Exhibitor Information
WHAT IS CONCLAVE? CONCLAVE- “a meeting or coming together of people with common goals”
Youth Ministry Conclave brings together youth ministry leaders from across the country every year at the Chattanooga Convention Center. This collaborative event is planned and organized by ten Baptist state conventions: Alabama, Georgia, Indiana, Kentucky, Louisiana, Missouri, Mississippi, North Carolina, South Carolina, and Tennessee. Their shared goal is to create a dynamic experience specifically for youth pastors, leaders, and volunteers.
Conclave offers a comprehensive program, including:
- Inspiring worship services: To uplift and encourage attendees.
- Practical training sessions: Led by renowned youth ministry leaders and experts.
- A vast exhibit hall: Showcasing the latest resources and ministry partnerships.
- Numerous networking opportunities: To connect with other leaders and build valuable relationships.
These elements, and more, combine to equip and revitalize youth ministry teams.
IN 2026, CONCLAVE WILL BE HELD
THURSDAY, JANUARY 29 – SATURDAY, JANUARY 31
AT THE INVITING CHATTANOOGA CONVENTION CENTER IN BEAUTIFUL CHATTANOOGA, TENNESSEE.
Why Should my Ministry/Organization Exhibit at Conclave?
Conclave has become a highly anticipated annual event for many exhibitors. With an average attendance of 800 youth ministry professionals, this conference provides an excellent platform to:
- Network effectively: Connect with potential clients and build lasting relationships.
- Increase brand visibility: Promote your business, company, or ministry to a targeted audience.
Our exhibit hall is strategically located for maximum impact:
- Easy access: Convenient load-in and unloading.
- High visibility: Situated directly outside the main stage and adjacent to breakout sessions.
Following the successful reorganization of our exhibit hall in 2022 and a complete sell-out in 2024 and 2025, we encourage you to book your space early to secure your presence at this highly effective event.
Single Booth – 10’x10’
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- 1- 6’ draped table
- 2- side chairs
- 1- wastebasket
- 8’ high background drapery and 3’ high side divider drapery of all flame-retardant materials
- Customized Booth Sign listing your Organization’s Name
- Listing in the Conclave Program with your organization’s name and contact email
- Up to 2 exhibitor name badges which give access to the exhibit hall, all breakout and main sessions (note: one additional name badge can be ordered as an add-on for $50 each)
Double Booth – 2 booths side by side 20’x10’
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- 2- 6’ draped table
- 4- side chairs
- 2- wastebasket
- 8’ high background drapery and 3’ high side divider drapery of all flame-retardant materials
- Customized Booth Sign listing your Organization’s Name
- Listing in the Conclave Program with your organization’s name and contact email
- Up to 4 exhibitor name badges which give access to the exhibit hall, all breakout and main sessions (note: two additional name badges can be ordered as an add-on for $50 each)
Triple Booth – 3 booths side by side 30’x10’
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- 3- 6’ draped table
- 6- side chairs
- 3- wastebasket
- 8’ high background drapery and 3’ high side divider drapery of all flame-retardant materials
- Customized Booth Sign listing your Organization’s Name
- Listing in the Conclave Program with your organization’s name and contact email
- Up to 6 exhibitor name badges which give access to the exhibit hall, all breakout and main sessions (note: two additional name badges can be ordered as an add-on for $50 each)
End Cap Booth – 2 booths side by side 20’x10′
Prime location – located at one of the ends of the rows of booths – only 6 End Cap booths are available in Exhibit Hall. Call Jessica Palmer (334.613.2262) before registering to make sure the end cap is still available.
- 2- 6’ draped table
- 4- side chairs
- 2- wastebasket
- 8’ high background drapery and 3’ high side divider drapery of all flame-retardant materials
- Customized Booth Sign listing your Organization’s Name
- Listing in the Conclave Program with your organization’s name and contact email
- Up to 4 exhibitor name badges which give access to the exhibit hall, all breakout and main sessions (note: two additional name badges can be ordered as an add-on for $50 each)
Exit Door Premium – 3 booths side by side 30’x10’
Premium location – located right inside the front exhibit hall entrance doors to the right or to the left. Only 2 Exit Door Premium booths are available. Call Jessica Palmer (334-613-2262) before registering to make sure an Exit Door Premium booth is still available.
- 3- 6’ draped table
- 6- side chairs
- 3- wastebasket
- 8’ high background drapery and 3’ high side divider drapery of all flame-retardant materials
- Customized Booth Sign listing your Organization’s Name
- Listing in the Conclave Program with your organization’s name and contact email
- Up to 6 exhibitor name badges which give access to the exhibit hall, all breakout and main sessions (note: two additional name badges can be ordered as an add-on for $50 each)
Main Session Door Premium – 3 booths side by side 30’x10’
Premium location – located right inside the front exhibit hall entrance doors to the right or to the left. Only 2 Main Session Door Premium booths are available. Call Jessica Palmer (334-613-2262) before registering to make sure a Main Session Door Premium booth is still available.
