This guide will assist all delegates and adults in preparing to attend the YMCA Texas Youth and Government State Conference. The State Office expects all attendees to read the handbook. However, the handbook does not address technical questions about program sections. Please refer to the Section Manuals and schedules found in the conference brochure (printed at the conference and on Yapp).

State Conference is for those students who participated at their District Conference and then qualified for the State Conference. Students MUST have attended their District Conference.  

The conference brochure will be located on the YAPP, apple users click here, for android users click here.  If you have a smartphone and your parents allow it, please download the Yapp. The Yapp will give you access to the conference schedule real time updates and all conference documents needed, such as the conference brochure.  

Meetings will be held in the State Capitol, Courthouses, Kalahari Hotel, and any other areas designated by the State Director. Delegates will be expected to remain in these areas at all times during the conference. No conference participants are able to leave the premises at any point in time.   The YG Security Office must approve any exceptions. Only adults can request this pass on behalf of themselves or students for extreme cases.  If a situation should arise that necessitates leaving the conference area temporarily, delegates will first obtain permission from their advisor and District Director. Then YG Security Office in conjunction with the District Director must have final approval of any exceptions. The delegates must sign out and in with YG Security.  

You and/or your delegation will be held financially responsible for any damage to facilities or equipment. The Texas State Capitol, Supreme Court, U.S. Federal Courthouse, Court of Criminal Appeals, HMS Travis County Courthouse, Austin Community College and Kalahari Hotel have been most cooperative in sharing the beautiful facilities we use for Youth and Government. Over the years, delegates have shown their appreciation for this privilege by caring for the safety and condition of the facilities. Please continue this tradition by being especially careful not to misuse the facilities and equipment

Do not use House or Senate or courtroom desk telephones or disturb papers on desks. Judicial Section, please do not use/remove judges’ gavels unless they are Texas YG gavels. NO food, drinks, or gum are allowed in any of the facilities we will use for the conference with few designated exceptions that the State Office will make clear. Cell phone use is strictly prohibited while in session, and phones will be confiscated if you violate this rule.  Exceptions may be made as needed.

All areas at conference facilities are monitored by security cameras, and Security will observe and listen in. Be aware of your conduct and how you represent yourself, the YMCA, and your school.  

Conference locations vary from year to year.

• The Texas State Capitol
• US Federal Courthouse
• Travis County Courthouse
• Austin Community College – Highland
• Austin Community College – Roundrock
• Kalahari Resort and Convention Center
• and any other areas designated by the State Director.

Kalahari Resort is 223,000 square feet of hotel rooms, conference space, restaurant, and water park.  For more information or general questions about the resort, click here.   

• Conference: YMCA Texas Youth and Government State Conference (High School)
• Location: 3001 Kalahari Blvd, Round Rock, TX. 78665  
• Phone Number: 877-525-2427  
• Standard Room Type: Double Queen  
  • Additional fold out sofa in every double queen room  
  • Hotel room assignments are based on room list submission from campus || Any list submitted after deadline, will be assigned based on availability. 
• Amenities: 
  • Coffee Maker
  • Mini Fridge
  • Microwave
  • Separate Bathroom & Sink
  • Hotel TV & Safe
  • Cashless Hotel – Card or Cash Card (You may bring cash and load it onto a visa card at the hotel)
  • Free Wifi
  • 11 Restaurant onsite
  • 24hr onsite EMT Team
  • Beyond, WIFI we restrict all participants from the other hotel amenities for safety.  The same goes for the gym since we do not have staff on duty in case of a medical emergency.   
  • Snacks are available in the rooms for purchase. You must pay the YMCA directly for any snacks taken. Fees not paid in full will be charged to your campus with an additional penalty.
• Waterpark Access
  • Conference participants will only be allowed access to the water park during specific times over the course of the conference weekend. YMCA staff and program advisors will provide supervision during this time. See conference schedule for details (release prior to District Conferences annually).    

• Resort & Waterpark Safety Procedures
  • Kalahari Resort certifies and train their lifeguards through the American Red Cross.  
  • Kalahari employs approximately 250 certified lifeguards.    
  • Among the indoor and outdoor parks, Kalahari has approximately 50-60 lifeguards on stand per shift
  • Kalahari is a cashless hotel, students will need a card or cash to load on a visa card onsite.   
  • Kalahari also employs their own certified EMTs and Licensed Paramedics, typically 2 per day. These emergency personnel serve as first responders to the entire resort and are under the medical direction of Williamson County Medical Director.  
  • Round Rock Fire Station 6 is one block away from the hotel. Location .9 miles away; 4 minutes’ drive time due to intersections.   
    • 2919 Joe Dimaggio Blvd, Round Rock, TX 78665  

The safety of all participants is a major concern of the YMCA Texas Youth and Government program. To protect delegates, the State Office expects students to remain in designated conference areas and comply with the following restrictions:    

• Delegates will be in their rooms by the designated curfew times listed in the program schedule.    
• Non conference areas are off-limits at all times, regardless of adult supervision.   
• Leaving the Kalahari Hotel and Facilities locations is off-limits to all delegates and adults participating in our conference.

