70th ANNUAL MID-ATLANTIC REGION - JACK AND JILL OF AMERICA, INCORPORATED Hosted by the Capital City, Durham, & Fayetteville Chapters - June 22 - June 25, 2023 2023 TEEN LEADERSHIP CONFERENCE GUIDE Mid-Atlantic Regional Director Tarcia N. Flemming Mid-Atlantic Regional Teen President Ciara Grant
2022-2023 Mid-Atlantic Region Teen Officers 4-5 Teen Conference Purpose and Objectives 6 Eligibility Requirements 6 2023 Teen Conference Program Highlights 7 TLC 2023 Agenda 8 Registration Fees and Deadlines 9 ● Registration Process 10 ● Room Captain Process 10 ● Lead Advisor Only 11 ● Refund Policy 11 ● Other Teen Leadership Conference Policies 11 Medical Information 12 Teen Conference Dates to Remember 13 Forms 14 Conference Arrival and Departure 15 Graduating Seniors 15 Excused Absences/Late Arrivals 15 Offsite and Onsite Visitation 16 Dress Code 16-20 Senior Program Book 21 Conference Souvenir Journal 22 Foundation Contributions 22 Courtesies 22 Chaperone Certification & POPs 22 Appendix 23 ● Chaperone Responsibilities 24 ● Chaperone Code of Conduct Form 25 ● Graduating Senior Teen Journal Form 26 ● Souvenir Journal Form 27 ● Teen Conference Late Arrival/Early Departure Request Form 28 ● Release of Liability Form 29 ● Regional Use Only - Late Arrival/Early Departure Request Form 30 1
2
3
President Ciara Grant, Greenville Chapter Vice President Honesty McQueen, Charlotte Chapter Secretary Alexis Bennett, Fayetteville Chapter Treasurer Julian Duncan, Florence Chapter Foundation Chair Taylor David, Queen City Chapter Nominating Chair Kennedy Batts, Greater Fredericksburg Chapter Parliamentarian Ava Cabbell, Greensboro Chapter Chaplain Skyler Woods, Raleigh Wake Chapter Editor Taylor Bond, Durham Chapter Legislative Chair Todd Bond, Durham Chapter Logistics Chair Jordan Benjamin, Columbia SC Chapter Protocol Chair Akilah Anderson, Capital City Chapter Sergeant at Arms Jordyn DePina, Midlothian Chapter Technology Chair Cameron Cooper, Burlington-Graham Chapter Mid-Atlantic Regional Elected Officers & Primary Regional Team Contacts for Teen Conference Mid-Atlantic Regional Director Tarcia N. Flemming, [email protected] National Corresponding Secretary Nichelle Nicoles Levy, [email protected] Mid-Atlantic Regional Treasurer Daralyn Bryant, [email protected] Mid-Atlantic Regional Secretary Tomisha Gladman, [email protected] Mid-Atlantic Foundation Member at Large, Tiffany Spann-Wilder, [email protected] Mid-Atlantic Regional Nominating Chair Felicia Millner, [email protected] Mid-Atlantic Regional Associate Chair Donna Stoeling, [email protected] Mid-Atlantic Regional Logistics Chair Summer Banks, [email protected] Mid-Atlantic Regional Teen Advisor Warrenetta Mann, [email protected] 4
5
Purpose The purpose of the Regional Teen Leadership Conference is to create a medium for teens to engage in constructive educational, cultural, civic, recreational, and social programs by and for teens within the region; and to interpret the programs and promote the projects of the national organization as they pertain to teens of the Mid-Atlantic Region. Objectives 1. Provide an opportunity for teens to interact, network and share ideas regarding issues affecting their development. 2. Introduce teens to leadership and personal development skills. 3. Foster teamwork and communication among chapters in the Mid-Atlantic Region and present the talent and skills of teens through awards and competitions. 4. Recognize teen achievement. 5. Provide an opportunity to participate in hands-on community service. A teen is eligible to attend the Annual Teen Leadership Conference under the following conditions: 1. The teen is a member of the chapter’s teen group for the program year for which regional teen per capita was paid and will be thirteen (13) years of age as of June 30th of the year of the conference. 2. The teen has not reached his/her twentieth (20th) birthday by midnight, June 30, 2023. 3. The teen whose mother, female legal guardian, or female custodial caretaker is a member in good standing in a Jack and Jill of America, Inc. chapter or is a National Member with regional membership. 4. The teen is a registered teen member of Jack and Jill of America, Inc. and is properly registered to attend the Mid-Atlantic Regional Teen Conference. 6
Arts & Letters Breakfast College Fair Hands-On Community Service Leadership Awards Luncheon Foundation Luncheon Teen Pre-Conference Committee Meetings Engaging Teen Workshops Interactive Plenary Sessions Teen Oratorical Competition 2023-2024 Teen Officer Elections Class of 2023 Graduating Senior Rites of Passage Senior Gala Sunday Worship 7
8
