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Georgia HOSA Guest Conduct and Liability Release Form

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Guest Participation Form

Code of Conduct

Due to legal restrictions, it is necessary that all guests complete this form to be eligible to attend any Georgia HOSA event. This form should be returned to the HOSA Chapter Advisor who will make a copy for his/her records and forward all forms to Georgia HOSA. Please make sure this form is turned in by the appropriate conference deadline.

A good reputation enables you to take pride in your organization. HOSA members and advisors have an excellent reputation of standards to uphold. As a guest, your conduct at any HOSA function should enhance the reputation that has been established.

1. Behave in a courteous and respectful manner, refraining from language and actions that might bring discredit upon themselves, their school, other delegates, advisors, or upon HOSA.

2. Obey all local, state, and federal laws.

3. HOSA name badge and proper attire must be worn at all times.

4. Guests are to report any accidents, injuries, or illnesses to their local advisor immediately.

5. If a guest is responsible for stealing, vandalism, or improper behavior, the guest will be expected to pay any and all damages. Violators will be removed from the conference at their expense.

6. Guests may NOT use or have in their possession any drugs, alcohol, or tobacco products at any time. Violators will be removed from the conference at their expense.

7. No guests/students of opposite sex allowed in hotel room together without chaperone approval and if chaperone approval, the door must be open.

8. Observe the curfew hour of events as listed in the conference program and keep local advisor informed of activities and whereabouts at all times.

I have read the above Code of Conduct for HOSA activities and agree to abide by these rules established by Georgia HOSA. I understand that if the guest disregards these rules they will be subject to disciplinary action and may be sent home at their own expense.

Photo Release

By attending this event, the guest consents to Georgia HOSA taking photo/video of the guest during the event. Georgia HOSA is authorized to use and publish these photos/videos in print and/or electronically and may use these photos/videos for any lawful purpose, including for example: publicity, illustration, advertising, and Web content.

Medical Liability Release

Liability Release

I certify that the information described on this form is accurate and complete to the best of my knowledge. I understand that each individual is responsible for his/her own insurance coverage during this trip. I hereby release Georgia HOSA and any designated individual in charge of the HOSA group or specific activity from any legal or financial responsibility with respect to my personal or my student/child’s participation in or contact with any known element associated with an activity including competitive events.

By signing this form, you are verifying that you have read the Code of Conduct, Medical Liability Release, and the Photo Release sections.

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What the Georgia HOSA Guest Conduct and Liability Release Form Is

The Georgia HOSA Guest Conduct and Liability Release Form is a standardized waiver and conduct agreement used by HOSA state and chapter events in Georgia to document a guest's acknowledgement of event rules, assumption of risk, and limited release of liability. The form records contact and emergency details, specifies required behavior standards, and captures signatures or parental consent for minors to permit participation in on-site activities, workshops, and competitive sessions.

Why this form matters for event organizers and guests

Using a clear conduct and liability release reduces legal ambiguity, documents consent for minors and adults, and creates a consistent record of expectations and emergency contacts for Georgia HOSA events.

Why this form matters for event organizers and guests

Who typically completes the Georgia HOSA Guest Conduct and Liability Release Form

Collecting completed forms before check-in streamlines entry, clarifies responsibilities, and supports incident response if needed.

  • Adult guests: sign for themselves and provide emergency contacts
  • Parents/guardians: sign for minors and provide medical authorizations
  • Event staff: collect, verify, and retain signed forms for records

Step-by-step: completing the form

Follow these steps to ensure a valid, enforceable release and clear conduct record.

  • 01
    Provide identity: Enter full legal name as on ID.
  • 02
    Supply contacts: List phone, email, and emergency contact.
  • 03
    Disclose medical: Note allergies, medications, and special needs.
  • 04
    Sign and date: Adult or guardian signature plus date.

Core sections included in a professional release form

A complete Georgia HOSA Guest Conduct and Liability Release Form combines conduct rules, consent, and contact information in one document for clarity and enforceability.

Conduct Standards

Clear behavioral rules, dress code, and prohibited activities. Defines expectations and grounds for removal to protect participants and organizers.

