NEW Chaperone Webinar - 2020 1/22/2020 Diocesan Youth Convention - - PDF document

NEW Chaperone Webinar - 2020 1/22/2020 1

Diocesan Youth Convention 2020 NEW Chaperones Webinar

(up to 3 years experience)

Webinar Housekeeping Webinar Housekeeping Webinar Housekeeping Webinar Housekeeping

All Lines Are Muted Type Question Into Q&A Box, Times to Address them Click on hand icon to raise your hand (We will unmute you and you can ask your question) Session is being recorded for playback later REFERENCE GUIDE: dobyouth.org in Convention section, under “For Adult Leaders”

For Questions For Questions For Questions For Questions

John Mann

Hall Duty/Health & Safety

Diane Ruminski

Registration/Payments

Mike Slish

Expo/Awards/ Youth Board/Social Media

Kathy Goller

Safe Environment/ Scholarships/ Breakouts Stations of the Cross

Sarah Leahy

Mainstage

Kaitlin Garrity

Small Groups

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Convention Goals Convention Goals Convention Goals Convention Goals

Healthy, positive experience

• f Christian community

Connect with God Know and live Catholic faith more fully Grow in personal wholeness & holiness Evangelize & be Evangelized (share stories of Christ’s action in their lives) Put faith in action as disciples

Christus Vivit/Christ is Alive – most recent

apostolic exhortation from Pope Francis, released March 2019

Pastoral letter after Synod on Young People,

Faith and Vocational Discernment – ties in with National Dialogue and other movements focused on the youth of today

Particular focus on Chapter 4 “A Great

Message for Young People” / kerygma

Friday – A God Who Is Love

Affectionate parent, created in God’s image, infinite worth

Saturday – Christ Saves You

Power of the cross, salvation from sin, unending forgiveness

Sunday – Christ is Alive/

The Spirit Gives Life Not something from the distant past but Jesus is working in our lives today and wants to be in relationship

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Quick Convention Overview Quick Convention Overview Quick Convention Overview Quick Convention Overview (Adult Ref Guide p2) (Adult Ref Guide p2) (Adult Ref Guide p2) (Adult Ref Guide p2)

• General Sessions, including Keynote presentations
• Adoration Friday Night
• Expo – Games, Prayer, Coffee House, Sports, Service, etc.
• Daily Mass – Saturday morning (optional)
• 1 Round of Breakout Sessions
• Stations of the Cross plus Intergenerational Faith Sharing on

Saturday afternoon

• Reconciliation & Parish Prayer Time - Saturday Night
• Small Groups - Mixed parish, led by teens/junior advisors (Fri,

Sat, Sun)

• Closing Liturgy on Sunday

NEW/DIFFERENT for 2020 NEW/DIFFERENT for 2020 NEW/DIFFERENT for 2020 NEW/DIFFERENT for 2020

Online Registration!! (Ref. Guide pg. 7) Hall Duty: Group Leaders exempt; all other Adults and Junior

Advisors do one shift. Only need non-programming time covered (Health and Safety team will cover programming time)

Saturday Morning Mass in Prayer Chapel (Wright Room) Expo – Sign up in advance (online) for Escape Room The Convention will be a donation site for Colvin Cleaners’

Gowns for Prom—you may bring gently used homecoming/prom gowns, shoes, accessories

NEW/DIFFERENT for 2020 NEW/DIFFERENT for 2020 NEW/DIFFERENT for 2020 NEW/DIFFERENT for 2020

Saturday afternoon activities (1:00-4:00 PM) Short Keynote – Katie Prejean McGrady (1:00-1:30 PM) Stations of the Cross service (1:30-2:30 PM) Includes youth and adult witnesses – very brief – for each

station

Explanation of Intergenerational Faith Sharing / Move to smaller

rooms (2:30-3:00 PM)

Intergenerational Faith Sharing (3:00-4:00 PM)

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NEW/DIFFERENT for 2020 NEW/DIFFERENT for 2020 NEW/DIFFERENT for 2020 NEW/DIFFERENT for 2020

(Adult Ref Guide (Adult Ref Guide (Adult Ref Guide (Adult Ref Guide p10 p10 p10 p10-

• 11)

11) 11) 11)

For Intergenerational Faith Sharing Invite adults from your parish to come for the whole

afternoon and participate in your faith sharing groups; invite 2 adults for each small group (Ref. Guide pg. 3)

