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, Renaissance Austin, Kalahari Resort,  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 must also approve any exceptions. The delegates must sign out and in with YG Security.  Only adults can request this pass on behalf of themselves or students for extreme cases.   

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 Hotel have been most cooperative in sharing the fine 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 in certain sections as neede

All areas at the State Capitol are monitored by security cameras, and Capitol 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
• Renaissance Hotel
• 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
  • 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.   
• 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 State 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  

Renaissance Hotel is hotel, with 9-story atrium lobby, conference space.  For more information or general questions about the hotel, click here.   

• Conference: YMCA Texas Junior Youth and Government State Conference (Middle School)
• Location: 9721 Arboretum Blvd, Austin, TX. 78759  
• Phone Number: 512-343-2626
• Standard Room Type: Double Queen
  • Renaissance Hotel room accommodation include 239 King Bedrooms and  253 Double Queen Rooms.  
  • Students assigned to king rooms will have one air mattress available for use. Students will have to share the bed. Students who do not wish to share a bed must plan accordingly with their team and pack additional air mattresses. Due to fire code “we” State Office are only allowed to add one additional air mattress per room.    
  • Students assigned to double queens will have to share a bed. Students who do not wish to share a bed, please plan on packing your own air mattress. Conference air mattresses are reserved for the king-room groups. 
  • 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
  • Coffee Shop
  • 1 on-site restaurants
  • Convenience Store
  •  Iron and ironing board
  • Hotel Wifi – create Free Marriott Bonvoy
  • 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.   

• It is a requirement for all participating groups to always stay on site for the duration of the conference. A hotel stay is part of the State Conference experience for all attendees. Due to insurance requirements, participation in the State Conference is contingent upon participation in full program schedule. Groups are not allowed to use their own transportation once they check-in.    
• A 1:10 adult-to-student ratio must always be maintained during the State Conference.   
• Conference fees
  • Conference Fees are structured per person. We do not provide adjusted rates.
  • All guests in conference provided hotel rooms must be registered attendees with the conference and have paid the conference fee.
  • All adults are required to have full background check, child abuse prevention and full program registration requirements completed and on file to attend conference. 
  • The YMCA aims to make programing accessible for all! If your child wants to participate and would like to apply for financial assistance, please email your regional YMCA leader to get an application. Financial assistance is offered through local and regional YMCAs for families in each community. To find your local contact visit our professional staff page. Click HERE. 
• Rooming Accommodations
  • We only offer 4 students to a room or 3 students to-room options. (3 students to a rooms do incur additional fees, see fees here)   
    • Due to our policies around child safety, no students are allowed 2 to a room.     
    • Most students will have to share beds or sleep on an air mattress or rollaway (there are a limited number available. See Hotel notes above. Please plan to bring a pillow and blankets if you refuse to share a bed or are in a room that will have an air mattress.     
  • Adults will sleep one or two to a room (single rooms do incur additional fees, see fees here)  
  • Rooms are NOT co-ed unless the room is a parent/child or spouse room.   
  • For your security, only you and your roommates are allowed in the room.  
  • Adults conduct room checks in pairs and are not allowed in student rooms alone.  The State Office will send students caught in someone else’s room home!  See Code of Conduct.    
• Room Keys
  • Typically, we begin our conference prior to the regular check-in time for the hotel. They work quickly to check out guests and flip the whole hotel for our use. When keys are ready, they will be in groups by campus. Adults should join GroupMe as they arrive to ensure they receive timely alerts during the conference.    
• Hotel Charges
  • The hotel does have additional fees for a movie channel, water bottles, room service and more. If any attendee chooses to utilize these services, although restricted by our handbook, the campus will be invoiced for the full charges to the room plus $50 state fee
• Changing Rooms, Swapping Rooms or Roommate Swaps.     
  • Changing, Swapping Rooms or Roommate Swap are NOT allowed. All hotel rooming list are final once submitted by your club advisor.
  • It is imperative that no students or adults swap rooms at the conference.  If teachers or students swap rooms and do not get approval from the state office. The advisor, campus and regional YMCA absorb liability. We do not allow room changes due to risk and safety concerns. We have over 1,400 attendees and individual changes the day of arrival are impossible to track for a conference this large.     
• Parent & Child Student can stay in the same room – One family per room.  
  • Two separate families cannot stay in the same room.  
  • Keep in mind, this may take away from the program experience but from a risk standpoint, if a parent advisor and their child want to stay in the same room, that’s ok. No other students can hang out in the room with their child.  
  • Room fees will be collected as Adult Single and Child 4 to a room.   

If needed, the State Office will book rooms in an overflow hotel and place some groups there.  The State Office assigns hotel rooms on a first-come, first-served basis based on when room lists were submitted. Clubs assigned to the overflow hotel will not miss any of the activities at the main hotel, and we will provide transportation back and forth.   

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.    
• The Arboretum area is off-limits to all delegates after hotel curfew except when accompanied by an approved advisor.    

• 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.   
• Students must be with advisors in order to ride in a vehicle that is not the YMCA-chartered bus or van. They must obtain prior approval from the State Director or their District Director.  

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.   

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:
  • 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
  •  Renaissance Hotel
    • Ascension Seton Northwest Hospital
      • Address: 11113 Research Blvd.  (Hwy. 183)
      • Phone Number: 512-324-6010  

This hub will be able to assist with first aid, lost and found, air mattresses, feminine hygiene products and additional housekeeping needs. 

