Y Registration Packet · 2020-01-08 · 5 steps to Register Youth for CYC 1. Priest, youth minister...

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Questions? Contact Brian or Lindsey at [email protected]

CYC Registration Packet

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WELCOME

CYC is a weekend gathering of Catholic high school youth from across the Diocese. Please read this entire packet carefully to prepare for a wonderful weekend!

Diocese of Spokane Catholic Youth Conference Dates: Friday, March 6 – Sunday, March 8, 2020 7:00 PM 12:00 PM

Conference Location: Gonzaga Preparatory School

1224 E. Euclid

Spokane, WA 99207

Housing: Hotels are included in your registration cost. We will be using multiple hotels this year. Men and women will be housed at different hotels.

Meals: Saturday and Sunday breakfasts at your hotel.

Saturday lunch and dinner at Gonzaga Prep.

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Create an opportunity for your youth to have a profound encounter with Jesus Christ at the Diocese of

Spokane Catholic Youth Conference.

5 steps to Register Youth for CYC

1. Priest, youth minister and laity, of a parish or parish cluster, work together to identify a

group leader who has a desire to have young people encounter Christ at CYC.

2. Equip this leader with the registration packet found on line at the Diocese.

3. Post flyers and insert information in the bulletin. (Flyer and bulletin announcements are in

the registration packet.)

4. Identify potential youth and adults in your community and directly invite them to

participate, give each perspective youth and adult a registration and medical release form.

5. Collect registration and medical release forms, then complete and submit the spreadsheet

with all participant information. (Spreadsheet on Diocese of Spokane webpage)

5 steps to Make CYC a Great Experience

1. Have a pre-departure meeting with all attendees to set expectations and prepare them to

participate in the happenings of the weekend like prayer, worship, games, concert, Mass,

Adoration, Reconciliation, teachings and etc.

2. Arrange rides for youth to the event.

3. Take time to make meaningful room assignments for all youth.

4. Once at event encourage leaders, and youth who have been before to fully participate in

activities and especially prayer thus encouraging first times to be engaged.

5. Have leaders check in on youth throughout the weekend asking simple questions like:

a. How are you doing?

b. How have you experienced God?

c. What have you heard that has made you think?

5 steps to Create a Lasting Impact

1. Find time on Sunday before everyone goes home to have youth and adults share what they

have experienced or learned.

2. Schedule follow up gatherings for these youth.

3. Plan times for Adoration and Reconciliation.

4. Help young people make a plan for personal prayer and study.

5. Encourage young people to share their faith with others, and begin planning with them how

they can share CYC 2021 with them.

Contact the Office of Evangelization at [email protected] or call 509-358-7314 for more

information and how to make a plan to get youth from your parish to CYC 2020.

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Registration Information

All forms are included in this packet for CYC registration or available at the diocesan website www.diocesesofspokane.org/cyc2020.

Print and distribute copies of registration forms to youth, making sure you have included the cost for your participants and a due date to be returned.

After collecting forms and payments, complete the registration spreadsheet electronically available at the diocesan website.

Submit the spreadsheet and mail completed spreadsheet with payment to CYC, PO Box 1453, Spokane, WA 99210-1453.

Registration deadline to guarantee hotel rooms is February 8, 2020.

Cost and Payment

$105 per person fee is required of everyone registering, including adult chaperones (Parishes and schools may want to consider paying the fee for those serving as chaperones)

The fee includes:

A super awesome conference experience, including spectacular music and dynamic speakers.

Two nights in a hotel.

A great event t-shirt.

Meals: Saturday breakfast, lunch and dinner; Sunday breakfast.

A weekend to create unforgettable memories with friends.

A chance to step out of the busy world and experience the loving God who calls each of us to be reflections of his Son, Jesus.

The Diocese of Spokane is willing to offer full or partial scholarships to youth participants who are burdened by the cost of the conference. If someone in your Youth Group needs financial assistance, please contact Brian Kraut at [email protected] for more information.

