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GUIDEBOOK
JULY 15 - 20, 2018 | KNOXVILLE, TN | CHICCONFERENCE.ORG
F O R A L L T H I N G S C H I C
US Postal Service:
UT ConferencesAttn: CHIC 2018P.O. Box 2648Knoxville TN 37901
Alternate Carriers:
UT ConferencesAttn: CHIC 2018600 Henley St. Ste. 212Knoxville TN 37902
JULY 15-20, 2018
CHICCONFERENCE.ORG
1-800-910-CHIC (2442)
THE UNIVERSITY OF TENNESSEE, KNOXVILLE
4 PURPOSE & CORE VALUES
5 WEBSITE — CHICCONFERENCE.ORG
6 CONFERENCE LIAISONS
7 REGISTRATION
(Fees and Deadlines, Registration Forms, CHIC Contact)
9 GROUP REGISTRATION
(Payment Parameters, Initial and Follow-up Payments, Mailing & Shipping Address for the University of Tennessee, Cancellation Policy, Substitution Policy)
13 STUDENT REGISTRATION
(Student Age Eligibility Policy, Fees and Deadlines)
15 ADULT REGISTRATION (COUNSELORS & VOLUNTEER STAFF)
(Adult Criterion, Adult Applications, Fees and Deadlines, Adult Orientation and Training, Check-In, Early Arrival, Regular Check-In)
17 ONLINE REGISTRATION
19 CHECK-IN
20 CHECK-OUT
21 STANDARDS OF CONDUCT
22 UNIVERSITY OF TENNESSEE
(Housing)
23 DAILY SCHEDULE
24 POLICIES AND PRECAUTIONARY MEASURES
(Contact Information, Ethnicity, Children at CHIC, Visitation Policy, Security, Special Needs, Medical Services, Counseling Services, Special Dietary Needs, Medication, Information Center)
CONTENTS
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THIS IS CHIC:Every three years, thousands of high school students come together for an epic event.
There’s nothing else like CHIC. Happening just once in their high school careers, CHIC is the only conference that gathers all students from the Covenant denomination in one place for a time of worship, transformation, and fun.
CHIC IS...
Christ Centered
In 1956, hundreds of high school students came together for the very first CHIC gathering. Through the years, the event has changed and grown, but the legacy and focus on Christ has remained the same. CHIC acts as a catalyst in students’ lives, inspiring them to see the big picture of God’s kingdom and to dive deeper into their faith—together.
Transformational
Through dynamic speakers, relevant messages, small group workshops, and impactful worship, CHIC inspires students to live transformed lives—even giving of their time and resources to impact important social issues and those in need. CHIC is an epic conference that gathers students together for a variety of thoughtful experiences to dive deeper in faith and community.
Fun, Creative, Epic, Unique, Diverse
These are just some of the words that describe the atmosphere at CHIC. From a huge welcome party to outdoor activities like rafting and mountain biking excursions, CHIC makes space for students to fully realize the power of coming together as part of a larger team.
CHIC EXISTS TO:• Be a catalyst to inspire Christlike change that
impacts each individual student, youth groups, and churches
• Challenge students to see themselves as part of something bigger
• Inspire students to engage the journey of following Christ
CHIC IS COMMITTED TO:• Be accessible to any Covenant student
• Create a lasting legacy
• Focus on the specific needs and priorities of to this generation
• Produce a high-quality, excellent experience for participants
• Recognize and respect the uniqueness of every individual
• Provide space for young people to have a memorable, transformative experience
PURPOSE & CORE VALUES
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WEBSITE — CHICCONFERENCE.ORG
The CHIC website is your resource for everything related to CHIC! Visit the site to find:
• Registration materials
• Contact info for conference liaisons
• Information about the CHIC offering
• Transportation planning tips
• Resources with fundraising ideas
• Information about:
MainStage session speakersOn-campus activitiesOff-campus excursions
• Answers to frequently asked questions
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CONFERENCE LIAISONSConference liaisons are a key component to the success of CHIC. Liaisons help plan for CHIC within their conferences and provide a critical link for effective communication between each conference and the CHIC Office. Liaisons are the primary contact persons for the CHIC contact and group leaders from each local church.