Rooms are reserved at the host hotels, Raleigh Marriott City Center and Sheraton Raleigh. All Quad, Triple, Double and Single registration types include: conference registration, lodging, all meals, ONE Senior Teen Gala ticket, conference journal, and all activities. All teens and chaperones must stay at the host hotels. Registration Type Fee PER PERSON Dates *Subject to Availability Method Quad $750 Room Captains (Teens or Chaperones) February 27-28, 2023 Registrants w/ confirmation Number March 1-3, 2023 “Confirmation Period” General Registration March 5-6, 2023 Credit Card Only* Triple $800 Room Captains (Teens or Chaperones) February 27-28, 2023 Registrants w/ confirmation Number March 1-3, 2023 “Confirmation Period” General Registration March 5-6, 2023 Credit Card Only* Double $900 Room Captains (Teens or Chaperones) February 27-28, 2023 Registrants w/ confirmation Number March 1-3, 2023 “Confirmation Period” General Registration March 5-6, 2023 Credit Card Only* Single $1250 Chaperones/Adult Only March 5-6, 2023 Credit Card Only* Sr. Teen Ad** $100 February 27-April 15, 2023 Credit Card Only Conference Journal Ad Varies by ad size (See form) February 27-April 15, 2023 Credit Card or Chapter Check 9
All Quad, Triple, Double and Single registration types include: conference registration, lodging, all meals, ONE Senior Teen Gala ticket, conference journal, and all activities. All teens and chaperones must stay at the host hotels. Registration for TEEN & CHAPERONE ROOM CAPTAINS FEBRUARY 27–28, 2023 Registration for roommates “CONFIRMATION PERIOD” TEENS AND CHAPERONES LISTED AS ROOMMATES by room captains March 1-3, 2023 Registration for all begins March 5-6, 2023 *Payment for all registration types is by credit card. Delegates, Alternates, and Chaperones that are covered by a chapter budget need to seek immediate reimbursement from the Chapter Treasurer by submitting a voucher and registration receipt. ** REGISTRATION DOES NOT INCLUDE SENIOR TEEN JOURNAL. Payment for Senior Teen Journal is in addition to room type registration. Attendance at the teen conference is not required to place a bio in the Senior Teen Journal. REGISTRATION PROCESS 1. The required chaperone to teen ratio is one chaperone per five teens or less. (1:5 chaperone to teen ratio) 2. Room Captains must be either a Teen or a Chaperone. Chaperones rooming alone are still Chaperone Room Captains. Select roommate(s) and determine who will be the Room Captain. Room Captains are the only people who will register February 27-28, 2023. Room Captains must enter the name of their roommate(s) and all roommates must register from March 1-3, 2023 (the “Confirmation Period”), or the registration will be canceled. If you do not have a roommate and need one, enter “Roommate Needed” so we may pair you with someone else. Teens and Chaperones listed as roommates by Room Captains register during the Confirmation Period. Those who have not been listed as roommates by Room Captains register during General Registration, which ends on March 6, 2023. 3. Region will send an online registration link: events.viprllc.com/midatltc2023 (If you are a mother registering yourself, you must enter your DIGITAL CHEETAH number). 4. Method of payment is credit card. 5. If the registration type selected is Senior, a separate page will open to pay for an ad in the Senior Program Book (optional). The price is $100 for the Senior Teen Ad bio and picture. 6. Payments for Conference Journal Ads and Senior Program Ads are due to Regional Treasurer Daralyn Bryant no later than April 15, 2023. Ads will not be placed if payment is not received by April15, 2023. 7. Mothers should notify the Lead Teen Advisor when the registration process is completed. 8. Go to events.viprllc.com/midatltc2023 to complete online forms and to upload photos for ads purchased. A sample of all forms can be found in the Appendix. Note: Teen Leadership Conference awards, competitions submissions and deadlines are included in a separate document which can be accessed on the webpage. 9. All registered mothers/chaperones must attend through the end of the conference to receive 1 in 4 credit. 10