Use Invitation (in handouts) Youth in small groups (use same groups as parish prayer time) Adult chaperone assigned to lead that group for prayer also

facilitates conversation

“Extra” adults or JA’s can be added in to any of

your groups

SAME AS 2019 SAME AS 2019 SAME AS 2019 SAME AS 2019

Adoration on Friday night, procession to prayer chapel Saturday evening – 2 different locations – Reconciliation &

Parish Prayer Time; start at one pre-assigned location/activity and move to the other when your group is done

Adult Breakouts – Saturday 11 AM

Breakout w Katie Prejean McGrady – Praying with and for Our Teens – training for any adults who are new at

leading Parish Prayer Time

SAME AS 2019 SAME AS 2019 SAME AS 2019 SAME AS 2019

No saving seats for general sessions Please do not use the stairs with your group Pizza Ordering Times

Friday 5:45-6:45 PM Saturday – DURING LUNCH – 12:00-1:00 PM

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Parish Prayer Time Parish Prayer Time Parish Prayer Time Parish Prayer Time

(Adult Ref Guide (Adult Ref Guide (Adult Ref Guide (Adult Ref Guide pg. 10

• pg. 10
• pg. 10
• pg. 10-
• 11

11 11 11) ) ) )

Sat Night – Intentional Parish Group Prayer No more than 5-6 teens in pre-arranged groups

• Group Leader sets groups BEFORE Convention
• Same groups you’ll use for Intergenerational Faith Sharing
• Be sure your teens know whose group they are in/get to know

their group Each needs a designated Adult Facilitator (no Jr Advisors)

Should be comfortable facilitating discussion with teens and with

leading prayer and praying with teens

Will follow up with teens in group post Convention

Parish Prayer Time Parish Prayer Time Parish Prayer Time Parish Prayer Time

(Adult Ref Guide pg. 10 (Adult Ref Guide pg. 10 (Adult Ref Guide pg. 10 (Adult Ref Guide pg. 10-

• 11

11 11 11) ) ) )

Preparing Adults to Lead Parish Prayer Time

1.

Group Leaders: Prepare them yourselves in advance; consider practicing as an adult group, or do it with your teens to prepare them too!

2.

Workshop: “Praying With…”

• Sat. Feb. 22; 9:30 – 11:30 AM at Annunciation in Elma

Register at www.dobformation.org - Under “Live Classes” 3.

Workshop on site during Breakouts (Sat. 11 AM – 12 PM)

MIXED PARISH Small Groups MIXED PARISH Small Groups MIXED PARISH Small Groups MIXED PARISH Small Groups

Same as Convention Small Groups in the past Mixed Parish/Age/Gender Teen/Jr Advisor Facilitators VOLUNTEERS NEEDED! **Each parish is asked for 2 teens!** Invite young leaders in your group Training at Our Lady of the Sacred Heart, Orchard Park (must attend 1 session): Saturday, Feb 8th - 10:00AM – 1:00 PM Thursday, Feb 13th - 6:00 PM to 9:00 PM Sign Up: dobyouth.org under Upcoming Events Let all your teens know they will be put in these groups ahead

• f time so they can mentally prepare

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PRE-CONVENTION REMINDERS

SOCIAL MEDIA SOCIAL MEDIA SOCIAL MEDIA SOCIAL MEDIA

Facebook.com/BuffaloCatholicYouth

@YoungFaithWNY @YoungFaithWNY

#ChristLives2020

Two Steps

1.

GROUP Registration – Group Leader completes

• Group leader contact info, Safe Environment compliance letter,

Parish Dinner Info, Profile of each attendee – with EMAIL ADDRESS, Rooming List 2.

INDIVIDUAL Registration – EACH person (or parent) completes

• Complete contact info, Package choice, Involvement, Emergency

contacts and health information, Permissions and releases, Payment

Watch tutorial videos for help

Online Registration Online Registration Online Registration Online Registration (Adult Ref Guide (Adult Ref Guide (Adult Ref Guide (Adult Ref Guide pg pg pg pg 6 6 6 6) ) ) )

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Group Leaders –View Only Admins

1.

Group Leaders will be set up as View Only Admins in the Individual registration system

• This will allow you to keep track of your group’s registrations, view

medical information, know who to follow up with

• Tutorial video under “For Adult Leaders” explains how to use this

system 2.

