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Slide Notes
Welcome to our webinar for group leaders who will be attending the National Catholic Youth Conference in November. While there will be a couple different chaperone meetings for all adult leaders, we wanted to have a special meeting for the group leaders since you have some unique responsibilities.
NCYC Group leader webinar
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PRESENTATION OUTLINE
NCYC Group leader webinar
Here We are lord!
Welcome to our webinar for group leaders who will be attending the National Catholic Youth Conference in November. While there will be a couple different chaperone meetings for all adult leaders, we wanted to have a special meeting for the group leaders since you have some unique responsibilities.
NCYC Core team
Maria spenner & maureen rotramel
Leading today's webinar are two members of the Archdiocesan Core Planning Team for NCYC, Maria Spenner from SFB and Maureen Rotramel from Port. We work along side Jim Amidei, the Archdiocesan coordinator, Gary Pokorny and several other adult leaders who have experienced NCYC in the past and want to make it an even better experience for the people from our Archdiocese as much as we can on our end.
Photo by Toffee Maky
use the chat box to the right
Join the conversation
Invite your audience to join the conversation and encourage them to participate in the discussion.
If you have questions, we invite you to type them in the chat box which should be to the right on your screen.
If you have questions, we invite you to type them in the chat box which should be to the right on your screen.
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Outline
- Introduction
- Group Leader Responsibilities:
- Pre-trip prep...paperwork etc
- On bus
- At conference
- At hotel
- Upon return
- Questions
During this webinar, we will have a brief introduction - which is what we are doing now, we will review generally what the group leader responsibilties are, we will talk specifically about responsibilities on the bus, at the conference, the hotel as well as upon return to Pewaukee. Finally, there will be time at the end for questions.
Webinar will be recorded.
The webinar will be recorded and available on the archmil website in case you missed anything or just want to review it again.
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Links, tools and resources will be on Arch website & ncyc.info
Will you be sharing links to resources and tools at the end of the webinar? Let your audience know up front to avoid any confusion.
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items to turn in to arch by
- NFCYM/NCYC General release - notarized
- Arch of Milwaukee Permission
- Copy of insurance card
- KEEP COPIES FOR OWN RECORD!!! (including insurance card for credentials)
ADULT LEADERS
- 6:1 Ratio If more = pay more:(
- Unless more than 2 per room
- Help them help you - Read & Review ahead
- NO DRINKING EVEN FOR ADULTS in INDY
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Chaperone meetings
- September 22 at St. Anthony on the Lake OR
- October 1 at St. Eugene
roomies
- Adults - 2 per room unless willing to share with more
- Youth rooms - 4 per room - no exceptions
- Help us with rooming list:)
Online registration
- Youth Minister to do by September 18
- link and detailed instructions on arch site
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Confused?
- Go to http://www.archmil.org/NCYC.htm for an easy to understand chart:)
Untitled Slide
set the tone!
from the start and throughout
As the group leaders, you set the tone and attitude for your other adult leaders as well as the teens. If you have a positive attitude, that will rub off on everyone else. But if you are negative or don't follow the guidelines as laid out in the Codes of Conduct, the safety procedures and the chaperone guides, then that in turn will make this a not so positive experience for those around you. This is a group effort to make it successful and we need the help of everyone involved from today until we return on November 22.
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at st. anthony
- Arrive early if possible
- Help our teens find where to go
- Get teens into Mass/follow directions
- If you have items to give to your teens - NOW is the time!
You will be given specific directions for check in which we need you to follow so it runs more smoothly. If possible, please arrive early so you can help your teens know where to go. After check in, we will begin our official pilgrimage with Mass. From Mass, please follow directions about being dismissed to your buses. Once on the bus, make sure your entire group is there.
If you have items to distribute to your group, please do so BEFORE Mass or it will need to wait until after the opening ceremony once we return to the hotel.
If you have items to distribute to your group, please do so BEFORE Mass or it will need to wait until after the opening ceremony once we return to the hotel.
on the bus
The bus ride is an important part of the pilgrimage and is honestly the most time we spend together as an Archdiocese so we need to all be on the same page.