• Do not walk alone at any time.  Stay in groups of three or more.    
• Always lock your hotel room door when you leave and when you retire.    
• Do not leave valuables unsecured in your hotel room.    
• As stated in the Code of Conduct above, adults should never be alone with students.   

The YG Security Office is responsible for incidents, accidents, and supervision of elevators and exits. They will be keeping records about incidents/accidents and Code of Conduct enforcement. A mix of YMCA staff and volunteers will make up the YG Security team. YG Security will wear distinguishing clothing. The State Office and YG Security will handle all security situations.   If students are leaving with parents, parents must sign them out with the YG Security Office and show their ID or Driver’s License.   

• YMCA TXYG follows child safety and protection policies, as well as risk management policies in accordance with YMCA standards. These polices are in compliance with our YMCA Child abuse Prevention and safety procedures.
• The Hotel will have zones that will be restricted during various hours of the conference schedule to ensure the safety of students and participants. Students must not be in unsupervised areas of the hotel or conference areas.
• Adults may not be alone with a student under any circumstances.
• Kalahari will have non-conference guests during our stay. In an effort to ensure that those guests are not alone with our students we have strict curfew hours and strict adherence to the conference schedule.

In the case of any kind or emergency or illness, contact a YMCA staff member and the YG Security Office!! 

• In the case where you need to call 911, first call 911, then contact the YG Security Office.
• Hospital Nearby:
  • ACC Highland Campus
    • Ascension Seton Medical Center
      • Address:1201 West 38th St, Austin, TX 78705
      • Phone Number:312-324-1000
  • The Capitol
    • Dell Seton Medical Center
      • Address: 1500 Red River St, Austin, TX 78701
      • Phone Number: 512-324-7010   
  • Kalahari Resorts & Conventions
    • Ascension Seton Williamson Hospital
      • Address: 201 Seton Pkwy, (AW Grimes North)
      • Phone Number: 512-324-4000

This hub will be able to assist with first aid, lost and found, feminine hygiene products, name tags, placards, conference materials and additional housekeeping needs. 

Also known as the State Office, this office serves as the headquarters for the State Conference. If an incident takes place in your section or during the conference, please use the chart below to determine who you should notify and reach out to for support.

   Please note that for the most part, all questions should go to the YG Security Office or State Conference Office first, not to hotel staff. If an issue relates to first aid, lost and found, incidents, accidents, and/or shuttles, please go to the YG Security Office or Information Hub.  

The State Office will issue conference identification badges (nametags) to each delegate and advisor. These are your tickets for admission to all sessions, buildings, and hotel(s). Wear them at all times above the waist and on the outside of jackets. The State Office makes name badges based on the registration list verified by club advisors. If your name badge is missing, lost, or has a significant typo, come to the Conference Office to sign up for a new one.  Minor misspellings are not enough reason for a new badge.  

Curfew is the time that all conference participants must be in their assigned room in the hotel.   All participants must abide by posted curfews.   No conference participants are able to leave the building at any point in time, but especially after the posted curfew. Any students out of their room after curfew must be with a registered adult/chaperone.

No food orders/deliveries will be allowed after curfew. Please Plan accordingly to ensure orders are submitted and delivered with enough time. We recommend you place your orders no later than an hour before curfew. No exceptions will be made.

The YMCA Texas Youth and Government State Conference has a Dress Code that all participants must follow. This includes all adults and volunteers. The attire required depends on the session/event/function.

Students and adults are expected to bring appropriate attire to Youth and Government events. Participants not in appropriate attire will be asked to change clothes. Because the State Office lays out guidelines clearly, not having other clothes is not an acceptable excuse for violating Dress Code expectations. 

