General Information



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General Information

Archdiocese of Milwaukee

NCYC 2015, Indianapolis, IN

Forms are on the Archdiocese Web Site and Face Book.

The URL is:  NCYC

Face Book: NCYC Milwaukee

Hotel Information

The Archdiocese of Milwaukee delegation will be staying at:

LaQuinta Inn East, Indianapolis, IN

Hotel is approximate 15-minute bus ride to convention center (approx 8 miles) from the hotel.

Refer to hyperlink above to see what amenities the hotel offers.

This Hotel is a Standard Hotel. The Hotel is set up as 2 queen beds. (4 youth per room) (2 adult’s leaders per room) We must fill these rooms with the maximum amount of people to keep within our budget. When filling out the rooming list, please understand that if there is a unoccupied bed it will be filled with someone from another parish. Please let your youth know of this possibility.

*** Please note: The Archdiocese of Milwaukee will work with the hotel to block telephone charges and pay-for-view movies, games as well as other amenities available in rooms but it will be the room occupants and parish or school group leader’s responsibility for their youth room service charges. All room fees will be paid before buses depart. The Archdiocese of Milwaukee cannot be responsible for incidental charges made to the rooms.

Conference Site

The NCYC will utilize the Indianapolis Convention Center and Lucas Oil Stadium

Spending Money & Lunches

Participants should plan on approximately $100.00 in spending money for the trip. Money will be needed for 4 meals downtown restaurants, souvenirs and free-time options. Participants will be on their own for meals except breakfast. A continental breakfast has been arranged with the hotel. The convention center and arena will have food options available on site as well as the downtown hotels. The convention center is located in the downtown area, which has restaurants in the area of the convention center.

Youth should eat lunch before boarding the buses. A box supper will be offered around 5:00 PM on the bus. Pizza buffet will be served Thursday night at arrival to the hotel after the opening convention session. Approximate time will be about 10:30/11:00 PM (included in trip).

Mandatory Notary Signature

The NFCYM requires that ALL NFCYM/NCYC Liability Waiver and Permission forms be notarized in order to complete registration. No attendee will be allowed to participate without a signed and notarized form on file.

Notaries may NOT be parish or Archdiocesan employees. It is recommended that the parish secure a parishioner or community member to be available at the local parent meeting to notarize the form. Forms notarized by banks, etc. are acceptable.

Please refer to the Frequently Asked Questions about the NFCYM/NCYC Liability Waiver and Permission form sheet for additional information and instructions.

, face book search;” “NCYC Milwaukee”

Chaperone Information

NCYC policy is that chaperones are 21 years of age or older. Groups must have one chaperone for every six (6) youth. Both male and female chaperones should accompany groups bringing male and female participants. The Archdiocese of Milwaukee requires background checks and Safe Guarding our youth training for all adults.

Who should be a chaperone?

Parish Youth Ministry Coordinators/DRE’s should be selective of additional adult chaperones. Chaperones should have the following qualities:

• Ability to model appropriate behavior

• Willingness to follow archdiocesan and NCYC rules

• Ability to fairly and consistently administer the rules among all teens

• Recognition that chaperones are to make it a safe and positive experience for all teens regardless of parish affiliation

• Flexibility, maturity, and spirit of cooperation

• A desire to have fun, hang out with teens, being flexible and have a sense of adventure

• Background Checks will be required of all adult chaperones as well as Archdiocese’s Safe Environment training. Verification for all adult leaders must be sent to the Archdiocese prior to the parent teen meeting Tuesday, October 13th, 2015

Who Should NOT be a chaperone?

The following characteristics generally do NOT make for ideal chaperones:

• Adults without excellent decision-making skills

• Adults who don’t like teenagers

• Adults who require high amounts of structure and are not flexible

• Adults who are not willing or able to follow rules

Chaperone Meeting

We will have a chaperone meeting place at St Anthony’s on the Lake in Pewaukee, Hwy SS, Pewaukee, WI. 53072 September 22nd at 7:00 PM

I am also working on a second alterative chaperone meeting. Once I am able to confirm the place and date I will let everyone know.

