A printed guidebook was sent to churches along with other registration materials at the end of June 2008, but the text has been reproduced in the posts below. Posting each chapter of the guidebook in this way makes for a quick and easy reference, and effectively makes the guidebook searchable with the search form at left. You may also download the guidebook in PDF format (16.9MB).
guidebook
Guidebook
Guidebook 00 – Introduction
WELCOME to the CHIC team! You play a critical role in making CHIC possible. We are thankful for the countless hours that you give to make this ministry possible for students. In a few months, CHIC 2009, UNDONE, will be upon us. We want to THANK YOU for sharing CHIC with students, parents, and your congregations as well as planning and fundraising for this ministry event. Thank you for coming alongside students as we consider what it means to be UNDONE!
UNDONE – it is an interesting thing to come in contact with the divine, for God does seem to undo the things that we have spent so much of our lives doing. The brilliant thing about that encounter is that after God has undone our work we are empowered to do all the undone work of the Kingdom.
CHIC’s purpose is to call a generation of students to invite Christ into their lives, to become like Christ, and to serve Christ every single day. We are on a journey as we follow Christ; a journey that is not yet complete, we are undone. We will learn together what it means to be on this journey toward completeness in Christ, and the fact that we are still undone is okay. The journey will not be easy, but we are all on this journey together.
CHIC 2009 will be held at the University of Tennessee in Knoxville, Tennessee from July 12-17, 2009. The CHIC Council, youth leaders, and volunteers from across the country are partnering together to make this ministry an important time of growth for each student and leader involved. Whether CHIC provides the first step of faith, or helps to pave the way toward the next significant leap in their discipleship journey, this will be a time when we come together to explore what it means to be UNDONE.
Kevin Farmer, CHIC 2009 Chair
Marti Burger, Director of Youth and Family Ministries
Guidebook 01 – Purpose and Core Values
CHIC exists to:
- Be a catalyst that inspires Christ-like change
- This lets us know that CHIC is a place on the journey. It serves as a place, an experience that uniquely and creatively inspires.
- This change is for the individual student, the larger youth group, as well as the church or ministry in which they are connected.
- Challenge students to see themselves as part of something bigger
- Inspire students towards the journey of following Christ
CHIC is committed to:
- Being accessible to any Covenant student
- Creating a lasting legacy
- Focusing on relevance to this generation
- Developing all areas of CHIC with excellence
- Recognizing and respecting the uniqueness of every individual
- Providing space for young people to have an experience they could not have at home
Guidebook 02 – Website
The CHIC website is your resource for everything related to CHIC! Visit the site and see where you can:
- Download all registration forms (coming soon)
- Find contact info for Conference and Regional Liaisons
- Find answers to your questions
- Learn about the Covenant World Relief offering (coming soon)
- Receive transportation planning tips (coming soon)
- Find resources to give you fundraising ideas
- Find info on:
- Mainstage session speakers (coming soon)
- Focus group topics (coming soon)
- On-campus activities (coming soon)
- Off-campus excursions (coming soon)
Guidebook 03 – Conference Liaisons
Conference and Regional Liaisons are a key component to the success of CHIC. Liaisons help plan for CHIC within their conferences and provide a critical link for effective communication between the conference and the CHIC Office. Liaisons are the primary contact persons for the CHIC Contact and Group Leaders from each local church.
Liaisons will answer questions and coordinate efforts in the following areas:
- Transportation to/from CHIC
- Counselor and adult training
- Matching students with counselors
- Pairing students/counselors from different churches together if needed
Alaska
Phil Cannon
1145 C St.
Anchorage AK 99501
Work: 907-277-3322
Mobile: 907-227-0764
phil.cannon@chic2009.org
Canada
Shauna Bennett
34025 RPO Fort Richmond
Winnipeg MB R3T 5T5
Work: 204-269-3437
shauna.bennett@chic2009.org
Central
Brian Zahasky
250 S. St. Mary’s Rd.
Libertyville IL 60048
Mobile: 847-372-2403
brian.zahasky@chic2009.org
East Coast
Christy Bouris
7 Clematis Rd.
Lexington MA 02421
Work: 781-861-0780
christy.bouris@chic2009.org
Great Lakes
Michigan (Lower Peninsula)
Steve Raisch
Thornapple Covenant Church
6595 Cascade Rd. SE
Grand Rapids MI 49546
Work: 616-957-0580
Mobile: 616-481-3186
steve.raisch@chic2009.org
Kentucky, New York (central and western), Ohio, Pennsylvania (central and western), Virginia (western), Tennessee