Never appropriate outside of assigned hotel room:   

• Any clothing with inappropriate language or imagery   
• Any see-through or extremely tight-fitting clothing   
• Bare midriffs or tank tops   
• Tube tops or tube dresses   
• Leggings or sweat pants   
• Pajamas, slippers, or any other sleeping attire   
• Flip flops   (Only acceptable during free time/pool time)

Keep in mind: 

• Hems of dresses/skirts must be no more than 3” above the knee for all functions, business or casual.   
• All participants must wear undergarments. Visible undergarments are not permitted.   
• Hats are only permitted in outdoor settings (applies to both males and females).   
• Casual dress and proper footwear is appropriate for most evening activities. T-shirts, tennis shoes, and denim are not appropriate during the session but are acceptable during evening activities.   
• Proper footwear is required outside of assigned hotel rooms.   
• Appropriate Bathing Suits 

One or more of the following can occur:  

• Sent back to room to change   
• Not able to participate in section   
• Evening activities privileges revoked   
• Delegation loses Premier Delegation status   

YMCA YG Security do not have to follow dress code. While on duty, YMCA Staff and volunteers on the YG Security team will wear something that identifies them as YG Security. They can wear jeans, khakis, or shorts while on security duty.   

As you plan for conference, ensure all clothing attire meet our program’s dress code. See dress code below.

• High School State Conference 
  • Day 1: Check In Day
    • Casual/NO JEANS: Delegation T-shirt paired w/ Khakis/Casual Pants/Dress Pants
    • The State Office suggests that students and adults come dressed in this attire in case of late arrival.  We cannot guarantee that rooms will be ready for you to use to change, and it is your responsibility to be in attire by Section Orientation.   
  • Day 2: Program Activities 
    • Professional Business Attire for Competition 
      • THIS IS MANDATORY
      • Any students competing at the capital must have a professional Jacket/Blazer or professional Cardigan.  Ties are optional for ALL delegates.
    • Casual Clothing for evening program activities. 
    • Full Coverage Bathing Suit with conference shirt for swim activities.  
  • Day 3: Program Activities
    • Professional Business Attire for Competition, Banquet, and Closing Ceremony 
      • THIS IS MANDATORY   
      • Any students competing at the capital must have a professional Jacket/Blazer or professional Cardigan.  Ties are optional for ALL delegates. 
    • Casual Clothing for evening program activities. 
    • Full Coverage Bathing Suit with conference shirt for swim activities. 
  • Day 4: Departure by 10am
    • Casual  
• Middle School State Conference  
  • Day 1: Check In Day
    • Casual/NO JEANS: Delegation T-shirt paired w/ Khakis/Casual Pants/Dress Pants   
    • Conference shirt must be visible during the evening activities.
    • The State Office suggests that students and adults come dressed in this attire in case of late arrival.  We cannot guarantee that rooms will be ready for you to use to change, and it is your responsibility to be in attire by Section Orientation.   
  • Day 2: Program Activities 
    • Business Attire for Competition 
      • THIS IS MANDATORY  
      • Any students competing at the capital must have a professional Jacket/Blazer or professional Cardigan.  Ties are optional for ALL delegates. 
      • Full Coverage Bathing Suit with conference shirt for swim activities.
  • Day 3: Departure by 10am
    • • Casual 

All adults and students attending State Conference must follow the Dress Code described in the Handbook below.   

As you pack for conference remember that  YOU are responsible for EVERYTHING you bring with you. The YMCA is NOT responsible for anything lost or stolen. Upon arrival all luggage will be put into a preassigned room for your District.  In order to lower the risk of your belonging getting lost or stolen, label your luggage! (i.e. Sally Shells – Sells High School – District 5). It is important that you don’t overpack, because bellhop services will not be available.

Mealtime is built into the schedule. Campus advisors should plan to order or make reservations at onsite restaurants for the Kalahari Hotel. Restaurants will be crowded. Please be VERY patient or make reservations prior to the conference.  Students can also pack snacks and breakfast foods. Please ensure your student has sufficient funds for these additional meals or snack.

As part or your Conference Fees, we will provide  

• High School
  • Thursday – Dinner
  • Friday – Lunch
  • Saturday – Lunch & Dinner
• Middle School
  • Friday – Dinner
  • Saturday – Lunch & Dinner

Please note that our food vendors are unable to provide certified Kosher or Halal meals, nor can we guarantee a 100% peanut-free or tree-nut-free environment in the kitchens. TX YG does provide vegan, vegetarian food options as well as all meals are tree-nut free and peanut free.

Any meals not listed above will be considered on your own meals.  Delegation leaders need to make dinner plans that will allow for efficient eating.   You can order food for delivery to the hotel, but students and advisors can only eat in their own hotel rooms if they order from off site. Outside food vendors like grubhub and UberEats are allowed, but must be taken to the hotel room to be eaten. Outside food is not allowed in conference areas and other areas in the hotel. The conference will incur a penalty for outside food or catering, which will be billed to the school violating the policy. The onsite options vary in food type and price tiers. If you choose the latter,  all students are expected to clean up and properly dispose of all trash. 