Payments from the parish need to be received by February 15, payable to the Diocese of Spokane. Mail payment to CYC, PO Box 1453, Spokane, WA 99210-1453.

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Youth Minister/Group Leader

is responsible for registering all attendees, as well as for collecting and maintaining permission slips and release forms (provided with the Youth Registration Form).

remember, a “youth” is anyone in grades 9-12. Each youth must be registered with a specific parish or Catholic school Youth Group, under the supervision of the group’s Youth Minister or Group Leader.

needs to secure enough chaperones for the youth you are bringing. The Diocese requires one chaperone to seven youth. Both male and female chaperones are required if both boys and girls are attending.

is encouraged to host an evening with chaperones at your parish before the conference. This would be a great opportunity to set chaperone expectations and plan for the event and establish contingency plans for accidents, sickness, or misconduct.

needs to leave your contact information for the parents of the attending youth.

needs to secure transportation. Transportation is necessary throughout the weekend.

Chaperones (Adult Leaders)

need to be 21 and must have completed the Diocesan Safe Environment training and background check.

Boys will need a male chaperone, and girls will need a female chaperone.

will stay overnight on site with their youth group where housing has been arranged.

are incredibly important to the conference experience. A leader is someone coming to minister to the students in your group and helping to set the tone for the weekend.

need to understand that this weekend is designed for the youth. The adult leaders’ role is to serve the youth.

are responsible for the behavior of your youth throughout the weekend; this includes the event venue and at your housing site.

are to attend all events and participate as needed; remember you are a visible sign of Christ to the youth you serve.

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Check In Procedure

Youth Minister/Group Leader: pick-up your group box at Gonzaga Prep during the registration time between 5:30pm and 6:45pm.

Your box will include name tags, event shirts, booklets, etc.

Remember to have dinner before the event begins.

Check in at your hotels will be available anytime after 3:30pm

Youth and adult participants must have their name tag & ID on their person at all times where they can be seen.

Emergency Contact Information

Brian Kraut 208-755-4131

Lindsey Klemmer 509-358-7343

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Hotel Housing We will assign your group to the same hotel or in neighboring hotels. Please note we will strive to fill rooms to optimum capacity, meaning a room with two queen beds will be assigned to four youth. Group leaders will make final room assignments.

Please encourage your youth to bring sleeping bags if they have any concerns about sharing a bed with another youth.

Per safe environment requirements, adults and youth will be housed in different rooms. Boys and girls must be in different rooms, and no youth may be in a room by themselves.

Chaperones who seek a private or semi-private room can inquire about availability and additional cost.

Transportation Each youth group is responsible for their own transportation to and from the event, as well as to and from the Gonzaga Prep Campus each day. There is plenty of on-site parking, both at Gonzaga Prep and at the housing sites. Space is large enough for buses. Drivers need to be 21 or over, so please plan accordingly. There is a volunteer driver form available at the diocesan website, which should be kept on file at each parish.

Meals The registration fee includes breakfast, lunch and dinner on Saturday, and Sunday breakfast.

Youth and adults are encouraged to bring their own snacks.

Each group is responsible for all other meals. Participants are encouraged to eat dinner Friday evening before arriving.

Breakfast will be served at your Hotel, confirm details for your Hotel when you arrive.

Special Thanks to De Leon’s and Papa Murphy’s for helping with lunch and dinner on Saturday.

If you have special dietary needs please email [email protected].

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Behavior Expectations

Drug/Tobacco/Alcohol/Cell Phone Conduct Policy As applicable by law, the possession and/or use of any drugs, tobacco, alcohol or weapons will not be tolerated; nor will fighting, obscene language or other inappropriate behavior. The inappropriate or distracting use of cell phones and/or camera phones is not permitted, and the staff may confiscate such for the duration of the event. This applies to all participants – youth and adult.

