2015 Registration Guide

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1 2015 Registration Guide In this guide, you will find: Steps for Registration Timeline for Registration and Promotion Move Information Overview (blank) Day of Move Checklist Move 2015 Registration Policy Appendix of Necessary Forms

2 How to Register for MOVE Step 1: Gather Information You will need your church s contact information, number and (gender) breakdown of adults and students, and payment information to cover your deposit (we accept checks and credit cards). A deposit of $50 per attendee is required to register. Step 2: Register Online Read through our Registration Policy and then fill out your registration online. A deposit of $50 per attendee is required to register. Deposits become non-refundable 60 days prior to your event. A late fee of $25 per person will be applied if the balance isn't paid 14 days prior to the start of your event. Step 3: Forms Electronic Medical Release Form (emrf) Every person must have a Medical Release Form on file with CIY to attend the event. You will receive a link to this electronic form when you register to send to each attendee for completion. For detailed information and FAQs about this new system, please visit our emrf Full Explanation page. Background Check Forms CIY strongly encourages churches to appropriately screen their adult leaders for the protection of the students. As such, every adult attending this event must be covered under one of the following: Background Check Verification Form (1 per group with completed background checks on all adults) OR Adult Disclaimer Form (1 per adult without Background Check) For more information about background checks, download our Background Check FAQ Sheet Step 4: Check Back Often! As the summer approaches, more and more information about Move 2015 will be added to the website, including: Promotional materials to help you promote Move to your students. Bands & Speakers Adult Leader information Student Guide (i.e. Rules, packing lists, etc.) Small Group Material

3 Weeks prior to Move Timeline for Registration & Promotion Move 2015 Things To Do Fall 2014 Collect student information and select a location for MOVE 2015 Register for MOVE 2015 online Spring weeks 10 weeks 8 weeks Pay $50 deposit/person to hold spots (MOVE accepts checks or credit cards) Become a fan of CIY MOVE on Facebook and follow CIY MOVE on Twitter Download posters, postcards, other promo materials from Move website and use them at youth group and Sunday school (Available Spring 2015) Check the Move website and Facebook page regularly Download Small Group Materials for use before and during the event (Available Spring 2015) Read through Move 2015 Promotion Guide for ideas Encourage students to become fans of Move on Facebook Begin confirming sponsors we require at least 1 sponsor for every 10 students (Keeping in mind that each gender represented must have at least one sponsor) Determine cutoff date for registration (Price increases after 30 days prior to event & each person will incur $25 late fee after 14 days prior to event. Deposits are non-refundable 60 days prior to event) Deposit Deadline! Deposits become non-refundable at 60 days! Send personal Facebook message to students not yet registered Arrange transportation to and from MOVE (If you plan to leave campus for Skip-a-Meal, you will also need transportation during that time). Skip-a-Meal is during extended rec time on Day 4. You are encouraged to plan activities off or around campus. Begin praying for the students & sponsors Set out a sign-up sheet for students and parents. Send Medical Release Form link to parents Follow the contests on CIY MOVE s Facebook page and encourage students to do the same Only one month left until the Early Registration Deadline get those deposits in! Send letter to all parents Begin to plan for Skip-a-Meal (See the Location Guide for suggestions) 5 weeks 30-Day Deadline: Registrations and Deposits must arrive prior to this date to receive the Early Registration Pricing Run Background Checks on all sponsors (For info on how to do this, see Background Check FAQ) Print Small Group Material for each sponsor leading Small Groups begin preparing by studying the lessons and purchasing the required supplies Only one week left until the Early Registration Deadline (30-Days prior to the event) encourage all students to sign up and pay their deposits 4 weeks Send Medical Release Form link to parents for each person attending MOVE 3 weeks Any additional students registered after the Early Registration Deadline (30 days prior to the event) will receive Regular Registration Pricing Seek out people to pray for students Encourage everyone to pay in full to avoid late fees ($25/person after 14-days prior to the deadline) 2 weeks Give sponsors Medical Release Forms and Adult Disclaimer Form (if they do not have Background Checks) be sure to collect them, as well! 14-Day Deadline: Payment in full must arrive prior to this date to avoid late fees Print off the Day of Move Checklist Confirm final numbers including the Male/Female Breakdown