Each year, the State Office recognizes up to 10% of attendees in each section as well as outstanding club leaders, committee delegates, and chairs/clerks.

Outstanding Club Leaders are awarded to delegates that their advisor believes them to be:

• outstanding servant leaders
• taking on leadership roles within their clubs and ensuring that the delegation is prepared for each conference and behaves appropriately.
• Must show leadership within a club that has 5 or more participants who attend the State Conference.

The State Office also recognizes premier delegations that meet the following criteria:   

1. Minimum of 10 students who qualify for State Conference and attend. 
2. Students and advisors submitted all required documentation for their delegation (i.e. bills, proposals, briefs, candidate applications, Code of Conduct, and parental authorization forms).  Students and advisors registered before their District deadline.  
3. All students and adults attend all required events at the Conference and display active participation.  For example, no sleeping during session occurs, and adults take part in the minimum number of volunteer shifts and mandatory adult meeting.  
4. Exceptional overall behavior of delegation.  No incident reports about any delegates.  All students and adults follow YMCA Texas Youth and Government Codes of Conduct at State Conference.  
5. All delegation members abide by Dress Code.   

The State Office will feature premier delegations in the next year’s State Conference brochure.   

Youth and Government Senior Cords are awarded to qualifying seniors during State Conference. Senior Cord Qualifications are: 

•  Must have been in the YMCA YG Program a minimum of 2 years  
• Must be present at State Conference (Competed at District)  
• Must be a Graduating Senior    

Visiting Parents and Family are welcome to attend competition, and session activities. No adults are allowed at non-competition conference activities; all visitors are restricted from the hotel after 5 pm. We have a lot of students on the premises, and this helps us ensure the safety of everyone.   

• Parents are not allowed to interfere or coach from the sidelines.
• Parents are ONLY allowed to attend the Closing ceremony. Please note seating may not be available. Must check-in and depart right after.
• Parent Room Block – Parents are able to book hotel accommodations through YMCA Texas Youth and government. The link will be shared online when State Conference registrations opens and will close when conference registration closes. Parents must pay in full in advance. No refunds and no cancellations will be accepted. Reservations under the parent room block will NOT include any other conference materials, meals, transportation or other activities. Adults staying in these rooms must also pass a background check.
  • Hotel block will be available for 2 nights for Middle School and 3 nights for High School. No prorated rates available for shorter stays.
  • Follow the link to learn more about the parent block policy for YMCA Texas Youth and Government.

Since we have over 1,400 attendees it’s hard for us to track ins and outs. Due to this reason, if a student chooses to be checked out, they will not be able to check back in. Additional students who need to depart early will not be allowed.

This does impede engagement, hinders our safety protocols and takes a spot away from a student that could have attended and fully engaged. Students that do no follow our standard and attempt to depart early will not be allowed back for the coming year.

• Requests will be evaluated by YMCA Staff.  
• Refunds will not be applied to future programming.  
• Student program fees are non-refundable for individuals, schools, and organizations. Program fees support the work our professional team does year-round, along with creating and developing all program materials and curricula. Any child that engages in our clubs, accesses our program materials, and participates in our program will be subject to an annual program fee.  
• If financial assistance has been awarded to a student after the payment has been processed, refund requests will not be granted.  
• If registration fees have been paid via a school check, refunds will ONLY be issued back to the school and distributed to participants from there. Only if a refund has been approved.   
• If payment has not yet been received, the refund policy will be implemented as outlined here in order to determine the fee amount owed to the State Office. Additionally, an updated invoice will be provided.  
• Those with extenuating circumstances (e.g., doctor’s note, documented COVID-19 exposure, positive COVID-19 test, or death in the family) can email [email protected] to explain their request for a refund. Please note that we will still keep costs to cover incurred fees. Even in extenuating circumstances, a full refund will not be given. These requests will be handled on a case-by-case basis by calculating incurred costs.  
• If any additional room cost has been added to an invoice due to a private advisor or smaller student rooms, refunds will not be granted if the room is combined or dropped past the payment deadline.  
• Refunds are only processed following the conclusion of a conference.  
• Refunds for both individuals and schools may take up to 30 days to process.  
• If more than 30 days have passed since the conclusion of the conference, no refunds will be granted.  