Don’t need to keep hard copies of the Permission slips with you; all/most will be online documents/e-signatures

• We can print quickly onsite if needed

Online Registration Online Registration Online Registration Online Registration (Adult Ref Guide (Adult Ref Guide (Adult Ref Guide (Adult Ref Guide pg pg pg pg 6 6 6 6) ) ) )

PRE PRE PRE PRE-

• Convention

Convention Convention Convention – – – – Important Dates Important Dates Important Dates Important Dates

Registration cut-off dates (Adult Ref Guide pg 6):

Registration is due 1/24, please register ASAP Changes and additions at no charge until Fri 2/7 at 4:30pm $10 per change 2/7 until 2/14 No room changes or additions to Hotel after 12pm on 2/14

Partial Packages still available after that, but not overnights Cancellations – can be done by parents online until 2/7; after 2/7 must

be sent in writing to Diane Ruminski prior to on-site registration for a refund (minus $25)

Sign up for Hall Duty by 2/14 Sign up is part of Individual Online Registration process! Banners – Deadline 2/25 (Reference Guide pg 3)

PRE PRE PRE PRE-

• Convention

Convention Convention Convention – – – – Youth Youth Youth Youth

Expo

Sign up in advance online for Escape Room Bring gently used prom/homecoming gowns, shoes, accessories Bring $ for snacks and vendors

Coffee House on Friday & Saturday (bring instruments) Collection on Sunday – National Federation for

Catholic Youth Ministry & Diocesan Scholarship Fund

Review Rules w /Youth before Convention –

• esp. Illegal substances & Dress Code

(Adult Ref Guide pgs 7-8)

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PRE PRE PRE PRE-

• Convention

Convention Convention Convention – – – – Youth Youth Youth Youth

Liturgical/Music Ministers Music Rehearsals: Feb. 4, 18, 27 (7-9 PM) at St. Bernard’s, 1990 Clinton Street, Buffalo

Mary Palmer marypalmermusic@gmail.com

Lectors, EM, Altar Servers, etc.: Contact Mike Mixed Parish Small Group Leaders (youth/JA) – Training at Our Lady of the Sacred Heart, Orchard Park (must attend 1 session): Saturday, Feb 8th - 10:00AM – 1:00 PM Thursday, Feb 13th - 6:00 PM to 9:00 PM Sign Up: dobyouth.org under Upcoming Events

QUESTIONS ABOUT ANYTHING COVERED SO FAR? CONVENTION EVENT REMINDERS

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Event Reminders Event Reminders Event Reminders Event Reminders -

• Opportunities

Opportunities Opportunities Opportunities

Prayer Chapel –Wright Room above Expo, all weekend Swimming Pool (Sat. only, 4:30 – 6:30 PM) Expo –There are a LOT of activities! Help your teens actually ENGAGE in the Expo activities. They tend to “browse” but not commit. Help them find things that they will enjoy! May bring snacks/food into hotel rooms; no appliances

No outside food in banquet rooms or restaurant

Two meals provided – Sat. Lunch & Sun. Brunch – **communicate special needs in advance in online registration Grab-and-go breakfast available Sat. morning in Coffee Shop (lobby) Late-night Pizza: NOTE ORDERING TIMES!!

Delivery in Expo 15 minutes before the end of activities

Event Reminders Event Reminders Event Reminders Event Reminders – – – – Food Food Food Food (Adult Ref Guide

(Adult Ref Guide (Adult Ref Guide (Adult Ref Guide pg pg pg pg 4) 4) 4) 4)

Parish Dinners (Saturday) – may go out or stay in

Buffalo Grand – Derricka 716-845-5100,

Menu/Reservation Info at dobyouth.org under “For Adult Leaders”

Other nearby restaurants – eg. Pearl Street Grille Be sure to fill in your parish dinner plans in the

GROUP registration system.