Liaisons will answer questions and coordinate efforts in the following areas:
• Transportation to/from CHIC• Counselor and adult training• Matching students with counselors• Pairing students/counselors from different churches together if needed
Coordinator: Danielle [email protected]
Alaska: Cory [email protected]
Canada: Corrine [email protected]
Central: Edgar [email protected]
East Coast: Chris [email protected]
Great Lakes: Linda [email protected]
Midsouth: Dale [email protected]
Midwest: Jim [email protected]
Northwest: Cheryl Theilen & Ginny [email protected]@northwestconference.org
Pacific Northwest: Rebekah Strobel [email protected]
Pacific Southwest: Melody [email protected]
Southeast: Greg Harper & Danielle [email protected]@gmail.com
Unsure of which conference you’re in? Email [email protected].
CHIC LIAISONS BY CONFERENCE
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REGISTRATIONFEES & DEADLINES
Type of Registration Type of Payment Opens Closes Fee
Early Bird Student Full Payment November 1, 2017 January 18, 2018 $599
Deposit Only* November 1, 2017 January 18, 2018 $100
Balance Due May 18, 2018 $499
Regular Student Full Payment January 19, 2018 April 18, 2018 $649
Deposit Only* January 19, 2018 April 18, 2018 $100
Balance Due May 18, 2018 $549
Late Student** Full Payment April 19, 2018 June 18, 2018** $699
Adult Full Payment November 1, 2017 May 18, 2018 $599
Deposit Only* November 1, 2017 April 18, 2018 $100
Balance Due May 18, 2018 $499
*Balances must be postmarked by May 18, 2018.**No new student registration will be accepted after June 18, 2018. Substitutions will be welcomed up to the start of the event.
Registration fees include:
• Attendance to: MainStage sessions, basecamps, on-campus recreation, service opportunities, and many other CHIC activities
• 13 meals (from dinner 7/15 through dinner 7/19)
• Five nights of housing & a safe environment
• Airport transportation to/from the Knoxville airport
• Limited accident insurance for the duration of the conference
• So much more!
Registration fees do not include:
• Transportation costs to/from Tennessee (for information on efforts to coordinate transportation in your region contact your conference liaison)
• Transportation to/from airports other than the Knoxville airport (you may arrange for this service through the University of Tennessee for an additional fee)
• Early arrival housing (you may arrange for this service through the University of Tennessee for an additional fee)
• Off-campus excursion options
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Registration Forms
Registration forms were mailed as part of the registration packet; they can also be downloaded at the CHIC website, chicconference.org. Online registration is also available (see page 17). The various registration forms you will need include:
• Student registration form• Group registration form• Adult application form• Adult pastoral recommendation form• Special needs form
Detailed directions are on each form and include information regarding who needs to complete which sections, as well as various deadlines. Use the master copies provided in the information packet to make photocopies to distribute to adults, students, and parents as needed.
CHIC CONTACTIf your church has not already done so, please select a CHIC contact to represent your church as soon as possible. The CHIC contact does not need to attend CHIC, but is responsible for managing the registration process for your church and for resolving local questions as students and adults prepare for CHIC. Your CHIC contact may be your youth pastor or youth leader, or an adult volunteer or parent from the youth group. This individual should be responsible and able to keep track of deadlines and information. The CHIC contact is the person who communicates with the University of Tennessee in preparation for CHIC.
The CHIC contact is responsible for the following:
• Recruiting male counselors for your male students and female counselors for your female students to accompany your group
• Collecting all student registration forms and verifying that each form is filled out completely, meets the eligibility requirements, and is signed by both parent and student
• Collecting all adult registration forms and verifying that each form is filled out completely and meets eligibility requirements
• Submitting changes to the group registration such as additions, substitutions, and cancellations
• Ensuring that the entire balance due for your group is paid in full before the event
The University of Tennessee will only accept payments and registrations from the CHIC contact. If your group prefers to partner with another church attending CHIC, please contact your conference CHIC liaison for help securing a CHIC contact for both churches.
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GROUP REGISTRATIONThe CHIC contact will register the adults and youth from each church as one group, using the following guidelines:
1) Students and adults must register with a church group. Individual student and adult registration forms will not be accepted.
