Exhibitor Information

WHAT IS CONCLAVE? CONCLAVE- “a meeting or coming together of people with common goals”

Youth Ministry Conclave is an annual leadership event planned and organized by the eight Baptist Conventions of Alabama, Georgia, Louisiana, Tennessee, South Carolina, North Carolina, Mississippi, and Kentucky.

Designed for youth pastors, youth leaders, and all volunteers in youth ministry, Conclave includes inspiring, challenging, and encouraging corporate worship, numerous practical training sessions led by youth ministers and practitioners, a huge exhibit hall of the latest resources and ministries, and many opportunities for networking. All these activities, and more, serve to equip and rejuvenate a youth ministry team.

Annually over 1,000 youth leaders converge for Conclave at the Chattanooga Convention Center.

Many who attend say it is the “best youth ministry conference ever!”

The 2021 Conclave will be held
Thursday, January 21 – Saturday, January 23
at the beautiful Chattanooga Convention Center
located in the center of Chattanooga, Tennessee.

Attendees are promised-
| relevant training | powerful worship |honest conversations | and tons of valuable resources!

Why Should my Ministry/Organization Exhibit at Conclave?

Exhibitors have expressed their enthusiasm for attending Conclave every year. They engage in deeper conversations and develop more ongoing connections than they do at any other event they attend! With an average of 1,000 attendees from across the southeastern states, this youth ministry conference is a great way to network and advertise your business, company, or ministry. Our exhibit hall is easily accessible for load-in and is conveniently located right next door to the main stage sessions and on the same hallway as our breakout sessions.

Exhibit Hall Booth Options


Single Booth – 10’x10’
  • 1- 6’ draped table
  • 2- side chairs
  • 1- 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 2 exhibitor name badges which give access to exhibit hall, all breakout and main sessions (note: additional name badges can be ordered as an add-on for $50 each)

Double Booth – 2 booths side by side 20’x10’
  • 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: additional name badges can be ordered as an add-on for $50 each)

Triple Booth – 3 booths side by side 30’x10’
  • 3- 6’ draped table
  • 6- side chairs
  • 3- 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 6 exhibitor name badges which give access to exhibit hall, all breakout and main sessions (note: 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 8 End Cap booths 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
  • 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: 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 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
  • Booth Identification sign with ministry/organization on it
  • Listing in Conclave Program with ministry/organization and contact information
  • Up to 6 exhibitor name badges which give access to exhibit hall, all breakout and main sessions (note: 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 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
  • Booth Identification sign with ministry/organization on it
  • Listing in Conclave Program with ministry/organization and contact information
  • Up to 6 exhibitor name badges which give access to exhibit hall, all breakout and main sessions (note: 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 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
  • Booth Identification sign with ministry/organization on it
  • Listing in Conclave Program with ministry/organization and contact information
  • Up to 6 exhibitor name badges which give access to exhibit hall, all breakout and main sessions (note: 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 Ricky Smith (rickysmith@gabaptist.org or 706-610-4124). Only 4 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.
  • Stage time during one of the main sessions with an opportunity to show a brief video
  • Chair drop prior to the main session where your ministry is featured
  • Full-page color ad in the Conclave program
  • A list of all the Conclave attendees as provided off Exhibit Hall giveaways cards
  • Logo and contact information in the Conclave Program
  • Up to 8 exhibitor name badges which give access to exhibit hall, all breakout and main sessions (additional name badges can be ordered as an add on for $50 each)
  • Electrical provided for Premier Sponsor

Booth Pricing

BEST RATE: Super Early Bird
Available until Friday, Oct. 9, 2020
at 11:59 p.m.

  • Single Booth – $500
  • Double Booth – $900
  • Triple Booth – $1,300
  • End Cap Booth – $1,800 (only 4 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 4 available)

Early Bird Rate:
Saturday, Oct. 12 – Friday, Nov. 13, 2020
at 11:59 p.m.

