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AC 2009 Display Policy

Display Policy - Kentucky Annual Conference

Because displays rapidly outgrow the available space in the various venues where the Annual Conference meets and because of the increasing number of request from groups not directly related to Conference programs and institutions, the Kentucky Conference Program Committee formulated the following policy. Only official conference programs, agencies and leaders, and official Jurisdictional and General Church agencies and designated, affiliate groups will be given display space at the Kentucky Annual Conference.  Items may only be sold when the proceeds benefit the institutions within whose display they are located. 

DISPLAY SPACE IS NOT GUARANTEED AND WILL BE PRIORITIZED IN THE FOLLOWING WAYS. YOU WILL RECEIVE CONFIRMATION THAT YOU HAVE A TABLE OR THAT A TABLE IS NOT AVAILABLE.

1.  Kentucky Annual Conference Ministries and Institutions
2.  Special vendors invited by the Program and Arrangements Committee related to the theme and emphasis for that year (i.e.: Stewardship theme; company supplying the organ for worship)
2.  General Church and SEJ Institutions
3.  University Approved Seminaries in Kentucky
4.  Institutions in which KAC holds membership (i.e.: KCC, Norton Health Care)
5   Local Churches in the KAC
6.  Denominationally funded caucuses
7.  Non-funded caucuses

This policy will be included in conference publications, and letters will be mailed to groups that had a display the previous year.  If the venue has limited display space, then groups will be given the opportunity to reserve tables based on the above priorities and tables will be given based on the postmark date/received email of the requests. The Executive Team of the Annual Conference Committee on Program and Arrangements reserves the right to remove any displays that it deems inappropriate. 

Deadline for requesting display space is Friday, May 1.

Displays will be set up in the Exhibit Hall II (the main meeting and worship area is next door in Exhibit Hall I). 

Charges
The following are the charges for displays:
1. The charge for an 8-foot table with table cloth and skirt and up to two chairs is $35.
You are asked to furnish everything else needed for your display. 
2. The charge for electricity at your display is $60.

Logistics
Please indicate special needs on the form including: 
*Placement of display (near other similar groups, etc.)
*Any other special needs.
*Please let us know if you have displays that will reach over 5 feet (from floor up), as we will try to place these near a wall so they don’t block the view of other displays. 

Displays may be set up beginning the afternoon of Tuesday, June 2, and need to be removed no later than 1:00 p.m. on Saturday, June 6. 

Linda Thomas will be our staff person working with display logistics this year, and Paul Rominger is the representative of the Program & Arrangements Committee working with displays.

Deadline is May 1
If you plan on reserving a space, please complete the form and return it (by email or regular mail) to:  Linda Thomas, 7400 Floydsburg Road, Crestwood, KY 40014 or lthomas@kyumc.org.  Checks should be made payable to “Kentucky Conference Treasurer.”

Download display request form (PDF).