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bus captain
- Line of communication
- Also a volunteer - please help and cooperate!
- Special requests must be communicated in advance
- Ice breakers - please participate
Each bus will be assigned a bus captain.
• Communication sifts through bus captain who will lead and direct the bus they are assigned to
• Offer assistance (loading & unloading luggage, lunches, cleaning aisles)
•
• Busses will be filled to capacity
o No room for extra storage on seats
o Aisles must be cleared
• Present questions or concerns to bus captain who will follow chain of command already in place; answers may not be given immediately
• Movies (PG)
• Encourage adult chaperones to participate in icebreakers
• Communication sifts through bus captain who will lead and direct the bus they are assigned to
• Offer assistance (loading & unloading luggage, lunches, cleaning aisles)
•
• Busses will be filled to capacity
o No room for extra storage on seats
o Aisles must be cleared
• Present questions or concerns to bus captain who will follow chain of command already in place; answers may not be given immediately
• Movies (PG)
• Encourage adult chaperones to participate in icebreakers
Lunch time!
- One stop
- Box lunch - proper disposal:)
- Count before departure
We will stop at a rest stop along the way for a late lunch/early dinner. You may get off the bus to go to the bathroom, eat outside weather permitting and stretch your legs, but again, some rules:
Rule of three- absolutely no single youth
• Accountable for your group- take attendance at each stop before bus departs-ok with bus captain
• Tight time schedule
• One stop everyone gets off bus (lunch )and one stop no one gets off bus (credentials)
Participate in ice breakers
Rule of three- absolutely no single youth
• Accountable for your group- take attendance at each stop before bus departs-ok with bus captain
• Tight time schedule
• One stop everyone gets off bus (lunch )and one stop no one gets off bus (credentials)
Participate in ice breakers
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Credential stop
- Stay on bus
- Credentials handed out - put copy of medical insurance card in
- Bus captain will review
we have arrived!
lucas oil stadium
We will go immediately to the Luca Oil Stadium for the opening ceremony. Everything stays on bus at this time except purses/backpacks that you will need for the next 2-3 hours. Each bag needs to have a credential on it if you are bringing it in to the stadium and be prepared for security. Everyone must also wear their credentials.
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at conference
- Stay with group
- Gather cell phone #'s ahead of time
- Prepare a plan if separated
- Return to bus as directed - text messages
You will most likely be separated- prepare a plan
o Collect cell phone numbers (Remind App)
• Youth participants and bus captain
o Establish a meeting spot
• Return to bus ASAP when directed (jumbo-tron instructions or look for bus captain text)
o Bus drivers have limits on drive time- it will affect when we can depart the next day
o Collect cell phone numbers (Remind App)
• Youth participants and bus captain
o Establish a meeting spot
• Return to bus ASAP when directed (jumbo-tron instructions or look for bus captain text)
o Bus drivers have limits on drive time- it will affect when we can depart the next day
at la quinta
Our home for the next few days - La Quinta East
Thursday night
- Unload bus quickly - helpers needed!
- Find bag and go!
- Everything off bus!
- Everyone go to dining area at Marriot
Need 8 strong helpers from each bus to unload luggage from bay
• Each person is responsible to carry own personal items
• Take anything needed for the evening off the bus- no re-entry
• Remove valuables from the bus
• Hungry or not –everyone goes to dining room
o Additional instructions are provided
o Room keys are distributed to group leaders
• Each person is responsible to carry own personal items
• Take anything needed for the evening off the bus- no re-entry
• Remove valuables from the bus
• Hungry or not –everyone goes to dining room
o Additional instructions are provided
o Room keys are distributed to group leaders
Hotel security
play your part!
The hotel is in a safe and secure area, but since these are teens, we provide our own "security" during the weekend. Maria is our security chief...
Photo by Josh Kenzer
Hotel security
- Need 20 hall monitors - one from each group
- Lights out means lights out!