  • Single Booth – $575
  • Double Booth – $975
  • Triple Booth – $1,375
  • End Cap Booth – $1,875 (only 8 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 4 available)

Regular Rate
Saturday, Nov. 16 – Friday, Jan. 1, 2021
at 11:59 p.m.

  • Single Booth – $625
  • Double Booth – $1025
  • Triple Booth – $1,425
  • End Cap Booth – $1,950 (only 8 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 4 available)

NOTE: Any booth registrations after January 1, 2021 will incur an additional $50 late fee.

NOTE: If you are interested in registering for an end cap or premium, please call Jessica Palmer (334-613-2262) to make sure space is still available before registering.

NOTE: 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.

NOTE: 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 2021” 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 2020.

Exhibitor Cancellation Policy:
Any Exhibitor who cancels before November 13, 2020 will receive half of their paid amount. Cancellations between November 14, 2020 – January 1, 2021, will receive a $100 refund. Any cancellations after January 1 will forfeit the full paid amount.

Ad Space Secure an Ad in the Conclave Program

All ads are printed in full color and are a part of the Conclave program book given to all attendees. Contact Cameron Wilkins for ad specs at cwilkins@gabaptist.org or by calling 678-860-7994. Ads are due to Cameron by Tuesday, December 3.

Ad Price Options

Super Early Bird Rate:
Available until Friday, Oct. 9, 2020
at 11:59 p.m.

  • Full Page Color $1,050
  • Half Page Color $550
  • Quarter Page Color $300

Early Bird:
Oct. 12 – Friday, Nov. 13, 2020
at 11:59 p.m.

  • Full Page Color $1,050
  • Half Page Color $550
  • Quarter Page Color $300

Regular Rate:
Nov. 14 – Friday, Dec. 1, 2020
at 11:59 p.m.

  • Full Page Color $1,100
  • Half Page Color $600
  • Quarter Page Color $350

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 an Excel 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 15 minutes on the exhibit hall stage/podcast with Jody Livingston and Chris Trent.
  • Gold Level – $1000: Gold level sponsors will receive all bronze and silver level perks and recognition as a late-night sponsor on Friday for the Big Getaway Giveaway.

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 Green Room

An Exhibitor Green Room 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. Each exhibitor is limited to 3 additional name badges, 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 21

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!
6:45 p.m. > Podcast with Jody Livingston & Chris Trent
7:00 p.m. > Exhibit Hall Giveaway
7:30 p.m. > Exhibit Hall Closes
7:45- 9:00 p.m. > Main Session 1
9:15 – 10:30 p.m. > State Fellowships

FRIDAY, JANUARY 22

9:00 a.m. – 10:25 a.m. > Exhibit Hall Opens
10:00 a.m. > Podcast with Jody Livingston & Chris Trent
10:15 a.m. > Exhibit Hall Giveaway
10:25 a.m. > Exhibit Hall Closes
10:30 a.m. – 11:45 a.m. > Main Session 2
1:30 p.m. – 5:00 p.m. > Exhibit Hall Open
3:15 p.m. > Podcast with Jody Livingston & Chris Trent
3:30 p.m. > Exhibit Hall Giveaway
5:00 p.m. > Exhibit Hall closes
7:30 p.m. – 9:00 p.m. > Main Session 3
9:00 p.m. > Late Night – Exhibit Hall Open

SATURDAY, JANUARY 23

9:00 a.m. – 10:30 a.m. > Exhibit Hall Open
10:00 a.m. > Podcast with Jody Livingston & Chris Trent
10:15 a.m. > Exhibit Hall Giveaway
10:30 a.m. > Exhibit Hall Closes: Teardown/Loadout begins
10:45 a.m. – noon > Main Session 4

HOW DO I REGISTER AS AN EXHIBITOR?

To register, simply go to the following link and complete our 2021 Exhibitor Registration Form:

https://alsbom.wufoo.com/forms/conclave-exhibitors-2021/

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 as well as an email with our Rules and Regulations document. You must sign and submit this document to Jessica Palmer prior to Conclave.

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