FAQ

Exhibits

To apply for an exhibit booth at this year’s GYC conference, visit the Exhibit Criteria page. Once your application has been submitted, it will be reviewed by the Exhibit Committee and you will be notified via email of acceptance or denial. Please allow up to two (2) weeks for your application to be processed.

Once your exhibit is approved you will complete your exhibitor registration. Please do not register before applying for your exhibit.

For questions, email exhibits@gycweb.org

The deadline to apply for an exhibit is December 20.

Exhibit applications submitted after December 20 are not guaranteed to be processed by the Exhibits Committee and thus may not be accepted. If your exhibit is submitted late and not processed, you will be refunded your deposit fee after the conference. To guarantee your exhibit is processed, please submit your application before December 20.

Booth package fees are non-refundable. In case of cancellation, the exhibit contact person should notify GYC, but no refund will be given.

Internet and electricity are not provided with the booth space and must be purchased separately. After your exhibit application is approved, you will receive an email from FERN, our decorator company, with login credentials to the exhibitor portal where you will find the internet and power order forms.

One booth space is 10’x10′ and comes with the following:

1 – 6’ black skirted table 2 – chairs 1 – wastebasket

If you are purchasing a Double or Quad space, the furnishings above will be doubled or quadrupled respectively.

Each booth package comes with a set number of exhibitor registrations included. Once your application is reviewed and approved you will receive an email which will include your exhibitor voucher codes for registering yourself and your exhibit staff.

Any additional exhibit staff above the number included with your booth package will need to register as regular participants. They are still able to assist you at your booth during show hours but would not receive an exhibitor badge for access to the exhibit hall during non-show hours.

Children under the age of 18 cannot be exhibitors. Children of exhibitors can enter the Exhibit Hall during non-show hours if accompanied by parental guardians. Due to safety procedures, no one under the age of 18 will be allowed on the exhibit floor during move-in and move-out hours.

Only registered GYC participants are permitted to access the Exhibit Hall. Participants must wear their badge or be able to present it upon request to access the Hall.

Sabbath Exemption: The Exhibit Hall is open to the public during Saturday show hours (Saturday morning – Saturday night)

If your exhibit application is denied, your exhibit space purchase will be automatically refunded to your original form of payment. You may also request a return and refund of your registration ticket by emailing exhibits@gycweb.org within 7 business days of receiving the exhibit denied notice.

The Exhibit Space Option that you select when applying will determine the general area of the exhibit hall you are placed in. (Please see descriptions below each option.) Beyond that, the spaces are filled from the front of the hall to the back on a first-come, first-served basis. So the sooner you apply the more likely you are to be towards the front of the hall.

To view all booth package options and prices, please visit the Exhibit Criteria page.

Yes, we encourage you to read through the Exhibit Criteria before registering and submitting your application. If you have questions about exhibiting at GYC please email exhibits@gycweb.org.

If your exhibit application is denied, you will be notified via email and your $50 application deposit will be refunded to your original form of payment.

General

For more information regarding international attendees please visit our “International Participant FAQ” page.

Registration check-in will open at 9am Friday morning and will close an hour before sundown. The conference officially begins Friday evening with the keynote address.

The final meeting is Tuesday morning and typically concludes by noon. A detailed schedule will be posted at a later date.

For more information on travel and transportation please visit the Travel & Transportation page.

No, you do not need to sign up for seminars ahead of time. Seminars will be on a first-come basis.

We are always looking for eager volunteers! To apply, you must first be registered for the conference. Once you are registered, login to your profile and look under the Applications section. The Volunteer application will appear there when we begin taking applicants. If it does not show up, check back again later.

If your application is approved you will be contacted by email with further instructions.

There is no registration discount given for signing up to volunteer at the conference, but you will have a lot of fun getting to help out.

Yes! GYC is looking for talented church musicians from around the world who seek to bring glory to God through the ministry of music. We are seeking young people who strive to draw others close to heaven through song.

If you would like to apply to share a special music or help lead song service at this year’s conference, visit our Music Guidelines & Application page for more information.

