Georgia Association for Play Therapy’s (GAPT) Annual Conference

2023 Conference Exhibitors Agreement

The Georgia Association for Play Therapy Inc. (GAPT) wants to help you expand brand awareness at our annual conference!  Our members are play therapists and other professionals who assist children and families with mental health needs. Thus, we frequently purchase toys, games, puppets, child proof furniture, and other supplies to enhance the mental health of children and families through play! We look forward to your participation as a sponsor, vendor, or donator!This brochure provides important information for your consideration.

Date: Friday, March 10, 2023 – Saturday, March 11, 2023 

Location (in-person conference): Hilton Atlanta Northeast, 5993 Peachtree Industrial Blvd., Peachtree Corners, GA 30092, (770) 447 - 4747

Workshop Title and Presenter: Addressing Trauma of all Ages Using Sand-Based and Expressive Play Therapy Approaches by Marshall Lyles, LPC-S, LMFT-S, RPT-S

Benefits

You will have an opportunity to reach approximately 200 child specialists across the state of Georgia and

surrounding states, as this conference is intended for play therapy, mental health, school counseling, marriage and family, social work, rehabilitation counseling, alcohol and drug abuse, psychiatric, psychology, pastoral care, nursing, art therapy, drama therapy, and child life specialist professionals and students. There will be opportunities to: 

• Expand and recruit new employees, supervisees, etc.
• Reach new markets and create connections/networking opportunities
• Expand sales
• Meet face-to-face with potential customers
• Give demonstrations

Sponsors

GAPT Gold Sponsor

The Georgia Gold Sponsor fee is $3,000.  This sponsor will receive the following benefits: 

• Inclusion of a 5-10 minute marketing video for your agency for attendees to view on both conference days
• Three (3) included conference registrations (for agency use or donation to members, students, or other professionals; CEs may be purchased separately if desired)
• Vendor table space for both conference days in a priority location
• Hardcopy and electronic marketing materials to be shared with conference participants. (Mail hardcopies for 200 participants before Thursday, February 16, 2023 for inclusion)
• Agency logo and website link added to our website as a Georgia Gold Sponsor (large size)

GAPT Silver Sponsor

The Georgia Silver Sponsor fee is $1,500.  This sponsor will receive the following benefits: 

• One (1) included conference registration (for agency use or donation to members, students, or other professionals; CEs may be purchased separately if desired)
• Vendor table space for both conference days 
• 1-2 page marketing material shared with conference participants. (Mail hardcopies of marketing material for 200 participants before Thursday, February 16, 2023 for inclusion)
• Agency logo and website link added to our website as a Georgia Silver Sponsor (small size)

Table Vendors

The fee for table vendors for both conference days is $300.  The fee for one conference day is $200. Vendors are required to bring their own table cover, supplies, and products/services for marketing/sale. Vendor names will be mentioned on our website. Vendor tables are on a first come, first serve basis, and sponsors will be given priority preference. If no space remains, the vendor will be refunded the table vendor fee only.

Share E-Marketing Materials 

Vendors and other agencies who desire to e-market to conference participants can pay a $50 fee to include a one sheet, electronic marketing material in a marketing slide show. Pay the fee and email the marketing material (a business card or a single-sided flyer) before Thursday, February 16, 2023 using this weblink: https://forms.gle/QXUxynDPkhSSgK2m8.  It is encouraged to make the marketing material information/verbiage big enough to be viewed on a presentation screen (and to not crowd the information). Acceptable formats include .jpg, .tiff, and .pdf files.   Any marketing materials over one page or emailed after the deadline will not be included and all fees paid will be forfeited

Donate Fun or Desired Giveaways

GAPT will engage our conference participants with giveaways and by hosting a silent auction to enhance fun and to further market our sponsors, vendors, and community companies. As such, all agencies have the option to donate products, items, services, or gift certificates for such use. GAPT requests a minimum of $25+ worth of goods/services.  Multiple products placed in a basket for the silent auction are also acceptable. When registering, indicate the market value for each of the items and mail them before Thursday, February 16, 2023. 

