2025 APCA National Campus Activities Conference

March 6, 2025 - March 9, 2025 | Hershey, PA
ASSOCIATES | Hershey Lodge

Join us at the Hershey Lodge in Hershey, PA

3/6/25-3/9/25

Last year, we worked together to break cooperative buying records, booking over 1000 dates for our Associates!  Don’t miss it in 2025!

Click Here to View the 2025 Hershey Conference Schedule

 

STEP 1

JOIN APCA!

All APCA Member Agencies and Self-Repped Artists may submit showcase applications for inclusion in our Campus Activities Planning Conferences. Not a Member? Join today!

JOIN HERE
STEP 2

REVIEW SHOWCASE OPTIONS/EVENT DETAILS

Review all Showcase Options Below BEFORE SUBMITTING APPLICATION!

STEP 3

SUBMIT YOUR SHOWCASE APPLICATION

After you review the options and details below, complete the Showcase Application. NO APPLICATION FEES! NO payment is required until AFTER showcase acceptance! (Payments must be received by 10 days following showcase notification)

STEP 4

BOOK HOTEL

You must make reservations at the host hotel under the APCA (Association for the Promotion of Campus Activities) block to attend this event.

CONFERENCE DETAILS AND SHOWCASE OPTIONS

(A minimum of 1 Delegate Pass and 1 Booth is required per Agency to attend the conference (this applies to all Agency Levels and Self-Repped Artists). 

DELEGATE PASS
A minimum of 1 Delegate Pass and 1 Booth is required per Agency to attend the conference (this applies to all Agency Levels and Self-Repped Artists). All Agents attending the conference must have a Delegate Pass.

Additional Showcasing Artists/Vendors who have purchased a Showcase Package are not required to purchase a full Delegate Pass, but please note: ***Conference meals (3 lunches, 3 dinners) are provided for DELEGATES ONLY. Showcasing artists must purchase a Delegate Pass to join College/University Buyers in the ballroom during meal showcases. 

DELEGATE PASS:
$599

 

BOOTH ONLY FEE

EXHIBITOR BOOTH ONLY FEE: $1299

This option is for vendors only – ie, speakers, t-shirt vendors, etc. who do not want to showcase, but would like to attend the conference as a vendor in Exhibit Halls.

Reminder – a minimum of 1 Delegate Pass is required per Agency.

SHOWCASE OPTIONS AND FEES

BOOTH IS INCLUDED in all showcase packages listed below:

  • Meal Showcase Package: $2599 (10-minute)
  • Non-Meal Showcase Package: $2399 (10-minute)
  • Roving Novelty Package: $1699 (includes novelty roving during Registration, Exhibit Halls, etc.) Additional charges for electrical drops will apply if needed.
  • Opening Keynote Package: $3999 (20-minute – ONLY 1 SPOT AVAILABLE)
OPTIONAL ADD-ONS / ADVERTISING PACKAGES

Conference Advertising Options

  • Bag Drop: $599 (for all school delegate bags) – (Associate must provide drop items by deadline, must conform to APCA specifications to fit in bags)
  • Side Screen Ad: $699 (Associate provides ad to include in rotating slideshow prior to each showcase)
  • Half-Page Ad in Conference Program: $399
  • Full-Page Ad in Conference Program: $699

PREMIUM Advertising Package: $1599 (only 6 available)

This package Includes: 

  • Guaranteed Showcase spot on Thursday or Friday – exclusive to package
  • Highest priority for Exhibit Hall placement – exclusive to package
  • Bag Drop ($599 VALUE)
  • Side Screen Ad ($699 VALUE)
  • Half-Page Ad in Conference Program ($399 VALUE)

Ad Sizes:

Full Page non-bleed

7.5”w x 10.5’” h

Half Page non-bleed

7.5”w x 4.75” h

Side Screen

16:9 slide
1920 pixels X 1080 pixels

 

Booth Demo: $399

(Non-musical performance artists. Mentalists, painters, etc. who would like to demo their skills at their booths during Exhibit Hall times only. No music or sound amplification allowed.)

 

Exhibit Hall Vendor Assistant Pass $50

(Booth set-up and novelty assistant only – no performers, artists, agents, etc.)

 

Booth Electricity:

$79 for 10 amps, $119 for 20 amps (payable to APCA)

Booth size = 6×8

Hotel Information

Hershey Lodge

  • ADDRESS: 325 University Drive Hershey, PA 17033

**All Associates MUST MAKE RESERVATIONS AT THE HERSHEY LODGE UNDER THE APCA BLOCK. Please do NOT make reservations via travel booking sites such as Expedia or Priceline, etc. or you will not be in the block. Make reservations as indicated below.

If you have any problems making your reservations, contact elambert@apca.com or call the APCA offices at (865) 429-9123.

**The host hotel, The Hershey Lodge, has sold out. We have arranged overflow hotel rooms at two very nearby hotels, the Fairfield Inn & Suites and Tru By Hilton.  Both hotels will have complimentary shuttle service to and from the event, and booth hotels will charge $229 + tax per room.

The cutoff to book at the negotiated rate is 2/24/2025

Please see the booking links below. Simply click on the link, select your dates of stay, click “check availability” and the negotiated rate auto populates.

A heads up with the booking link, when you first click on it, the form will show you dates longer than your actual stay. These dates are put in here as “shoulder dates” to in case someone needed to check in a day early or a day later.

Please be sure to put in the exact dates of YOUR stay rather than the auto populated dates. 

 

Fairfield Inn & Suites Hershey Chocolate Avenue

651 West Areba Avenue

Hershey, Pennsylvania, 17033

Booking Link-APCA Conference 2025-Fairfield by Marriott

 

Tru by Hilton Hershey Chocolate Avenue

204 Hillcrest Road

Hershey, Pennsylvania 17033

Booking Link-APCA Conference-Tru by Hilton 

 

Alternatively, you can call the hotel directly to make your reservations:

Fairfield by Marriott: 717-520-5240 press 0 for Front Desk and Quote the code: APC

Tru by Hilton: 717-531-3400 press 0 for Front Desk and quote the code: APC

Travel Discounts

Delta Air Lines is pleased to offer special discounts for APCA.


Please click here to book your flights.


You may also call Conferences and Events® at 1.800.328.1111* Monday–Friday, 8:00 AM-6:30 PM (EST) and refer to Meeting Event Code NM4FW


*Please note there is not a service fee for reservations booked and ticketed via our reservation 800 number.