ROOMMATE CAPTAIN PROCESS ● Quad, Triple, and Double Registrations should identify the Room Captain. All Double, Triple, and Quad rooms are equipped with two double beds. ● Chaperones rooming alone are considered Room Captains. ● The captain will register and list the name(s) of roommate(s). A confirmation number will be provided to share with those listed as roommates. ● Roommates(s) register and enter the confirmation number provided by the room captain during the confirmation period March 1-3, 2023. This process assures that as long as one roommate registers during the appropriate designated window, a room is reserved for listed roommate(s) who confirm registration by March 3, 2023. ● Teens should make it a priority to room with other Teens or Chaperones. Chaperones should make it a priority to room with other Chaperones or Teens, to maximize Chaperone coverage for chapters. LEAD TEEN ADVISORS ONLY Go to events.viprllc.com/midatltc2023 to enter arrival/departure time. REFUND POLICY ● DO NOT use the chargeback feature in PayPal. Members using this feature will be subject to disciplinary action up to and including termination of membership. ● Send all requests for cancellations to: [email protected]. ● Cancellation fee is 75% of the registration fee plus administrative costs of $50, no matter the circumstance. ● ALL Teen Conference Refund requests must be received by May 1, 2023. There will be no refund requests accepted after this date — no exceptions! ● Refunds will be processed at the end of 30 days after the close of the conference, July 16, 2023 and mailed via check. ● Transfers will be allowed for this event for the same gender only through May 15, 2023. Any registrant unable to attend must request transfer through [email protected]. OTHER TEEN LEADERSHIP CONFERENCE POLICIES ● All Teens, Chaperones, Mothers, and Associates who plan to attend Teen Conference activities, MUST be registered and wear appropriate conference badges and wristbands throughout the event. ● All Teens, Chaperones, and Mothers requiring 1 in 4 credit, MUST be registered and wear appropriate conference badges and attend the entire conference to receive credit. ● All Teens and Chaperones are required to stay in the conference hotel. There is not a separate price for members not registering for the conference. ● All graduating seniors participating in the Senior Rites of Passage must be registered, attend the entire conference and attend rehearsal. ● Those listed as roommates by the Room Captains must register between March 1-3, 2023 – during the “Confirmation Period”. The Confirmation Period is for 11
Teens and Chaperones listed as roommates by the Room Captains to register. Room Captains are Teens or Chaperones. ● Registration total includes one ticket to the Senior Gala. ● A maximum of two Senior Gala guest tickets at $150 each, will be available for purchase for each graduating senior during the registration period, February 27-28, 2023, on a first come-first served basis until capacity is reached. ALL Gala tickets must be pre-purchased on the conference registration link events.viprllc.com/midatltc2023. Any Gala tickets remaining after early registration will be made available for Senior parents to purchase until sold out. If SENIOR registrants require additional family tickets, please indicate during the registration process or send a request to [email protected]. ● Oratorical and MAR Has Talent Competitions participants must be registered and attend the conference. ● Onsite registration will not be available. ● Registration is open until March 6, 2023 OR until the conference sells out. ● All registration categories are subject to availability. During the registration process, a yes or no response will be required for the following; food allergies, drug allergies, physical limitations, medical conditions: Asthma, Diabetes, Heart Disease, Hay Fever, Eating Disorder. Other. All medications with current dosage will need to be documented, as well as, the name of the insurance carrier, policy holder, and policy number. Chapter Program Director will provide the Lead Teen Advisor with the medical release and information form submissions containing the details for each registered teen. The Lead Teen advisor should bring the excel sheet along with a copy of each registered teen’s health insurance card with her, in a binder, to Teen Conference. In the event of an emergency, the form gives consent for a chaperone or other adult representative of Jack and Jill of America, Inc. to obtain medical care, as is reasonably necessary, for the welfare of the teen. 12
