Annual Conference and Trade Show

 

August 4 - 7, 2019
DoubleTree by Hilton Hotel Reading
Courtyard by Marriott Reading Wyomissing 
Santander Arena
 Berks County, PA

The CCAP Annual Conference and Trade Show is the Association's premiere event, hosting more than 500 guests over the duration. The Conference features timely speakers, great educational sessions, exhibitors and time with your colleagues. Members are also encouraged to bring their families to this summer Conference. Sponsorships and exhibit booths are available to vendors.

2019 CONFERENCE MATERIALS

​CONFERENCE ATTENDEE REGISTRATION

You will receive an immediate confirmation upon completing the online registration process.
 
  • County Member/Non-Exhibiting Individual Vendor and State Agency Online Registration
    County member registration applies to county officials and staff; Non-exhibiting individual vendor and state agency registration applies to vendors or state agency personnel attending the Conference, but not purchasing booth space.

    PROMO: Register four county members online and CCAP reimburse the county for the fourth person's registration fee after the Conference. Get four registrations for the price of three!

 

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 this online registration and submission of payment for booth space. 

 

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.

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.

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.
 
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 x3334
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  

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.  

​EXHIBITORS/BOOTH SPACE

Information for Registered Exhibitors
Additional information is available for registered exhibitors including the booth selection process and drayage services such as carpeting, electricity, shipping, etc.

ADDITIONAL VENDOR OPPORTUNITIES

Advertising
Sponsorship
Hospitality 
 CCAP Committee Meetings

CCAP ANNUAL AWARDS

All awards will be given out during the CCAP Dinner and Awards Ceremony on Tuesday, August 6:

Road and Bridge Safety Improvement Award Program

Each year, CCAP, the Pennsylvania Highway Information Association (PHIA) and the PA Department of Transportation (PennDOT) work together to recognize the best road and bridge safety improvement projects undertaken by local governments across the commonwealth. 

SPECIAL EVENTS AND ACTIVITIES

CCAP Gift Room

All registered CCAP county members, guests and children have the opportunity to participate in prize drawings during the Conference. The drawing prizes are items donated by counties attending the Conference. Full details are available on the Gift Room Flyer (PDF).

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.