Exhibitor Schedule (based on Eastern Standard Time; EST)

Friday, March 10, 2023

7:00 am - 8:00 am - Set up time: Arrive no later than 7:30 am to confirm participation

8:15 am – 10:30 am - Conference

10:30 am - 10:45 am - Break for participants to engage with exhibitors

10:45 am - 12:00 pm - Conference

12:00 pm – 1:00 pm - Lunch break for participants to engage with exhibitors

1:00 pm – 3:00 pm - Conference

3:00 pm - 3:15 pm - Break for participants to engage with exhibitors

3:15 pm - 4:30 pm - Conference

4:30 pm - 5:00 pm - Break down time for Friday-only exhibitors

Saturday, March 11, 2023

7:00 am - 8:00 am - Set up time: Arrive no later than 7:30 am to confirm participation

8:15 am – 10:30 am - Conference

10:30 am - 10:45 am - Break for participants to engage with exhibitors

10:45 am - 12:00 pm - Conference

12:00 pm – 1:00 pm - Lunch break for participants to engage with exhibitors 

1:00 pm – 3:00 pm - Conference

3:00 pm - 3:15 pm - Break for participants to engage with exhibitors 

3:15 pm - 4:30 pm - Conference

4:30 pm - 5:00 pm - Break down time for all exhibitors

Exhibitor Agreements and Policies

This application/registration constitutes a valid and binding agreement between the Georgia Association for Play Therapy Inc. (GAPT; Exhibit Management) and the applicant (Exhibitor). GAPT reserves the right to accept, reject or condition acceptance based on GAPT’s sole discretion, for any reason, which need not be disclosed to the applicant. Furthermore, GAPT reserves the right to ban or relocate any exhibitor or require the immediate withdrawal of any exhibit which it believes to be injurious to the purposes, image or credibility of GAPT.

Cancellations and Refunds: In the event that notification of intent to cancel is received in writing to info@gapt.org before Thursday, February 16, 2023, all sums paid by the exhibitor for table vending, except a $50 processing fee, will be refunded. Cancellations after Thursday, February 16, 2023 will result in no refunds, transfers, credits, or other compensation to be granted. The exhibit contract will not be reviewed or considered until payment is made in full by the exhibitor.

Space Rental: This agreement for use of space provides a table and one or two chairs. Assignment of space will be based on the date of acceptance, type, and payment of the exhibitor’s application received by GAPT. Assignment of space is final and shall constitute an acceptance of the exhibitor’s offer to occupy space. Space assignments may be revoked or changed by exhibit management any time that payment is not met. Tables and chairs will be set up according to the specifications set by the hotel/conference center. GAPT reserves the right to change spaces, locations, and configurations as deemed necessary for all attendees and exhibitors. We appreciate your understanding and support if this occurs. No exhibitor shall sublet or share any part of the space allocated without the written consent of GAPT. Solicitations or demonstrations by exhibitors must be confined within the bounds of their own prospective booth(s). Aisle space shall not be used for exhibit purposes, display signs, solicitation, or distribution of promotional material. Exhibits shall be constructed and arranged so that they do not obstruct the general view nor hide the exhibits of others. All installation and dismantling of exhibits must be carried out during the time indicated in the accompanying exhibit information. No exhibit may be erected after the exhibition opens or be dismantled before the official closing date and time. It is the responsibility of the exhibitor to see that all materials are delivered to the expo hall and removed from the expo hall by the specified deadline. Should the exhibitor fail to remove the exhibit, this removal will be arranged by the exhibit management at the expense of the exhibitor. The exhibitor must surrender space occupied in the same condition it was at commencement of occupation. The exhibitor or its agents shall not injure or deface facilities, the booths or the equipment or furniture of the booth. When such damage appears, the exhibitor shall be liable to the owners of the property damaged.

Safety and fire regulations: The exhibitor is responsible for protecting their property, which shall at all times remain in the sole possession and custody of each exhibitor and shall be the sole responsibility of each exhibitor. Insurance and liability are the full and sole responsibility of the exhibitor. The exhibitor hereby agrees to be bound by (i) all applicable fire, utility and building codes and regulations; (ii) any rules or regulations of the facility where the exhibition is held; (iii) the terms of all leases and agreements between GAPT and the managers or owners of said facility; and (iv) the terms of all leases and agreements between GAPT and any other party relating to the exhibition. All decorations and booth equipment must be fireproofed and electrical wiring must meet the safety requirements of the official service contractor. Affidavits attesting to flameproof compliance with fire department regulations must be submitted when requested. No combustible materials shall be stored in or around exhibit booths. In the event that fire, strike or other circumstances beyond the control of GAPT cause the exhibit to be canceled, a full refund of exhibit rental fees will be made.

Hold Harmless: The exhibitor agrees to comply strictly with applicable terms and conditions contained in the agreement between GAPT and its agents and the Hilton Atlanta Northeast Hotel regarding the exhibition premises. The exhibitor further assumes complete responsibility for any damage arising under this contract by the exhibitor, its agents, employees and business invitees and to indemnify and hold GAPT, its officers, directors, employees, agent and business invitees harmless from and against any and all actions, proceedings, claims, damages, attorney’s fees and expenses of whatsoever kind, arising out of or relating to this agreement, including any action incident to or arising from exhibitor’s occupation of or use of booth space or exhibit premises and any actions brought by the Hilton Atlanta Northeast Hotel or its agents against GAPT. The exhibitor further assumes the entire responsibility and liability of losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages and claims.