Event/Document Date Where to Enter Graduating Senior Registration February 27-February 28, 2023 events.viprllc.com/midatltc2023 Room Captain Registration (Quads, Triple, Doubles) Singles-only adults February 27, 2023 – February 28, 2023 events.viprllc.com/midatltc2023 Registration as roommates by Room Captains (Quads, Triple, Doubles) March 1, 2023 – March 3, 2023 events.viprllc.com/midatltc2023 All Registration Types March 5-6, 2023 events.viprllc.com/midatltc2023 Senior Teen Ad and photo AND Conference Ad April 15, 2023 events.viprllc.com/midatltc2023 Talent Showcase Video April 15, 2023 events.viprllc.com/midatltc2023 Athlete of the Year, Teen Achiever, Artist of the Year Awards April 15, 2023 events.viprllc.com/midatltc2023 Conference Souvenir Journal Ad(s) April 15, 2023 events.viprllc.com/midatltc2023 Carole Robertson Award April 15, 2023 events.viprllc.com/midatltc2023 Teen Conference Initial Committee Meetings May 21, 2023 Chaperone Online Training June 11, 2023 Final Committee Meetings June 11, 2023 Teen Conference Final Reports Due June 11, 2023 TLC 2023 Kick Off June 19, 2023 Pops on Patrol June 20, 2023 Please use the information/forms provided on the Teen Conference events.viprllc.com/midatltc2023. 13
For Teen Conference, the Region utilizes events.viprllc.com/midatltc2023 for the submission of required forms. The links will allow you to autofill forms and upload supporting documentation. We will be able to share the files electronically with all of the people who need access. A sample of the information needed for each form is included in the Appendix and will be on the main registration site. Each mother or teen advisor can enter information online as follows: Lead Teen Advisor: ● Attendance Log from mandatory Teen Conference preparation meeting ● Chapter Ad for the Conference Journal ● Enter name(s) for Carole Robertson, Athlete of the Year, Teen Achiever & Artists Award ● Names, email address and mobile number of Delegate and Alternate ● Chapter arrival and departure times and mode of transportation Mothers: ● Complete Graduating Senior Bio Form with photo and upload to website ● Conference Journal Form and ad (payment on registration site) ● Read and review Teen Code of Conduct (during registration, will need to verify mother and teen have read and understand) ● If a chaperone, read and review Chaperone Code of Conduct (during registration, will need to verify that you read and understand requirements) During the online registration process, the registrant will need to certify that they have reviewed the Teen Code of Conduct with their teen and all parties understand the rules and expectations of the conference. Chaperones will need to certify that they have reviewed and understand the Chaperone Code of Conduct. The forms can be found in the Appendix. Each registrant must send a copy of the front and back of a medical insurance card to the lead teen advisor. 14
The Lead Teen Advisor, with the support of all Teen Chaperones, is responsible for the following: Before Arrival ● Enter arrival times and lead advisor cell phone number on events.viprllc.com/midatltc2023 This information is needed to help with the registration process on site. Upon Arrival ● Buses/cars unload at the Raleigh Convention Center. ● There will be signs for each chapter regarding where to store your luggage. ● Sign in at the Registration location. Lead Advisor will be called when keys are ready. An early arrival time does not guarantee that your chapter will receive rooms first. Rooms are ready based on release by hotel and keeping the chapter together. ● Lead Teen Advisor will receive a text message when it’s time to pick up materials from J&J Registration Desk (One Teen & One Advisor), so you can pick up your conference packet and room keys. ● Distribute keys and room assignment (TA’s should keep one (1) key to each room). ● Check rooms each night at curfew to assure that all teens under your care are in their rooms. Upon Departure ● Check rooms for personal items. ● Collect keys and return to the hotel registration desk. Graduating seniors must be registered and participate in the scheduled rehearsal on Saturday. Please ensure that your teen can fully participate before registering. If a teen will be arriving after the First Plenary session, permission needs to be granted from the Regional Director. Teens who can not arrive by noon on Friday should not register. The request must be completed and uploaded to the Teen Conference events.viprllc.com/midatltc2023 under “Late Arrivals/Early Departures” by June 1, 2023. The Regional Director is the ONLY person who can grant such permission—and it must be in writing. 15