Persons violating this policy will be dismissed from the event and sent home at their own expense. Let us help one another by not putting anyone in the position of even suspecting malicious behavior on another’s part while at the conference.

Neither the Diocese of Spokane nor Gonzaga Preparatory School assumes any responsibility for any civil violation incurred through the violation of this policy.

Dress Code Youth and adults are urged to dress casually for the weekend. Keep in mind that colder weather is common in Spokane during March. Rain is possible. A rain jacket or umbrella is advisable.

We are here to celebrate Christ’s presence in the young Catholic Church! You will bend, twist, sit, climb, and dance. Group leaders, please remind your youth that they are here to share their love and joy in Christ, and they show this through how they dress. Encourage them to be good role models, and show their love of Christ in their modest dress.

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Tentative 2020 Schedule Friday

6:00 pm Doors open, music playing

7:00 pm Welcome Community Builder

8:00 pm General Session 1

9:00 pm Evening Entertainment

9:35 pm Closing Prayer

10:00 pm Dismissal

Saturday

9:00 am Mass

9:45 am Community Builder

10:00 am General Session 2

11:05 am Reconciliation

12:15 pm Lunch

1:10 pm Break Out Session 1

2:10 pm Break Out Session 2

3:10 pm General Session 3

4:10 pm Men’s and Women’s Session

5:15pm Dinner

6:15pm Preparation for Adoration and Adoration

8:00pm Ice Cream Social

8:30pm FoundNation Concert

10:00pm Closing Prayer

Sunday

9:00 am General Session 4

10:30 am Mass

Noon Dismissal

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Forms Registration and Medical Release Forms

Distribute copies for all participants.

Youth Ministers/Group Leaders need to carry forms for all youth at all times.

Drivers need copies of forms of youth riding in their vehicle in case of

emergency.

Group Registration Spreadsheet

Please submit the group registration spreadsheet electronically using the excel

spreadsheet available at www.dioceseofspokane.org. Make sure to enter all

fields, including t-shirt sizes. Email completed spreadsheet to

[email protected]. For payment, print spreadsheet and mail with

check to:

CYC

PO Box 1453

Spokane, WA 99210-1453

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CYC 2020 Registration March 6-8

Please complete and return to your Parish Youth Leader before ___________________

o Youth (Grades 9-12) o Adult (Ages 21 and up) o Young Adult (18-21)

Name Address City State Zip Phone Parish ____________________________________ Email:______________________________________ Birthdate _______________________ Grade:____________ Gender M F Emergency Contact Name ____________________________________ Relationship________________________________ Phone Alt Phone Parish Youth Leader who will be at Conference T-Shirt size (Adult sizes only; circle one)

S M L XL XXL Registration Fee (includes event admission, housing, meals, and event t-shirt) $105.00

Amount Enclosed with Registration ____________________

Payments need to be made payable to your parish or other as determined by your group leader.

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Youth Medical Information and

Parental/Guardian Consent Form/Liability Waiver Participant’s first name: Last name: ___________ Date of birth: Parent/Guardian’s first name: Last name: ______ Home address: Home phone number: Parent/Guardian cell phone number: Youth minister’s first name: Last name: ____ Youth minister’s cell phone number: I, grant permission for my child,

(parent/guardian’s name) (child’s name) to participate in this diocesan/parish/school/ministry event that requires transportation to a location away from the parish/school/ministry site. This activity will take place under the guidance and direction of parish/school/ministry employees and/or volunteers from .

