Conference & Trade Show November 6, 2012 Classic Center Athens, Georgia Georgia Recreation & Park Association 1285 Parker Road Conyers, GA 30094
770.760.1403 Fax: 770.760.1550
[email protected] www.grpa.org
2012 Exhibitor Application & Contract NOTE: THIS FORM IS FOR USE IN APPLYING TO RESERVE YOUR SPACE IN THE ABOVE EVENT. DATE OF RECEIPT OF APPLICATION BY SHOW MANAGEMENT WILL AFFECT SPACE ASSIGNMENT PRIORITIES. A MINIMUM DEPOSIT OF 50% PER BOOTH MUST ACCOMPANY THIS APPLICATION.
SPACE MAY NOT BE OCCUPIED UNLESS PAID IN FULL BY OCTOBER 12, 2012. ONLY GRPA REGISTERED EXHIBITORS MAY SOLICIT BUSINESS IN THE EXHIBIT HALL. PLEASE TYPE OR PRINT
CHECKS SHOULD BE MADE PAYABLE TO GEORGIA RECREATION AND PARK ASSOCIATION, INC.
Company Name ________________________________________________________________________________________ Contact Name (This name will be printed in conference program) __________________________________________ Address ______________________________________________________________________________________________ City ___________________________ State ___________________________ Zip Code _____________________________ Phone _____________________________________________ Fax ______________________________________________ E-mail ____________________________________________ Website ____________________________________________ Commercial Educational/Nonprofit
$515 $240
(After 8/3/12 $590) (After 8/3/12 $315)
GRPA Corporate Member Only $465
Registration Packet Stuffers (Additional: $250) [ ] I would like to place my brochure in each registration packet (AVAILABLE TO REGISTERED EXHIBITORS ONLY) Specify number of booths desired: [ List the choices of booth locations: 1st Choice Booth No(s) [ ] 2nd Choice Booth No(s) [ ] 3rd Choice Booth No(s) [ ]
]
A 10% discount is available on three (3) or more booths.
Number of Booths: Price Per Booth:
____________ $ ____________
Total Amount Due: $ ____________
For Office Use Only Booth(s) number ____________ Date Received ______________ Amount Received ___________ Paid by ___________________
List Companies you do not wish to be assigned near: ____________________________________________________ ____________________________________________________ (An attempt will be made to honor your request but there are no guarantees)
Amount Due ______________
We are planning to display the following product/service: _________________________________________________________________ ________________________________________________________________________________________________________________
Please print the name you want to appear on your booth sign: _______________________________________________________
We agree to abide by the rules and regulations as set forth in this contract, all of which are binding upon exhibitors and show management. Signature: _________________________________________________________ Date ________________________________________________
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SHOW INFORMATION ************************************************************************************* EXHIBIT SETUP HOURS TUESDAY, NOVEMBER 6TH
7:30 A.M. – 11:30 A.M.
EXHIBIT TEAR-DOWN HOURS TUESDAY, NOVEMBER 6TH
7:30 P.M – MIDNIGHT
EXHIBIT SHOW HOURS TUESDAY, NOVEMBER 6TH
12:15 P.M. – 3:00 P.M. 4:30 P.M. – 7:30 P.M.
EXHIBIT SETUP The exhibit hall will be available for setup commencing 7:30 a.m. November 6th. All booths must be completed by 11:30 am. Exhibit breakdown will take place on Tuesday November 6th. No exhibits will be dismantled or removed prior to show closing. Failure to
comply may be cause for GRPA to refuse future exhibiting privileges. BOOTH FURNISHINGS The price of each booth includes: 8' backdrop and two 3' side curtains; booth size 10' wide 8' deep; one 8' table; two chairs; one trash receptacle; and one firm/company sign. Drapery color is green/cream. Electricity is available at additional charges. BOOTH COST AND TERMS OF PAYMENT $515 Prior to August 3, 2012 (50% DEPOSIT REQUIRED TO HOLD SPACE) Commercial $590 After August 3, 2012 Educational/Nonprofit $240 Prior to August 3, 2012 (50% DEPOSIT REQUIRED TO HOLD SPACE) $315 After August 3, 2012 * 10 percent discount available on three (3) or more booths * GRPA CORPORATE MEMBERS
ONLY: $465
No booth space will be assigned until a deposit is received. Exhibitors may not occupy exhibit space until full payment is received.
Final Payment is due no later than October 12, 2012. EXHIBIT DRAYAGE Information will be forwarded with booth confirmation. EXHIBIT PACKAGE Exhibitors will receive one full registration package per contracted booth, which entitles attendance to all conference functions. A total of two meal tickets will be given for each meal function. Additional tickets may be purchased. ASSIGNMENTS OF EXHIBIT SPACE Exhibit space will be assigned on a "first application received with deposit . . . first choice" basis. GRPA reserves the right to relocate exhibit assignments for the benefit of the exhibitor, or for the betterment of the show. Telephone reservations will be accepted, one-week lead-time for application mailing. CANCELLATIONS Should an exhibitor find it necessary to cancel exhibit space, the following policy will be in effect: prior to October 1, 2012 a full refund minus $50.00 cancellation fee. Cancellation after October 1, 2012 will necessitate a charge equal to the booth cost unless booth is sold. REFUNDS Refunds will be mailed by the GRPA office after November 12, 2011. HEIGHT RESTRICTIONS The standard booth has a backdrop eight (8) feet high and division sidewalls 33 inches high. All exhibits will be limited to a height of eight (8) feet except (a) exhibits located on the perimeter of the hall as approved in advance by the management and (b) exhibits consisting of a piece of equipment or a product that is not an integral part of the booth. The front half of all exhibit booths will be left open to permit side viewing of adjacent booths. In no instance will the exhibitor be permitted to install a sign or descriptive place card above the height of the back wall. The above and any other special or unusual exhibit construction or installation must be approved, in advance, by GRPA. LIABILITY, SECURITY AND INSURANCE The exhibitor agrees to indemnify and hold harmless the Georgia Recreation and Park Association, Inc., building or ground officials, and all officers, staff, members or directors of same from and against any and all liability and expenses for personal injury and property damage or loss arising from or out of the use by the exhibitor of its exhibit space or its activities in connection thereof.
