NCYC Exhibiting & Sponsorships

Exhibiting at NCYC

Thank you for your interest in exhibiting at the 2021 National Catholic Youth Conference (NCYC). This section contains all of the information you should need to consider. Please read each section. This will ensure that you know what is expected. Also, please pay particular attention to the Youth Protection section as these requirements may be less familiar to many exhibitors. Failure to meet the safe environment standards will result in exhibitor personnel being denied entry.

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Values

NFCYM Organizational Values

In response to the Gospel, and in pursuit of its mission and vision, NFCYM acts in accord with, and promotes these organizational values:

  • Guidance of the Holy Spirit discerned through prayer.
  • Fidelity to the mission and teaching of the church.
  • Ministry rooted in prayer and sacraments.
  • Communion with the bishops of the United States.
  • Dignity and giftedness of each person.
  • Inherent goodness, unique gifts and charisms of all young people.
  • Baptism call of each person to discipleship, mission and holiness.
  • Riches of diversity.
  • Promotion of justice and peace.
  • Responsible stewardship of our resources.
  • Wisdom of shared leadership and collaboration.

Fair Trade

NFCYM is proud to be using CRS Ethical Trade Partner, Ethix Merch, to supply its 2021 NCYC commemorative merchandise.

Thematic Village Values

NFCYM values participation in NCYC by exhibitors who view NCYC as an opportunity to resource, network, and be present to young people and adults whose pastoral work includes young people. Ideally, an NCYC exhibitor meets the following criteria:

  • Exhibitor’s mission and resources reflect the values of the Catholic Church and NFCYM.
  • Exhibitor’s resources equip participants for Christian discipleship.
  • Exhibitor acts as a good and responsible steward of resources.
  • Exhibitor provides and encourages an engaging, educational/catechetical, and interactive space.
  • Exhibitor reflects the diversity of the church and the local community.
  • Exhibitor seeks out socially-responsible sources for their promotional materials and items.

In selecting and placing exhibitors, NFCYM values the utilization of exhibit space to reflect a priority for (1) sponsors, (2) members, (3) nonprofit, education, and informational organizations (4)  retailers.

First Time Exhibitors

Is Exhibiting with NFCYM Right for You?

Many people and organizations have heard of NCYC and wonder if this is the best place for them to exhibit and spread the good news about their products and services. To help you assess whether exhibiting at NCYC is a good fit for your organization, ask yourself if your organization’s products, services, or message is directed to:

  • Catholic young people
  • Catholic youth ministry leaders, directors of religious education, catechists, etc.
  • Catholic high school or college campus ministers
  • Catholic priests/deacons
  • Catholic parents

If you answered yes to any of the above questions, then NCYC is likely to be a good match for your organization. Before you proceed to apply for exhibit space, you also need to consider the following:

  • Will you be selling products on-site, or simply providing information to conference participants?
  • How many booths will you need? Is one sufficient?
  • Do you have the funds to cover the other facets of exhibiting, such as: insurance, taxes, electricity, Internet access, carpeting, shipping, transportation, food, and housing?
  • Do you understand the NFCYM Organizational and Exhibit Values and how your organization supports these values?
  • Are you and your exhibit personnel able to commit to the NFCYM Exhibitor Code of Conduct and willing and able to complete the safe environment program offered by your home diocese or the Archdiocese of Indianapolis?

Finally, to make your NCYC exhibit experience enjoyable, study the information on this website. It is important for you to understand the:

  • Application Process
  • Types of Booths Available
  • Configurations of Exhibit Space
  • Booth Packages and Rates
  • Booth Limitations
  • Show Rules

Booth Information

Configurations: Linear, Corner, Perimeter, Market Place, End Cap, Peninsula, and Island.

Booth Cost per 10’x10′:
– Retail – $950
– Information Only – $750

Each booth comes with:

  • Draped 8′ back wall and 3′ siderails. (See Important Exhibitor Information statement below.)
  • One 6′ skirted table with two chairs.
  • One wastebasket.
  • Basic sign with exhibitor name and booth number.
  • Alphabetical listing in the program book.
  • Four (4) complimentary booth personnel credentials and two (2) complimentary booth personnel credentials per additional 10’x10′ space.
  • Ability to purchase up to two (2) additional booth personnel credentials per 10’x10′ space at $150 each.
  • Admittance to conference sessions with booth personnel credentials.

