FAQ

What are the important dates we need to know?

• Sunday, September 18: Early Bird Registration opens ($399)
• Sunday, September 18: Scholarship applications open (apply here)
• Friday, October 14: Early Bird Registration ends at 11:59pm (price will increase to $450)
• Sunday, October 16: Scholarship applications due by 11:59pm
• Friday, October 28: Registration closes at 11:59pm. No refunds will be given after this date. No late registrations will be accepted.  (See full cancellation/refund policy below)
• Sunday, November 6: CampDoc medical/dietary information due online
• Thursday, November 10 - Sunday, November 13: Fall Ruach Regional Convention

Please see below for more Convention information:

What is the cancellation/refund policy?  The deadline to cancel with a full program refund is October 31st at 11:59pm. Until that date, full refunds will be granted for cancellations in writing (e-mail is acceptable), for any reason. After the registration deadline, partial refunds may be available based on convention expenses already paid (hotel, transportation, etc.). Within ten days of convention we’ve already confirmed final counts with our vendors, and no refunds will be given. “No shows” will not receive a refund.

COVID GUIDANCE FOR RUACH CONVENTION

What are your COVID procedures? BBYO is continually updating protocols to keep our community safe throughout the COVID-19 pandemic, while ensuring we are still able to provide programming for our teens. All participants, staff, and guests at convention must provide proof of full vaccination in order to attend.

Out of an abundance of caution, we have made the decision that all participants attending Ruach Convention must provide evidence of a negative Covid test. Teens’ negative COVID test proof will be checked by staff members at the bus stop (Seattle/Eugene), or at the convention check in table (PDX), along with vaccination cards. We will only accept tests taken between November 8th-10th. 

PCR tests or rapid antigen at home tests are both acceptable for this convention. If you are submitting an over-the-counter or take-home test that does not come with a lab report, please take a picture of yourself holding your test results. We must be able to see their face and their test results in the picture.

If for any reason you are unable to do this please contact EGR Regional Director, Justyn Jacobs, at [email protected] immediately. 

We recommend going to a Covid testing location that provides fast turnaround times. Here are some recommended options: 

• Check out local Covid-19 Testing Websites-
  • Seattle: https://kingcounty.gov/depts/health/covid-19/testing.aspx#sites
  • Portland: https://www.ohsu.edu/health/covid-testing-portland-expo-center
  • Eugene: https://lanecounty.org/government/county_departments
• CVS – Multiple area locations offer rapid testing
• At Home Rapid Tests are sold at many drug stores
• Any other location convenient to you, we recommend asking how long the results will take to ensure you get them in time for Friday.

Additional Covid Procedures:

• Masks
  • Masks are optional for all teens, staff, and guests through the duration of convention.
  • Masks do not need to be worn while eating and drinking, or when participants are inside their OWN sleeping rooms. Teens may only enter their own sleeping rooms.
  • Participants are asked to pack masks to wear incase of emergency. Staff will have extra masks and hand sanitizer available as needed, but not enough masks to provide for everyone.

*Policy Exceptions: We recognize that individuals with specific medical conditions may not be able to receive certain vaccines. In these instances, a physician documenting the problem and exempting the child from receiving that specific vaccine must be furnished to BBYO. In addition, if an individual or his/her family believes that a specific situation poses extenuating circumstances and furnishes a letter from a medical doctor (MD) substantiating this contention, BBYO’s medical team will review such situations on a case-by-case basis, and under certain circumstances, may make an exception.

PREPARING FOR CONVENTION                                                                                                        

What medical form does BBYO need? Within a week of registering for convention you’ll receive an email from CampDoc.com and will be able to fill out the form electronically. Please note that if you have attended another BBYO convention or will be attending International Convention you will use the same login and only need to update your information. You do not need a physical for this convention.

What if I take medication? Teens will be responsible for keeping and taking their own medications. These medications should be noted on your Campdoc medical form. We will not have a professional nurse on staff. We will have over the counter medicines if need be (Tylenol, Tums, Advil, etc.) and we do keep track of when teens are taking these meds from us.

What is the recommended dress? Stay tuned for a complete packing list. You’ll want to check in with your teen’s chapter for their planned spirit items. Teens will be at a outdoor camp, so pack accordingly. Teens are not permitted to wear clothing that is revealing, such as short skirts, cut off tank-tops, see-through tops, and may be asked to change clothes if necessary. Clothing that is profane or references to drugs or alcohol is also not permitted. We do not permit any spirit wear that is potentially offensive to any race, religion, sexual orientation, gender, etc. More specific information on acceptable clothing choices will be sent in the Ruach spirit guide.   