2) Volunteer staff should register with the youth group from their church. Volunteer staff will be housed with their church’s youth group while at CHIC. If an individual wishes to register as volunteer staff and their church youth group is not attending, they may register individually with the University of Tennessee. The individual should include a letter stating that this is the case along with their registration. Their registration payments must still be made with a church check.
3) All registration forms from your church along with payment (in the form of a church check) should be collected and sent in together with the group registration form to the University of Tennessee.
• Verify that each student registration form is completely filled out and signed by parent and student.
• Verify that each adult registration form is completely filled out and that the pastoral recommendation form has been completed.
4) Fill out a group registration form (either on paper or online) for your church. Be sure to include the following information and follow these directions when filling out the group registration form:
• Include your church mailing information and the name of your CHIC contact.
• List students and adults registering with your group. Include only registrants whose payments are enclosed. (If you wish to hold spots for your group but do not yet know the names of the adults or students who will fill them, you may register and pay a deposit using Adult 1, 2 or Student 1, 2 etc.)
• Calculate the registration fees due for your group using the worksheet on the front of the form.
• Include payment using a church check made payable to “The University of Tennessee.”
• Churches are responsible for providing male counselors for their male students and female counselors for their female students.
• In most cases a student to counselor ratio of 5:1 and no more than 10:1 is recommended. We understand some situations require a lower student to counselor ratio. If your church falls short of or has extra counselors, contact your conference liaison about partnering with another church. If your church is assigned a counselor from another church, you may be asked to pay his/her registration fee. Male students must have male chaperone and female students must have a female chaperone accompany them to CHIC.
• All groups must identify an adult CHIC contact who handles their registrations. Registration forms will be accepted from the adult CHIC contact only. Incomplete registration forms will be returned to the CHIC contact. Your spaces will not be secured until all necessary forms are received and correctly filled out.
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PAYMENTAll payments must be made with a church check, made payable to “The University of Tennessee.”
Personal checks for registrations fees must be sent to the local church. Students and adults contributing to their registration fees or deposits must make their checks payable to their local church; in turn the local church will issue a check for the registration fees for the whole group and submit payment to “The University of Tennessee.” Likewise, contributions from fundraising efforts, family donations, gifts, etc. must be channeled through the local church. All payments failing to meet these requirements will be returned to sender.
Initial Payment
Use one church check to pay the total amount due for all the students and adults in your groups, including:
• All student registration fees or deposits• All adult registration fees or deposits
Follow-up Payments
Use one church check to pay the total amount due for each of the following:
• If a deposit for student or adult was made, the balance is due in a one-time payment; do not send partial payments for balances due
• Registration fees for additional students• Registration fees for additional adults
Mailing & Shipping Address for the University of Tennessee
US Postal Service:
UT ConferencesAttn: CHICP.O. Box 2648Knoxville TN 37901
Alternate Carriers:
UT ConferencesAttn: CHIC600 Henley St., Suite 212Knoxville TN 37902
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CANCELLATION POLICYAll cancellation requests must be made in writing using the group registration form. Should a counselor from your church group cancel and you are unable to provide an acceptable substitute, contact your conference liaison and a counselor will be provided. Payments made toward the original registrant’s account will be transferred directly to the substitute’s registration account.
Submit cancellations via mail, fax, or email.
Mail:
UT ConferencesAttn: CHICP.O. Box 2648Knoxville TN 37901
Fax:
865-974-0264
Email:
[email protected](please include “CHIC” in the subject line)
Refunds
Postmark Date Amount Refunded
By May 18, 2018 Total balance paid less $100
May 18, 2018 to June 18, 2018 Total balance paid less $150
After June 18, 2018 No refund except for medical emergency*
* In the case of medical emergency, requests for a full refund must be made in writing and accompanied by a letter from the registrant’s physician.
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SUBSTITUTION POLICYStudent substitutions will be accepted at any time. Adult substitutions will be accepted until May 18, 2018. Substitutions will be accepted according to the following guidelines:
• Adults Only: All adult replacements/substitutions must complete the application process by May 18, 2018. The Conference/Regional Committee must approve the adult application before the substitution will be complete.