Assumption of Risk

Express acknowledgement of inherent risks in events and activities. Helps document guest awareness of safety limits and personal responsibility.

Liability Release

Limited release language assigning certain liabilities away from the event host while preserving responsibility for gross negligence where state law prohibits waiver.

Medical Authorization

Permission for emergency care and disclosure of medical conditions. Critical for minors and guests with relevant health needs.

Photo/Media Consent

Optional clause permitting use of photographs or recordings for promotion. Specify scope, duration, and any opt-out mechanism.

Signatures

Signature lines for guest and guardian, printed name, date, and optional witness or notary block if required by local policy.

Required personal and event data fields

Guest Name: Full legal name
Date of Birth: MM/DD/YYYY
Contact Info: Phone and email
Emergency Contact: Name and phone
Medical Notes: Allergies/conditions
Signature: Signed and dated

Common preparation mistakes to avoid

  • Missing guardian signature for minors leads to denied participation and potential liability exposure for organizers.
  • Incomplete medical details delay emergency care; vague entries like 'medication as needed' are unhelpful.
  • Using inconsistent names between ID and form causes identity verification problems during check-in or incident response.
  • Failing to retain a copy of the signed form complicates post-incident review and insurance claims.

Legal and operational risks of incorrect or missing forms

Denied Participation: Guest barred from event
Increased Liability: Higher organizer exposure
Insurance Claim Issues: Claims may be delayed
Regulatory Noncompliance: Violations of local rules
Data Breach Risk: Improper storage consequences
Reputational Harm: Negative public impact

How electronic completion and submission typically works

Electronic workflows let organizers collect, authenticate, and store signed releases with an audit trail for event administration.

  • Upload Form: Organizer uploads template
  • Assign Fields: Place signature and data fields
  • Collect Signatures: Guest signs via link or in-person
  • Store Record: Signed PDF and audit trail

Recommended digital workflow settings for online completion

Configure the signing flow to balance ease of use with identity assurance and record retention.

Field Configuration
Authentication Email link or SMS code
Signature Type Typed or drawn e-signature
Required Fields Name, DOB, emergency contact
Retention Store signed PDF and audit trail

Digital signing and file format guidance

Choose a provider that preserves timestamps and signer metadata for incident review and records management.

  • Formats: PDF, DOCX supported
  • Integrations: Google Workspace, Microsoft 365
  • Authentication: Email, SMS, KBA options

Key timing expectations for collection and verification

Set clear deadlines so organizers can verify forms and address exceptions before event start.

Submission Deadline:

Submit signed form at least 7 days before event start

Minor Consent Deadline:

Obtain parental signature before check-in

Medical Updates:

Notify organizers immediately of changes

On-site Completion:

Allow in-person signing with ID verification

Retention Notice:

Provide copies to signer upon request

Processing milestones from collection to record retention

A typical processing timeline helps organizers track receipt, review, and long-term storage of signed releases.

01

Receipt

Organizer receives signed form and timestamp

02

Verification

Staff confirm identity and completeness

03

Incident Flagging

Mark forms with medical or legal notes

04

Archival

Store copy in secure repository

Real-world examples of digital release usage

These brief examples show how organizations use signed releases to streamline events and document consent.

Optica Ventures — COO

Optica streamlined guest intake with a single digital release form for events.

  • Team required one signature per attendee.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Xerox — Director

Xerox integrated releases into its NetSuite workflows for auditability.

  • Signed forms linked to accounts automatically.
  • "airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite."

Typical signers and their responsibilities

Event Organizer — HOSA Advisor

Responsible for distributing forms, verifying completeness, and retaining signed records. Ensures parental consent where required and coordinates emergency contact procedures.

Guest / Guardian

Provides personal and medical information, signs the release, and acknowledges conduct rules. Guardian signatures bind minors and authorize emergency care when specified.

Frequently asked questions about the release form

Answers to common questions when preparing, signing, or storing the Georgia HOSA Guest Conduct and Liability Release Form.


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Typical eSignature plan and feature comparison for form workflows

Compare core pricing and features relevant to collecting and storing signed Georgia HOSA release forms. signNow is listed first for column alignment.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium+) Yes (paid tiers) Yes (paid tiers) Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

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