Youth Special Events System
(KYC and NAYC)
System Owner: Jonathan and Sheila Morales
These are the big events that don’t happen on a weekly or monthly basis but happen annually or biannually. These events will need to be put on the youth calendar as well as the church calendar well in advance of the event date. Several emails/messages will need to be sent out as we get closer to the event date informing parents of what to expect and prepare for. Events like North American Youth Congress and Kentucky Youth Convention. Events that impact the youth the most. This is an opportunity for students to worship and fellowship with other youth around the United States (NAYC) or with other youth in our state (KYC). We want them to concentrate on getting closer to Jesus while they are there and have a time of fellowship with larger groups of youth who are also trying to draw closer to Jesus.
Preparation
1. In order for a teen to be allowed to attend these special events, they must have the following forms completed and on file with the church: Code of Conduct, Health Information and Permission. These forms need to be updated for each teen yearly (in September).
2. Gather the following information so that an event can be created in the church app.
Location
Date and Time
Basic description of the event
Graphic
3. Be sure that the event is placed on both the Youth Calendar and the Church Calendar.
4. Create an itinerary. This should include the schedule for each day and a list of items to pack. Post this in the youth information channel and Hyphen channel on the church app.
5. A meeting with all parents and teens should be held to ensure everyone is aware of what the plan is for the event. This is a great time to have parents fill out the necessary forms (If they haven’t already done so for the year) as well as go over the itinerary.
6. Here is a list that may be needed for some or all of the events:
(Edit it according to whichever event you are referring to.)
Hotel rooms/sleeping arrangements/how many rooms are needed
Location rental - if cabin or AirBNB instead of hotel rooms
Chaperones/Volunteers
Cost per person
Food & Drinks not included in the price
Any extra spending money
Itinerary
Fundraisers for students to raise money toward this event
Sponsors - some church members don’t mind helping when needed
Van driver/Luggage transportation vehicles and drivers
Code of conduct form
Health form
Permission form
Allergy alerts
Items to pack (toiletries)
# of Outfits/type (# of formal/# of casual)
Promotion
1. A graphic should be made with the event details on it. Parents and youth need this information months in advance with frequent updates about any changes.
2. Social media, emails, and messages via the church app are great ways to communicate the information. Smaller highlight reminders can be done during the announcement portion of a church service.
3. I can not stress enough how much “over-communicating” with the parents is vital!
Reminders of the date and when money is due.
Reminder 2 weeks out about the last payment due and the packing list.
Reminder 1 week out about money, packing list, food arrangements and meeting time for loading up.
Day of Event
- Meet time should be 30 minutes prior to departure to load luggage
1. Another notification can be sent to remind parents and teens of the event on the morning of. Simply reiterate the details of the event mentioned previously. Arrive at the church prior to the established meeting time to make sure you are available to greet all of the parents and teens as they arrive. Send out the itinerary.
2. Have the van driver start the van and heat or cool it as necessary. If needed, have the van driver fill the van with gas prior to loading up the van.
3. Get a group photo before you leave.
4. Load everyone up into the van. If additional vehicles are being taken, note who is driving each vehicle and who is riding along with that person. Get a head count for everyone in the group. Share the address with everyone driving.
5. Pray before departing.
6. Follow the plan created during your preparation.
Day of Return
Repeat steps #2, #4 and #5 above
6. Notify the parents of the time you expect to return to the church.
7. Please update them along the way if this time would vary due to traffic or an extra stop.
For KYC specifically:
Friday when loading up at the church, most will not have had time for dinner. Plan to have sandwiches, chips & soda. They can eat in the van on the way up if necessary. Please have them get all the trash out of the van when you arrive at the KYC location.
Hyphens that may be driving themselves or meeting you there, be sure that they let you know where they are going if they need to make any extra stops and will not be arriving at locations right behind the van. Also, the hyphens need to let the adults know who is riding in their vehicle. This should not include any of the teens. Other hyphens can ride together to make less vehicles following each other while you are at the event.
Afterburner at Malibu Jacks - everyone needs to go. Arrange for pizza to be picked up on your way over to Malibu Jacks. Eating options are always a mess, so arrange food ahead of time and if necessary, eat it in the van before going into Malibu Jacks.
If it is Ice Skating - we usually skip it and hang at the hotel. Also arrange for food ahead of time due to what is open when service ends.
Breakfast money is optional. Sometimes a Starbucks run by an adult or McDonalds by an adult can be arranged. Orders need to be decided the night before and the adult needs to be given the money to get those orders.
Money breakdown that we plan for:
February 2022
$35 - Early Registration
$10 - Afterburner
$40 - Hotel room shared between 4 people
$15 - Meal on the way home on Saturday
$10 - Food before or during the afterburner
$110
+ 10 if you want breakfast (optional)
+ 10 T-shirt (optional)
$130
Acknowledge This system has been reviewed with me and I have had an opportunity to ask questions and discuss pertinent details. I understand my role on the team. Background checks are only required if over 18 years of age. If you are over 18, we will order a background check.