• Counselors Only: If a counselor from your church group cancels and you are unable to provide an acceptable substitute, contact your conference liaison and a counselor will be provided. Payments posted toward the original registrant’s account will be transferred directly to the substitute’s registration account.
• Students Only: Student substitutions will not be accepted on-site, unless the substitute has completed registration forms. If a student does not have a completed registration form, the student will be sent home at his or her own expense. Any reimbursement or refund must be resolved between the original registrant and the substitute; no refunds from the University of Tennessee will be issued for substitutions.
• Student substitutions occurring after June 18 or on-site that are not of the same gender as the original registrant may result in the substitute being assigned to a room with others of the same gender in their church group with a roll-away bed since housing assignments will have already been completed.
• Written notice of the substitution, either for student or adult, must be sent by mail to: UT Conferences, Attn: CHIC, P.O. Box 2648, Knoxville TN 37901. A registration form for the substitute and an updated group registration form must accompany the substitution request.
• Payments posted toward the original registrant’s account will be transferred directly to the substitute’s new registration account. If any reimbursements are necessary, they must be resolved locally between the original registrant and the substitute. No refunds from the University of Tennessee will be issued in the case of substitutions.
• Please do not call the University of Tennessee or the CHIC Office regarding substitutions. Contact your conference liaison with any questions.
Note: Exceptions to the Adult Substitution Policy must be approved by the CHIC Conference Committee and affirmed by the CHIC Council.
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STUDENT REGISTRATIONStudents must register with a church group attending CHIC. Students are not allowed to attend CHIC without an adult chaperone of the same gender. If you do not have a counselor available from your church, it is possible to match your students with counselors from another church group. If you need help connecting with another group attending CHIC, please contact your conference liaison.
A master copy of the student registration form is located in the information packet. Use the master copy to make photocopies to distribute to students and parents. You may also download a copy of the registration forms from the CHIC website at chicconference.org.
The CHIC contact is responsible for collecting all student registration forms and verifying that each form is completely filled out and signed by both a parent/legal guardian and student. Incomplete student or group registration forms will be returned to the CHIC contact. Your spaces will not be secured until all necessary forms are received and correctly filled out.
The University of Tennessee requires that all registration fees are paid with church checks. Individual registration fees should be made payable to your local church.
FEES AND DEADLINES
Early Bird
Early Bird registration is a great way to lower the cost of CHIC for students and secure their spot early (two very important things!). There are two ways to secure your registration at the Early Bird rate of $599:
• Full Payment: The cost of Early Bird registration is $599 and opens November 1, 2017. Payment in full must be postmarked by January 18, 2018.
• Deposit Only: Secure your spots beginning November 1, 2017, with a nonrefundable deposit of $100 for each student. Your balance of $499 must be postmarked by May 18, 2018, or the regular registration fee will apply.
Regular
• Full Payment: The cost of Regular Registration is $649 and opens January 19, 2018. Payment in full must be postmarked by April 18, 2018.
• Deposit Only: Secure your spots beginning January 19, 2018, with a $100 deposit for each student. Your balance of $549 per student must be postmarked by May 18, 2018, or the Late Registration Fee will apply.
Late
• If space is available, Late Registration is $699 and opens April 19, 2018. Payment in full must be postmarked by June 18, 2018.
Scholarships
• All scholarships must be applied for or donated through the CHIC Office. If your group wishes to give or receive a scholarship please contact your CHIC liaison or the CHIC Office at 1-800-910-CHIC (2442) or [email protected].
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STUDENT AGE ELIGIBILITY POLICY
High school students are eligible to attend CHIC if they will complete grade 9, 10, 11, or 12 in the 2017-2018 school year.
Please note:
• In order to attend CHIC 2018, students must be 15 years old by December 31st, 2017, OR be 14 years old AND have completed 9th grade in the 2017-2018 school year.
• Students who are 13 years old, or who are just completing 8th grade, cannot attend CHIC.
• Seniors may attend CHIC a second time.
Some exceptions may apply. Please check with the events office at (800) 910-CHIC (2442) with any questions about eligibility.
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ADULT REGISTRATION (COUNSELORS & VOLUNTEER STAFF)
ADULT CRITERION• Counselor applicants must be at least 21 years of age by September 1, 2017. Volunteer staff
applicants and companions for students with special needs must be at least 19 years of age by September 1, 2017. (No exceptions!)