Attire should reflect the professional nature of the conference. We encourage business attire during meetings and workshops and formal during Sabbath. Participants are asked to respect the principles of Christian modesty and simplicity. Remember there will be an opportunity to participate in outreach during the conference, so be sure to check the weather ahead of time and pack accordingly.

When people ask what GYC stands for, we say it represents the three core values that we possess:

Generation - finishing the work in this generation.

Youth - young people have an active role to play in the Lord’s work.

Christ - that Jesus is the center of all we do.

If you have read this FAQ carefully and still have questions, please e-mail info@gycweb.org.

For questions regarding registration – registration@gycweb.org.

For questions regarding international participants – international@gycweb.org.

For questions regarding exhibits – exhibits@gycweb.org.

For questions regarding housing – housing@gycweb.org.

For questions regarding travel and transportation – travel@gycweb.org.

Housing

GYC and GYC’s housing service does not assign roommates. Participants are responsible for finding their own roommates and may fill their rooms at their discretion up to the max occupants allowed per room. When reserving your room, you will be asked to specify those occupying your room.

There is an independent Facebook Group called GYC Roommates, Rides, and More which you may find useful in finding people to share your room with.

Disclaimer: GYC does not manage this page and is not responsible for any of its content or transactions arranged through it.

To view the GYC housing options available, please visit the Registration & Housing Info page. Hotel reservations are taken on a first-come, first-served, space available basis. Submit your request as soon as possible for the best opportunity of receiving your hotel choice.

If you wish to book lodging at a different hotel or elsewhere, you are free to do so, but GYC cannot negotiate special pricing for you.

Cancellations after December 9, 2019, and prior to 24 hours before arrival date will be subject to a $25.00 cancellation fee. One night’s room and tax will be forfeited entirely if cancellation occurs within 24 hours of arrival date.

There are a limited number of Executive Suites available in the Galt House hotel which include a separate living room with full-size pull-out sofa bed, dining table with 3 chairs, mini-refrigerator, wet bar, and work station with a chair.

If you require a larger suite you will need to book with the hotel directly instead of through our housing site and will not qualify for any GYC event discount.

Orchid Events (GYC’s housing service) will send reservation acknowledgments via email within 24 hours of when you complete your reservation. If you do not receive your acknowledgement in this time frame, contact Orchid Events. You will not receive a confirmation from the hotel directly.

Telephone: Agents available 7:00 a.m. to 6:00 p.m. Mountain Time, Monday through Friday

Toll-free (US): 877-505-0681 International: +1 801-505-4619

All reservation requests must be accompanied by a credit card guarantee for a deposit of one night’s room and tax for each room reserved. Your credit card WILL NOT BE CHARGED during this initial stage and will be held as a GUARANTEE only. Your room reservation will be charged to your card when you check-in at the hotel.

Ways to Book Hotel Reservations:

Online: Use the link on our Registration & Housing Info page to make a new reservation OR to modify or cancel an existing reservation.

Telephone: Agents available 7:00 a.m. to 6:00 p.m. Mountain Time, Monday through Friday

Toll-free (US): 877-505-0681 International: +1 801-505-4619

Minors & Chaperones

You will need to register together with the minor(s) you are chaperoning as a group registration. To register a group, click the Add Registrant button after you have saved your registration and before you proceed to the Billing page. You will be asked to enter each minor participant’s complete information, including address, date of birth, T-shirt size, etc. Once you have added everyone you would like to register you can proceed to the Billing page.

To register a minor who’s chaperone is already registered, login to the registration account under which the chaperone is registered and click the Registrations tab at the top of the page. Select the registration transaction for GYC Louisville and click Add Registrant.

Children ages 6 and under may attend under their parent/legal guardian’s registration and do not need to be registered. If the parent/legal guardian has purchased meals, children ages 6 and under may eat those meals with them. Children ages 6 and under do not qualify as minors for a chaperone event pass.

All children age 7 and older must be registered.

We welcome participants of all ages and stages of life but cannot offer childcare or children’s programs at this time.

