Join Us at the Doubletree by Hilton Hotel in Williamsburg, VA – December 7-9, 2025
Join us for our 2025 Annual Meeting at the Doubletree Williamsburg for what will be great networking and educational sessions.
- Online Registration is Open – Register here: https://cvent.me/Av4rw0
. SWCD staff or partners can use this sample paper registration form to collect board member or staff information and then use to submit online registration. - Hotel Reservations – Reservations can be made directly with the conference center hotel, the Doubletree Williamsburg here. Overflow lodging has also been confirmed at the Marriott Williamsburg at the state per diem rate of $115. Overflow lodging reservations at the Marriott can be made here. The Marriott Williamsburg is located 1/4 mile from the Doubletree Williamsburg where the conference is located.
- Annual Meeting Agenda – Find a draft agenda for the 2025 conference here and check back often as we continue to update and build out the full agenda. For those first time attendees looking to get a better understanding of the conference, review the 2024 final, full conference agenda here to learn more about the full conference value. A detailed agenda of this nature for the 2025 conference will be available closer to late October/Early November. Sunday board and Tuesday business meeting materials will be available at https://vaswcd.org/board-meetings.
- Annual Meeting Sponsor/Vendor/Exhibit Form – Online registration for Sponsors can be found here . A paper registration form with more information can be found here. View details below regarding sponsorship levels and come on board as a meeting sponsor to gain recognition throughout the conference.
- Annual Meeting Auction Registration – The VASWCD auction and raffle is our biggest fundraiser and your contributions support the Foundation’s environmental education programs including Envirothon, Youth Conservation Camp, MWEE, and more. Register an auction item and plan to purchase your Wine & Win raffle tickets at the Annual Meeting. While items will still be accepted at the door pre-registering your item will allow staff time to better process and plan for the silent auction. Registration will open for auction items in Fall 2025.
If you have any questions regarding the Annual Meeting contact the Association Office at 804-559-0324 or Kendall Tyree by email at kendall.tyree@vaswcd.org.
Annual Meeting Sponsorship
The Virginia Association of Soil and Water Conservation Districts (VASWCD) provides and promotes leadership in the conservation of natural resources through stewardship and education programs. It coordinates conservation efforts statewide to focus effectively on issues identified by local member districts. Our mission is to serve and strengthen Soil and Water Conservation Districts in the stewardship of natural resources. The VASWCD is a private nonprofit association of 47 soil and water conservation districts in Virginia and is classified as a 501(c)(5). It is a voluntary, nongovernmental association of Virginia’s districts.
Your organization could be a donating sponsor and contributor to the continued success of the 47 soil and water districts across the Commonwealth. The Annual Meeting provides your organization not only an opportunity to coordinate with districts but vast networking opportunities. Sponsor support and donations serve as the backbone of our association and keep us moving forward in the name of conservation.
Consider showing your support also by advertising in our annual District Directory. This directory is distributed throughout Virginia to all 47 Soil & Water Conservation District staff and directors along with many partners including the Department of Conservation and Recreation, National Resources Conservation Service, and Virginia Department of Forestry. To find out more information about our advertising options see our District Directory Advertising page. Serve as an annual meeting sponsor and purchase advertisement space for a 20% discount.
Sponsorship levels & benefits:
Platinum Sponsor
$2,500
Bronze, Silver, Gold Benefits PLUS
Up to five minutes to speak during a general session or breakout session
1 Additional Conference Attendee Registration (A total of 3Registration Packages)
Up to 1 page ad in the VASWCD membership directory
Social media/Website shout-out
Gold Sponsor
$1,250
Bronze & Silver Sponsor Benefits PLUS
Verbal recognition during conference at multiple general sessions where all participants are in attendance
1 Additional Conference Attendee Registration (A total of 2Registration Packages valued at $595)
Prime location exhibit space with increased space – above the minimum six foot if desired – and internet access
Advertisement in SWCD Directory up to ½ page included
Conference attendee list provided electronically
Silver Sponsor
$750
Bronze Support Sponsor Benefits PLUS
Recognition during conference on general session screen
Reception Invitation and Drink Tickets with VASWCD leaders on Sunday, December 3
1 Conference Attendee Registration Valued at $295.00. (All training, morning breakfast Monday & Tuesday, Continuous breaks, Monday awards luncheon, Monday Director/Partner Luncheon, & Tuesday banquet dinner)
20% discount on SWCD Directory Advertising
Bronze Support Sponsor / Non-Profit Sponsor
$250
Bronze Support Sponsor Benefits
Sponsor information included in the meeting program and onVASWCD website meeting page
Six Foot Exhibit space – skirted table and two chairs
District Exhibitors Only
$75
SWCD Rate – The VASWCD will assist with the cost of space for SWCDs
VASWCDEF Annual Auction Information
We need everyone’s help to make the 2025 Auction a successful fundraising event! The annual silent auction supports the various educational opportunities provided across the state. Activities like Envirothon and Youth Conservation Camp are only possible because of the donations we receive each year from all District personnel and partners! Directors, Associate Directors, District Staff, and partners are encouraged to solicit and donate items for the silent auction.
Popular auction items include: (But any and all items are welcome!)
- Local arts & crafts and handmade items
- Gift baskets
- Local food items – hams, potatoes, jellies & jams, wine, etc.
The silent auction will begin during registration on Sunday, December 7th, and will conclude on Monday at 6:00 pm. Please plan to register all auction items by Nov. 28, 2025. We are using an electronic registration system again this year. Registrations will still be accepted at the Annual Meeting, but to help us be more prepared and organized, we prefer and highly encourage electronic pre-registration of all items.
As a reminder, please register each item separately and ensure the item description on the registration form is as accurate as possible. This information is included on the Bid Sheet that will be displayed with each auction item. Therefore, the more descriptive you are when registering the item, the better the associated Item Bid Sheet will be!
Special Note to Donors:
- Donations are tax-deductible! The VASWCD office can provide Auction Donors with a letter that can be used for tax deduction purposes.
- Consider bringing supplementary information to go with your item(s). You may want to provide a detailed description of your item, including its associated values. This will help customers know more about the product and may encourage higher bidding on your item. Please bring an eye-catching printout, brochures, etc, that can be included with the display of your item to help provide bidders with more details regarding the item/package.
- Consider pre-registering items so folks can plan accordingly to bid on your items! Specialty items (such as a trip, a quilt, or a piece of estate jewelry) or items that may require coordination/planning to get back home (such as a rain barrel or a Christmas tree) this allows us to advertise and for potential buyers to plan ahead. We want people to know all the great items that will be at the auction, so they can be prepared to bid and make a purchase.
The auction would not be successful without volunteers! Please consider signing up for a volunteer shift at the Annual Meeting auction.