Annual Conference Trade Show Registered Exhibitor Information

Trade Show: August 16 - 17, 2020

Seven Springs Mountain Resort

Somerset County, PA County, PA

The CCAP Annual Conference Trade Show features more than 80 exhibit spaces for vendors who do business with Pennsylvania counties. A Welcome Reception is held in the exhibit area during the first night of the Conference and there is designated time with vendors during meals and refreshment breaks. Several prize drawings also occur in the exhibit hall.

The 2020 CCAP Annual Conference and Trade Show will be held August 16 - 19 at Seven Springs Mountain Resort in Somerset County, PA. A tentative agenda and registration information will be available in March 2020.

BOOTH SPACE PURCHASE AND EXHIBITOR REGISTRATION

At this time, exhibit space is currently filled to capacity and online registration is closed.

To make changes to an existing registration or to submit a new registration, please contact Mandi Glantz (717) 736-4739. Changes to existing registrations after 4 p.m. on August 1 will need to be administered on-site. Please review the Changes to Registered Exhibitor Personnel (PDF) for further information.

The on-site registration desk for pre-registered exhibitors is located on the Concourse Level of the Santander Arena and will be open:

Sunday, August 4
Noon to 4 p.m.

After 4 p.m. on August 4, please register on-site at the DoubleTree by Hilton Hotel Reading. The CCAP Registration Desk will be open:

Sunday, August 4
Noon to 6:30 p.m.
Monday, August 5
8 a.m. to 3 p.m.
Tuesday, August 6
8 to 11 a.m.
Wednesday, August 7
8 to 11 a.m.

PAYMENT AND CANCELLATION POLICIES

Advance payment of all fees is required prior to the Conference. No booth assignments will be made and no badges or meal tickets will be issued until payment in full is received. Registrations are transferable to another individual prior to the Conference start date; registered no-shows will be billed. Please understand that we must adhere to these deadlines and policies in order to ensure accurate registration and hotel planning.

All cancellations must be submitted via email to Jeannette Hunter and must be received by 4 p.m. on July 19, 2019 to qualify for a refund. No telephone cancellations will be accepted. A $50 administrative fee will be deducted from each refund requested per valid cancellation if received prior to 4 p.m. on July 19, 2019; cancellations received after 4 p.m. on July 19 cannot be refunded. Regardless of initial payment method, all refunds will be issued via check from CCAP.

Changes to Registered Exhibitor Personnel (PDF)

Cancellation of Booth Space: Cancellations must be submitted via email to Mandi Glantz and must be received by 4 p.m. on July 5, 2019. No telephone cancellations will be accepted. A $50 administrative fee will be deducted from each refund requested per valid cancellation if received prior to 4 p.m. on July 5, 2019; cancellations received after July 5 will be subject to an administrative fee of 20 percent of the booth space purchase price. No refunds will be issued for cancellations received after 4 p.m. on July 19. Regardless of initial payment method, all refunds will be issued via check from CCAP.

2020 ANNUAL CONFERENCE SPONSORS

Sponsorship opportunities and contracts for 2020 events will be published in December 2019. Check back for details and to participate!

QUESTIONS

Conference Program Questions

Terry Cochran
Senior Meeting Planner
Office Phone: (717) 526-1010 x 3334

Direct Phone: (717) 736-4734

tcochran@pacounties.org

Registration Questions
Jeannette Hunter
Finance/Accounting Associate
Office Phone: (717) 526-1010 x 3315

Direct Phone: (717) 736-4771
jhunter@pacounties.org

Vendor or Academy Questions
Mandi Glantz
Director of Member and Vendor Relations
Office Phone: (717) 526-1010 x 3339
Direct Phone: (717) 736-4739
mglantz@pacounties.org

HOTEL RESERVATIONS
The DoubleTree by Hilton Hotel Reading is our Conference headquarters hotel and will be used for most overnight rooms, all general and breakout sessions and our Tuesday Dinner and Awards Ceremony. The Courtyard by Marriott Reading Wyomissing will be the overflow housing site for the conference.

DoubleTree by Hilton Hotel Reading (Headquarters Hotel)
701 Penn Street
Reading, PA 19601
(610) 375-8000

*The room block at the DoubleTree is currently sold out. Please call directly to check availability and see details below for information on other options for overnight accommodations.

Courtyard by Marriott Reading Wyomissing (Overflow Hotel)
150 North Park Road
Reading, PA 19610
(610) 378-1137

*The room block at the Courtyard is close to selling out. No king rooms are available at this time. Please call directly to check availability and see details below for information on other options for overnight accommodations.

Check in time is 3 p.m. and check out time is noon. Late checkouts cannot be guaranteed for Wednesday. Both hotels will store your luggage until the Conference concludes.

The room rate at the DoubleTree includes their restaurant breakfast buffet for up to two people per room each day. Parking at the garage attached to the DoubleTree is complimentary for Conference attendees. If the garage is full, there are several garages next to and around the Arena. Please consult the parking garage map. Parking at garages other than the DoubleTree's is $11 per day. The Courtyard offers complimentary parking to all guests.