NFCYM charges different rates for sponsors, members, and non-members for retail and information booths. All booth prices are listed and calculated at the full Non-Member Retail rate of $950. Discounts are applied at time of application submission and will reflect sponsorship, membership status and booth type. NFCYM reserves the right to limit the number of booths an exhibitor may purchase.

Restrictions:
With the exception of island booths (which must not exceed sixteen feet (16′) in height) no construction or built-up exhibit, including banners, signs, flags (includes hand-held items), etc. shall exceed the overall height of the back wall, unless approved in advance by NFCYM.

Request for approval must be submitted in writing to the Exhibits Manager on or before October 1. Consideration for overall height extensions is only available on Perimeter Booths and any extension must be part of a professional/commercial display unit. Permission for height extensions will NOT be granted on-site.

Floor Plan

Youth Protection

more details coming soon

NCYC may be unique to other events at which you exhibit. Most participants are under the age of eighteen. They come with lots of adult supervision, but NFCYM and our host, the Archdiocese of Indianapolis, take seriously the responsibility to provide a safe environment for our young attendees. Therefore, we require adults to adhere to a code of conduct and to complete either their home diocese’s safe environment program or the Archdiocese of Indianapolis’ program.

 

Exhibitor Code of Conduct

In connection with their participation in the conference, NFCYM exhibitors will:

  • Exhibit the highest ethical standards and personal integrity
  • Conduct themselves in a professional manner, free from all forms of physical, psychological, sexual, and emotional intimidation, harassment, and abuse
  • Avoid taking unfair advantage of any relationship for their own benefit
  • Share concerns about suspicious or inappropriate behavior with their supervisors*
  • Report to local authorities any suspected abuse or neglect of a minor*
  • Accept their personal responsibility to protect minors and adults from all forms of abuse*
  • Limit their contact with NFCYM event participants to that which is appropriate to their role within that event

*In the state of Indiana, all adults are considered “mandated reporters,” meaning that anyone who suspects a young person is the victim of abuse, assault, or neglect must contact the Indiana Child Abuse Hotline at 1-800-800-5556.

Safe Environment Program Compliance

All diocesan safe environment programs include two parts: education/training and a third-party criminal background screening. Education helps adults understand, create, and maintain a safe environment for young people, including how to spot and respond to signs of abuse and neglect and how to establish appropriate boundaries for youth and adult interaction. Criminal background screening helps verify that individuals have not been convicted or are on probation for offenses that would disqualify them from working with minors. Such offenses include, but are not limited to, murder, assault, battery, sexual assault, injury to a child, abandoning, endangering, or enticing a child, prostitution, possession or promotion of child pornography, or violation of any law intended to control the possession or distribution of a controlled substance.

Returning Exhibitors/Personnel:
If you previously exhibited at NCYC and you and/or your booth personnel completed the Archdiocese of Indianapolis’ Safe and Sacred program, you will need to provide a copy of those credentials OR complete the archdiocese’s new program. If you completed your home diocese’s program, NFCYM will need a parish/school/diocesan authority to confirm your compliance using a form we will provide. More information will be given once you have selected and received your confirmation of booth space.

Exhibitor Schedule

WEDNESDAY, November 17

Time
Event
Location
8:30-4:30 pm ET
Installation \ Set-Up
Exhibit Hall

Thursday, November 18

Time
Event
Location
8:30-12:00 pm ET
Installation \ Set-Up
Exhibit Hall
2-4 pm ET
Show Hours
Exhibit Hall

Friday, November 19

Time
Event
Location
11 am-5:30 pm ET
Show Hours
Exhibit Hall

Saturday, November 20

Time
Event
Location
11 am-5:30 pm ET
Show Hours
Exhibit Hall
5:30-11:00 pm ET
Exhibit Removal
Exhibit Hall
  • All exhibit space must be claimed and exhibits must be set up by 12:00 pm on Thursday, November 18, to give the service contractor time to pick-up storage items from exhibitors, vacuum areas, clean aisles, etc. in advance of opening. Exhibit space not set by this time will be considered vacant and space will be masked or sold/assigned to other exhibitors.
  • Exhibits may not be removed until after the official exposition closing on Saturday at 5:30 pm.
  • Exhibitors may not dismantle or disturb their exhibits until after the official closing. Failure to observe this rule may jeopardize the exhibitor’s space assignments or right to exhibit at future NFCYM conferences.
  • No children under the age of 16 are permitted on the show floor during installation.

