David

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From: "James R. Pittman"
To: David Carrier, 4H.gwia."JZych@solarquest.COM",
4H.gwia."aeb@solarquest.com"
Subject: Youth Roundtable Forms and Logistics
Message: David,

I have attached the revised forms for your perusal. These drafts do not have contact info, so once we establish the best contact routes I can insert that and finish up the forms. Allan Baer and I are also preparing an intro/orientation piece, so once the parts are ready we can begin to put together the whole packet. In addition to sending out hard copy packets, we would like to offer a PDF format download that delegates can print out through the Virtual Schoolhouse. This would be a low cost way to streamline the process.

Some questions as our logistics begin to get worked out:

First, do we want to put out a Press Release template that can be used to announce the Youth Delegate's selection in publications from their local community. This would help in bringing long-distance attention to the "roving reporter" concept.

Yes!

Who do we want to list as the primary contact? (Please note that SQ will have at least one cell phone with an 800# onsite for news-team coordination and emergency contact).

The cell phone number would be perfect to give to the families of the youth. Let's make sure that that phone is also at the airport on the day of arrival to handle any travel emergencies.

This raises another question we will have to ask GETF: how will we transfer the youth to the hotel? My guess is that we will use airport shuttle services if the hotel doesn't have one.

We should also cover the youth's expenses getting to their hometown airports.

And I'm not sure what we will do for the meals during the event that aren't part of the program (those meals "on your own".)

What are the chaperone/youth ratios we are looking for?

We generally operate with one chaperone for every seven youth.

Is any party insuring this aspect of the event, and are there any specifications that come with that?

We always purchase insurance for all participants in National 4-H Council events. It is only 23 cents per youth per day with American Income Life Insurance Company. I can set this up and ask GETF to reimburse 4-H for the costs. It is really a minimal expense and a VERY good idea.

Will constant supervision be required at all times for some or all age groups? If so, how can we most easily coordinate the youth delegates as "roving reporters" concept that has interested the Planning Committee?

Good question. The concept of having chaperones and then having the youth roam seems contradictory. But I'm all for the roving reporter idea. I think this question needs further discussion with the Roundtable Planning Committee.

What are the accommodation logistics? Are kids staying an a hotel, and if so, who is arranging this? Do we want different curfews for different age groups?

I am assuming that GETF will handle the logistics once the youth are identified. National 4-H Council staff will be staying at the hotel right across the street from the Convention Center in Detroit (Hotel Pontchartrain) and I hope that the youth can stay there as well. I don't know what will happen if they can't stay in the same hotel! I would recommend one curfew time for all of the youth. The hotel will have its own rules which have to be followed, too, such as quiet hours, etc. We have to set rules for use of telephone, personal charges, etc. We also have to figure out how to deal with the room deposit that hotels require (usually a credit card!).

I could think up a dozen or so more, but you may already have all of this under control.

Please let me know how I might provide any further assistance.

Jim