- Room checks
- Disruptive teens???
- No pizza orders after room check
• Every parish should provide a volunteer in some capacity
o Need 2 male/4 female hall monitors
• Each shift has two lead monitors who should be notified of concerns
• Duties and job description are provided
• Room Check: Each group leader must check or designate someone to check the rooms of their youth (male/male or female/female)
• Lights Out 12:30am on Thursday 12:00am on Friday and Saturday
• Disruptive teens: Group leader will be woken up to handle it
o Hall monitors, just like, bus captains, are volunteer positions
• Enforce NCCYM rule of Midnight lights out
o Need 2 male/4 female hall monitors
• Each shift has two lead monitors who should be notified of concerns
• Duties and job description are provided
• Room Check: Each group leader must check or designate someone to check the rooms of their youth (male/male or female/female)
• Lights Out 12:30am on Thursday 12:00am on Friday and Saturday
• Disruptive teens: Group leader will be woken up to handle it
o Hall monitors, just like, bus captains, are volunteer positions
• Enforce NCCYM rule of Midnight lights out
Good morning!
start the days out right:)
Wake up time is:
You may need to rouse your teens. There is a con
You may need to rouse your teens. There is a con
Photo by Jim Nix / Nomadic Pursuits
morning routines
- Breakfast at Marriot
- Be on bus on time - don't be that person!
- Check for credentials, meds etc.
Webinars wouldn't be complete without a Q&A session at the end.
at the conference
tips and suggestions for success!
We will start out Friday morning once again at Lucas Oil Stadium for keynote speakers, praise and worship music, prayer etc. Immediately after the general session, we all head to the Indiana Convention Center which is a short walk from the stadium
Photo by stlyouth
at the conference
- Check ins during the day - consistent meeting places
- Meal suggestions
- Skywalk!
- Look at program guide ahead of time
• Meal Suggestions
o Panera, food trucks, reservations in advance, deals with local hotels and restaurants
o Chocolate Café
• Meet with group to process experience- meeting space is limited in hotel ( breakfast time is good time to check-in)
• Questions to ask: What surprised you today? What did you hear or learn that you want to share with others? Where id you encounter Christ today? How were you Christ to another today?
o Panera, food trucks, reservations in advance, deals with local hotels and restaurants
o Chocolate Café
• Meet with group to process experience- meeting space is limited in hotel ( breakfast time is good time to check-in)
• Questions to ask: What surprised you today? What did you hear or learn that you want to share with others? Where id you encounter Christ today? How were you Christ to another today?
other good things to know
• Make yourself aware of the Archdiocesan emergency plan/meeting space
• Consider making or buying trade items as a group before the conference
• Have a pre-event gathering for team building - if you need ideas, we have some that we would be happy to share - feel free to contact us!
• Consider making or buying trade items as a group before the conference
• Have a pre-event gathering for team building - if you need ideas, we have some that we would be happy to share - feel free to contact us!
Good things to know
- Archdiocesan emergency plan
- Trade items
- Pre-event gatherings
- Arch tees/Packer or Badger gear
where's the bus?
- Communicate with bus captain!!!
- Exchange cell phone #'s
It may happen, that the bus is not where it is supposed to be...if that happens, all lines of communication start with your bus captain!
time to go home:(
coming down the mountain...
Just like Peter, James and John had to come down the mountain after the Transfiguration, we too must come home from our pilgrimage to NCYC
Photo by theqspeaks
Return procedures
- Final room checks; tip for house keeping
- Help with loading bus
- Help unload bus at St. Anthony's
- Make sure you take correct bags!!!!
USE THE Q&A BOX TO SUBMIT YOUR QUESTIONS
Make sure to include instructions on how attendees can participate in the Q&A session, where and how to submit their questions, and if their questions will be available for public viewing.
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Thank you for attending!
Thank everyone for attending in your final slide. You can include your contact information and your website so that your audience knows where they can learn more about you, your service, or your product.
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