• Applicants must be able to articulate their faith in Jesus Christ and be willing to readily share that faith commitment with others.
• Applicants must have a heart for young people. Current participation in youth ministry will be considered in the selection process.
• Applicants must be willing to operate within the guidelines and framework of CHIC.
• In order to protect students attending CHIC, criminal background checks are required for every adult wishing to serve at CHIC.
ADULT APPLICATIONSAdult positions at CHIC:
• Counselors work with groups of 5 to 10 students (typically from their own church) to provide oversight and spiritual guidance at CHIC.
• Volunteer staff are assigned positions in a wide variety of roles (see Volunteer Staff Job Description form) to help provide opportunities and services necessary for a successful CHIC experience for all participants.
Adults who meet the criterion and would like to serve at CHIC must complete the application process and be accepted to attend CHIC.
In most cases, adult applications will be mailed by the CHIC contact using a group registration form. In some cases (such as churches without youth attending CHIC), volunteer staff applicants may be accepted individually, but in these cases payment must still be made using a church check. Volunteer staff applicants must submit their application with the group registration form and not individually.
Adult applications must be postmarked by May 18, 2018. Please see the adult instruction sheet, included with the adult application, for more details.
FEES AND DEADLINESAdults may choose to pay their registration fees according to the following options:
Option 1: Payment in full postmarked by May 18, 2018 $599
Option 2: Non-refundable deposit postmarked by April 18, 2018 $100
Balance due postmarked by May 18, 2018 $499
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ADULT ORIENTATION AND TRAINING
For both quality assurance and liability issues, every adult attending CHIC must complete Adult Orientation and Training, no exceptions. Adult Orientation and Training covers Counselor training, reviews the standards of conduct, informs volunteer staff of their specific duties for each role, and provides valuable information for all adult volunteers.
Adult Orientation and Training will be available online. Specific details concerning Adult Orientation and Training will be included in future publications and available through your conference liaison. Please direct any questions regarding the online training to your conference liaison.
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ONLINE REGISTRATION1) Visit the “Register” page at chicconference.org and click on the “Register Your Group Now” link.
2) Enter your contact information as Group Leader and your church/group information into the appropriate fields and submit the information to register your group and yourself as the Group Leader.
3) Once you have registered your group, you will receive a group confirmation email with instructions on how to continue your group registration by adding the number of student and adult spots and preparing to pay your deposit.
4) Enter the total number of students and adults that you will register with your group. (A non-refundable $100 deposit is required for each spot registered.)
5) Enter the names and email addresses of the students in the appropriate fields. If you do not know all names, please enter “Student #1,” “Student #2,” etc., in the name fields. You may add the names and email addresses for those spots later when you know who will be using them.
6) Enter the names and email addresses of the adult counselors and staff volunteers in the appropriate fields. If you do not know all names, please enter “Adult #1,” “Adult #2,” etc., in the name fields. You may add the names and email addresses for those spots later when you know who will be using them.
7) Review the information you have entered. You may edit any of the information at this stage.
8) When you finish entering individual group member information, select the button to print your Deposit Invoice. This is calculated by the total number of spots you are holding for your group. A non-refundable $100 deposit is required for every participant in order to reserve a spot at CHIC. The Deposit Invoice will show the total amount due and the address to which it should be sent. Please mail a church check in the amount shown, along with your Deposit Invoice, to the address shown within two weeks of registration. If you wish to pay your entire balance at the time of your initial registration, you may do that also via a church check.
9) Provide demographic information for each group member. You will be able to choose one of three options for entering demographic information. (Keep in mind that once the demographic information is submitted, no further edits can be made online to names or demographic information. Any changes of this nature after submission need to be made by email or fax.)
• You may enter all the demographic information for your group members yourself.
• You may ask your individual group members to enter their own demographic information by selecting the “Send Email” button beside their names. This will create and send an email to your group members with a link that allows them to access only their own registration and enter in their own demographic information. It does not provide them access to the entire group registration.
• You may enter demographic information for some group members yourself, and select the “Send Email” option for other group members. (If you as the Group Leader feel more comfortable entering your student demographics, but would like your adults to enter their own information, you may do that also.)