Event Reminders Event Reminders Event Reminders Event Reminders – – – – Food Food Food Food (Adult Ref Guide

(Adult Ref Guide (Adult Ref Guide (Adult Ref Guide pg pg pg pg 4) 4) 4) 4)

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Event Reminders Event Reminders Event Reminders Event Reminders – – – – Meeting with Group Meeting with Group Meeting with Group Meeting with Group

If you wish to meet with your group in a hotel room, must have a signed business card from John, Sarah, Mike, or Kathy Hotel cannot provide banquet rooms for outside food

Event Reminders Event Reminders Event Reminders Event Reminders – – – – Check In Procedures Check In Procedures Check In Procedures Check In Procedures (Adult Ref Guide

(Adult Ref Guide (Adult Ref Guide (Adult Ref Guide pg pg pg pg 5) 5) 5) 5)

REGISTRATION: Friday 4:30-6:30pm Erie Ballroom Group Leader (+helper) pick up Registration Packets Recommend parking in the parking garage

Take a ticket at entry, get a coupon at Registration, and receive complimentary parking (including in & out privileges)!

Wristbands CHECK ALL HOTEL ROOMS ON ARRIVAL

Check heat and plumbing/water, cots and towels, prior damage. Report all problems to the front desk immediately (while repair staff is

still available).

Event Reminders Event Reminders Event Reminders Event Reminders -

• Late Arrivals

Late Arrivals Late Arrivals Late Arrivals

(HIGHLIGHT (HIGHLIGHT (HIGHLIGHT (HIGHLIGHT pg pg pg pg 5 5 5 5 – – – – Adult Reference Guide) Adult Reference Guide) Adult Reference Guide) Adult Reference Guide)

If arriving 6:30-11 PM Friday, youth should go to Welcome Center on 3rd fl to meet Group Leader. Group Leader will accompany youth to Room #321 to get wristband and go to room Please no arrivals after 11 PM Friday. Arriving Sat. morning is preferred. Saturday Arrivals go to the Lobby

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Event Reminders Event Reminders Event Reminders Event Reminders – – – – Rules & Guidelines Rules & Guidelines Rules & Guidelines Rules & Guidelines (

( ( (pgs pgs pgs pgs 7 7 7 7-

• 8)

8) 8) 8)

Illegal substances – including vaping products Cell phones Name badges/Wristbands ($5 replacement) Youth cannot leave/return to hotel without being signed out/in by an adult leader in Room 321

Please use the Group Registration system to notify us ahead of time of your

Saturday Parish Dinner Plan, no need to sign out separately then

Please help to chaperone the dance!

Evacuation Plan Evacuation Plan Evacuation Plan Evacuation Plan (Adult Ref Guide

(Adult Ref Guide (Adult Ref Guide (Adult Ref Guide pg pg pg pg 11) 11) 11) 11)

If hotel must be evacuated, take shoes and coat, leave thru nearest exit and move toward fountain in front of hotel Be sure to keep roadways and driveways clear for emergency vehicles! If situation will take time to resolve, group will be escorted to St. Joseph Cathedral Sit as a group in Cathedral; Group Leaders take attendance – report to Staff

Active Shooter Protocols Active Shooter Protocols Active Shooter Protocols Active Shooter Protocols

(Adult Ref Guide (Adult Ref Guide (Adult Ref Guide (Adult Ref Guide pg pg pg pg 11 11 11 11-

• 12)

12) 12) 12)

Spread the word: If you SEE something, SAY something!

Report anything suspicious (person, unattended bag, etc.)

If emergency occurs while in your hotel room, shelter in

place and secure doors. (Remain quiet, turn off lights, music, TV and set phones on silent or vibrate.)

If emergency occurs during event programming: Flee Hide Tell teens to get to safety/shelter in safe place and contact

group leader as soon as they can.

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Check scene for safety Check victim’s ABCs & state of consciousness If ABCs compromised, call 911. If not, call Room 321 or find walkie-talkie. Nurse and group leader will evaluate and communicate with parents Transport to hospital via ambulance or their parent

• nly

Event Reminders Event Reminders Event Reminders Event Reminders – – – – Emergencies Emergencies Emergencies Emergencies (

( ( (pg pg pg pg 12) 12) 12) 12)

Do not dispense any medications to youth – must bring their own. Report illness to Staff or Health & Safety

Particularly any communicable illness

If cannot attend sessions, person should go home If medical personnel approves brief rest, Staff/Health & Safety contact Room 321 and arrange for supervision of Respite Room. Resting in hotel rooms is not allowed. Group Leader and hall monitor to check on youth every hour

Event Reminders Event Reminders Event Reminders Event Reminders – – – – Illnesses/Injuries Illnesses/Injuries Illnesses/Injuries Illnesses/Injuries (

( ( (pg pg pg pg 12) 12) 12) 12)

