What is the cancellation/refund policy for Conclave?
The deadline to cancel with a full program refund is the final registration deadline for this program (Sunday, November 21st). Until that date, full refunds will be granted for cancellations in writing (e-mail is acceptable), for any reason. After the registration deadline (Sunday, November 21st), partial refunds may be available based on convention expenses already paid (venue, transportation, etc.). Within ten days of convention (Tuesday, November 30th) we’ve already confirmed final counts with our vendors, and no refunds will be given. “No shows” will not receive a refund.

I want to request a roommate! How can I make that happen?
There is a spot on registration for teens to request roommates. Please type in the first AND last name of the person you'd like to room with. We can only accommodate mutual requests, meaning the person you request must request you, too. We will do our best to honor requests but cannot make any guarantees. Please note that if you are registering through the Limited Roommate Pricing, both roommates must have registered at that pricing level in order to be roomed together. Please also note all participants are permitted ONE roommate request. For Limited Roommate Pricing, as long as that request is mutual and both teens register for Limited Roommate Pricing, they should be able to room together. For Standard Pricing, teens are still only permitted one request. If that request is mutual and both teens have registered at Standard Pricing level, we will do our best to keep those teens together and pair them up with another two teens to complete their room.

What is BBYO’s COVID-19 vaccination policy?

As of August 2021, BBYO is requiring all teens, staff, and advisors attending any overnight programs (chapter, city, council, regional, and international programs) based in the United States to be fully vaccinated (vaccination date plus two weeks). Currently, Moderna, Pfizer, Astra Zeneca, or Johnson & Johnson are the accepted vaccines.

Can my child present a negative PCR test in place of a vaccination to attend Conclave?
No. A COVID- 19 vaccination is required to participate in overnight programs.

Are medical exemptions allowed for the vaccination policy?
Yes. Each request will be reviewed by BBYO’s medical advisors. Parents will need to complete this form and submit documentation from a medical doctor providing the specific details preventing the participant from getting the vaccination.  

How will teens show proof of COVID vaccinations?
As part of the registration process for Conclave, parents will need to sign off on BBYO’s vaccine acknowledgement form here. This form will only need to be completed once, so if you have already completed it, you do not need to do so again. Teens with incomplete vaccine acknowledgement forms will not be permitted to attend Conclave, unless they have been approved by BBYO’s medical advisors for a medical exemption.

Is the food Kosher?
All food at conventions are kosher-style, meaning dairy and meat are not served together. However, the food served may not be cooked in a kosher kitchen. If you/your teens require strictly kosher food, please email Regional Staff at [email protected]  

My teen has a dietary restriction and/or allergy. Can you accommodate?
Yes - similar to the strict kosher option, we will ensure vegetarian, vegan, gluten-free, dairy-free meals are available if the Office is notified in advance. Please make sure to note this in the appropriate field in registration to ensure we can accommodate for your teen. All BBYO programs and events are nut-free.

My teen takes medication. What is your process for handling medication?
Teens are expected to self-administer their own prescription medication throughout the course of the convention weekend. We will not be collecting and distributing medication during the convention unless we receive a specific request from a teen’s parent.  If you would like to speak about your teen’s medication needs, please contact us.