EXHIBITOR APPLICATION
The 41st Annual Session is currently accepting requests for a limited number of exhibit tables in our event space per the following guidelines:
- Cancellation Policy: Cancellations within two weeks of an event are non-refundable. Exceptions may be approved upon written request but are issued only with the approval of an Executive Director. Refunds within two weeks may be denied for any reason, including budgetary concerns.
- Visit our web page at http://www.calpacumc.org/ac2025 for more information about the schedule and other resources. Look for the Schedule Overview on the website, and the Detailed Agenda in the Preliminary Report (available in May). You can also make hotel reservations at the reduced room rate via a link on this page.
- The event space is located at the Esmeralda Renaissance in Indian Wells, California. The closest airport is the Palm Springs International Airport (PSP), which is served by most major airlines. The second closest airport is the Ontario International Airport (ONT) in Ontario, California. [Do NOT use the Pearson International Airport in Toronto, Ontario, Canada.]
- Each exhibit is limited to one 6′ table and 2 chairs ($135), except by special arrangement (below). These tables will *not* have linens on them. Please plan ahead.
- The exhibit area will be in the pre-function areas outside of the Crystal and Valencia Ballrooms on the ground floor of the main building.
- Access to electricity is available but limited. Plan to bring an extension cord if you want electricity for your exhibit. Do not plan to plug in a fan or other cooling device. Battery-operated cooling devices are permitted.
- Set up for the exhibits will start at 8:30 AM on Wednesday, June 11, 2025. Conference Members may begin check-in at approximately 8:30 AM on Wednesday in the exhibit area and gatherings will begin on Wednesday, June 11, 2025 at 11:30 AM for clergy (Orders Luncheon) and 1:30 PM in the Crystal Ballroom for everyone (Opening Worship). Everyone will be checking in beginning Wednesday morning.
- Activities in the Crystal Ballroom end at approximately 3:00 PM on Saturday, June 14, 2025. Exhibit tables must be vacated by Saturday night at 5:00 PM, no exceptions.
- No shipping of materials directly to the hotel or storage by the hotel will be available.
- Exhibit space is limited. The form below should be considered a request. All exhibit applications must be approved by an Executive Director, with preference awarded to those whose booths directly support the mission and ministry of the conference.
- If approved, you will receive an emailed invoice with payment instructions from the Annual Conference Registrar (dataservices@calpacumc.org). If not approved, you will receive an email to that effect. Invoices should be paid online or by check by Monday, June 2, 2025. If unpaid, your vendor space may be re-assigned to someone else.
- The sale of items is restricted to non-food items and all items for sale must be pre-approved by an Executive Director.