● All Teens and Chaperones are required to stay at the host hotels during the conference. ● Conference participants are not allowed to leave the site of the conference or any off-site conference activities without the prior approval of the Regional Director. ● Persons, who are not members of Jack and Jill of America, Incorporated, cannot visit any teen room, nor are they allowed to attend any conference activity – except via the pre-purchase of Senior Gala tickets or invitation as guest speaker or presenter. ● Teens are prohibited from driving during the conference. Automobiles for teens will not be allowed at the hotel or used during the conference. Parents need to ensure that their teen has appropriate clothing for each event. Teens will not be allowed into events if they are not dressed properly for the occasion. Chaperones/mothers attending the opening ceremony must be in Ceremonial White Attire according to Jack and Jill of America, Inc. protocol. A. Opening Session- Plenary I & Plenary IV TEENS OPENING / CLOSING CEREMONIAL WHITE ATTIRE ● White (not off white or beige) dresses or white suits (skirt or pants) may be worn for opening and closing ceremonies. ● The white attire must be uninterrupted, except for crystal accessories or pearls, such as buttons. ● Shoulders and backs must be covered. ● Suits must be worn with white shirts or white collared blouses. ● Collared shirts must be worn with a white tie, white bowtie or white scarf. ● Flesh or white colored hosiery is required with skirts or dresses. ● Socks or knee-highs can be worn with pants only. ● White solid colored dress shoes are required. The toes can be enclosed or peep-toe, sling-back pumps are acceptable, but cannot be both peep-toe and sling-back. ● Wooden heels are only acceptable for flat shoes. ● No sneakers. TEENS OPENING / CLOSING CEREMONIAL DARK ATTIRE ● Dark (black or navy) dresses or dark (black or navy) suits (skirt or pants) may be worn for all ceremonies. ● Shoulders and backs must be covered. ● Suits must be worn with white shirts or white collared blouses. ● Collared shirts must be worn with a solid dark (black or navy) tie, dark (black or navy) bowtie, or dark (black or navy) scarf. ● Flesh or white colored hosiery is required with skirts or dresses. ● Socks or knee-highs can be worn with pants only. ● Dark (black or navy) solid colored dress shoes are required. The toes can be enclosed or peep-toe, sling-back pumps are acceptable, but cannot be both peep-toe and sling-back. ● Wooden heels are only acceptable for flat shoes. ● No sneakers. 16
B. Plenary II & III Business Attire Required ● Dresses, skirts, or slacks are required. ● Collared shirt preferred, oxford or polo is acceptable ● Dress shoes ● No jeans. No skorts. No sneakers. C. Activities ● 5 Bs must be covered at ALL times - Breast, back, belly, behind, boxers ● No hats, no halter tops or tube tops. ● No shorts, no baggy or droopy pants (trousers should be belted at waistline). ● No cut-off pants, no ripped jeans above the knee. ● No exposed midriffs, no muscle shirts, no see through clothing, skimpy/short skirts, or skin-tight clothing will be allowed. ● Undergarments must not be visible. ● Jeans and chapter apparel are allowed. ● Friday night Dinner and Party—jeans bottoms are acceptable. No shirt skirts, shorts, or skorts. No midriff shirts, halter, or tank tops. Gala (Saturday PM) NON-GRADUATING SENIORS ● Formal (long or below the knee dresses) ● No mini dresses. ● Dresses should not be too tight. ● No hi-low dresses (unless the “high” is at or below the knee). ● Tuxedo, suit, dress pants, dress shoes ● No boots, no sneakers or tennis shoes, no jeans, no hats. GRADUATING SENIORS ● Formal white gowns, shoulders and backs covered. ● Formal tuxedo- white jacket, black pants -see flyer for details 17
Appropriate Attire for Opening/Closing Session: Inappropriate Attire for Opening/Closing Session: If wearing sleeveless or spaghetti straps, a white jacket or sweater must be worn. 18
PREPARING FOR TEEN CONFERENCE, CONTINUED Appropriate Attire for NON-SENIORS for Senior Gala Dresses must be floor length or below the knee--no mini dresses. Inappropriate Attire for Senior Gala Dresses should not show excessive cleavage or be body contouring. 19
20
The Annual Teen Leadership Conference is a celebration of the achievements of our Teens. The Senior Teen Program Book is a chance to highlight senior teens’ accomplishments and goals. This publication will be distributed at the Senior Gala. The cost for a senior ad is $100 via Credit Card ONLY payable on the registration site. The Mother should ensure that the form has been completed online and a picture uploaded to the Teen Conference website events.viprllc.com/midatltc2023 no later than April 15, 2023. The form and the photo should be entered at the same time. Please note that the Senior Teen Journal is separate from the TLC Souvenir Journal and the Up the Hill publication and does not use the same format. Senior teens do not have to register and attend Teen Conference to submit a picture and bio but are encouraged to do s0. Form will be available on the registration site. Senior