(name of parish/school/ministry) A brief description of the activity follows: Type of event: DIOCESE OF SPOKANE CATHOLIC YOUTH CONFERENCE (CYC)

Date of event: Friday, March 6 – Sunday, March 8, 2020

Destination of event: Gonzaga Preparatory School

Individual in charge of group:

Estimated date and time of departure: _____________

Estimated date and time of return:

Mode of transportation to and from event:

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As parent and/or legal guardian, I remain legally responsible for any personal actions taken by the above named minor

(“participant”). I agree on behalf of myself, my child named herein, or our heirs, successors, and assigns to hold

harmless and defend parish name , its officers, directors employees and agents, and the Diocese of

Spokane, its employees and agents, chaperones, or representatives associated with the event, from any claim arising

from or in connection with my child attending the event or in connection with any illness or injury (including death) or

cost of medical treatment in connection therewith, and I agree to compensate the parish/school/ministry, its officers,

directors and agents, and the Diocese of Spokane, its agents and chaperones, or representative associated with the

event for reasonable attorney’s fees and expenses which may incur in any action brought against them as a result of

such injury or damage, unless such claim arises from the negligence of the parish/school/ministry or the Diocese of

Spokane.

Signature: Date: ___________ Medical Matters: I hereby warrant that to the best of my knowledge, my child is in good health and I assume all responsibility for the health of my child.

Of the following statements pertaining to medical matters, sign only those that are applicable. Emergency Medical Treatment: In the event of an emergency, I hereby give permission to transport my child to a

hospital for emergency medical or surgical treatment. I wish to be advised prior to any further treatment by the

hospital or doctor. In the event of an emergency, if you are unable to reach me at the above numbers, contact:

Name: Relationship: _____

Phone: Family doctor: Phone: ___________

Family Health Plan Carrier: Policy #: ___________

Signature: Date: _____

Other Medical Treatment: In the event it comes to the attention of the parish/school/ministry, its officers, directors

and agents, and the Diocese of Spokane, chaperones, or representatives associated with the activity, that my child

becomes ill with symptoms such as headache, vomiting, sore throat, fever, diarrhea. I want to be called collect (with

phone charges reversed to myself).

Signature: Date: ___________

Medications: My child is taking medication at present. My child will bring all such medications necessary and such

medications will be well-labeled. Names of medications and concise directions for seeing that the child takes such

medications, including dosage and frequency of dosage are as follows:

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CHOOSE AND SIGN ONE OF THE FOLLOWING OPTIONS.

No medication of any type, whether prescription or non-prescription, may be administered to my child unless the

situation is life-threatening and emergency treatment is required.

Signature: Date: ___ I grant permission for non-prescription medication (i.e. non-aspirin products such as acetaminophen or ibuprofen,

throat lozenges, cough syrup) to be given to my child, if deemed appropriate.

Signature: Date: __________

Specific Medical Information: The parish/school/ministry will take reasonable care to see that the following

information will be held in confidence.

Allergic reactions (medications, foods, plants, insects, etc.):

Immunizations: Date of last tetanus/diphtheria immunization:

Does child have a medically prescribed diet?

Does child have any physical limitations?

Is child subject to chronic homesickness, emotional reactions to new situations, sleepwalking, bedwetting, fainting?

Has child recently been exposed to contagious disease or conditions, such as mumps, measles, chicken pox, etc.? If

so, list date and disease or condition: _______

____ _

You should be aware of these special medical conditions of my child:

______

Photographs and videos: Parents/guardians of participants are advised that photographs or videotape of participants may be

used in publications, websites or other materials produced periodically by the Diocese of Spokane or local parishes. (Participants

would not be identified without specific written consent. Parents/guardians who do not wish their child(ren) to be photographed

or filmed should so notify the parish/Diocese of Spokane in writing. Please note that the Diocese of Spokane has no control over

the use of photographs or film taken by media that may be covering the event in which your child(ren) participate.

Signature: Date: ___

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YOUTH CODE OF CONDUCT In order to assure the safe and successful participation of young people and adults at gatherings sponsored by agencies and organizations of the Diocese of Spokane, the following norms of behavior are to be followed. We expect you to represent your parish, school and the Diocese of Spokane well during all gatherings! We hope that you will display the mature, responsible leadership and character that has for so many years been the trademark of Catholic Ministry within this Diocese.