No. Only one person may register as the chaperone of a minor. For example, if you are the parent of a minor, your spouse cannot also register as the chaperone unless they are chaperoning another minor.

No, but remember you are responsible physically, medically, and behaviorally for all of the minors under your care at all times.

Registration

If you can’t remember your password, click the Forgot Password link, and enter the email address associated with your account and you will be sent a reset password link.

Registrations made in groups are all under the account of the person who’s information was entered on the Billing page.

Registration cost is calculated based on the options chosen. Please see our Registration & Housing Info page for details.

Conference registration fees and exhibit fees are non-refundable. In case of cancellation, the registrant should notify GYC, but no refund will be given.

Meal tickets may be returned as long as they are returned well before the meal is to be served. See question: Can I add/return meal tickets on my registration?

No. Event passes are not transferable from year to year. Once the conference has passed any unused tickets are no longer valid.

If you are unable to attend you may transfer your event pass to someone else who will attend in your place. For more details, see the question: How do I transfer my ticket to someone else if I am unable to attend?

To transfer a registration, login to your registration account and click the Registrations tab at the top of the page. Select your registration transaction for GYC Louisville and click the Transfer button. (Note: The Transfer button will not appear if there is a pending payment due on your registration. Please complete payment before transferring.)

If you are transferring a group member’s registration scroll down to the section with their name and click Transfer. Enter the new person’s first name, last name and email address and click Transfer.

The person to whom you have transferred the registration will have 7 days to claim the transfer. Once they have completed payment you will receive a refund for the amount you paid for that registration.

Just a heads up, there are no group discounts this year. Instead, we have the Bring-a-Friend Rewards Program (more details on the Registration Info page).

However, if you wish to pay for and manage multiple registrations yourself, you can still do so by registering a group. Just beware that your group members will not have access to their own registration and you will be responsible for making any necessary changes. Also, you will receive only one code for the whole group to use to share with their friends. The rewards earned will accumulate on the main account. The group coordinator can divide the earnings between the group however they choose.

To register a group, click the Add Registrant button after you have saved your registration and before proceeding to the Billing page. You will need to enter each participant’s complete information, including address, date of birth, T-shirt size, etc. Once you have added everyone you would like to register you can proceed to the Billing page.

If you need to add someone to your group after you have completed payment, login to your registration account and click the Registrations tab at the top of the page. Select your registration transaction for GYC Louisville and click the Add Registrant button.

GYC only provides breakfast and lunch. Attendees should arrange to provide their own supper regardless of the meal plan they select. Two meal plan options are available:

Full Meal Plan: all 6 meals served in the meal hall (Sabbath breakfast, Sabbath lunch, Sunday breakfast, Monday Breakfast, Monday lunch, Tuesday breakfast).

Custom Meal Plan: You select which individual meals you would like.

Please note: There will be no Sunday lunch served in the meal hall. For those who participate in Sunday outreach, a boxed lunch will be provided at no extra charge. Those who opt out of outreach will be responsible for their own lunch on Sunday.

Yes, you can. To modify your meal selections, login to your registration account and click the Registrations tab at the top of the page. Select your registration transaction for GYC Louisville and click the Edit button in the gray header above the section with your name. If you are modifying a group members’ meals, scroll down to the section with their name and click Edit there. Modify your meal selections as needed, and click Save. You will be charged or refunded accordingly.

Please note, you can only return meals up to the time the meal is served. You cannot return a meal ticket for a meal you did not eat after the meal has been served.

Sabbath programming is free all day on Saturday. If you plan to attend during this time, you will need to complete a registration, and select the free Sabbath Pass option.

The Friday evening program is not free to attend. If you wish to attend on Friday night, you will need to purchase an Evening Only event pass.

There are no free meals provided on Sabbath. You can add meals to your registration if you wish to eat in the meal hall on Sabbath.

To register and book housing please visit the Registration & Housing Info page.

Only registered GYC participants are permitted to access the Exhibit Hall. Participants must wear their badge or be able to present it upon request to access the hall.

Sabbath only participants may access the hall during Saturday show hours with their Sabbath Pass.