Direct Bill Information for Counties: Counties needing to establish a direct billing account for their Conference overnight room charges at the DoubleTree must first make your room reservations online with a credit card or by calling the hotel at (610) 375-8000. After the room reservation is made, download and complete the hotel's direct bill application (PDF). Send the application along with a letter on county letterhead stating that your county would like to establish direct billing, what charges the county will pay for, a list of county staff covered by the direct bill, their room reservation confirmation numbers and the dates of stay, to the address on the application. The application and letter must be received by June 1, 2019 to process before the Conference. Applications received after June 1 cannot be guaranteed approval. The Courtyard does not offer a direct bill option.

ALTERNATE OVERNIGHT ACCOMMODATIONS

*Our room block at the DoubleTree is currently sold out. Rooms may become available, so please call the hotel directly to check on availability. Additionally, the room block at the Courtyard by Marriott is also close to selling out. No king rooms are available at this time. Please call the Courtyard directly instead of booking online. Make sure to mention the CCAP room block.

Below are other Reading area hotels near the DoubleTree and the Santander Arena. CCAP does not have a room block or conference room rate at any of these venues

ADDITIONAL CONFERENCE VENUE

The Santander Arena, located across the street from the DoubleTree, will be the site of Sunday and Monday's Exhibit Hall, Sunday night's Welcome Reception and Monday's Lunch with the exhibitors.

Santander Arena (Exhibit Hall)
700 Penn Street
Reading, PA 19601
(610) 898-7469

*CCAP will be running a shuttle from the Courtyard to the DoubleTree and the Santander Arena Sunday through Tuesday.

SPECIAL EVENTS AND ACTIVITIES

Evening Event for All Conference Attendees, Monday August 5, 6 - 10 p.m.

A Conference-wide event, A Tour of Berks County: The Festival, will be held at the UGI Energy Services Headquarters at The Knitting Mills in Wyomissing compliments of C.S. McKee. L.P. for all registered Conference attendees. The evening will start at 6 p.m. with a unique view and flavor of Berks County. Dress is summer casual. Please see the event flyer (PDF) for more information and RSVP directly to Mark Gensheimer at mgensheimer@csmckee.com to confirm your attendance.

Fun Run, Tuesday August 6, 6:30 a.m.

Our annual noncompetitive run/walk in the Reading area (course map) will be departing Tuesday morning at 6:30 a.m. from the DoubleTree. Sign up at the CCAP registration desk on-site at the Conference to participate.

Ride on the Colebrookdale Railroad, Tuesday August 6, noon to 5 p.m.

Tour guests will enjoy a delicious catered lunch on the train, a scenic ride through the countryside and a stop for ice cream on the way back. The Colebrookdale Railroad offers a nearly two-hour expedition into the Secret Valley, one of the most scenic and historic regions in the northeast.

The group will depart and return to the DoubleTree. Be sure to wear comfortable walking shoes!

The tour cost is $55 per person and includes transportation, a catered lunch, the railroad ride and a visit to Longacre's Modern Dairy, Inc. for ice cream. Space is limited - sign up on your online Conference registration form or contact Jeannette Hunter to add to your existing registration.

Berks County Countryside Tour, Tuesday August 6, noon to 5 p.m.

Don't miss this special farmland tour put together by our host county! Our first stop will be the Manatawny Creek Winery where our group will take a tour of the winery, enjoy a picnic lunch and hear a presentation on the Spotted Lanternfly research test site. Next, the tour will provide stops at two locally owned farms, Fisher's Farm Fresh Produce of Oley, part of the Farmland Preservation Program, and Oley Valley Organics, a certified organic farm and store.

The group will depart and return to the DoubleTree. Be sure to wear comfortable walking shoes!

The tour cost is $50 per person and includes transportation, a picnic lunch and a wine tasting. Space is limited - sign up on your online Conference registration form or contact Jeannette Hunter to add to your existing registration.

Annual Golf and Sporting Clay Tournaments, Tuesday, August 6, 1 p.m.
Tuesday afternoon will feature the Annual Golf Tournament and the Sporting Clays Tournament.

The Golf Tournament will be held at Willow Hollow Golf Course in Leesport. The tournament will be held compliments of Mazzitti & Sullivan EAP Services, Inc., Cornerstone Advisors Asset Management, LLC and Scott + Scott Attorneys at Law, LLP. A putting contest will be held compliments of CGL Companies.

The Sporting Clays Tournament will be held at M&E Sporting Clays in Hamburg compliments of Emerald Advisers, LLC & EmStone Advisers, LLC, Federated Investors, Marquette Associates, Inc. and Maher Duessel CPAs. Spots are limited!

For both tournaments, there is no cost for CCAP registered county members and guests. Vendors pay an additional fee. Lunch will be provided for participants.

Golf Tournament Flyer - Vendors (PDF)
Registration deadline July 19
Sporting Clays Registration Flyer (PDF)
Registration deadline July 26