Exhibitors: Frequently Asked Questions

Application Process

1. Who can exhibit at the Gathering?
Catholic leaders whose work is to advocate for social justice issues in an arch/diocese, parish, Catholic academic institution, or other local or national Catholic organization.

2. What should I display at the Gathering?
The organization should provide useful information to attendees about their programs and services that promote social justice, peace, human life and dignity, and global and domestic concerns.  Plan to bring enough materials for approximately 250 attendees.

3. How soon can I submit an application?
The application process for requesting permission to exhibit at the Gathering will begin in November 2011.   There is a limited amount of space available. Applications will be accepted on a first-come, first-served basis. However, priority goes to our partner organizations. Register early.

The sponsors reserve the right to deny exhibit space to those organizations whose mission are unrelated to or lack support of Catholic social teaching.

4. Is there a deadline to submit applications?
Applications will be accepted until space runs out or until January 13, 2012.

5. How will I know if my application was accepted?
Once your application has been approved, you will receive an email from Yolanda Taylor-Burwell, including a confirmation letter and an invoice, along with any additional exhibit information.

6. Is there a fee to exhibit at the Gathering?
Yes, the exhibitor fee is $250.00 for the entire conference (Friday, February 10, 2012 – Wednesday, February 15, 2012). The exhibitor fee does not include admittance to the Gathering; separate registration is required to attend the Gathering.

7. How should I pay for the exhibit?
Once you have received a confirmation email and invoice, a check made payable to USCCB-JPHD should be sent to:   

USCCB-JPHD
Att: Yolanda Taylor-Burwell
3211 Fourth Street, NE
Washington, DC 20017

8. What is included with the exhibit fee?
One (1) covered six-foot table and two (2) chairs with a basic sign.

If an order is placed using any of the items above, the exhibitor will be invoiced after the Gathering. The exhibitor is responsible for any additional costs incurred.

Shipping, Set-up, and Exhibiting

1. Where and when do I ship my materials to be displayed?
DO NOT SHIP YOUR ITEMS TO THE HOTEL PRIOR TO FEBRUARY 6, 2012.

The hotel charges a handling and storage fee for items shipped to the hotel prior to the Gathering. The handling fee is $30.00 per box or item. Storage fees will be determined. When shipping items to the hotel each label should have the following information, (see sample below):

2. Whom should I contact if I plan to ship items to the hotel?
Notify Yolanda Taylor-Burwell (ytaylor-burwell@usccb.org), no later than February 6, 2012, with the total number of packages shipped and a description of the contents. Packages/boxes will be delivered to your pre-assigned exhibit table. Please note, that you will be charged after the Gathering if you incur storage/handling fees.

3. How should I retrieve my shipped items?
Go to the exhibit hall on Friday morning, February 10, 2012. Your materials will be delivered to a pre-assigned table.

4. When will I be able to set up and breakdown my exhibit?
The exhibit setup opens on Friday, February 10, 2012, from 9:00 a.m. – 12:00 p.m.

The exhibit room breakdown begins on Wednesday, February 16, 2012, from 12:00 p.m. – 3:00 p.m.  

All exhibits must be removed from the exhibit hall no later than 3:00 p.m.

Neither the USCCB-JPHD nor the Washington Marriott Wardman Park is responsible for items that are left after the breakdown period, nor for lost or stolen items.

USCCB-JPHD has the right to remove displays that do not comply with the social teachings of the Catholic Church.

5. What if I experience problems with my exhibit once I get to the hotel? Whom should I contact?
Leave a message (include your name, organization, cell phone number and sleeping room number if applicable) at the Catholic Social Ministry Gathering registration desk for Yolanda Taylor-Burwell. Please note, the hotel staff will not respond to requests.

6. Will I be able to attend some of the activities associated with the Gathering?
Only if you have registered to attend the Gathering. Click here to see registration fees.

7. How will I keep my items secure if I am away from the exhibit area?
Security of all items in the booth is the exhibitor's responsibility. Neither the USCCB-JPHD nor the Omni Shoreham Hotel will be responsible for lost or stolen items.

The room will be locked overnight. 

You will need to show proper identification to Yolanda Taylor-Burwell if you need to reenter the room after posted hours.

 8. What are the exhibit hours?
Exhibit setup is Friday, February 10, 2012 from 9:00 a.m.—12:00 p.m.

Exhibit Hours
Friday, February 10, 2012	12:00 p.m. – 6:00 p.m.
Saturday, February 11, 2012	10:00 a.m.– 6:00 p.m.
Sunday, February 12, 2012	10:00 a.m. – 3:30 p.m.
Monday, February 13, 2012	8:30 a.m.– 5:30 p.m.
Tuesday, February 14, 2012	8:30 a.m. –1:30 p.m.
Wednesday, February 15, 2012	8:30 a.m.–11:00 a.m.

Exhibit breakdown is Wednesday, February 15, 2012 from 12:00 p.m.—3:00 p.m.

The exhibit cannot be dismantled or removed until the end of the Gathering (Feb. 15, 2012)

9. What should I do with any extra items after the Gathering?
It is the exhibitor's responsibility to remove all of their items from the exhibit room before the hall closes on Wednesday, February 15, 2012.  The exhibitor is also responsible for the packing and shipping of any of their materials at the conclusion of the Gathering.

10. Will I be able to cancel my request to exhibit?
If you need to cancel or modify a request to exhibit, send your request to Yolanda Taylor-Burwell at ytaylor-burwell@usccb.org no later than January 21, 2012 in order to receive a refund less a $75.00 processing fee.

Cancellations received after January 21, 2012, will not be eligible for a refund.