4 Fill out this sheet to create a summary of your Move event this summer MOVE Information Overview Event Dates: / / / /2015 Location: Event Code (ex. IL1, MI2): Venue Address City, State, Zip Phone Number Deadline Information: Early Registration Date (30-Days Prior to MOVE): Regular Registration Date (14-Days Prior to MOVE): Attendee Breakdown: Female Teens Male Teens Total Teens Female Adults Male Adults Total Adults Total Females Total Males Grand Total Payment Information: Price per Person: Total Amount Due (Price per Person x Total): Less Deposits ($50/person due at Registration): All Payments Due Date (14-Days Prior to MOVE): Amount Due at 14-Day Deadline: Event Cell On-Site Cell Phone Number: ( ) -

5 Day of MOVE Checklist Alphabetized Medical Release Forms Copies for yourself. Make sure that all attendees have turned their forms into CIY electronically. Background Check Verification Form (One per group with Background Checks) OR Adult Disclaimer Form (One per sponsor without Background Check) If you have a remaining balance, please bring one check to registration (including $25/person late fee) Printed Small Group Materials Purchased Small Group Supplies Gender Breakdown Form Female Teens Male Teens Total Teens Female Adults Male Adults Total Adults Total Females Total Males Grand Total

6 2015 MOVE Registration & Payment Policy Registration for MOVE 2015 opens October 1, New for In response to a growing number of venues that require the names of all individuals attending an event ahead of time, prior to your event you will be asked to complete a housing roster for your group. We will contact you approximately 14 days prior to the event with instructions. Your timely completion of the roster will enable us to complete the housing assignment process and speed your arrival process on campus. Deadlines & Payment Options - All deadlines stated are based on arrival or online processing dates, NOT postmark dates. - Payment Options o o Credit Card MOVE accepts Visa, MasterCard, Discover, and American Express. Mail Check Selecting this option in online registration will register your space and hold it for 7 calendar days pending the arrival of a check to pay the required deposits. If a check is not received, space will be released. Deposits - A deposit of $50 per person must be paid to register space at a MOVE event. Space will be held for a maximum of 7 days using the Mail Check option discussed above, but will be released if no deposit is received in that time. - Additional registrants cannot be added to a group s registration over the phone, by fax or by . - The $50 deposit is part of the total price of the event. - Deposits are refundable until 60 days prior to the beginning of the event. Refunds will be applied to the pending group balance for space cancelled 60 or more days prior to the start of the event. - Less than 60 days prior to the start of the event, deposits are non-refundable, cannot be applied to the group balance or transferred to another group. The group is welcome to fill that vacated spot with someone else from their church. Pricing - See MOVE website for specific event pricing. - The Early Registration price for each event applies to all persons registered at least 30 days prior to the start of that event. - Everyone registered less than 30 days prior to the start of the event will pay the Regular Registration price for that event, which is $35 more than the Early Registration price. - Anyone registered less than 14 days prior to the start of the event will pay the Regular Registration price plus the Late Fee of $25/person (see Late Fees section below) a total of $60 more than the Early Registration price. - Pricing is handled on a per registrant basis, additions to a group will pay the current price based on when the addition to the group is made. - Unless stated otherwise on the event page or in the registration system, event pricing includes 5 nights lodging, 12 meals and programming for the week. In 2015, Pricing for FL3, MD, NE and OR events includes 4 nights lodging (instead of 5) and dinner on Day 5 is not included at FL3 & MD, see event page for details. FL1 & FL2 pricing does not include housing, registrants are responsible for reserving housing on their own. Additions - Groups are welcome to add additional people for a MOVE event as long as space is available. - Additions can be made through the same online system that you used to process the initial registration. When adding to your group, only list the number of additions you are making, not the new group totals. - Additions can only be made by submitting a deposit (or full payment) for each additional person the group intends to bring (Mail Check option and terms still apply). Additions cannot be made over the phone, by fax, or by . Full Payment - Full payment for all attendees registered with each group is due 14 days prior to the event they will attend (referred to as the 14-day deadline). - Groups are responsible for the full cost of all space not cancelled by 14 days prior to the start of the event they will attend whether the full amount has been paid yet or not, balances due with Late Fees will be invoiced to the church. - No refunds will be given for space cancelled less than 14 days prior to the start of the event. - Late Fees apply for balances not paid in full by the 14-day deadline. - CIY reserves the right to refuse admittance to the MOVE event if the balance is not paid in full (including any applicable Late Fees) by the time the group arrives at the event. Late Fees