(KYC and NAYC)
System Owner: Jonathan and Sheila Morales
These are the big events that don’t happen on a weekly or monthly basis but happen annually or biannually. These events will need to be put on the youth calendar as well as the church calendar well in advance of the event date. Several emails/messages will need to be sent out as we get closer to the event date informing parents of what to expect and prepare for. Events like North American Youth Congress and Kentucky Youth Convention. Events that impact the youth the most. This is an opportunity for students to worship and fellowship with other youth around the United States (NAYC) or with other youth in our state (KYC). We want them to concentrate on getting closer to Jesus while they are there and have a time of fellowship with larger groups of youth who are also trying to draw closer to Jesus.
Preparation
1. In order for a teen to be allowed to attend these special events, they must have the following forms completed and on file with the church: Code of Conduct, Health Information and Permission. These forms need to be updated for each teen yearly (in September).
2. Gather the following information so that an event can be created in the church app.
Location
Date and Time
Basic description of the event
Graphic
3. Be sure that the event is placed on both the Youth Calendar and the Church Calendar.
4. Create an itinerary. This should include the schedule for each day and a list of items to pack. Post this in the youth information channel and Hyphen channel on the church app.
5. A meeting with all parents and teens should be held to ensure everyone is aware of what the plan is for the event. This is a great time to have parents fill out the necessary forms (If they haven’t already done so for the year) as well as go over the itinerary.
6. Here is a list that may be needed for some or all of the events:
(Edit it according to whichever event you are referring to.)
Hotel rooms/sleeping arrangements/how many rooms are needed
Location rental - if cabin or AirBNB instead of hotel rooms
Chaperones/Volunteers
Cost per person
Food & Drinks not included in the price
Any extra spending money
Itinerary
Fundraisers for students to raise money toward this event
Sponsors - some church members don’t mind helping when needed
Van driver/Luggage transportation vehicles and drivers
Code of conduct form
Health form
Permission form
Allergy alerts
Items to pack (toiletries)
# of Outfits/type (# of formal/# of casual)
Promotion
1. A graphic should be made with the event details on it. Parents and youth need this information months in advance with frequent updates about any changes.
2. Social media, emails, and messages via the church app are great ways to communicate the information. Smaller highlight reminders can be done during the announcement portion of a church service.
3. I can not stress enough how much “over-communicating” with the parents is vital!
Reminders of the date and when money is due.
Reminder 2 weeks out about the last payment due and the packing list.
Reminder 1 week out about money, packing list, food arrangements and meeting time for loading up.
Day of Event
- Meet time should be 30 minutes prior to departure to load luggage
1. Another notification can be sent to remind parents and teens of the event on the morning of. Simply reiterate the details of the event mentioned previously. Arrive at the church prior to the established meeting time to make sure you are available to greet all of the parents and teens as they arrive. Send out the itinerary.
2. Have the van driver start the van and heat or cool it as necessary. If needed, have the van driver fill the van with gas prior to loading up the van.
3. Get a group photo before you leave.
4. Load everyone up into the van. If additional vehicles are being taken, note who is driving each vehicle and who is riding along with that person. Get a head count for everyone in the group. Share the address with everyone driving.
5. Pray before departing.
6. Follow the plan created during your preparation.
Day of Return
Repeat steps #2, #4 and #5 above
6. Notify the parents of the time you expect to return to the church.
7. Please update them along the way if this time would vary due to traffic or an extra stop.
For KYC specifically:
Friday when loading up at the church, most will not have had time for dinner. Plan to have sandwiches, chips & soda. They can eat in the van on the way up if necessary. Please have them get all the trash out of the van when you arrive at the KYC location.
Hyphens that may be driving themselves or meeting you there, be sure that they let you know where they are going if they need to make any extra stops and will not be arriving at locations right behind the van. Also, the hyphens need to let the adults know who is riding in their vehicle. This should not include any of the teens. Other hyphens can ride together to make less vehicles following each other while you are at the event.
Afterburner at Malibu Jacks - everyone needs to go. Arrange for pizza to be picked up on your way over to Malibu Jacks. Eating options are always a mess, so arrange food ahead of time and if necessary, eat it in the van before going into Malibu Jacks.
If it is Ice Skating - we usually skip it and hang at the hotel. Also arrange for food ahead of time due to what is open when service ends.
Breakfast money is optional. Sometimes a Starbucks run by an adult or McDonalds by an adult can be arranged. Orders need to be decided the night before and the adult needs to be given the money to get those orders.
Money breakdown that we plan for:
February 2022
$35 - Early Registration
$10 - Afterburner
$40 - Hotel room shared between 4 people
$15 - Meal on the way home on Saturday
$10 - Food before or during the afterburner
$110
+ 10 if you want breakfast (optional)
+ 10 T-shirt (optional)
$130
Acknowledge This system has been reviewed with me and I have had an opportunity to ask questions and discuss pertinent details. I understand my role on the team. Background checks are only required if over 18 years of age. If you are over 18, we will order a background check.