Sponsor Information

Pre-Event Call

Save the Date for a pre-event call! The ACPE Conference Coordinator will hold a pre-event call for all sponsors who would like an overview of the conference. This is especially helpful for first time sponsors, but all sponsors are welcome to join. The call will take place on Tuesday, April 8th at 10:00 a.m. PST. A recording will be available should you be unable to join. A Google Meet invite will be sent to all sponsor contacts with the link to join.

Location

Skamania Lodge
1131 SW Skamania Lodge Way
Stevenson, WA
(509) 314-4177

Sponsor Prospectus

Please review the Sponsor Prospectus for helpful conference information.

Event Contacts

Booth Dressing and Prop Questions

Rebecca Aptaker

RPS Events

rebecca@rpsevents.com

503-283-8828

Schedule Overview

The full schedule can be seen in SCHED. All sponsors will receive invitations to join SCHED on March 25th. 

Exhibit Hall Hours

The exhibit hall hours are during the Sponsor Showcases, as detailed below. 

Setup and Teardown Hours

What is included in your Booth

Booth Selection

Booth placement requires payment in full and selections will be done in the order that payments were received. Booth selection is underway. If you have not received the email to select your booth, contact coordinator@acpenw.org. 

On-Site Registration

A form was sent to all sponsors to register your onsite attendees. All names must be received by Tuesday, April 8th for name badge printing. If you need to submit your onsite attendees, the form is as follows:  https://acpenw.events/sponsor-on-site-registration/ 

Shipping Instructions

Shipments may be sent for arrival a maximum of 3 days prior to the event. Skamania Lodge will only accept prepaid packages. All packages must be labeled with the following information:

Your Return Address
ACPE / Sponsor Name / Booth #
Name of person that will claim the package & their date of arrival
Dates of Event (May 7-9, 2025)
Group Contact: Kristin Waymire
Number of boxes in shipment (1 of 4, etc.)

Send to:
Skamania Lodge
1131 SW Skamania Lodge Way
Stevenson, WA 98648

Your shipments should be in your booth when you arrive, and if not, they will be in the ballroom where your sponsor showcase is located. Please be sure to include all of the required information on the shipping label so your package(s) are easily identifiable. 

Skamania Lodge will bill any incoming shipments to the sponsor at the event. They charge $10 each for incoming boxes, $100 each for incoming crates, and $150 each for incoming pallets. A payment station will be set up in the ballroom at Skamania Lodge or you can arrange payment in advance through kwaymire@skamania.com.

Return Shipments

Outgoing packages must be pre-labeled, and ready for shipment.  FedEx and UPS will pick up on their regular schedule but if a special pick up is needed, that must be arranged in advance. Please leave your pre-labeled outgoing packages in your booth at the conclusion of your sponsor showcase and it will be shipped by Skamania. Any boxes not labeled properly will be held for 30 days. A charge will be incurred for any packages requiring labels to be made. 

Sponsor Presentations

Parking

Free parking is available on-site at Skamania Lodge, however parking is extremely limited. We encourage you to carpool or take the shuttle. There will also be overflowing parking at the Columbia Gorge Museum with a shuttle to and from Skamania Lodge.

Sponsor Meals

All meals are included for the number of attendees you have paid for in your sponsorship, and include breakfast, lunch and dinner. Sponsors are encouraged to attend all meals during the conference. 

Networking Events

While we encourage sponsors to participate in all events throughout the conference, there are some networking events that are sponsored and are not open to other sponsors to attend. Those events include the Trivia and Pizza Social, the Golf Tournament, and Lawn Games. If you are interested in sponsoring the golf tournament, contact coordinator@acpenw.org. 

Conference Theme

This year’s theme is Include IT, with a focus on diversity, equity, and inclusion. For the evening sponsor showcases, we will incorporate the theme “Time to Shine”. This is a glitzy theme encouraging attendees to show up as their best, true selves. Think lights, sparkles, and shiny decor.  We encourage sponsors to embrace the theme when considering their booth setup and design! 

Lead Capture

ACPE will print QR codes on all attendee badges. The QR codes will have information such as the attendee’s name, title, and school district. Any app that reads QR codes and allows you to save the information will work for capturing attendee information.  A web search for lead retrieval apps or scanning badges at conferences will provide many application choices. Please utilize the application that best fits your needs. 

Attendee List

ACPE will share the pre and post attendee list with sponsors one week before the conference and one week after. 

Giveaways and prizes

Sponsors cannot give any products of value (over $50) directly to attendees. If you have products to give away, ACPE accepts donations that will be randomly given to its members during the closing ice cream social. Let us know if you have prizes to donate by using our prize donation form.

Sponsor Contract

Sponsor registration is not complete until payment is received and the sponsor contract is completed and returned. Sponsors received their contract via email after registration. To request another copy of your contract, please submit a request for a new copy.