GRPA will provide security service during installation, show period, and removal. However, neither GRPA, building or grounds officials nor any officers, agents or staff will be responsible for the safety of the property of exhibitors from theft or damage by fire, accident, vandalism or other causes. The premises will be secured before, during and after show hours but exhibitors' property will remain in his/her custody. Exhibitors are advised to carry appropriate insurance. Exhibitors may be asked to provide appropriate certificate of insurance for liability, property and workers comp. ATTENDANCE GRPA shall have sole control over all admission policies at all times. USE OF EXHIBIT SPACE In the event the exhibitor fails to install the exhibit within the time limit set for the opening of the show or fails to comply with any provisions of these rules and regulations, GRPA shall have the right to take possession of said exhibit space and resell same. All demonstrations, distribution of circulars and promotion material must be confined to the limits of the exhibitor's exhibit space. No exhibitor shall assign, sublet, or share the assigned exhibit space without the consent of GRPA. Exhibits which include the operation of musical instruments, radios, sound motion pictures, public address systems, or any audio equipment or noise-making machines must be operated so the noise resulting there from will not annoy or disturb adjacent exhibitor and their guests. HOUSING Housing information enclosed. OPERATING RESTRICTIONS GRPA reserves the right to restrict exhibits which because of noise, method of operation, materials, or for any reason, become objectionable; and to prohibit or remove any exhibit which in the opinion of GRPA detracts from the general character or appearance of the show. No firm or organization not assigned exhibit space in the show will be permitted to solicit business within the exhibit area. The serving or distribution of alcoholic beverages by exhibitors in any part of the exhibit hall is forbidden unless otherwise approved by GRPA. The use of live models, performers, and similar persons within the exhibit hall for demonstration, explanation, etc., shall be subject to the approval of GRPA. CARE OF PROPERTY Exhibitors and their agents shall not injure or deface the walls, floors, or any part of the exhibit building or booth materials or equipment of any other exhibitors, and will be held liable for such damage. AUTHORIZED BOOTH REPRESENTATIVE Each exhibitor shall provide GRPA, in advance, the name and title of the person who will be in attendance at the show and responsible for the installation, operation and removal of the exhibit. This representative shall be authorized to enter into such service contracts as may be necessary for which the exhibitor shall be responsible. SERVICES Special services required by the exhibitor may be arranged with the official service contractor but at additional cost to the exhibitor. Arrangements should be made prior to the conference for these services through the exhibit service contractor. An exhibitor service desk will be open throughout the conference for last-minute assistance.
CREDIT CARD AUTHORIZATION
Name on Credit Card: _____________________________________________________
Credit Card Billing Address: ________________________________________________ STREET, CITY, STATE, ZIP CODE
Card #: _________________________________________________________________
Expiration Date: _________________________________________________________
Authorized Amount to be Charge: ____________________________________________
Email address to send receipt to: _____________________________________________
TO PAY BY CREDIT CARD, PLEASE FILL OUT THIS CREDIT CARD FORM AND RETURN IT WITH YOUR APPLICATION VIA MAIL OR FAX.
2012 GRPA Conference & Trade Show Housing Information *The Group Name for all of the properties is Georgia Recreation and Parks* *Reservations should be made before October 4, 2012*
The Classic City Hilton Garden Inn 390 East Washington Street Phone – 706-353-6800 Fax – 706-353-6807 Rate - $124.00 for King or 2 Queens
Country Inn & Suites 236 Old Epps Bridge Road Phone – 706-612-9100 Fax – 706-612-9115 Rate - $89.00
Foundry Park Inn (Group Code GA1111) 295 E. Dougherty Street Phone – 706-549-7020 or 1-866-928-4367 Fax – 706-433-1933 Rate - $117.00 for King or 2 Doubles
Georgia Gameday Center 250 West Broad Street Phone – 706-583-4500 Fax – 706-583-4501 Rate – 1BR-$119.00 2BR-$149.00 3BR - $199.00
Holiday Inn Athens 197 E. Broad Street Phone – 706-549-4433 Fax – 706-354-6438 Rate - $109.00 for King or 2 Doubles
Holiday Inn Express Athens 513 W. Broad Street Phone – 706-546-8122 Fax – 706-354-6438 Rate - $94.00 for King or 2 Doubles
Hotel Indigo 500 College Avenue Phone – 706-546-0430 Fax – 706-546-0490 Rate - $119.00