Programming Information

For information on keynote presenters, concurrent sessions, themes, merchandise information and other logistical issues related to NCYC, please go to for details, NCYC Milwaukee (Face Book), and Google search NCYC 2015. The Archdiocese Youth Office will communicate additional details, developments and information as they become available.

Policies and Procedures

The Archdiocese of Milwaukee can accommodate up to 320people for NCYC 2015 Once those 320 spots are reserved, interested participants will be placed on a waiting list. The initial spots will be distributed on a first-come, first-serve basis. The following policies and procedures are offered in the spirit of understanding and clarity in managing the logistical and financial realities of an event of this size.

• Space will be secure upon receipt of the following:

1. Group Registration Form and payment agreement.

2. Non-refundable deposit of $125.00 per person

• Failure to complete paperwork and make deposits on time may result in the participant losing his or her spot on the trip.

• All payments are due in full before departing for Indianapolis.

• Please keep copies of all paperwork before submitting it to the Archdiocese.

• If the payment schedule outline is a hardship please contact;

Gary Pokorny

Office of Catechesis & Youth Ministry

(414) 758-2242

pokornyg@

Please note; because of the timing of the conference the present due dates have been made to allow payments to the different venues and not to incur late fees.

• Waiting List Information: Once space is filled, interested participants will be placed on a waiting list. Complete paperwork will be required for placement on the waiting list. Spaces will be distributed to those on the waiting list on a first come, first serve basis. Individuals moved from the waiting list to the participant list are expected to make arrangements to “catch up” to the outlined payment schedule.

• Deposits are non-refundable. Refunds for additional payments will be possible only if a substitution can be made. There will be a $50.00 transaction fee charged. The Archdiocese of Milwaukee will work with the parish or school group to assist in making the substitution. However, in the event that a substitute cannot be found, refunds will not be available and the parish/school group will be charged for the full amount of the trip. Unfortunately, the Archdiocese of Milwaukee cannot assume the cost of the trip for cancellations.

• Online registration link: All registrations will be done by the parishes/schools on line. The first 4 fields should all be the same for your parish/school.

• Field #1 region: insert ( 7)

• Field #2 diocese: insert (Milwaukee)

• Field #3 and #4: Insert your information and should stay the same throughout your registration

On Line Registration must be completed by September 18, 2015

Medical Insurance Cards

We are requesting copies of the youth’s medical insurance health cards. We ask that the front and back of the cards be copied. In the past, we have found it more efficient to obtain medical treatment with copies of the health cards along with the medical release forms. We also advise that a copy of the card also be given to your youth as well as the trip chaperone for the parish or school.

Substitutions

Substitutions will be allowed after September 18, 2015. There will be a $50.00 transaction fee for each substitution made. We will also try to contact and coordinate with other parishes that may have a youth that still wants to go on the trip. There will not be any refund of monies after September 18th. If another parish has a youth that wants to fill the canceled spot, the new youth’s parish will pay the canceled youth parish. There will be a $50.00 change fee charged for this transaction.

Travel Insurance

Attached to this e-mail is information on travel insurance. The insurance is through Travel Guard. Our travel agent Destination Travel, Lucille Walker 414.423.0368, has more information on this insurance.

Many parents from the last NCYC purchased the insurance for their youth. The insurance has Medical coverage for those that do not have medical insurance and reimbursement on non-refundable deposits when a family member comes ill and you have to cancel. For more detail information please contact Lucille Walker our travel agent.

Medical Forms

1. Attached are the new Parent Permission/Medical Form and new Adult Liability/Medical Form.

2. If anyone has already used and collected the old ones, those are acceptable.  They do not need to send new forms to parents.

3. The forms are all on the webpage: NCYC

Instructions and a sample checklist for collecting forms.

4. Group leaders please submit to a copy of the Sample Registration along with release and permission/medical forms.   They do not need to return a copy of the code of conduct because the signature for that is on the NCYC Release form.  So, there are four items to return from each participant - Sample Reg, NCYC Release, Arch Permission/Liability/Med Form, and copy of insurance card.

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