Insurance Requirements

Exhibitors are solely responsible for insuring and indemnifying their exhibits as outlined in #s 33-35 of the NCYC Exhibit Rules and Regulations. Neither NFCYM, nor Fern Exposition & Event Services, nor Capital Improvement Board of Managers of Marion County, Indiana, nor any other party has or will purchased insurance on behalf of exhibitors and are under no obligation to do so. NFCYM suggests that all exhibitors carry a minimum of $500,000 in liability insurance coverage.

Exhibitors should consult their insurance companies to verify that proper coverage is in place to cover all liability and/or loss of equipment and materials, from the time items are shipped until the time items return to the exhibitor’s warehouse/point of origin. For some exhibitors this may mean that more than $500,000 of coverage is needed. In the event that an exhibitor’s current policy does not cover all of the above, a rider can usually be added to the exhibitor’s present policy for a nominal cost.

Further, exhibitors should inform their insurance carriers of the requirement to defend, indemnify, and hold harmless NFCYM, Fern Expo, the Capital Improvement Board of Managersof Marion County, Indiana, the Marion County Convention and Recreational Facilities Authority (“MCCRFA”), the Indiana Stadium and Convention Building Authority (“ISCBA”), and their officers, board members, agents, and employees (as their interests may appear) from responsibility for any loss, property damage or personal injury that may occur to the exhibitor, exhibitor’s employees, or independent contractors, from any cause whatsoever, prior to, during, or subsequent to the period covered by the exhibit contract.

Certificate of Insurance

Exhibitors with liability insurance are required to provide NFCYM a certificate of insurance naming the National Federation for Catholic Youth Ministry, Inc.; Fern Expo; the Capital Improvement Board of Managers of Marion County, Indiana; the Marion County Convention and Recreational Facilities Authority; the Indiana Stadium and Convention Building Authority; and their officers, board members, agents, and employees (as their interests may appear), as additionally insured.

Exhibitors should have their insurance carrier send the certificate as an email attachment directly to them. DO NOT HAVE YOUR INSURER SEND IT DIRECTLY TO NFCYM. Exhibitors should save and print a copy for their records and send a copy as an email attachment to the Exhibits Manager at exhibits@nfcym.org with the subject line: COI [Insert Name of Exhibitor]. This will help us match your certificate to your record.

The certificate of insurance should be submitted no later than November 1, 2021. Failure to submit provide NFCYM a certificate of insurance may result in assignment of exhibit space to another exhibitor applicant and shall not relieve the exhibitor from its insurance obligations.

Click here for a summary of what to provide your carrier when asking for a certificate of insurance.

Exhibitors without Liability Insurance

NFCYM strongly encourages exhibitors without liability insurance to purchase such insurance in advance of their conference participation. In the event that an exhibitor does not carry liability insurance, the exhibitor is considered self-insured and must complete and submit an NFCYM Exhibitor Self-Insured Agreement within five (5) business days of receiving confirmation of assigned space. Failure to submit provide completed NFCYM Exhibitor Self-Insured Agreement may result in assignment of exhibit space to another exhibitor applicant and shall not relieve the exhibitor from its insurance obligations.

Rules & Regulations

All exhibits and exhibitors are subject to the following rules and regulations. Registered exhibitors assume responsibility for making sure that all booth personnel understands and abide by the terms, conditions, general information, and official rules and regulations of the Catholic Youth Ministry Resource Exposition. Exhibitors are also bound by the policies and general operating procedures found in the Facilities Guide of the Indiana Convention Center and Lucas Oil Stadium (ICCLOS), which may change without notice. Failure to observe these rules, regulations, and policies may jeopardize the exhibitor’s space assignments and right to exhibit at future NFCYM conferences.

Click here to view and download the Exhibitor Rules and Regulations in PDF format.

If you have any questions, please contact the Exhibits Manager.

Sponsorships

Stand OUt at NCYC!

Elevate your engagement through sponsorship.

Sponsorship at NCYC allows organizations opportunity for engagement through programmatic areas of impact and awareness through advertisement. Whether it be onsite in Indianapolis or via the NCYC digital experience there are plenty of opportunities for organizations of any size with any budget to have that moment to STAND OUT!

 

Interested in sponsorship?

We like to start each potential sponsorship with a conversation because every organization has different needs and not one size fits all.

You can schedule some time to talk with Matt Alpaugh, Director of Mission Advancement about sponsorship opportunities for NCYC as well as other programs and events from NFCYM.