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10) After every member of your group has entered their demographic information, you will be able to sign up for Excursions (maximum of two per student and counselor, and one per staff member). Excursion registration will open in early 2018, and instructions will be provided to Group Leaders so that individual group members can log in and register for no more than two excursions and either pay via personal credit card, or a submit a personal or church check. Excursions are the only portion of CHIC fees that can be paid by a personal credit card or check. All registration fees must be paid by the church using a church check.
11) Groups registering online will receive a Parental Consent and Medical Release Form to print and complete for each student. These forms should be submitted with the final fee payment, made by church check. The Parental Consent and Medical Release Form for online registration is slightly different from the Student Registration Form included in your CHIC registration pack received by mail. Please use the form sent to you in your email confirmation.
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CHECK-INEARLY ARRIVAL
• Early check-in is available to groups whose travel plans require a Saturday arrival, who have registered for early arrival excursions, or for Staff who have agreed to assist with set-up. Check-in will begin at 2:00 p.m. on Saturday, July 14. Pre-registration is required and there is an additional per person fee. Meals are NOT included in the Early Arrival Registration Fee. The first meal will be Sunday evening.
REGULAR CHECK-IN• Check-in will begin at 11:00 a.m. on Sunday, July 15.
• Each group leader is responsible for the transportation of their group members to the University of Tennessee campus. Registration will begin promptly at 11:00 a.m., but some rooms may not be available until 3:00 p.m. due to occupancy the previous night. Registration will remain open until all groups have arrived.
• Groups will receive notification of their housing assignments and other final details to prepare for the trip in their confirmation packets, mailed by the University of Tennessee in early July. UT will not have housing, base camp, and counselor assignments until mid- to late-June and it takes a little time to get the data entered and prepared for final packets. If your group has not received its final confirmation packet by July 10, 2018, please contact UT Conferences at 865-974-0280 or by email at [email protected] (please list CHIC in the subject line).
• When your group arrives at the University of Tennessee campus, students and counselors should go directly to your assigned housing location while the group leader reports to the registration tables in the lobby of their assigned housing. Please send only one group leader to the registration desk. When the group leader registers the group, specific rooms will be assigned.
• Please head over to the Welcome Party, which opens at 11:00 a.m. Maps will be provided at check-in.
• Dinner will be available from 5:00 to 7:00 p.m. in the campus dining halls. CHIC worship begins Sunday evening at 8:00 p.m. Until then you are free to get settled, become familiar with the campus and enjoy the Welcome Party. The CHIC store, food outlets, and other venues will be open beginning Sunday, July 15.
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CHECK-OUT• All participants must check out of their assigned housing locations by 10:00 a.m. on Friday, July 20,
2018. CHIC programming ends Thursday night with the evening general session.
• Each group is responsible for leaving their rooms the way they were found. Group Leaders will be billed for any damage incurred to the rooms.
• Return all room keys at check-out. A charge for each lost key is due at check-out.
• The last meal served on campus will be dinner on Thursday, July 19, 2018.
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STANDARDS OF CONDUCTCompliance with the following Standards of Conduct is expected of all students and adults at CHIC. If you fail to comply, you may be sent home from CHIC at your own expense.
1) Use and/or possession of alcohol and/or other controlled substances, fireworks, firearms, or other dangerous weapons (e.g., knives, slingshots, laser pointers, etc.) during CHIC is prohibited.
2) No student or adult may leave campus without obtaining permission from the Information Center (except during recreation and excursion hours, 12:15 p.m. – 5:30 p.m.).
3) Evening dorm time, check-in, and lights out are strictly enforced.
4) Individuals are liable and will be billed for any damages they intentionally or accidentally commit to University of Tennessee or CHIC property.
5) Attendance is mandatory for all general sessions, small groups, base camp gatherings, and focus sessions.
6) The CHIC identification provided must be worn at all times by students and adults.
7) All students are under the supervision of their respective counselors. Counselors and Residence Hall Supervisors have the right to confiscate, for the duration of CHIC, any item used abusively by students.
8) Male and female students may spend time together in residence hall lounges. Under NO circumstances are males allowed in residence hall rooms or on floors where females are housed, nor are females allowed in residence hall rooms or on floors where males are housed.
