FAQs (Frequently Asked Questions)

Registration Information

Q. How Do I Modify Our Team Registration? (Only the Team Adult Advisor may do this.)
A.)
1. Follow this link: https://www.eiseverywhere.com/ereg/modifyreg.php?eventid=121616 and login with your email and Team Name from the acceptance letter.
2. You will come to the “Additional Attendees” page where you will select which registrant
you would like to edit by clicking the edit icon to the right of the registrant name. You
may also add more registrants by completing the bottom half of this page which will then
take you through a new registrantion for that individual.
3. By clicking the edit icon it will prompt you to continue through all questions in which
you can change any information you would like.
4. After editing the registrant you would like, please click “Complete Registration.” This will
take you to the new “Registration Record” page where you are able to print each
individual confirmation by clicking the print icon to the right of the registrant name.

Q: Do you have to have a scholarship to attend?
A.) Yes, a team must have a scholarship to attend the Spring Youth Forum.

Team Adult Advisors/Chaperones

Q: What role does the Team Adult Advisor have?
A: The Team Adult Advisor, in addition to the roles of a chaperone, is the contact for all communication received from the Spring Youth Forum committee (i.e., travel, team acceptance, team questions, presentation information and needs, etc).

Q: Do we need to complete any forms after being accepted?
A: Yes. Please visit the Forms webpage for more information. There are forms/guidelines for both adults and youth participating as teams at the Spring Youth Forum.

Q: Are Continuing Education Hours or Credits available?
A: No, this is a youth-focused event. Everyone will receive certificates of attendance, but no hours will be available.

Application Information

Q: Are scholarships available?
A: Yes. This year, there will be scholarships available to youth teams with six (6) youth (and two (2) chaperones) maximum for a team total of eight (8). For more information please see Scholarships.

Q: Is it okay for a newly-formed youth group/team to attend the Spring Youth Forum even though they have not completed a project together?
A: No, teams must have completed a project by the time they attend the Spring Youth Forum in order to share and report regarding the full project and outcomes.

Q: Is my team too small? Too big?
A: A team can be as small as one (1) youth and one (1) Chaperone and as large as six (6) youth and two (2) chaperones. Remember, for every three youth, there must be at least one adult.

Q: Can our team apply for more than one chaperone per three youth (in reference to the 3:1 ratio of youth to chaperones)?
A: No. The ratio is minimum and maximum 3 youth to 1 chaperone. For 1-3 youth, a team may only apply to bring one chaperone; for 4-6 youth, a team must apply to bring two chaperones, but cannot apply to bring three chaperones.

Q: If I have a large team that has members from several different schools or organizations, do I submit one application for the whole team or separate applications for each school/organization?
A: Please submit only one Team Scholarship Application per team no matter how large the team may be or if members are from different schools and organizations. This does not guarantee that the team will receive the number of scholarships needed to accommodate the full team. The maximum number for a team is six (6) youth and two (2) adults.

Q: Will our team be notified if you have received our scholarship application and W-9?
A: Yes. Teams will receive notification of receipt of the scholarship application via email within 48 hours. The Team Adult Advisor, or the indicated contact email address, will receive the notification and all communication. Should your team contact not receive notification of receipt, it is the Team Adult Advisor's responsibility to confirm receipt.

Q: When will I find out if our team was selected to receive a scholarship?
A: As per the application, teams, via the Team Adult Advisor, should be notified no later than the deadline stated in the application.

Q: Do you have a waiting list?
A: Yes. Those not accepted in the first round will be placed on the waiting list in the event of a cancellation or partial cancellation of a team. Please continue to prepare to participate in the Forum until about 15 days before the conference in the event you are next on the waiting list. The deadline for cancellation and substitution is in place to give the Committee and chance to review open spots for the event. The Committee will follow-up with teams on the waiting list around this date.

Presentations

Q: Can our team present on more than one (1) project?
A: Teams at the Spring Youth Forum must present on one project (although the "project" may involve multiple "tasks"). Presentations and scholarship applications should involve one project. Please ensure your team reflects the data for your project on the Team Scholarship Application for review. "Project" may include more than one event/task; that is, in order to achieve a project goal, you may have more than one event, but all of the events assist in the desired outcome for the project. Finally, remember you only have a short time to present so be sure to be clear, concise, and focused (e.g. discuss and give examples regarding the project goal, objectives, description, outcomes, impact, etc).

Q: What is the maximum amount of time for our team presentation?
A: 8 minutes

Q: Does our team have to create an electronic presentation (e.g. PPT)?
A: No, this is not a requirement. Please feel free to create presentations that suit the team’s personality and the audience; such as: skits, group work, interactive presentations, singing, music, discussion, drama etc. Electronic (for example, PowerPoint, Adobe PDF) formats for presentations are NOT a requirement. For more details on audio visual, please see "Does Your Team Have Special Presentation Need?" on the Presentation webpage.

Q: What will the teams be judged on?
A: Teams will be judged on five (5) criteria relating to their project: application, team on-site voting, and adult (not members of teams) on-site voting. For more information, please see Judging Process.

Additional Participants/Guests

Q: Can I pay for team members who do not get a scholarship so they can participate?
A: No. There is limited capacity for participation due to space restrictions, therefore, extra team members who did not receive a scholarship may not participate/attend. However, be sure to indicate the extra members that would be interested on your form and the Team Adult Advisor will be notified if space becomes available.

Q: Can family/guests attend (those who did not receive a scholarship and just want to be present)?
A: No. It is of primary importance that as many youth teams are able to participate as possible, with as many youth participating as possible. Due to fire marshal codes and capacity limitations, only those who are receiving a scholarship may attend. Rooms, food or waterpark passes will not be made available to those not participating in the event (those who are not receiving a scholarship).

Acceptance

Q: If accepted, will our team receive an acceptance letter or information regarding travel? Who will receive the letter or information?
A: Yes. The Team Adult Advisor will receive a team award acceptance letter with details on the amount of the travel assistance, how many lodging rooms were awarded, how to register, among other details. Another letter with more details regarding the hotel and deadline reminders will be sent to the final teams participating about two (2) weeks before the Forum. All teams awarded a scholarship must register by the registration deadline, or they may lose their scholarship. Please read all of the information in your acceptance letters, as it is very important to follow the directions and meet the deadlines.

Q: Does the committee reserve the right to take back a lodging room awarded from a team if they do not register their whole team and their numbers fall below their initial approval/acceptane number?
A: Yes. A team may lose a lodging room if attendance drops. This is due to the budget and the needs for others. Please be considerate to other teams and people on the waiting list, or those teams who need more rooms due to unbalanced gender numbers. Keep the committee information so lodging and stipends may be re-allocated to those who need them. Thank you.