EXHIBITOR FEES

We’re ready to welcome you to Louisville and the Conference! Let’s get started.

Before applying to be an Exhibitor take note of the following:

You will choose from the following options:

1. For FULL CONFERENCE (includes Hispanic Federation, NDDO, and Conference, Oct. 11-16): 

                    CFLA Member fee - $650.00

                    Non-CFLA Member fee - $ 850.00 

2. For Hispanic Federation Conference ONLY (Oct. 11-12): 

                  Federation Member fee - $200.00

                  Non-Federation Member fee - $300.00

3. For NDDO/Conference ONLY (Oct. 13-16): 

                  CFLA Member fee - $450.00

                  Non-CFLA Member fee - $550.00 

Not a CFLA member yet? Join CFLA today to enjoy all the benefits of membership, including the CLFA Member Rate! 

DETAILS

We invite you to take advantage of the opportunity to meet diocesan and parish leaders during the full conference - October 11-16 - or to join us for the part of the Conference most convenient for your schedule. See the schedule of events below and choose your option on the Exhibitor Registration Form:  

• October 11-12: Hispanic Federation Conference keynotes and workshops (given in Spanish), Exhibit Hall open

• October 13: New Diocesan Directors Orientation (NDDO). This portion of the Conference is reserved to new diocesan directors only, however the Exhibit Hall will be open. This is a great opportunity to connect and share your work with new diocesan leaders. There will also be an evening reception and policy panel on IVF for all diocesan directors.

• October 14-16: Conference continues with keynotes, workshops, and networking (English).  The Exhibit Hall will be open throughout (see times below). 

NOTE:  If you would like to attend the Hispanic Federation and/or Main Conference (which includes keynotes, workshops, breakouts, and meals) register here. Exhibitors receive $50 off full Conference registration with coupon code EXHIBIT25.

WHAT’S INCLUDED!

All of the above Exhibitor options include the following:

•  One SIZE skirted table and two chairs
• Name tags for staff members
• Limited number of spaces with access to electrical outlets. Please indicate your need for electricity, first come, first served.

WHAT’S NOT INCLUDED:

Exhibitor fee does not include:

• Admission to the full Conference. If you’d like to attend all keynotes and breakouts, plus meals, register for the Conference here and use the coupon code EXHIBIT25 for a discount.
• Hotel reservation. Reservations must be made directly with the Hotel. Book now and mention “Catholic Family Life Association” for the group rate!
• Meals. All of that networking will make you hungry, so purchase meals a la carte! Or consider registering for the full Conference, which includes keynotes, breakouts and meals. Register for the full Conference using the coupon code EXHIBIT25.

APPLICATION & PAYMENT

This LINK will take you to the application form where you can secure your spot as an Exhibitor. You’ll be asked to indicate the following:

• Number of staff attending and names
• Donate a prize for our Passport Raffle (value at least $25)
• Purchase meals a la carte (if not registering for the full Conference, and/or purchasing meals for additional staff)
• Credit Card and billing information
• Coupon code, if applicable

NEW

A HELPING HAND FOR SMALLER MINISTRIES/NONPROFITS

We value the work of ministries with big missions, and small budgets ($200,000 or less), and we want you to share it with our attendees! 

CFLA is offering scholarships to recognize and assist small ministries. BEFORE REGISTERING AS AN EXHIBITOR please complete this short form which will be reviewed by the Exhibit Committee. Upon review we will notify you of whether your application meets the requirements and has been accepted. You will receive a coupon code for $150 off the cost to exhibit. When completing the Registration form simply enter the given coupon code at checkout.

This special scholarship for small nonprofits will only be considered after the above form is completed (no email or phone requests will be granted).

THAT'S IT!

Upon receipt of your application, you will receive a Confirmation Email. 

If you don’t receive confirmation, 

FIRST check your Spam folder. 

SECOND, email Ann or Kelly and we’ll make sure everything checks out and respond to you within 24 hours.

LOCATION, LOCATION, ACCOMMODATIONS

CFLA has reserved a block of rooms for the entirety of the Conference. The number of rooms available at the discounted rate are limited, so make your reservation TODAY!

CROWNE PLAZA AIRPORT HOTEL: 830 PHILLIPS LN, LOUISVILLE, KY 40209

Rate: $199/night

Two ways to reserve your room at the Conference rate:

1. ONLINE at this link and mention the group name, Catholic Family Life Association, for the Conference rate.
2. BY PHONE: Call (502) 367-2251 for reservations and mention the group name, Catholic Family Life Association, for the Conference rate.

DON’T FORGET! Mention “Catholic Family Life Association” when booking by phone or online for the Conference discounted rate of $199/night.

HOTEL ACCOMMODATIONS ARE NOT INCLUDED IN THE CONFERENCE FEE. 

Exhibitors must make their own reservations. 

This rate is guaranteed from October 10 - 16, 2025 to include those attending all events from October 11-16, 2025.

PREPARE!

As you prepare to meet us in Louisville, make sure to do the following:

1. Make your hotel reservation to take advantage of the Conference rate. [LINK]
2. Plan to have enough materials for X NUMBER of attendees. Having a few extras on hand is always a plus!
3. If you are not driving to the Conference you may need to ship your materials, banners, etc. to the HOTEL. Please follow these shipping instructions:

SHIP TO: CROWNE PLAZA IGH ℅ SALES REP NAME

830 Phillips Lane Louisville, Kentucky 40209 United States

LABEL each box CFLA Conference, Box X of X (e.g. Box 1 of 3, Box 2 of 3, etc.)