- 3- 6’ draped table
- 6- side chairs
- 3- wastebasket
- 8’ high background drapery and 3’ high side divider drapery of all flame-retardant materials
- Customized Booth Sign listing your Organization’s Name
- Listing in the Conclave Program with your organization’s name and contact email
- Up to 6 exhibitor name badges which give access to the exhibit hall, all breakout and main sessions (note: two additional name badges can be ordered as an add-on for $50 each)
Front Door Premium – 3 booths side by side 30’x10’
Premium location – located right inside the front exhibit hall entrance doors to the right or to the left. Only 2 Front Door Premium booths are available. Call Jessica Palmer (334-613-2262) before registering to make sure a Front Door Premium booth is still available.
- 3- 6’ draped table
- 6- side chairs
- 3- wastebasket
- 8’ high background drapery and 3’ high side divider drapery of all flame-retardant materials
- Customized Booth Sign listing your Organization’s Name
- Listing in the Conclave Program with your organization’s name and contact email
- Up to 6 exhibitor name badges which give access to the exhibit hall, all breakout and main sessions (note: two additional name badges can be ordered as an add-on for $50 each)
Premier Sponsor
Be one of Conclave’s major sponsors as a premier sponsor. To be a premier sponsor, you can only register by contacting Jessica Palmer (334-613-2262). Only 6 premium sponsorships are available. End Cap Booth (20’x10′) located right at the front doors of the Exhibit Hall- Prime location. Additional booths can be added to your End Cap at a special rate.
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- Stage time during one of the main sessions with an opportunity to show a brief video
- Chair drop prior to one of the main sessions where your ministry will be featured
- Full-page color ad in the Conclave program
- A list of all the Conclave attendees as provided off Exhibit Hall giveaway cards
- Customized Listing in the Conclave Program with your organization’s logo and contact email
- Up to 8 exhibitor name badges which give access to the exhibit hall, all breakout and main sessions (two additional name badges can be ordered as an add-on for $50 each)
- Electrical service is provided by Conclave for Premier Sponsor
Center Aisle Booth – 2 booths side by side 20’x10’
Prime location – located at located in the center isle near the exhibit hall giveaway stage – only 6 Center Aisle booths are available in Exhibit Hall. Call Jessica Palmer (334.613.2262) before registering to make sure the center aisle is still available.
- 2- 6’ draped table
- 4- side chairs
- 2- wastebasket
- 8’ high background drapery and 3’ high side divider drapery of all flame-retardant materials
- Booth Identification sign with ministry/organization on it
- Listing in Conclave Program with ministry/organization and contact information
- Up to 4 exhibitor name badges which give access to exhibit hall, all breakout and main sessions (note: two additional name badges can be ordered as an add-on for $50 each)
Booth Pricing
BEST RATE: Super Early Bird
Available until Sunday, Oct. 13, 2024
at 11:59 p.m.
- Single Booth – $500
- Double Booth – $900
- Triple Booth – $1,300
- Center Aisle Booth – $1,500 (only 6 available)
- End Cap Booth – $1,800 (only 6 available)
- Exit Door Premium – $2500 (only 2 available)
- Main Session Door Premium – $3500 (only 2 available)
- Front Door Premium – $3,500 (only 2 available)
- Premier Sponsor – Call for pricing (only 6 available)
Early Bird Rate:
Monday, Oct. 14 – Sunday, November 10, 2024 at 11:59 p.m.
- Single Booth – $575
- Double Booth – $975
- Triple Booth – $1,375
- Center Aisle Booth – $1,575 (only 6 available)
- End Cap Booth – $1,875 (only 6 available)
- Exit Door Premium – $2500 (only 2 available)
- Main Session Door Premium – $3500 (only 2 available)
- Front Door Premium – $3,500 (only 2 available)
- Premier Sponsor – Call for pricing (only 6 available)
Regular Rate:
Monday, November 11 – Thursday, January 2, 2025 at 11:59 p.m.
- Single Booth – $625
- Double Booth – $1025
- Triple Booth – $1,425
- Center Aisle Booth – $1,625 (only 6 available)
- End Cap Booth – $1,950 (only 6 available)
- Exit Door Premium – $2500 (only 2 available)
- Main Session Door Premium – $3500 (only 2 available)
- Front Door Premium – $3,500 (only 2 available)
- Premier Sponsor – Call for pricing (only 6 available)
PLEASE NOTE FOLLOWING IMPORTANT INFORMATION:
- Any booth registrations after January 2, 2025 will incur an additional $50 late fee.