Photo ● Please submit digital photos ONLY – no paper print copies will be accepted. ● Submit a 3 x 5 clear (color or black & white) headshot as a .jpg file, preferably the senior picture. ● For optimal print result, digital photos must be at least 300 dpi. ● Upload headshot digital photo to Sr. Journal link at events.viprllc.com/midatltc2023 by April 15, 2023. Senior Profile All Profiles must be completed online. Do not submit as a .pdf file. ● Name of graduating senior and his/her parents/guardian ● Name of Jack and Jill of America, Inc. Chapter ● Name of high school and extracurricular activities & community service involvement ● Length of time in Jack &Jill ● Jack and Jill Teen Offices Held ● College or Career Choice ● College Major ● Hobbies/Interests ● Awards/Scholarships/Honors ● Personal Motto ● Email and phone number (optional) ● Twitter, Instagram, Facebook Enter profile online via Senior Journal link at events.viprllc.com/midatltc2023 by April 15, 2023. 21
This is a great opportunity for chapters and individuals. The form can be completed online on Teen Conference events.viprllc.com/midatltc2023. Ads can be from parents congratulating their teens, chapters congratulating teens, business advertisements, and/or chapter ads for upcoming events. All journal ads and payment must be received no later than April 15, 2023. Payment by credit card is accepted on the registration site. A chapter or corporate check will be accepted. Each chapter should submit an ad and solicit for ads for the souvenir journal. Please remit the teen foundation contribution at Teen Conference. Delegates will need this information at the beginning of Plenary I. Regional Teen Officers, elected and appointed, are dedicated and work hard for the region. To thank them for their service, it is Jack and Jill’s protocol request to recognize the elected officers President, Vice President, Secretary, Treasurer, Foundation Chair and Nominating Chair. It would be appreciated if courtesies were also extended to the appointed regional teen officers Editor, Parliamentarian, Sergeant at Arms, Chaplain, Legislative Chair, Logistics Chair, Technology Chair, Protocol Chair and We Are One Chair. Regional Protocol Chair, Anissa Milbourne and Regional Teen Protocol Chair Akilah Anderson, will send an email outlining the request to the Chapter President. Chapters will have the option to remit funds to the region to combine for a gift card for each of the elected and appointed officers. All chaperones must attend either the pre-conference webinar, June 11, 2023, or the onsite training scheduled June 22, 2023 to receive certification. POPs (Parents on Patrol) are necessary to ensure the safety of our teens. Please encourage non-chaperone registered mothers, fathers and Associates to volunteer time at Teen Conference. POPs should register via the registration process beginning March 4-6. The Mid-Atlantic Region Father’s Auxiliary Chair Chris Oliver will communicate details before the conference. POPs (Fathers) do not have to pay for Teen Leadership Conference and do not have to be certified. 22
Appendix 23
FOR EXHIBIT PURPOSES ONLY JACK AND JILL OF AMERICA, INC. MID-ATLANTIC REGION TEEN CONFERENCE CHAPERONE RESPONSIBILITIES There MUST be at least ONE Registered Chaperone for every FIVE teens. Teen Advisor / Lead Chaperone: PRIOR TO LEAVING FOR TEEN CONFERENCE • Read Teen Conference Guide • Review “Code of Conduct” and Teen Conference Guide with your teens and mothers at a Mandatory Chapter Meeting • Review all teen rules to be enforced by Chaperones: ● No drugs, alcohol or smoking of any kind (including vaping) ● All participants will remain on hotel premises ● No cars are to be driven ● Attend all planned activities and meals ● Attend all sessions and workshops ● Should be in hotel rooms during free time ONLY ● Male/Female visitations permitted only with DOOR OPEN ● Telephone privileges ROOM TO ROOM ONLY ● All teens return to ASSIGNED ROOMS at 1:00 AM Saturday morning and 1:30 AM on Sunday morning ● All Rules as detailed in Code of Conduct UPON ARRIVAL • Check in at J&J Registration Desk (One Teen & One Advisor) and pick-up conference packets. • Distribute keys and room assignments (Teen Advisor should keep 1 key to each teen room. • Check rooms and note conditions. (towels, etc.) • Will check rooms each night at curfew to assure that all of the teens under her care are in their rooms. UPON DEPARTURE • Reconfirm the condition of each room. • Check rooms for personal items. • Collect keys and return to the hotel registration desk. • Check out at the hotel registration desk. Chaperones MUST be in attendance at all teen activities (i.e. plenary sessions, meals, dances, etc.) and sit with their teens at plenary sessions. Chaperones MUST enforce curfew by remaining visible in hallways after curfews. Assigned schedules will be distributed to Chaperones at Orientation. Chaperones MUST complete room checks. Infraction of any of the Rules and Regulations of the Conference will result in the teen’s appearance before the Judicial Board with the Regional Director for major abuse. A possible result may be the dismissal of the teen from the conference. The Regional Director will inform the involved teen’s advisor, chaperone, and parent of the infraction, as well as punitive actions taken. 24