What should I pack? The recommended packing list includes:

• BBYO chapter spirit clothing (chapter-specific information will be sent by each chapter)
• Toiletries
• Jeans/slacks
• Casual shirts/blouses
• T-shirts
• Sweatshirts/sweaters
• Shabbat appropriate attire- Friday evening Shabbat attire should be nicer than typical casual clothes. Slacks and khakis with a polo shirt or button-down shirt are appropriate for Alephs, and slacks, khakis, skirts, blouses or dresses are appropriate for BBGs. Revealing short skirts or low cut tops are not permitted.
• Sneakers/casual shoes/dress shoes
• Pajamas
• Kippah, Tallit and Tefillin (if desired)
• AZA and BBG pins
• A camera
• Spending money (optional- see below)
• Masks
• *BBYO is not responsible for lost or stolen items. Please leave all unnecessary valuables at home.

Will I need spending money? Teens are advised to bring a small amount of spending money to Kehillah. During free time, teens may be given the option to purchase snacks with cash in addition to the snacks provided to them by BBYO. Also, teens may choose to purchase items at the Shuk (marketplace), showcasing BBYO ‘swag’ and apparel from chapters across the region. Items at the  Ruach Shuk typically cost between $1 and $35. BBYO is not responsible for lost or stolen items. Please leave all unnecessary valuables at home.

Need Extra Care? Conventions and overnights have their challenges for teens, especially our younger members. If your teen needs extra care during the Convention, either socially, physically or otherwise (anxiety, shyness, etc.), please reach out to EGR Regional Director, Justyn Jacobs, at [email protected]. For the safety and well-being of all our members, only our professional staff is able to arrange and/or provide extra care.

ON-SITE LOGISTICS

How do I get to convention?

• Seattle: Bus transportation to convention is provided and timing is subject to change. Bus pick-up will be at 11:30am on Thursday, please plan to arrive by 11:00am. Drop-off is generally around 8:00pm on Sunday, pending return traffic. Bus timing and locations will be sent after registration.
• Portland: Bus transportation to convention is provided and timing is subject to change. Bus pick-up will be at 2:00pm on Thursday, please plan to arrive by 1:30pm. Drop-off is generally around 6:30pm on Sunday, pending return traffic. Bus timing and locations will be sent after registration.
• Eugene, Corvallis, Bend, and Ashland teens will be sent information regarding transportation after registration.
• Please direct any travel questions to Justyn at  [email protected].
• Teens may NOT drive themselves to/from convention. There are no exceptions to this policy. If a teen drives to convention, they will not be allowed to participate in the program.
• What if I have to come late or leave early? No problem! If you have other commitments throughout the event that you’re unable to miss- don't worry! We will work with you so can attend. Late arrivals and early departures are typically no problem as long as we know in advance. Teens may not drive themselves to/from convention. Prorated convention costs are not available. Please email Justyn by October 31st at 11:59pm if you have late arrival or early departure needs.

How does rooming work? Teens are roomed randomly in rooms. We do our best to room teens with 1 other teen from their chapter although odd numbers and late registrations may cause this to not be possible. We also do our best to room teens with teens that are within 1-2 school years of one another. While we do not allow for room requests or room changes, any serious rooming issues should be brought to the staff’s attention immediately upon registration.

BBYO as an organization seeks to provide an inclusive rooming community and recognizes that our teens have a variety of gender identities, not limited to only male and female. Offering gender inclusive rooming creates a BBYO community where all teens are welcome and safe.

Based on teen feedback we have chosen, in addition to having gender inclusive AZA and BBG cabins, to provide an option for teens to room in a non-binary and non-gendered BBYO cabin! Non-binary is defines as an umbrella term for gender identities that are not solely male or female‍, or ‌identities that are outside the gender binary; while non-gendered is defined as not relating to people of one particular gender.  If a teen identifies as non binary or gender non conforming, in addition to gender-inclusive rooming, they will have an additional option to stay in our BBYO cabin.

Upon registering you will be asked about teens preference for rooming. They may choose between a BBG, AZA, or BBYO cabin to room in. Please note that all teens who would like to be placed in a BBYO must have parent, or guardian, consent to be placed in that cabin. A follow up email will be sent to confirm consent.

What are the meals like? What if I have a dietary restriction? All BBYO meals are Kosher Style with vegetarian and vegan options. We ask for allergy information and food needs on the online medical form and we appreciate you sharing information as soon as possible so that we can accommodate specific food needs and limitations. All BBYO conventions are peanut nut-free.

What is BBYO's supervision policy? BBYO has a minimum supervision ratio of 15 teens to every adult. All of BBYO’s professional staff have had background checks and are trained to work with your teens and keep them safe. The staff and advisors help to supervise teens before, during, and after programming. Teen safety is our #1 priority.

What is BBYO’s discipline policy? As a reminder, when you registered for membership you signed BBYO’s Code of Conduct, which outlines our policies for substance abuse, property damage, and behavior guidelines with the full understanding of our behavioral expectations as a member of BBYO. Rules and guidelines will be made clear to all participants upon their arrival at convention opening. Should one of our teens choose to act outside of our Code of Conduct, the incident will be addressed by the appropriate staff members. We have a zero-tolerance approach to any violation of the Code of Conduct and any discipline matter that comes to the attention of staff. If you are (or your teen is) dismissed from Ruach for disciplinary reasons or Code of Conduct violations, BBYO staff will arrange for travel home immediately, at your family’s expense and without a refund.