SOME NORMS FOR PARTICIPATION...

1. Individuals are responsible for their own actions, and will be asked to assume the consequences for their inappropriate behavior.

2. Participants are expected to take direction from those adult leaders who have been placed in positions of authority by the parish. Model positive behavior by being on time and respectful of event.

3. Purchase and/or use of tobacco products by minors is illegal. In observation of both the law and good health practices, smoking or chewing tobacco by participants is not allowed.

4. The purchase, possession or consumption of BEER, WINE or OTHER ALCOHOLIC BEVERAGES by minors will not be tolerated. Infraction of this rule will mean immediate dismissal from the event.

5. The possession or use of ILLEGAL DRUGS by any individual will not be tolerated. Infraction of this rule will mean immediate dismissal from any event and appropriate action will be taken.

6. For the protection and safety of all participants, acts of violence or harassment will not be tolerated. Violence and harassment include fighting, physical or verbal assault or abuse, ethnic insults, profane or obscene language, gestures or actions.

7. Possession of any weapon is strictly prohibited. Anyone who brings a weapon to an event or gathering will be asked to surrender the weapon to leaders and appropriate action will be taken.

8. Disruptive behavior, language, clothing or items will not be acceptable at youth events. This includes any of the above, which is obscene, profane, or inappropriate to the activity of the church or group.

9. It is illegal for minors to take part in any organized form of gambling and therefore such activity is strictly prohibited. Any other gambling activity is also strongly discouraged.

10. In the unlikely event that a behavior problem based on the above requires extreme action; it is likely to result in dismissal from the activity. Parents will be contacted and participants will be sent home, at the parent’s expense.

Please Note: The Diocese does not insure personal property against theft or loss so please exercise caution regarding your own personal property.

You are expected to observe the above guidelines in light of Washington State statutes and definitions even though the events may take place in another state or country. (EXAMPLE: The legal drinking age in Washington is 21. This age will be the norm followed even when in a place where the legal drinking age is lower.)

We respectfully ask for your cooperation and hope that you will have no trouble adhering by this simple code of behavior. The major thing to remember is that you represent the Church and are asked to project an image of Christian consideration, sensitivity and respect to others and to the property around you.

I HAVE READ AND UNDERSTAND THE ABOVE CODE OF CONDUCT AND WILL ADHERE TO THE

REQUIREMENTS DICTATED BY THIS CODE.

Youth’s Signature Date

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Adult Liability Waiver Each adult participant, including group leaders and chaperones, must sign this form.

. Release of Liability/Medical Release

I, , agree on behalf of myself, my heirs, assigns,

executors, and personal representatives, to hold harmless and defend parish name

_________, Diocese of Spokane, its officers, directors, agents, employees, or representatives from

any and all liability for illness, injury or death arising from or in connection with my participation in the

trip and/or event.

In the event that I should require medical treatment and I am not able to communicate my desires to

attending physicians or other medical personnel, I give permission for the necessary emergency

treatment to be administered.

Please advise the doctors that I have the following allergies:

__________________________________________________________________

In case of an emergency and for permission for treatment beyond emergency procedures, please contact:

Name:

Relationship to me:

Daytime phone: Nighttime phone: ______

Health Insurance Carrier:

Insurance ID Number: Insurance Policy Number: ____________

Signature: Date: ____________

Print Name:

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CODE OF CONDUCT FOR ADULT LEADERS

In order to assure the safe and successful participation of young people and adults at gatherings sponsored by agencies and organizations of the Diocese of Spokane, the following norms of behavior are to be followed. As an adult leader at this event, we expect you to provide leadership for your parish/school and the Diocese of Spokane during all gatherings! We hope that you will display, support, defend and encourage the mature, responsible leadership to, by, for and

with youth which has for so many years been the trademark of Catholic Youth Ministry within this Diocese.

SOME NORMS FOR PARTICIPATION FOR ADULT LEADERS...