SHIP TO BE RECEIVED AT HOTEL no more than 3 days in advance (HOTEL cannot store materials more than 3 days prior to the start of the Conference)

SAMPLE LABEL

ARRIVAL & SET-UP

Your arrival and set-up time will depend on which portion(s) of the Conference you are exhibiting: 

October 10, 3PM to 11PM: check-in and Exhibit set-up for the Hispanic Federation Conference and those who are exhibiting for the entire time.

October 13, 9AM to 4PM: check-in and Exhibit set-up for exhibitors for the rest of the Conference, which opens on October 13th with the NDDO and continues to October 16th. 

Conference staff will be available to answer questions, provide direction, and help you settle in. Exhibit Hall will be open during set-up and Exhibit Hours (see below). 

At the end of each day, Exhibit Hall will be locked, so make sure to take any necessary items with you before leaving the Hall for the day.

EXHIBIT HOURS

This is your time to shine! Share your important work with our Conference attendees, network, make connections - and friendships - and share your resources and expertise to help support the work happening in dioceses and parishes around the country - and beyond!

The Exhibit Hall is open for attendees to meet you during the following hours:

Hispanic Federation Conference

Saturday, October 11, 8AM – 1PM 

Sunday, October 12, 9AM – Noon 

NDDO and remaining Conference 

Monday, October 13, 7PM-9:30PM 

Tuesday, October 14, 9:30AM – 4PM

Wednesday, October 15, 10AM – 4PM 

Thursday, October 16, 8AM – 11AM

AFTER HOURS, THE NETWORKING CONTINUES! 

The Exhibit Hall closes at the end of the day - but the opportunities to continue making connections and having great conversations continues - in the Lobby, at the bar, on a walk outside. Take advantage of this great opportunity to meet diocesan and parish leaders with whom you can collaborate!

IMPORTANT: The Exhibit Hall will be locked at the close of each day, but we do encourage you to take any valuables (e.g. laptops, monitors, etc.) to your room. CFLA and HOTEL are not responsible for any items lost, stolen, or damaged.

BAG INSERTS

NOTE that certain Sponsorship levels do offer the opportunity to include a non-paper insert (i.e. no brochures, flyers, or postcards) in all Attendee bags. 

Find out more about Sponsor Levels and opportunities. SPONSOR INFO

YOUR TICKET TO ATTENDEE ENGAGEMENT

In an effort to encourage attendees to visit all of our wonderful Exhibitors we are once again providing registered attendees with a “Passport” that enters them in a raffle to win great prizes from our Exhibitors. Attendees simply present their Passport when visiting a booth for Exhibitors to initialize. Then filled Passports are eligible for a drawing, taking place at the close of the Conference.

We invite you to donate a raffle item for the Passport drawing by indicating it on the Exhibitor Application. Items should be valued at $25 or more. It’s fun, and a great way to encourage folks to visit your booth and learn more about your work!

TIME TO CLEAN UP

All good things must come to an end, so here are the times for packing up and saying goodbye until next year!

Sunday, October 12: 3PM - 5PM for Exhibitors only participating in the Hispanic Federation Conference

Thursday, October 16: 11AM - 1PM All remaining Exhibitor booth tear-down

THE FINE, FINE PRINT!

• Each Exhibitor is responsible for shipping materials to the Conference location, and for the return shipping to its point of origin. It is recommended that Exhibitors obtain all-risk coverage.

• It is also understood that the Catholic Family Life Association (CFLA), its officers, the Conference Planning Committee, and HOTEL are not responsible for any injury, loss or damage that may occur to the Exhibitor, the Exhibitor’s representatives, or property, from any cause whatsoever, prior to, during or subsequent to the period covered by the Exhibit contract. 

• It is also understood that the Exhibitor indemnifies, and agrees to hold harmless, the Catholic Family Life Association (CFLA), the Conference Planning Committee, and HOTEL, their officers, managers, agents, and employees, for any injury, loss, or damage.

• Security in the Exhibit Hall cannot be guaranteed outside of scheduled hours, so please do not leave valuables (laptops, monitors, etc.) in the Hall after Exhibit hours.

• CFLA cannot accept responsibility for freight shipped to HOTEL. All deliveries to HOTEL not in accordance with the above instructions will be returned to the shipper at the exhibiting company’s expense. Neither HOTEL nor CFLA are responsible for lost or stolen articles shipped, stored, or displayed by the exhibitors. Exhibitor is responsible for shipping materials, labels and expenses if items must be shipped to place of origination following the Conference.

• The Exhibit Committee will make every effort to accommodate as many Exhibitors for this year’s conference as possible, while ensuring adequate space and visibility for everyone. The work you do is so important, and we want our Membership and attendees to have plenty of time to learn about your organizations and network with you. That said, booth spaces are limited and available on a first come, first served basis.

• While we encourage you to bring your organization’s banners/signage, please be aware of space limitations in the Exhibit Hall, so that we can ensure that all of the ministries and organizations have enough space. If you have questions about the size of your setup, please contact Ann and Kelly so that we can do our best to accommodate everyone’s needs and make the Hall as comfortable and accessible as possible.