FOR EXHIBIT PURPOSES ONLY JACK AND JILL OF AMERICA, INC. - MID-ATLANTIC REGION TEEN CONFERENCE CHAPERONE CODE OF CONDUCT FORM TO BE COMPLETED BY ALL TEEN CHAPERONES DURING REGISTRATION I will attend the conference as the chaperone for the teen(s) listed below and confirm that: ● ⇒ I am aware of the duties of a chaperone in the Jack and Jill organization ● ⇒ I have read the Teen Conference Guide ● ⇒ I am aware of the Teen Code of Conduct included in this package ● ⇒ I will review the Teen Code of Conduct with the teens in my care upon arrival at the Teen Conference ● ⇒ I will be present on site for registration and the entire regional teen programming as outlined on the agenda ● ⇒ I am aware that no teens may leave the teen conference without the chaperone and without the express permission from the Regional Director ● ⇒ Chaperones are not to consume alcohol beverages during Teen Conference. ● ⇒ Teens who have parents in attendance at the teen conference are still required to be with their chaperones, check in with their chaperones and comply with the chaperone’s directives and or requests, including permission to leave the area with their parents. ● ⇒ I am aware that if any major and serious infractions of the aforementioned rules and regulations will result in the teen’s appearance before the Judicial Board. Major abuses will go before the Regional Director. The Regional Director will inform the involved teen’s advisor, chaperone and parents of the infraction, as well as, the punitive actions taken: dismissal and/or expulsion. TEENS UNDER MY DIRECT SUPERVISION: (Please Print) 1. 2. 3. 4. 5. SIGNATURE OF CHAPERONE: DATE: ___________ 25
FOR EXHIBIT PURPOSES ONLY JACK AND JILL OF AMERICA, INC -MID-ATLANTIC REGION TEEN CONFERENCE JUNE 22 - JUNE 25, 2023 GRADUATING SENIOR TEEN GALA JOURNAL Form will be completed via a link on the registration site. CHAPTER TEEN’S NAME Parent or Guardian’s Name(s) Telephone number for editing/clarification purposes only Area Code ( ) Twitter, Facebook, and/or Instagram Name High School Attending Length of Time in Jack & Jill Jack & Jill Teen Offices Held College or Career Choice College Major Career/Goals Hobbies/Interests Awards/Honors/Scholarships Personal Motto Submit $100 via Credit Card for all Graduating Senior Teen Journal entries with a photo. Payment is via the registration site. Submit a 3 X 5 clear (color or black & white) photograph as a jpeg file, preferably the senior picture. events.viprllc.com/midatltc2023. 26
FOR EXHIBIT PURPOSES ONLY JACK AND JILL OF AMERICA, INC. | MID-ATLANTIC REGION TEEN CONFERENCE SOUVENIR JOURNAL For Chapter, Family and Vendor Advertisements All journal advertisements must be submitted with full remittance to guarantee ad placement. Campaign ads for teens running for office are prohibited. Journal finished size: 8.5" x 11" Camera Ready • Digital format • MS Word, MS Publisher of JPEG/GIF/TIF/PNG (No PowerPoint slides and no PDFs) Please check the appropriate box Ad size & Placement Dimensions* Cost Full Color Cost Black and White Full Page 7.5" x 10" $200 $125 Half Page Horizontal positions only 7.5" x 5" $125 $75 * Please ensure that your ads are submitted in the proper dimensions! Name Title Chapter or Company Address City/State/Zip Phone Please complete form online and upload ad to the conference website events.viprllc.com/midatltc2023 by April 15, 2023 Chapter and Corporate checks payable to: Jack and Jill of America, Inc. MID-ATLANTIC Region PO BOX 2601 Fayetteville NC 28402 Payment via credit card on registration site. Upload camera ready ad to events.viprllc.com/midatltc2023 SUBJECT LINE: “SOUVENIR JOURNAL & CHAPTER NAME” MID-ATLANTIC Regional Treasurer 27