1. Individual leaders are responsible for their own actions and also to some degree the actions of those young people they are with, and will be asked to

assume the natural consequences for any negative behavior.

2. Adult leaders attending events must be screened for the protection of youth participants prior to being confirmed as a leader or Chaperone for a parish sponsored event, trip, outing, activity, etc. This screening will be used to identify areas of concern (i.e. health concerns, disabilities or impairments

requiring accommodation etc.) or special attention. This screening will include at least the following:

3. Interview by a authorized parish, school or agency representative or staff person.

4. Completion of a written application process that includes request for information re: name, address, phone, any area of concern and any experience that

would make this person suitable for the position being filled.

5. Confirmation by the Office of Child, Youth and Adult Protection that the adult has attended the Safe Environment Workshop and successfully completed

a criminal background check.

6. ALL adult leaders and participants who are of LEGAL DRINKING AGE (21 years old) are expected to be leaders and examples to younger attendees; therefore all adult leaders & participants must REFRAIN FROM DRINKING. The purchase, possession or consumption of beer, wine or other alcoholic

beverages by minors will not be tolerated. Adults who allow or encourage such activity are in violation of the law and appropriate action will be taken.

7. The possession or use of ILLEGAL DRUGS by any individual will not be tolerated. Infraction of this rule will mean immediate dismissal from any event

and appropriate action will be taken.

8. For the protection and safety of all participants, acts of violence or harassment will not be tolerated. Leaders and chaperones must be alert to and

prepared to stop all acts of violence and harassment.

9. All adults must comply with the Diocesan Safe Environment guidelines and the Guidelines Concerning the Supervision of Minors. Both of these

documents are available from the Education office. (509) 358-7330.

10. Disruptive behavior, language, clothing or items will not be acceptable at youth events. This includes any of the above which is obscene, profane, or

inappropriate to the activity of the church or group.

11. Adults may not enter gambling halls, casinos or other establishments where organized gambling takes place. As a chaperone, you are not to go anywhere where the youth who look to you for leadership cannot accompany you. It is illegal for minors to take part in any organized form of gambling

and therefore such activity is strictly prohibited. Any other gambling activity should also be discouraged.

12. The use of tobacco in any form on parish/Diocesan transportation is not permitted. Also, due to the documented health risks from second hand smoke,

smoking is prohibited in all assembly areas and shared sleeping quarters.

13. All activities sponsored by a parish, school, agency or organization affiliated with the Diocese of Spokane must be planned and organized in order to assure the safety and well-being of the participants who will be taking part in them. All reasonable precautions must be taken to assure that these events

are safe and appropriately chaperoned. (Example: If you take your group swimming, a certified life guard must be in attendance.)

14. Adults who are asked to transport youth to or from organized events and who are solicited for this activity by a Diocesan organization, parish, school or

agency must adhere to all the requirements listed in the Transportation Policy of the Diocese of Spokane.

15. Adults in leadership positions are expected to help enforce the code of behavior as it pertains to youth and to set an example for them.

SOME NOTES... The Diocese does not insure personal property against theft or loss so please exercise caution regarding your own personal property. You are expected to observe the above guidelines in light of Washington State statutes and definitions even when taking part in events which may take place in another state or country. (EXAMPLE: The legal drinking age in Washington State is 21. This age will be the norm followed even when in a place where the legal drinking age is lower.) The major thing to remember is that you represent the Church and are asked to demonstrate Christian consideration, sensitivity

and respect to others and to the property around you.

I have read and understand what is being asked of me as a leader in this event. I agree to comply with these terms. ________________________________________________

Adult’s Signature Date

________________________________________________

Group Leader’s Signature Date

Y Registration Packet · 2020-01-08 · 5 steps to Register Youth for CYC 1. Priest, youth minister...

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Transcript of Y Registration Packet · 2020-01-08 · 5 steps to Register Youth for CYC 1. Priest, youth minister...