60th Annual Diocesan Youth Convention
Deadline for Convention Registration: January 19, 2012
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REGISTRATION FORMS
To register a group for the Convention, group leaders will need the following forms:
Scholarships:
If any member of your group needs financial assistance to attend the Diocesan Youth Convention, please forward them the Scholarship Application.
REGISTRATION PROCESS
Prepare: Collect and submit any Scholarship Applications by January 13.
1) Collect needed registration forms from all those planning to attend.
Youth need to complete:
Adults or Junior Advisors need to complete:
2) Fill out the Registration Summary
MS Excel form can be downloaded, completed electronically and printed
.pdf form can be printed and completed by hand
3) Submit the following to the DYYAM by January 19, 2012:
- Registration Summary
- All Youth and Adult/Junior Advisor Registration Forms
- All Permission Forms (signed originals)
- Check for total amount due
4) Prepare Rooming List. If needed, contact other group leaders to make arrangements for any needed roommates.
- Youth rooms MUST have 3 or 4 youth.
- Adult(s)/junior advisor(s) may want additional roommates.
- Group leaders who need help finding roommates can contact Diane Ruminski at druminski@buffalodiocese.org who will help connect you with other group leaders.
5) Complete the Rooming List and submit directly to the Adam’s Mark Hotel by January 19, 2012.
MS Excel form can be downloaded, completed electronically and emailed
.pdf form can be printed, completed by hand and faxed
REGISTRATION POLICIES & INFORMATION
A Complete Registration Packet includes:
- Hotel accommodations for Friday and Saturday night*
- Admission to all sessions (four general sessions and three breakouts)
- Two meals: Saturday’s Luncheon and Sunday’s Brunch
- Two social times: Friday and Saturday night
- Coffee House (Friday and Saturday night)
- Souvenir Program
NOTE: All participants staying at the Hotel must purchase a complete registration packet.
*Participants must pay for any extra hotel charges (room service, phone calls, etc.) incurred during the weekend when checking out on Sunday.
Partial Packages:
- Partial registration packages are available. Youth and adults may come to experience parts of the Convention.
- Partial packages do NOT include hotel accommodations.
- As with youth who attend for the full weekend, youth who attend parts of the Convention must still be supervised by an adult chaperone.
Cancellations & Refunds:
- All cancellations must be submitted in writing (email Diane Ruminski or fax 716-847-8797).
- A refund (minus $25) will be given if written notice is received at the Department of Youth & Young Adult Ministry 72 hours prior to the Convention (by 4:30 PM Tuesday, February 14, 2012).
- Cancellations (MUST be in writing) will be taken up to 6:30 PM Friday, February 17, 2012 with half-refund given.
- No refunds will be given for cancellations after 6:30 PM on Friday, February 17, 2012.
- Cancellations for medical reasons will be refunded (minus $25) if written notice is accompanied by doctor’s note.
- Refunds will be processed after the Convention weekend and will be sent to the parish.
Changes, Substitutions, & Additions:
- All requests for changes, substitutions, or additions must be submitted in writing (email Diane Ruminski or fax 716-847-8797).
- Substitutions can be made prior to 4:30 PM on Friday, February 3, 2012 for no charge.
- Additions can be made prior to February 3, 2012 for no charge if space is available.
- All room changes, substitutions, or additions received after February 3, 2012 will be charged $10 per change. (Additions can only be accepted if space is available.)
- Additions and substitutions to hotel packages will NOT be accepted after Friday, February 10, 2012. Partial packages may still be accepted after Friday, February 10.
Hotel Accommodations:
- Youth stay in same-gender rooms of 3 or 4 persons with two double beds.
- Youth may NOT share a room with adults or junior advisors unless ALL persons in room are immediate family.
- Cots: In rare circumstances, rooms of 5 persons are permitted and will incur an additional $10 fee. (Cot will be added to room.)
- If additional roommates are needed (to fill a youth room that has only 1 or 2 youth, or to share the cost of an adult/junior advisor room), the group leader is responsible for making those arrangement BEFORE submitting the rooming list to the Adam’s Mark Hotel. (All persons sharing a room must be listed on the Rooming List – enter the name of the other parish group next to those persons’ names in the column provided.)
- If you are unable to find needed roommates on your own, you may contact Diane Ruminski (druminski@buffalodiocese.org or 716-847-8789) who will help you contact other group leaders.
- Questions about or changes to your Rooming List should be directed to Sarah Klein (sklein@adamsmark.com or 716-845-5100 x7107)
Payment:
- A check or money order for the full amount due must be submitted with the forms. No registration packages or hotel rooms will be reserved until they are paid for in full and in advance.
- Checks should be made payable to Diocese of Buffalo.
- No registration fees should be paid to the hotel.
Permission Forms:
- Youth staying at the hotel must submit a signed Hotel Permission Form
- Youth attending only parts of the Convention must submit a signed Non-Hotel Permission Form
- All permission forms must be signed by youth participant and parent/guardian.
- Original, signed permission forms MUST be submitted to DYYAM.
- Group leader should keep a copy of all permission forms.
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