- If you are interested in registering for an end cap, center aisle or premium, please call Jessica Palmer (334-613-2262) to make sure space is still available before registering.
- If you are interested in registering as a premier sponsor, please call Ricky Smith (706-610-4124) to make sure space is still available before registering.
- Electrical is handled through the Chattanooga Convention Center. To order electrical needs for your booth, go to http://chattanoogaconventioncenter.org. Click on “Exhibitor Resources” at the top of the web page. From there, scroll down to the bottom of the page and select “Conclave 2025” from the event options. You will select and pay for electrical and internet from this page. It will ask for a booth number, but you do not need this number for ordering. There is an additional charge for electrical requests up to two weeks before Conclave 2025.
Exhibitor Cancellation Policy
- Any Exhibitor who cancels before November 1, 2024 will receive half of their paid amount.
- Cancellations between November 1, 2024 – January 1, 2025, will receive a $100 refund.
- Any cancellations after January 1, 2025 will forfeit the full paid amount.
Exhibit Hall Giveaway
Exhibitors may pay an additional fee to help purchase special items to be given away in the Exhibit Hall during specified giveaway times. You may sponsor giveaways at three different levels.
- Bronze Level – $250: Bronze level sponsors will be recognized in the Exhibit Hall and receive a spreadsheet with all the contact information of each attendee who registers for giveaways.
- Silver Level – $500: Silver level sponsors will receive all bronze level perks, plus your digital logo displayed in the exhibit hall throughout the event.
- Gold Level – $1000: Gold level sponsors will receive all bronze and silver level perks plus a 5-minute interview from the giveaway stage and social media recognition.
As a giveaway sponsor, within 10 business days of the end of Conclave, you will receive an Excel spreadsheet with all the contact information of each attendee who registers for giveaways. Also, you are welcome to do your own giveaways in your exhibit booth. On Saturday morning, we will be glad to announce who received your booth giveaways and direct them to your booth for pick-up.
Exhibit Hall Hospitality Booth
An Exhibitor Hospitality Booth with snacks and water will be available for all exhibitors during Exhibit Hall hours.
Name Badges
Every person working your booth MUST have an Exhibitor name badge. Prior to Conclave you will receive an email requesting the names of the people working your booth. A maximum of 2 additional name badges may be purchased, not including the exhibitor name badges provided as part of your booth option. There is a $50 fee for each extra name badge above the number provided as part of your booth option. You can order extra name badges as an add-on, or you can purchase them with a credit card when you arrive at the Exhibitor Check-in table.
Exhibit Hall Schedule
THURSDAY, JANUARY 23
9:00 a.m. – 5:00 p.m. > Exhibitor check-in/load in: The loading dock is behind the Convention Center. The exhibitor check-in will be right inside the back doors of the exhibit hall.
5:30 – 7:30 p.m. > Exhibit Hall Grand Opening: big deal!
5:45 p.m. > Exhibit Hall Giveaway
7:30 p.m. > Exhibit Hall Closes
7:30- 9:00 p.m. > Main Session 1
9:00 – 10:15 p.m. > Exhibit Hall Party
FRIDAY, JANUARY 24
9:00 a.m. – 10:00 a.m. > Exhibit Hall Opens
9:15 a.m. > Exhibit Hall Giveaway
10:00 a.m. > Exhibit Hall Closes
10:00 a.m. – 11:30 a.m. > Main Session 2
1:00 p.m. – 5:15 p.m. > Exhibit Hall Open
5:00 p.m. > Exhibit Hall Giveaway
5:15 p.m. > Exhibit Hall closes
8:00 p.m. – 9:00 p.m. > Main Session 3
9:00 p.m. – 10:15pm > State Fellowships
SATURDAY, JANUARY 25
9:00 a.m. – 10:15 a.m. > Exhibit Hall Open
9:45 a.m. > Exhibit Hall Giveaway
10:15 a.m. > Exhibit Hall Closes: Teardown/Loadout begins
10:15 a.m. – 11:45 > Main Session 4
11:45 > Conference dismisses
HOW DO I REGISTER AS AN EXHIBITOR?
Once you register online, you may also pay online using a credit card, or you may pay by check.
Make checks payable to:
Alabama Baptist State Board of Missions
Mail checks to:
Youth Ministry Conclave
ATTN: Jessica Palmer
Alabama Baptist State Board of Missions
PO Box 681970
Prattville, AL 36068-1970
WHAT DO I DO AFTER I REGISTER?
After you register you will receive a confirmation of your registration. If you selected “pay by check” please mail your payment within 10 days of completing your registration.
GOT QUESTIONS OR NEED MORE INFORMATION?
Contact our Conclave Exhibit Hall Registrar
Jessica Palmer
Alabama Baptist State Board of Mission
jpalmer@alsbom.org
or call 334.613.2262