Non-Discriminatory Claim: In accordance to the Federal Civil Rights Act, all exhibitors shall not discriminate against sex, age, race, national origin, religion, sexual orientation, or disability. All information that is distributed or shared with attendees shall not discriminate against any attendee of the conference. Any discrimination is not prohibited, and the exhibitor will be asked to leave immediately if there is discriminatory information shared.

Photos/Videos: GAPT reserves the right to take pictures and/or videotape during the conference. Your presence at the conference constitutes your consent to our use of your voice, image, and likeness for any purpose for no additional consideration, and you waive any rights to review or approve any such use.  You release us from any claim or liability arising out of our use of your voice, image, and likeness.

Illness Policy and Liability Waiver: GAPT’s priority is the health and safety of our event participants, staff, and exhibitors. Our goal is to hold a safe event, recognizing it is not possible to remove all risks, in particular concerning COVID. GAPT will put required measures in place to provide a safe environment for its event attendees as necessary. Policies for each event will be set according to CDC and public health recommendations, federal, state, and local regulations applicable at the time of the event, and what GAPT deems necessary to manage the risk for its event attendees. GAPT may change, update, or add to these requirements at any time as it deems prudent to best protect the health and safety of attendees and others, and attendees must comply with relevant policies and requirements as communicated by GAPT. We all need to do our part in minimizing the spread of illnesses so that we have a safe and wonderful learning environment!  

Safety protocols for in-person attendance: Due to the ongoing environmental challenges with illnesses and the pandemic, GAPT cannot be held liability for COVID or other illness cases arising because of event attendance and currently requires all attendees at GAPT in-person meetings and events to:

• Acknowledge that travel and gathering involves risk of sickness, including sickness from COVID
• Agree to hold harmless GAPT and its affiliates, partners, employees and agents from and against claims, liabilities, ad expenses arising from injury, sickness or death from the contraction or spread of COVID or other communicable disease due to travel to or attendance at an event hosted by GAPT
• Take precautions and use common sense actions to reduce the risk of COVID and other illness transmission via choosing some or all of the following: engage in frequent hand washing/sanitizing, social distance, wear a mask in public areas when not consuming food or beverage, minimize face touching (especially since we will be playing in the sand!), and/or avoid risky/overcrowded environments during the tenure of the conference
• Behave responsibly by not attending any GAPT events if feeling ill or if there was recent exposure to COVID or another communicable disease. 
• Affirm that you will only attend the event if you have tested negative for COVID on the day that you arrive. 
• If exposed to COVID or another contagious illness or if experiencing illness systems before or during the event, you agree to leave the event area and seek the appropriate medical attention, including a COVID test.  You will immediately inform GAPT event staff should a COVID test be positive during the event or within 14 days following the event by emailing info@gapt.org. 

GAPT will not be providing testing on site. Temperatures may be taken at the door and compliance is required if so. Failure to comply with all safety protocols and the prevention requirements as listed above or related directions from GAPT representatives on-site may result in the loss of the right to attend or participate in GAPT events, including forfeiting any registration fees paid. 

To Register as a Conference Participant

Participants are required to complete the Conference Registration online at www.gapt.org.  The electronic registration deadline for this conference is Tuesday, February 28, 2023 or when the workshop reaches maximum capacity.  Registration will not be available thereafter or at the door. If you are a sponsor with free conference registrations, email info@gapt.org to receive your discount code (if applicable).

Hotel Accommodations

The Hilton Atlanta Northeast offers a special room rate for GAPT conference registrants at $129 per night plus taxes. Hotel reservations are required before Thursday, February 16, 2023. Reservations can be made directly via:

• Phone: (770) 447-4747 or toll free at (800) 678-4120 and use the group code: GAPT22
• Online group link: https://www.hilton.com/en/book/reservation/deeplink/?ctyhocn=ATLHPHF&groupCode=GAPT22&arrivaldate=2023-03-09&departuredate=2023-03-11&cid=OM,WW,HILTONLINK,EN,DirectLink&fromId=HILTONLINKDIRECT

If you wish to cancel a hotel reservation, no cancellation charges will be posted if notice is received by 11:59 pm EST on the day prior to arrival and a cancellation number is obtained. If you experience challenges with reservation or cancellation, contact Sandi Franklin at (678) 533-3320.