Annual Conference Trade Show Registered Exhibitor Information
 
​Trade Show: August 4 - 5, 2019
Santander Arena
Berks 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.

2019 CONFERENCE MATERIALS
 
Visit the 2019 CCAP Annual Conference homepage for registration links, tentative agenda, information on Conference facilities, directions, hotel reservations and additional details for all Conference attendees. Registrations must be submitted with payment for booth selection to be processed.
 
BOOTH SPACE PURCHASE AND EXHIBITOR REGISTRATION
 
Each booth purchase includes two exhibitor personnel registrations. Booths are available and location is assigned on a first-come, first-paid basis. An electronic booth selection form will be sent to you upon completion of the online registration and submission of payment for booth space. Online booth registration is available on the 2019 CCAP Annual Conference homepage.
 

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 2019, 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.
 
 
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.

INFORMATION FOR REGISTERED EXHIBITORS

 

BOOTH LOCATION SELECTION
 
 

DRAYAGE SERVICES

There are 75 booths on the main exhibit floor that measure 10' deep by 10' wide and include one 8' black skirted table, two chairs, a head sign and a wastebasket. The 8' high back drape for booth spaces will be alternating red, gold, teal, blue, plum and white. There are also 14 booths on the concourse level with the same specifications.

The exhibit area has only aisle carpeting; the flooring is concrete under the exhibits. Exhibitors may purchase carpeting, electricity and additional furniture using the electronic Exhibitor Service Kit (PDF). The Conference facility has complimentary Wi-Fi internet access in the exhibit area. Electricity and alternate carpeting for booth spaces is NOT included in the booth registration fee. Please use the exhibitor service kit to order these additional services.

 

  • Exhibitor Service Kit (PDF)
    Includes order forms for carpeting, electricity, additional furniture, shipping with drayage firm, etc. The deadline for ordering drayage services is July 19, 2019. Services may still be available after that date, but a late fee may be assessed. Please contact General Exposition Services (GES) at (610) 495-8866 and mention you are attending the CCAP Annual Conference and Trade Show and a customer services representative will assist you.

 

 
2019 ANNUAL CONFERENCE SPONSORS
 
Sponsorship opportunities (PDF) are available to interested vendors. The sponsorship contract (PDF) should be submitted no later than July 5 to ensure the full benefits of sponsorship are available. After July 5, please contact Mandi Glantz to confirm availability of benefits. Thank you for your support!
QUESTIONS
 
Conference Program Questions
Terry Cochran
Senior Meeting Planner
Office Phone: (717) 526-1010 x 3334
Direct Phone: (717) 736-4734
 
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.

ADDITIONAL ​VENDOR OPPORTUNITIES

Advertising

Sponsorship

Hospitality 

 CCAP Committee Meetings

ACTIVITIES IN READING, PA
 
For more information on Berks County and the surrounding countryside, please visit:
 
  • Reading Radsport Festival
    Reading Radsport Festival is a community focused cycling and running event, hosted by and benefiting the Reading Recreation Commission and returns to West Reading and Reading on August 3 - 4, 2019.

    Saturday West Reading will host a men’s and women’s professional criterium race as well as an amateur event. A criterium race is contested on a short downtown loop, the action is fast paced and intense. The layout of the criterium course provides an opportunity for spectators to grab food or drink from one of the many Main Street businesses and watch the action unfold in front of them. Professional racing begins at 5 pm and is a great spectacle for the whole family.

    Sunday Reading Radsport moves over to City Park at the base of Mount Penn to showcase many different cycling disciplines in one place as well as a bit of running action. Running races kick of the day at 9:30 am with cyclists racing up the mountain starting at 11 am. At 1 pm the racing moves off road with cyclists racing on the dirt course set up in City Park. With food and beer gardens set up in prime spectator locations as well as various dedicated kids activities Reading Radsport delivers another action packed day.  

​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 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.