9) Quiet hours, 12:30 a.m. – 6:30 a.m., are to be observed in residence halls. No music, yelling, cheerleading, etc., during this time will be allowed.
10) Smoking is not permitted in any of the residence halls or University of Tennessee buildings.
11) In-line skates, roller skates, scooters, and skateboards are not allowed on the University of Tennessee campus. Skateboards and in-line skates may only be used in the Knoxville Skate Park. Bicycles are allowed on designated walkways.
12) Throwing objects from residence hall windows is a federal offense. Perpetrators will be sent home at their own expense and the University of Tennessee may prosecute.
13) Please utilize all pedestrian crosswalks. Do NOT jaywalk. Doing so provides a significant risk to your safety, given the amount of traffic that will be present during the event. Perpetrators may be fined and/or cited for refusing to use pedestrian crosswalks.
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UNIVERSITY OF TENNESSEE
The University of Tennessee has extended their southern hospitality for the past six CHIC events. Their top-notch conference services provide great support prior to and during CHIC. In addition to the facilities at the University of Tennessee, CHIC will once again use the facilities of the Knoxville Convention Center, which is located adjacent to the University of Tennessee campus.
HOUSINGStudents and adults will be housed in on-campus dormitories and in nearby hotels. As much as possible, conferences or regions will be housed together in one or two residence halls, depending on the number of attendees from each conference or region.
Each student and adult will have at least one roommate of the same gender. Single rooms are not available. In cases where groups have an odd number of male or female participants and prefer to have all male or female students stay in the same room or suite, a deluxe air mattress will be provided. Towels and bed linens will be provided at check-in.
Groups will be notified of assigned housing locations by early July 2018 in their confirmation packets. Actual rooms will not be assigned until groups arrive on campus. In order to facilitate the registration process, groups should have roommates paired before arriving.
Some details to remember:
• Each adult must complete the application process, pass a background check, and be accepted. Adults may not register on-site.
• Roommates must be the same gender, but do not necessarily have to be from the same church if you are partnering with another group.
• Two, sometimes three, students can room together in a room. Your group should decide how to pair up roommates prior to arrival.
• If your student to counselor ratio is greater than 10:1, contact your conference liaison prior to arriving at CHIC.
• Adults serving as volunteer staff cannot serve as counselors. volunteer staff will have responsibilities that will limit their interaction with their church group. In most cases volunteer staff will still be housed with their groups in the dorms/hotel.
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DAILY SCHEDULE
Saturday, July 14
2 pm Early Arrival Check-in (add’l per person fee; pre-registration required)
Sunday, July 15
11 am Check-in begins in dorms11 am - 5 pm Welcome Party(TBA) Counselor Meeting5 - 7 pm Dinner (first meal available in campus dining halls)8 pm MainStagePost MainStage Small GroupsMidnight In Dorms12:30 am Lights Out
Monday–Thursday, July 16-19
6:30 - 8:30 am Breakfast8 - 9 am Counselor Meeting 9:30 am - 12:30 pm Base Camps12:30 - 2 pm Lunch12:30 - 5 pm Afternoon Options5 - 7 pm Dinner8 pm MainStagePost MainStage Small GroupsMidnight In Dorms12:30 am Lights Out
Friday, July 20
By 10 am Check out of housing, head home (no breakfast provided)
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POLICIES & PRECAUTIONARY MEASURESCONTACT INFORMATIONAn emergency telephone number will be supplied with your final confirmation package. Messages for students or adults onsite will be delivered to them within 24 hours. Emergencies will be responded to with appropriate speed onsite.
Due to the unpredictability of the postal system, often letters and packages do not arrive until after CHIC is over. If you do send mail, please send it prior to the event. Mail received after the close of the event will be returned to the sender.
ETHNICITYAt CHIC we are striving to create ethnically diverse Base Camps for everyone. In an effort to do this we are asking both youth and adults to indicate their ethnicity on the registration forms to assist us as we create the Base Camp rosters. Answering this question is still optional; if you prefer not to include this information on your registration form please leave that section blank. Thank you for your assistance in this process.
