What are the important dates we need to know?

• Monday, February 7: Scholarship applications due by 11:59pm
  • Scholarship applications only open for new registrations
• Friday, February 11: 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)
• Friday, February 25: CampDoc medical/dietary information due online
• Friday, March 4- Sunday, March 6: Regional Convention

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 March 1-3rd. 

PCR tests or rapid 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 must be worn by 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 enough masks to wear for the entire weekend. 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.

What is the scholarship process?

1. By Monday, February 7 at 11:59pm: Complete the scholarship application (apply here) *Scholarship applications only open for new registrations*
   • Late applications will not be accepted for any reason.
   • This is needs based financial assistance and scholarship forms without AGI (adjusted gross income) will not be considered
   • Note that we do not typically award more than 50% of the convention cost.
2. On Wednesday, February 9: Each family will be contacted via email with scholarship allocation information and next steps.
3. By Friday, February 11: Accept/deny your scholarship award- directions will be provided via email on how to accept/deny. If you do not accept/deny your scholarship award by this time, your scholarship will be released.
4. Between December 13 and February 11 at 11:59pm: Register for convention.
   • IMPORTANT: By applying for scholarship you are NOT guaranteed a spot at convention. You must register as detailed above using the same email address you use for the scholarship application. When you register for convention the website will automatically deduct your scholarship award from the total cost.  If convention fills and you are placed on the waitlist your scholarship will be put on hold until if/when space becomes available.
   • Your scholarship will be deducted based on the cost of convention at the time you register. This is different than in the past, so PLEASE be sure to register before Early Bird ends on December 26th to maximize your scholarship opportunity.
   • All convention fees must be paid by the final registration deadline unless the family has had a conversation with the Regional Director.

Can I register after the registration deadline? No. Registration closes at 11:59pm on Friday, February 11. If a teen wishes to register after this date he/she should not expect to be able to attend convention. We do our best to accommodate but it can’t always work. Once registration closes, we send our numbers to camps and hotels for food and rooming, and it can be difficult to make changes.  

What is the cancellation/refund policy?  The deadline to cancel with a full program refund is the final registration deadline for this program. 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.

Are there an unlimited number of convention spots? No. Our space at the hotel is limited based on program and rooming space. We have a limited number of spots and will move to a waitlist once we have reached our maximum. We encourage all participants to register as early as possible.

CONVENTION BACKGROUND 

Who is convention for? Ruach is for every Jewish teen involved with BBYO and any teen interested in becoming more involved in BBYO. Chapter leaders, chapter members, new members, eighth graders, freshmen, sophomores, juniors, and seniors are all invited. No leadership role or prior program participation is required to participate. Teens must be registered members of BBYO to attend convention.

Why should I attend convention? BBYO conventions are one of the things that teens look most forward to during the school year. Conventions are planned and led by teens, and they are an opportunity for our region to come together as a community. Conventions provide teens with meaningful Jewish experiences and friendships that they will remember for years to come.

Where will I be? Will I be leaving the Hotel? Teens will be staying at the Hilton Portland Downtown in Portland, OR and will remain on-site for the duration of Ruach. Teens should not leave the hotel under any circumstances unless parents have been in communication with the Regional staff. 

What does programming look like? We like to keep some things a surprise! Here are some program highlights:

• Friday
  • Shabbat Experiences
  • AZA/BBG Separates
• Saturday
  • Shabbat Experiences
  • Big/Little Event
  • Havdallah and Song Session
  • Standup Event

ON-SITE LOGISTICS                                                                                                                           

How do I get to convention?

• Seattle: Bus transportation to convention is provided. Bus pick-up will be at 12pm on Friday, please plan to arrive by 11:30am. Drop-off is generally around 4pm on Sunday, pending return traffic. Bus timing and locations will be sent after registration.
• Portland: Teen participants must be dropped off/picked up by a parent/guardian or pre-arranged carpool. There is no provided bus transportation for those in Portland. Please drop off your teen on Friday March 4th, between 3:30pm and 4:00pm. Please plan to pick up your teen on Sunday March 6th at 1:00 pm.
• 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 February 25 at 11:59pm if you have late arrival or early departure needs.

Are there an unlimited number of convention spots? No. Our space at the Hilton is limited based on program and rooming space. We have a limited number of spots and will move to a waitlist once we have reached our maximum. We encourage all participants to register as early as possible.

How does rooming work? There will be 4 teens to one room. Please note teens may have to share beds. Due to teens having to share beds we are allowing rooming requests. While there is no guarantee, we will do our best to accommodate your requests. Please note: All requests must be mutual in order to be considered for registration.

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 and tree nut-free.

Can we store spare spirit items somewhere? - Teens will not be allowed to go to their rooms outside of designated morning, chofesh, and evening times. Chapters planning multiple outfits within time slots should bring down their change of clothes in backpacks. For safety and security purposes teens will be responsible for keeping their backpacks throughout convention. There will not be a storage space available for boxes, bags, etc. Teens are responsible for their own belongings. We do not recommend bringing valuables.

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.