exhibiting, such as insurance, taxes, electricity, internet access, carpeting, shipping, transportation, food, and housing?
- Do you understand the NFCYM organizational and exhibit values and how your organization supports these values?
Finally, to make your NCYC exhibit experience enjoyable, read the official rules and regulations document.
SAFE ENVIRONMENT
Because most NCYC participants are minors, all exhibit booth personnel must abide by NFCYM’s exhibitor code of conduct and will limit their interactions with participants to that which is appropriate to their role at NCYC, including not being alone with an unrelated minor.
Exhibit booth personnel who are compliant with their home diocese’s safe environment policies may be credentialed as “safe environment compliant” upon submission of this form.
SAFE ENVIRONMENT
Because most NCYC participants are minors, all exhibit booth personnel must abide by NFCYM’s exhibitor code of conduct and will limit their interactions with participants to that which is appropriate to their role at NCYC, including not being alone with an unrelated minor.
Exhibit booth personnel who are compliant with their home diocese’s safe environment policies may be credentialed as “safe environment compliant” upon submission of this form.
SCHEDULE
- Exhibitors must claim and set up their space by noon on Thursday, to give the service contractor time to pick-up storage items, vacuum, clean aisles, etc. in advance of opening. Space not set by this time will be considered vacant and masked or sold or assigned to other exhibitors.
- Exhibitors are expected to staff their exhibit booth space during all show hours. NFCYM understands that booth personnel must use the rest facilities and eat but expects exhibitors to make reasonable arrangements to have sufficient personnel to allow for these breaks. Show hours are Thursday from 2 pm to 6 pm, Friday from 11 am to 5:30 pm, and Saturday from 11 am to 5 pm. (Click here for a more detailed conference schedule.)
- Exhibits must remain in place until the official end of the show on Saturday at 5 pm. Failure to observe this rule may jeopardize your future space assignment or right to exhibit at a future conference.
- No children under the age of 16 are permitted on the show floor during installation or dismantle.
RULES & REGULATIONS
All exhibits and exhibitors are subject to the official rules and regulations of the NCYC interactive exhibit hall (IEH). Registered exhibitors assume responsibility for making sure that all booth personnel understand and abide by the terms, conditions, general information, and official rules and regulations. Exhibitors are also bound by the policies and general operating procedures found in the Facilities Guide of the Indiana Convention Center and Lucas Oil Stadium (ICCLOS), which may change without notice. Failure to observe these rules, regulations, and policies may jeopardize the exhibitor’s space assignments and right to exhibit at future NFCYM conferences.
If you have any questions, please contact the Exhibits Manager.
RULES & REGULATIONS
All exhibits and exhibitors are subject to the official rules and regulations of the NCYC interactive exhibit hall (IEH). Registered exhibitors assume responsibility for making sure that all booth personnel understand and abide by the terms, conditions, general information, and official rules and regulations. Exhibitors are also bound by the policies and general operating procedures found in the LONG BEACH FACILITY GUIDE, which may change without notice. Failure to observe these rules, regulations, and policies may jeopardize the exhibitor’s space assignments and right to exhibit at future NFCYM conferences.
If you have any questions, please contact the Exhibits Manager.
FLOOR PLAN
The floor plan has been approved by the Indianapolis Fire Marshal! It is being programmed as an interactive file in the exhibitor portal which is available to accepted applicants.
SPONSORSHIP
Our sponsors play a crucial role in the success of NCYC. We believe in partnering with organizations that aim to further the advancement of pastoral ministry to youth and to serve the young Church. To learn more visit the NCYC Sponsorship Page.