CHILDREN AT CHICCHIC is designed to meet the needs of registered students. The schedule for CHIC staff and counselors will be busy, unpredictable, and intense; therefore, we request that no children, regardless of age, accompany a parent(s) to CHIC unless they are a student registered to attend the conference. No exceptions!
VISITATION POLICYCHIC is for registered students and adults. If adult visitors do come, they must check in at the CHIC Office to receive a temporary daily pass.
SECURITYSecurity personnel from the University of Tennessee and the CHIC staff effectively partner together to create a safe environment 24 hours a day. This team is present throughout the event and helps with traffic flow, maintaining safety standards, offering general assistance, and upholding behavioral norms. The security team exists in support of CHIC’s mission which requires a safe and caring environment. Please review the standards of conduct and review the resulting actions for ongoing issues.
Standards of Conduct violations will be handled by Security who may take any or all of the following actions:
• Develop a written behavioral agreement• Consult the local church youth leader• Refer the individual to Counseling Services• Request that the CHIC Steering Committee dismiss the individual
Fines and/or legal action may also be pursued by the University of Tennessee for certain violations; please refer to the Standards of Conduct.
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EXTRA SUPPORT & SPECIAL NEEDSThe CHIC staff has a support team in place to help accommodate students with special needs. This team will make every reasonable effort to assist students with physical, mental, and/or emotional impairments who are able to function in a public school setting. All buildings and events at the University of Tennessee are handicap accessible and transportation will be available to shuttle students with special needs and their companions to and from activities.
Churches are encouraged to send a volunteer to serve as a one-on-one companion for any student with special needs who may require assistance or supervision. If a church is unable to send a companion, and if prior notification is given, a member of the CHIC special needs team may be available to serve as a one-on-one companion for a student. Adults serving as companions also need to complete an adult application form and should indicate their role as a companion on that form.
Please help us adequately prepare for students with special needs by completing the special needs form and returning it with your completed student registration form to the CHIC contact at your church. Students applying for special needs registration will receive confirmation of their acceptance by May 28, 2018.
MEDICAL SERVICESCHIC provides accident insurance for attendees during the duration of the event. Injuries occurring prior to or after the conference will not be covered, and illness is never covered by the included insurance.
The Medical Services team, composed of RNs, LPNs, EMTs, and a consulting MD will work with the University of Tennessee Medical Center to provide necessary medical care to participants of CHIC 2018. Medical Services team members will be highly visible and stationed around campus throughout CHIC, including at all large gatherings and in the residence halls in the evenings. All serious medical cases will be referred to the University of Tennessee Hospital Emergency Room.
COUNSELING SERVICESCounseling Service will be available throughout CHIC to meet the immediate counseling needs of all who attend. Traveling, being away from home, changing sleep and eating patterns, busy schedules, noise and crowds can be challenging for many. For those who find any of the above stressful or who have anxiety, depression, eating disorders, and emotional or behavioral dysregulation, we recommend a check-in upon arrival to set up a cope ahead plan or drop-in counseling service at any time for support throughout the week. There will be a quiet space available during MainStage nightly to accommodate needs. Our goal is to support students and staff to help them have the most meaningful and enjoyable CHIC experience possible.
SPECIAL DIETARY NEEDSThe University of Tennessee is able to accommodate certain dietary needs (such as a gluten free diet). Please include your request on the special needs form. The University of Tennessee will notify the chef at the cafeteria to which you are assigned. Upon arrival at your first meal on campus, ask to see a manager or the chef in your cafeteria and introduce yourself so that you can review any issues or concerns. Please contact the University of Tennessee if you have any dietary concerns.
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MEDICATIONParents of students who require prescription medications when traveling and/or at CHIC should discuss their student’s medical situation with the adult leaders from their church. Since it is not possible for the CHIC medical team to dispense prescription medications, counselors/leaders are responsible for administering medicine with students and following parental wishes concerning a student’s medication. Refrigeration for medications can be made available in assigned student housing if this need is noted on the registration form.
INFORMATION CENTER The Information Center and satellite information booths will be staffed with knowledgeable volunteers who are familiar with the campus and CHIC happenings, and who will serve as a resource for all CHIC-related questions.
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8303 W. Higgins Rd., Chicago IL 60631 | CHICCONFERENCE.ORG | 1-800-910-CHIC (2442)