Also known as the State Office, this office serves as the headquarters for the State Conference. Helpers here can assist you if you’re facing issues that an advisor, District Director, or the YG Security Office cannot resolve.    

   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 the hotel.   All participants must abide by posted curfews.   No conference participants are able to leave the premises at any point in time but especially after the posted curfew. Any students out of their room after curfew must be with an adult.    

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   

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  
    • Business Attire for Competition  
      • THIS IS MANDATORY 
      • Any students competing at the capital must have a Jacket/Blazer or Cardigan.  
    • Casual Clothing for evening program activities.  
    • Full Coverage Bathing Suit with conference shirt for swim activities.   
  • Day 3: Program Activities 
    • Business Attire for Competition, Banquet, and Closing Ceremony  
      • THIS IS MANDATORY   
      • Any students competing at the capital must have a Jacket/Blazer or Cardigan.  
    • 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    
    • 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 Jacket/Blazer or Cardigan.  
  • Day 4: 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 Kalahari Hotel) or restaurants in the Arboretum(for Renaissance 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
  • Friday – Lunch
  • Saturday – Lunch & Dinner 
• Middle School
  • Saturday – Lunch & Dinner 

For any own meals not list 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. 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 in club qualify for State Conference.   
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    

Parents and Family  are welcome to all “daytime” activities. No adults are allowed on the premises for nighttime 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 2 evening event; Opening and Closing ceremony. Must check-in and depart right after.

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 27, 2023, will be eligible for a refund. These refunds are subject to a $20 administrative fee.  
• District Conference cancellations received after October 27, 2023, 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 27 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 prior to December 18, 2023 for High School State Conference and January 19, 2024 for Middle School State Conference will be eligible for a refund. These refunds are subject to a $40 administrative fee.  
• State Conference cancellations received after December 18, 2023 (High School State) // January 19, 2024 (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, 2023 (High Schools) // January 19, 2024 (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 email to the following address: [email protected]. 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, 2023 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.    

Advisors’ responsibilities 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

EXPECTATION OF STUDENT	PENALTIES IN CASES OF VIOLATION
1. In light of program goals to create responsible citizens and future leaders, any student who chooses to remain present during a violation of this code is liable for that violation even if he or she does not actively participate.  For the purposes of this code, there are no “innocent bystanders.”	As outlined in code
2. Students cannot leave YMCA Texas Youth and Government conference facilities early or for reasons unrelated to programming without permission from a parent or legal guardian and approval from club advisor and District Director.	Call parents, send home
3. YMCA Texas Youth and Government delegates should not steal, deface, or otherwise damage public or private property including program facilities and the belongings of other participants.  Violations of this provision may be considered criminal activity and prosecuted as such.	Call parents, send home
	Call facility security
	(Possibly) summon police
	(Possibly) financial responsibility for damages
4. Students must abide by all rules set by conference facility partners.  For example, students cannot eat or drink in the Senate and House chambers or Capitol committee and conference rooms and cannot order room service at the hotel.	Report to club advisor à staff discretion
5. Students are not permitted to possess or use incense or tobacco products (including e-cigarettes and juuls/vaping devices), weapons, non-prescription drugs, or alcohol while at YMCA Texas Youth and Government programming.	Call parents, send home
	Summon police
6. Delegates may not enter hotel rooms other than their own.	Call parents, (possibly) send home
7. Students may not ride in taxis or personal vehicles or use public transportation without adult supervision.	Report to club advisor/staff discretion
8. Delegates must abide by all curfews outlined in State Conference schedules.	Report to club advisor/staff discretion
	(Possibly) lose participation rights
9. All delegate visitors must sign into State Conference following visitor procedures.  If visitors will stay with delegates overnight, delegates must receive approval from the State Office.  Visitor passes are not allowed for evening activities.	Call parents, send home
10. Delegates may not switch hotel rooms during State Conference unless they obtain approval from the State Office.	Call parents, send home
11. Except in cases of emergency or serious illness, delegates must attend all sessions of State Conference for their sections as well as opening and closing ceremonies, delegation meetings, and the conference banquet.	Lose participation rights
12. Delegates should wear only their own nametags.  Nametags should be visible at all times.	Report to club advisor/staff discretion
13. Delegates should not harass or intimidate others by words, gestures, body language, or action.  Delegates should respect one another regardless of race, gender, religion, sexuality, national origin, disability, and other identity characteristics.	Report to club advisor/staff discretion
	(Possibly) call parents, send home
	(Possibly) summon police
14. Delegates will always abide by the State Conference Dress Code.	Sent back to room to change
	(Possibly) lose participation rights
	(Possibly) lose Premier Delegation for club
	(Possibly) lose right to participate in evening activities
15. Delegates attending the State Conference dance must abide by all guidelines in Conference Brochure.  They should not dance suggestively (e.g. grinding, bending over), bunch up in groups, or remove their shoes.  Delegates’ hands must remain visible.	Warning from adult chaperone
	(Possibly) removed from dance
	(Possibly) report to club advisor/staff discretion
16.  Students cannot access the waterpark or hotel amenities for reasons unrelated to programming.	Call parents, send home

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/  

Contact Your State Director, Missy Garcia at [email protected]   

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