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75th Annual

District Educational Conference

Online Registration

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Registration

Registration System, Forms, and Instructions for Key Club Advisors

Elections

Information for Candidates and Voting Delegates

Contests

Recognition for Key Clubs, Members, and Advisors

Schedule

Tentative Schedule
(subject to change)

Registration Costs

Early Bird Rates (by February 15, 2024):

  • Registration Cost: $200 per person

  • Hotel Room Cost: $155 per room per night

  • Total Cost :

    • Single Occupancy: $510​.00

    • Double Occupancy: $355.00

    • Triple Occupancy: $303.33

    • Quad Occupancy: $277.50​

Regular Rates (February 16, 2024 - March 1, 2024):

  • Registration Cost: $225 per person

  • Hotel Room Cost: $155 per room per night

  • Total Cost:

    • Single Occupancy: $535.00​

    • Double Occupancy: $380.00

    • Triple Occupancy: $328.33

    • Quad Occupancy: $302.50​

These prices apply to both students and chaperones.

No late registrations will be accepted after March 1, 2024.

 

Per Key Club International policy, all attendees must stay on site at the convention hotel for both nights.

Any dues-paid member of Key Club is welcome to attend DECON. However, please note that all students must be accompanied by a chaperone.

Online Registration through RegisterMyChapter

This year, we are utilizing an online registration system. This system will allow you to register students and chaperones, assign housing, upload required forms, and pay online or by check.

Online registration is open from January 2, 2024, through March 1, 2024.

A guide to using the system and a recorded demonstration are available below. Please note, only the Key Club’s primary faculty advisor will be provided with log-in credentials. DECON registration should NOT be handled by a student.

Required Forms

All Key Clubbers must submit:

  1. A completed medical form signed by a parent/guardian.

  2. A completed event publicity waiver signed by a parent/guardian.

  3. A signed copy of the Code of Conduct.

All Adult Chaperones must submit:

  1. A signed copy of the Kiwanis Youth Protection Policies & Procedures

  2. A completed event publicity waiver.

ALL FORMS MUST BE UPLOADED TO THE REGISTRATION SYSTEM BY MARCH 1!

The registration system will include ONE upload fields for each registrant. Please scan all three forms as a single PDF file for each student. If you do not have access to a photocopier or scanner in your school, you can use Adobe Scan or Camscanner on your iPhone or Android device to create PDF files with your device camera. Do not submit image files.

Payment

Payments are accepted by credit card (with a processing fee) or by check.  Please submit one payment for the entire Key Club.

 

ALL PAYMENTS MUST BE RECEIVED BY MARCH 15!

Discounts and Credits

There are two scenarios where we will need to apply a credit to your invoice before you finalize your registration:

  1. A student from your Key Club received a George Whitney DECON Scholarship.

  2. A student from your Key Club was elected to serve as a 2024-2025 Lieutenant Governor.

In both cases, that student's $200 registration fee is waived, but they are still responsible for their portion of the hotel room. This means the all-in cost for that student will be $77.50 if they are in a quad room or $103.33 if they are in a triple room.

In both cases, please email nebdkeyclub@gmail.com after you have finished adding students to your DECON registration. We will apply the credit to the invoice, at which point you can print and pay the invoice.

Please note, if a student from your Key Club is currently serving as a member of the 2023-2024 District Board, you should not register them for DECON. They will be registered by the District.

Late Registrations, Cancellations, and Substitutions

Late Registrations:

  • Registrations after the March 1, 2024 deadline will be denied unless the District can secure additional hotel rooms (which is unlikely).

  • Additions to pre-existing hotel rooms are generally possible with sufficient advanced notice.

Cancellations:

  • For any cancellations between March 1 and March 15, the District will provide a 75% refund of the attendee's registration fee.  Hotel rooms can only be refunded if all occupants cancel.

    • Please note, if you cancel a registrant after March 1 and have not yet paid the registration bill, you will still be expected to pay the non-refunded portion of the canceled attendee's registration.​

  • For any cancellations after March 15 but before April 1, the District will provide a 50% refund of the attendee's registration fee. Hotel rooms can only be refunded if all occupants cancel AND the hotel agrees to refund the room to the District.

  • No refunds will be issued on or after April 1 except in extenuating circumstances and dependent on the hotel agreeing to refund the District for the cancelled attendee's meals.

Substitutions:

  • A Key Club may replace one student with another student of the same gender in the same spot in a hotel room after the registration deadline at no cost.

  • A Key Club may replace one student with another student of a different gender who can be placed in an open spot in another one of their hotel rooms after the registration deadline at no cost.

  • Substitutions that require a new hotel room or placement with students from another Key Club will only be accepted if lodging can be secured and will be subject to the cost for the new hotel room (the cost of the old student's hotel room will not be refunded unless the spot is filled).

Finding Roommates from Another Key Club

Advisors may assign between 2 and 4 students to each hotel room. In some cases, a Key Club may want to share a hotel room with students of the same gender from another Key Club in order to save on hotel costs.  We have sent a "roommate finder" Google Sheet to all faculty advisors with their log-in instructions for the registration system.  Please use this to find another Key Club that has a partial room that you can combine with and reach out to the faculty advisor to arrange.

Contact NEBDKeyClub@gmail.com and request this change.  Please CC the advisor from the other Key Club so they can confirm that they consent to this.  Once both advisors consent to the shared room, we will make the change in the system.  Once we make the change, you will see it reflected on your Housing page.  Each Key Club will be billed for its portion of the room on their invoice.

Post-pandemic, we have decided not to go back to the old practice of automatically filling partial rooms with attendees from other Key Clubs.

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