Teens are required to be onsite for the duration of Teen Conference from June 22 – June 25, 2023. The safety of our Teens is paramount. If there are rare and unique circumstances in which a conflict cannot be avoided or resolved, Teens may request permission from the Regional Director to arrive late or depart early from the MID-ATLANTIC Region Teen Conference, BUT must adhere to the following: 1. No teen may drive to or from the conference or be picked up or returned by another teen. 2. An adult who has already been approved by the parent must sign the teen in for late arrival or out for early departure at the POPS office. Identification will be required. 3. For late arrival, the adult must take the teen to the POPs office. The certified chaperone will be called to the office and the teen will be released to the advisor. No teen is permitted to walk to their room unescorted or be in the hotel unescorted. 4. For early departure, a certified chaperone must escort the Teen to the POPs Office and the Teen will be released to an authorized adult. 5. Teen must be present for the rehearsal Saturday to participate. 6. If a teen is arriving late or departing early, he or she must be in a triple or quad room, because no Teen can room alone. Teens staying in a double room cannot request to leave late or early if they would be away overnight, because the other teen would be forced to room alone—and that is not allowed. 7. The MID-ATLANTIC Region has the right to refuse admittance of a teen if they appear to be under the influence of alcohol or otherwise impaired. 8. The request must be completed and uploaded to the Teen Conference website events.viprllc.com/midatltc2023 under “Late Arrivals/Early Departures” by June 1, 2023, to receive permission from the Regional Director. The Regional Director is the ONLY person who can grant such permission—and it must be in writing. Name of Teen: Chapter: Name of Mother: Email: Teen Advisor: Email: Date and Time of Late Arrival OR Early Departure: _____________ Reason for Late Arrival: Reason for Early Departure: Name of Adult Authorized to drop off or pick up Teen: Email of Authorized Adult: 28
Release of Liability, Waiver of Claims and Assumption of Risk and Indemnity Agreement By signing this document, you will waive certain legal rights, including the right to sue or claim compensation from Jack and Jill of America, Inc., and any member of Jack and Jill of America, Inc. following an accident, injury, or death that may occur from arriving late or departing early from the MID-ATLANTIC Region Teen Conference. I, the undersigned parent or legal guardian acknowledge that I have re- quested for my child, , to arrive late/depart early (circle one) from the MID-ATLANTIC Region Teen Conference on______ and do hereby release Jack and Jill of America, Inc., including all Chapters, its chaperones, its members, or designees from any and all liability which might result from any personal injury claims or cause of action which might result directly or indirectly from my teen’s late arrival or early departure from the MID-ATLANTIC Region Teen Conference and participating in any offsite activity not under the supervision of Jack and Jill of America, Inc. I waive any and all claims that I have or may have in the future against Jack and Jill of America, Inc., and its designees. This release agreement shall be effective and binding upon my heirs, next of kin, executors, administrators, assigns, and representatives in the event of my death or incapacity. I, the undersigned parent or legal guardian of also under- stand that if my teen is determined at any time to be impaired or under the influence of any controlled substance, that I will be responsible for picking up my child immediate- ly at my expense, and that my teen will not be permitted to participate in the remainder of the conference activities and no refund will be provided. I also understand that my teen, will only be dropped off or released to the adult named above, who was ap- proved by me, and will only be allowed to arrive late or depart early from Teen Conference with the adult named above. I am not relying upon any oral or written representations or statements made with respect to leaving the MID-ATLANTIC Region Teen Conference other than what is set forth in this Agreement. Signature of Teen: Print Full Name of Teen: Date: Signature of Parent/Guardian Date: Print Full Name of Parent/Guardian Telephone Number: 29
For Regional Use Only Date Received: Signature of Regional Director Teen Confirmed to be in a Triple or Quad Room—Not a Double POPS Use Only Time of Departure by Teen: Signature of Chaperone Signature of Person Signing Teen Out: Print Name of Person Signing Teen Out: POP Confirmed that person signing is same person on Page 1 Time of Return by Teen: Signature of Chaperone Signature of Person Returning Teen: Print Name of Person Returning Teen: 30