Registration
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Registration Fees
Type of Registration |
Opens |
Closes |
Fee |
| Student Early Bird Full Payment | Aug. 15, 2014 | Jan. 14, 2015 | $599 |
| Student Early Bird Deposit | Aug. 15, 2014 | Jan. 14, 2015 | $100 |
| Student Early Bird Balance | due May 15, 2015 | $499 | |
| Student Regular Full Payment | Jan. 15, 2015 | April 14, 2015 | $649 |
| Student Regular Deposit | Jan. 15, 2015 | April 14, 2015 | $100 |
| Student Regular Balance | due May 15, 2015 | $549 | |
| Student Late | April 15, 2015 | June 15, 2015* | $699 |
| Adult Full Payment | Aug. 15, 2014 | May 15, 2015 | $599 |
| Adult Deposit | Aug. 15, 2014 | Apr. 14, 2015 | $100 |
| Adult Balance** | due May 15, 2015 | $499 |
*No new student registration will be accepted after June 15, 2015. Substitutions will be welcomed up to the start of the event.
**Adult volunteer applications will be accepted through June 15th.
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Registration Forms
Use of the Online Registration option may limit the need to complete some of the forms contained in your packet. The various registration forms you will need include:
• Student registration form
• Adult application form
• Adult pastoral recommendation form
• Special needs form
Detailed directions are on each form and include information on who completes 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.
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These groups are already registered for CHIC:
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Registration fees include:
• Attendance to: mainstage sessions, focus group seminars, on-campus recreation, service opportunities, and many other CHIC2015 activities
• 13 meals (from dinner 7/12 through dinner 7/16)
• 5 nights of housing & a safe environment
• Airport transportation to/from the Knoxville airport
• Limited accident insurance for the duration of the conference
• A cornucopia of additional benefits which do not fit easily into a list
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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; however, this service may be arranged and purchased through the University of Tennessee
• Early arrival housing; however this option may be arranged and purchased through the University of Tennessee
• Off-campus excursion options
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CHIC Contact
[creativ_columns structure=”33|67″][creativ_col position=”a”] If your church has not already done so, please select a CHIC Contact to represent your church as soon as possible. In some churches the CHIC Contact is a youth pastor, youth leader, adult volunteer or one of the parents 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 prior to CHIC.[/creativ_col][creativ_col position=”b”] The CHIC Contact is responsible for the following:
• Recruiting the appropriate number of same gender counselors to accompany your group
• Collection of all student registration forms; 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
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 the CHIC Liaison from your conference for help securing a CHIC Contact for both churches.
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Group Registration
[creativ_columns structure=”50|50″][creativ_col position=”a”] The 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. Staff should register with the youth group from their church; staff will be housed with their church’s youth group while at CHIC. If an individual wishes to register as 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. In this case 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.
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4. Fill out a group registration (either paper or online) form 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 the CHIC Contact.
• List students and adults registering as part of your group. Include only registrants whose payments are enclosed.
• Calculate the registration fees due for your group using the registration fee 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 an adequate number of same sex counselors for their 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. Students must have a same sex adult chaperone identified to attend CHIC.
• All groups must have an adult CHIC Contact handling registration. 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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Payment Parameters
All payments must be made using a church check, made payable to “The University of Tennessee.”
Personal checks for registrations fees must be channeled through the local church. Students and adults contributing to their registration fees or deposits must make their checks payable to their local church; the local church will in turn issue a check for the registration fees of the groups 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.
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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
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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
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Mailing & Shipping Address for the University of Tennessee
[creativ_columns structure=”50|50″][creativ_col position=”a”] US Postal Service:UT Conferences
Attn: CHIC 2015
P.O. Box 2648
Knoxville TN 37901
[/creativ_col][creativ_col position=”b”] Alternate Carriers:
UT Conferences
Attn: CHIC 2015
600 Henley St.,
Suite 212
Knoxville TN 37902
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Cancellation Policy
All 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 posted toward the original registrant’s account will be transferred directly to the substitute’s registration account. Students are not allowed to attend CHIC without a same-sex adult chaperone.
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Submit cancellations via mail, fax, or email.
[/creativ_col][creativ_col position=”b”]Refunds
[/creativ_col][/creativ_columns] [creativ_columns structure=”25|25|25|25″][creativ_col position=”a”] Mail:UT Conferences
Attn: CHIC 2015
P.O. Box 2648
Knoxville TN 37901
[/creativ_col][creativ_col position=”b”] Fax:
865-974-0264
[/creativ_col][creativ_col position=”c”] Email:
conferences@utk.edu
(please include “CHIC2015”
in the subject line)
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| Postmark Date | Amount Refunded |
| By May 15, 2015 | Total balance paid less $100 |
| May 15, 2014 to June 15, 2015 | Total balance paid less $150 |
| After June 15, 2015 | No refund except for medical emergency* |
*In the case of medical emergency, requests for a full refund must be in writing and accompanied by a letter from the registrant’s physician.
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