• This refund policy will be in effect for student, school, YMCAs, and/or venue cancellations. 
• Student program registration fees are 100% non-refundable. 
• District Conference cancellations received prior to October 28, 2025, will be eligible for a refund. These refunds are subject to a $20 administrative fee. 
• District Conference cancellations received after October 28, 2025, are not eligible for a refund. Any entity that has been granted the ability to pay via invoice will still be subject to a full program fee for cancellations after this October 28 deadline. Entities refusing to pay conference fees for late cancellations will not be eligible to participate in future program registrations until their accounts have been cleared. 
• State Conference cancellations received after December 18, 2025 (High School State) // (Middle School State) are not eligible for a refund. Any entity that has been granted the ability to pay via invoice will still be subject to a full program fee for cancellations after the December 18, 2025 (High Schools) // (Middle Schools) drop deadline. Entities that refuse to pay conference fees for late cancellations will not be eligible for future program registrations till accounts have been cleared. 
• All requests for refunds must be submitted via our help form here. Submitting a refund request does not automatically notify us that you are not attending. If participants fail to notify the State Office via email prior to the conference, the State Office reserves the right to hold all parties accountable to the refund policy. Failure to notify the State Office by email could result in a reduced refund amount. as it stands on the date your refund request is reviewed. This could result in a reduced refund amount. 

• If an in-person conference is cancelled by the YMCA or program venue due to weather, pandemic, low registration numbers, or any other unforeseen circumstances, the YMCA will call advisors to receive feedback and determine the best course of action, including either creating a virtual program over the same dates, or if space and logistics allow, joining another in-person conference in the future.  
• The YMCA will make every effort to provide any changes to programming as soon as possible. If a change to programming is required, the YMCA will (1) review the refund policy as stated above, (2) work with vendors to reduce incurred costs to the organization, and (3) make every effort to maximize the amount possible to be refunded. The time it takes to make the determination may result in a short delay for processing refunds.  
• IF THE YMCA MOVES THE ENTIRE CONFERENCE TO A VIRTUAL PROGRAM, ALL STUDENTS WILL AUTOMATICALLY BE REGISTERED FOR THE VIRTUAL PROGRAM. Any drops from the virtual program must be submitted within the timeline given in the announcement.  

Invoice payments must be received prior to event participation. If your campus requires additional time to process invoices, the campus is required to request one early. No campus will be allowed to attend District or State Conferences if payment has not been received prior to either District or State Conferences. Payment for State Conference must be received prior to December 31, 2025 or date agreed with District/State Director. 

If a student breaks the Code of Conduct in such a way that his or her parent or guardian must come pick him or her up, Texas YG expects that the parent/guardian will pick up the student in Austin immediately, regardless of the time of day or night. The YMCA is not responsible for any associated expenses.    

Student Code of Conduct and Behavior Statement: Click here to view

Adults should oversee student behavior and safety regardless of whether students are from their own delegation. Adults must report any incidents to YMCA staff in the YG Security Team.    On Friday and Saturday nights, students will stay are restricted to official conference event location until curfew.  Adults are stationed on each level to address any issues that arise.   

Adults are responsible for the submission for hotel rooming lists for their delegation. These rooming lists must be made in accordance with local campus policies. No changes to rooming lists will be accepted after submission. Be advised that all legal liability should an incident occur or should advisors choose to make last minute edits to rooming will be placed on the adult. The YMCA reserves the right to adjust rooming if we find any discrepancies.

Given that TXYG is a non-profit civic education program, please keep in mind that your duty as a club advisor Advisors’ responsibilities extends to state conference supervision activities including but not limited to: waterpark monitoring, floor monitoring, and supervision in other zones of the hotel. While we understand you likely want to monitor your own students, these responsibilities may include monitoring students other than those in your own club. Adult advisors are not allowed to make rules and policies that oppose the rules and policies outlined by the state office. will include signing up for a minimum of 3 shifts throughout the conference. We would appreciate it if ALL Advisors look out for ALL students.  To ensure the safety of every participant, we are requiring all adults associated with the conference to complete a Raptor Sex Offender Check. This includes any and all adults or parents staying overnight or stopping by to observe the conference.  

Adult Code of Conduct and Behavior Statement: Click here to view

Program Consent: Click here to view

Individual schools determine whether or not they count attendance at the State Conference as an excused absence. Make sure you or your advisor communicates with your school’s staff.   

Click here to print your excuse letter

Visit our website: https://ymcatexasyg.org/ 

Fill out or support form: Support Form

Or Your Local District Director at https://ymcatexasyg.org/about/staff/