7 - A Late Fee of $25/person will be added to the balance of the group for each registrant (individual) not paid in full at least 14 days prior to the start of the event. - If only deposits have been paid when the 14 day deadline passes, the Late Fee will be assessed to everyone in the group. - For groups that have paid more than their deposits, but have a balance remaining, one Late Fee ($25) will be added for every $250 that is still owed. - The total Late Fees cannot exceed $25 x the number of people registered with the group as of 14 days prior to the start of the event. Cancellations - Groups that must cancel part or all of their registration and do so 60 or more days prior to the start of the MOVE event will receive a full refund. Funds paid will be applied to the pending group balance in the case of a group reducing their total number for the event. A refund will be sent to the church in the case of a group that must cancel entirely and does so at least 60 days prior to the start of the event. - Groups that must cancel part or all of their registration less than 60 days, but at least 14 days prior the start of the MOVE event will forfeit the $50/person deposit this means the deposit(s) will not be refunded, applied to the group balance or transferred to another group or event. Any amount in addition to the deposit that has been paid will be refunded or applied to the balance of the group. - Groups that must cancel part or all of their registration less than 14 days prior to the start of the MOVE event will receive no refunds for space cancelled funds cannot be applied to the remaining group balance or transferred to another group or event. Balances due will remain payable including applicable Late Fees. Full Events - When a MOVE event reaches capacity, a waiting list will be made available via the online registration system. - If space opens at the event, groups having held space on the waiting list first will have the first opportunity to fill open spots at the event. - Persons wishing to register for a full MOVE event should complete the online registration process and will be put on the waiting list. No payment will be collected at that time. - When space becomes available groups or additions on the waiting list will be contacted and given the opportunity to submit payment (deposit if more than 14 days prior to the start of the event, full payment if less). - Pricing for persons being added to an event from the waiting list will be based on when they were added to the waiting list relative to the start date of the event according to the terms herein. - Persons or groups being added to an event from the waiting list will have a minimum of 48 hours to process online or post-mark full payment for the additional space without Late Fees unless the additions were originally placed on the waiting list less than 14 days prior to the start of the event. This is the only situation where the post-mark date will be used as a determining factor of timing. Changes - In order to efficiently prepare housing for each group, the total males and total females registered with each group shall be considered final as of 14 days prior to the event. - It is the responsibility of the group leader to notify MOVE of any changes to the number of males or females at least 14 days prior to the event. - Any changes to the total males or total females less than 14 days prior to the event will result in a $50 fee being added to the group s total balance this is a per occurrence fee, not per person and is referred to as a Housing Adjustment Fee. - This fee will not be charged if the group is adding to its total registration count for the event, only if the number of males or females increases while the total number remains the same or decreases. Other Terms & Conditions - If an attendee must arrive late or leave early the registration price will be half of the available price (at the time the person is registered) if the attendee will be at the event less than 3 nights. If the attendee will be at the event 3 or more nights the full price (based on available pricing at the time of registration) will be charged. - Any refunds due will be processed after the event, processed at the offices of CIY. Refunds will not be paid at the event. - MOVE reserves the right to review the handling of each group s registration following the event. If it is found that the group was charged too much or too little the account will be updated and an adjusted invoice/refund statement will be sent. Review of registration handling will be completed as quickly after the event concludes as possible, but may take up to 30 days for the church to receive updated billing. - MOVE is not currently offering any new church, first-time attendee, or other promotional discounts. - Groups are required to bring a minimum of 1 adult for every 10 students attending MOVE. In addition, groups must have at least 1 male and 1 female adult if they are bringing both male and female students to the event. - Children 6+ years old attending with a parent must be housed with the parent/guardian of the same gender. Children 5 & under may be housed with a parent/guardian of either gender. - A validly completed CIY Discipline, Liability, and Medical Release form is required for everyone attending MOVE. A parent or guardian must sign for everyone under 18. Release forms are completed electronically. - Some states or campuses may require paperwork, background checks, and/or training beyond what MOVE normally requires. Any additional requirements for the event you choose will be communicated to you.

8 Appendix of Necessary Forms Discipline, Liability, and Medical Release Form (Will be completed Electronically via the link sent to you when you register). Background Check Verification Form (Print One per group with complete background checks) Adult Disclaimer Form (Print One per Leader without background check)

9 MOVE Background Check Verification Print One per Group (with valid Background Checks)

10 Adult Disclaimer Form Print One per Adult (without Background Check)

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