Auxiliary Event Host

An auxiliary event is a standalone event hosted by a partner during the off-hours of The Gospel Coalition Women’s Conference. These events include meaningful content for the attendees and optional food/refreshments appropriate to the scheduled time. Any refreshments are provided by the hosting organization and ordered directly from the convention center catering department. While content can differ from the conference theme, it must complement the conference, align with TGC’s Foundational Documents, and benefit our attendees.

Some examples of past auxiliary events include:

• “Ending Roe Isn’t Enough: The Church’s Critical Role in a Post-Roe” at TGCW22
• “Writing and Publishing in the Christian Sphere with B&H Publishing Group” at TGCW22
• “Trauma and Abuse in the Church: A Biblical Response” at TGC23
• “Cradle to Cap and Gown: A Look at Shepherding the Young for the Weary Pastor” at TGC23

All auxiliary events must be approved by TGC.

You will be asked to select your top three preferred time slots in your application and assignments will be made on a first come, first serve basis. Please note, the exact times listed below are subject to change but the general time slots will not. We have found that events offering meals are the best-attended events.

THURSDAY, JUNE 20

• Dinner 6:00 PM – 8:00 PM

FRIDAY, JUNE 21

• Morning 7:30 AM – 8:45 AM
• Lunch 12:30 PM – 2:00 PM
• Dinner 5:00 PM – 6:45 PM
• Night 9:15 PM – 10:30 PM

SATURDAY, JUNE 22

• Morning 7:30 AM – 8:45 AM

HOSTING FEE
The hosting fee is $750. This cost covers the room rental and setup. There are additional costs for any AV equipment (see options below). Once your event is approved, we will provide an invoice for the hosting fee ($750). Payment must be made within 30 days of receipt in order to confirm your auxiliary event spot. The remaining balance for any additional expenses will be sent after the conference.

AUDIO/VISUAL OPTIONS
The following items need to be reserved in advance. They are optional unless otherwise noted.

EVENTS UNDER 600 PEOPLE

• Projector and Screen ($750)
• Wired Mic ($85 each)
• Wireless Mic ($225 each)
• Technician ($350) *required with use of more than 3 mics
• Audio Recording ($150)

EVENTS OVER 600 PEOPLE

• LED Backdrop Screen ($750)
• Wired Mic ($85 each)
• Wireless Mic ($225 each)
• A/V Crew ($350) *required

CATERING
Catering is available through the convention center’s catering department, Sodexo Live. Outside food is not allowed to be served at the Convention Center. You can view the current menu and prices here. Catering orders are placed by emailing Sodexo Catering Sales Manager, Jenna Keisler. Catering orders are due 30 days before the event and payment will go directly to Sodexo.

PROMOTION
While it is your responsibility to promote your event, all public auxiliary events will be listed on the TGC conference website, program, and app. An event title and 100-word description will be required when registering. We highly recommend that those hosting a public auxiliary event create a registration form to be included on our website. If you would like to host an unlisted, private event, please mark “private” on your application.

SET UP
In your application, you may request your room set up to be theater style, round tables, high tops or a mix of round tables and high tops. All rooms will have a small stage and you can request either a podium or panel seating on the stage. Please note that events larger than 600 will be limited to theater style seating.

REGISTRATION
Your auxiliary event hosting fee does not include conference registrations. Anyone joining as a host or speaker of the auxiliary event must register for the conference. If a speaker for your auxiliary event is not already attending TGCW24 as a conference speaker, you must register him/her as a general attendee.

If you desire to host an auxiliary event with TGC, you must fill out the Auxiliary Event Application by February 1, 2023. All applications are subject to approval and may be declined for any reason. You will receive an email within 45 days of submission indicating the status of your application and further information for those accepted.

Please note: auxiliary events are considered based on three criteria: (1) the application submission date; (2) prior partnership with TGC events; (3) content that complements the conference and benefits the attendees.We encourage you to submit your application soon in order to secure a spot.

IMPORTANT DATES

• February 1: Applications due
• March 1: No refunds for cancellation after this date (50% refund prior to March 1)
• March 1: Final changes to event descriptions must be submitted
• May 20: Catering orders due

If you have any questions about hosting an auxiliary event, please contact Sara Head.