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New this year: Group Leaders exempt from Hall Duty All other Adults/Junior Advisors coming for the whole weekend MUST do Hall Duty Shifts are only for non-programming time Health & Safety Team will cover during programming time Sign up is part of the registration process in the Individual Online Registration system

Select a shift after you select your Convention package registration If you are helping with Room Check, do not sign up for shifts which conflict with room check

Event Reminders Event Reminders Event Reminders Event Reminders – – – – Hall Duty Hall Duty Hall Duty Hall Duty

(Adult Ref Guide (Adult Ref Guide (Adult Ref Guide (Adult Ref Guide pg pg pg pg 13) 13) 13) 13)

Report for duty 10 minutes prior to shift at Room 321 Bring warm clothing/blanket and something to read Check in, pick up instructions, enter raffle Coffee & cookies available in Room 322 for those CURRENTLY on

Hall Duty – please enjoy

Remember our purpose:

Support each other in maintaining a safe environment Support each other in 2-adult deep coverage when necessary

Notify Health & Safety Team of any problems Group leaders MAY take youth back to rooms to get something if

2nd adult present (could be Hall Monitor)

Event Reminders Event Reminders Event Reminders Event Reminders – – – – Hall Duty Hall Duty Hall Duty Hall Duty (

( ( (pg pg pg pg 13) 13) 13) 13)

Group Leaders (ONE per Group) meet in Coffee House at 11:10pm on Fri and 11:40pm on Sat. to receive instructions Prearrange to meet your other Adult Chaperone(s) on floors for Room Check – no Jr Advisors Check that your youth are “tucked in,” read them announcements, pray with them Group Leaders only - Return Room Check Report to Room 812 (Hospitality Suite)

Event Reminders Event Reminders Event Reminders Event Reminders – – – – Room Checks Room Checks Room Checks Room Checks

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Reconnect, not re-create; Convention is for the teens Important role model. . . ALSO a chaperone Follow rules for youth, Code of Conduct for adults Be in compliance with Safe Environment policies (before

weekend) and protocols (during weekend)

Hall Duty – 2 shifts Can be Mixed Small Group Leaders (not parish time groups) Cell Phones/Relationships

Junior Advisors Junior Advisors Junior Advisors Junior Advisors (Adult Ref Guide

(Adult Ref Guide (Adult Ref Guide (Adult Ref Guide pg pg pg pg 10) 10) 10) 10)

BRINGING IT HOME BRINGING IT HOME BRINGING IT HOME BRINGING IT HOME

Resource Guide

• Coming soon!
• from Lifelong Faith Formation &

Youth & Young Adult Ministry

• Connects Convention theme to the Confirmation curriculum
• Provides resources (video links) and suggestions for how to follow up

with your teens after Convention

• Ways to use ChristusVivit as a ministry resource
• Will send to group leaders/youth ministry leaders as soon as it’s

available

(Adult Ref. Guide pg. (Adult Ref. Guide pg. (Adult Ref. Guide pg. (Adult Ref. Guide pg. 14) 14) 14) 14)

BRINGING IT HOME BRINGING IT HOME BRINGING IT HOME BRINGING IT HOME

• Small Discipleship Groups – CHRISTUS VIVIT Discipleship

Group Resource, Youth Edition! (coming soon)

• At regular youth nights/faith formation check in…

Have you noticed times when Christ seemed alive in your life this week?

• Follow up with your Parish Small Group members based on what they

shared during the Convention, esp. during Parish Prayer Time

• Gather again as small community after if possible
• At least phone call
• Plug your “on fire” teens into deeper opportunities … Like the Catholic

Leadership Institute and On the Road!

(Adult Ref. Guide pg. 15) (Adult Ref. Guide pg. 15) (Adult Ref. Guide pg. 15) (Adult Ref. Guide pg. 15)

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Do weekend WITH them Know and support all rules; set boundaries Ask questions, meet people, network Check out: Check rooms, collect keys, go to front desk to check out Do NOT store luggage in ballrooms if you are leaving early!

Closing Reminders Closing Reminders Closing Reminders Closing Reminders

QUESTIONS?

DEPT OF YOUTH & YOUNG ADULT MINISTRY

716-847-8789 dobyouth.org youth@buffalodiocese.org Facebook.com/BuffaloCatholicYouth @YoungFaithWNY #ChristLives2020