Jay Baehr
520 Fairmont Ave
Jamestown NY 14701
Work: 716-488-9310
Mobile: 716-397-8295
jay.baehr@chic2009.org
Midsouth
Becky Behling
1150 McNeill Rd.
Round Rock TX 78681
Mobile: 512-913-9913
becky.behling@chic2009.org
Midwest
Iowa, Kansas, Missouri, Nebraska
Kim Thompson
940 E Northview Rd.
McPherson KS 67460
Work: 620-241-4499
Mobile: 620-755-2138
kim.thompson@chic2009.org
Colorado
Jeff Berg
743 S. Dostero Dr.
Loveland CO 80537
Work: 970-667-4730
Mobile: 970-290-4216
jeff.berg@chic2009.org
Northwest
Kyle Gunderson
1631 First Ave. East
Internatinal Falls MN 56649
Work: 218-283-3365
Mobile: 763-486-8333
kyle.gunderson@chic2009.org
Chuck Knutson
17445 Notre Dame St.
Forest Lake MN 55025
Work: 651-464-2195 x112
Mobile: 651-329-0635
chuck.knutson@chic2009.org
North Pacific
Reid Olson
1715 228th Ave. SE
Sammamish WA 98075
Work: 425-392-8636
Mobile: 425-736-4404
reid.olson@chic2009.org
Erik Cave
107 NE 45th Ave.
Portland OR 97213
Work: 503-238-5950
Mobile: 503-703-8090
erik.cave@chic2009.org
Pacific Southwest
Northern California, Hawaii
Scott Nelson
913 Floyd Ave.
Modesto CA 95350
Work: 209-527-4110 x123
Mobile: 209-534-8036
scott.nelson@chic2009.org
Southern California
Erin Dougherty
5255 Mount Ararat Dr.
San Diego CA 92111
Work: 858-279-6130
Mobile: 858-335-3890
erin.dougherty@chic2009.org
Arizona
Jed Hollenbach
9755 N. La Cholla Blvd.
Tucson AZ 85742
Work: 520-575-1444
Mobile: 520-548-5837
jed.hollenbach@chic2009.org
Southeast
Alabama, Florida, Georgia, Mississippi, North Carolina
Anita Carey
10300 SW 162nd St.
Miami FL 33157
Work: 305-238-7852
Mobile: 305-720-8833
anita.carey@chic2009.org
Alabama, Florida, Georgia, Mississippi, North Carolina
Cathy Neal
621 Angell Rd.
Madison NC 27025
Work: 336-548-6420
ccneal11356@earthlink.net
Guidebook 04 – Registration
Fees and Deadlines
| Type | Fee | Begins | Ends |
|---|---|---|---|
| Student Early Bird Deposit |
$250 (deposit) + $249 (balance)[1] = $499 |
Nov. 1, 2008 | Jan. 31, 2009 |
| Student Regular Deposit |
$250 (deposit) + $285 (balance)[1] = $535 |
Feb. 1, 2009 | April 10, 2009 |
| Student Regular Full Payment |
$535 | Feb. 1, 2009 | May 8, 2009 |
| Student Late[2] |
$575 | May 9, 2009 | June 19, 2009 |
1 Balance must be postmarked by May 8, 2009
2 No new student registrations will be accepted after June 19, 2009
2 No new student registrations will be accepted after June 19, 2009
| Type | Fee | Begins | Ends |
|---|---|---|---|
| Adult Deposit |
$250 (deposit) + $249 (balance)[1] = $499 |
Nov. 1, 2008 | April 10, 2009 |
| Adult Full Payment |
$499 | Nov. 1, 2008 | May 8, 2009 |
1 Balance must be postmarked by May 8, 2009
Registration fees include:
- Attendance to mainstage sessions, focus group seminars, on-campus recreation, service opportunities, and many other CHIC 2009 activities
- 13 meals (from dinner 7/12 through dinner 7/16)
- 5 nights of housing
- Airport transportation to/from the Knoxville airport
- A safe environment
- Limited accident insurance for the duration of the conference
- A cornucopia of additional benefits which do not fit easily into a list
Registration fees do not include:
- Transportation costs to/from Tennessee (for information on efforts to coordinate transportation in your region contact your Conference or Regional 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
Registration Forms
Registration forms were mailed as part of the registration packet; they can also be downloaded from the registration page.
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.
CHIC Contact
If your church has not already done so, please select a CHIC Contact to represent your church as soon as possible. The CHIC Contact does not need to attend CHIC, but is responsible for managing the registration process for your church and resolving local questions as students and adults prepare for CHIC. In some churches the CHIC Contact is a youth pastor or youth leader; while other times the CHIC Contact is an 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.
The CHIC Contact is responsible for the following:
- Recruiting the appropriate number of same sex 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.
Guidebook 05 – Group Registration
The CHIC Contact will register the adults and youth from each church as one group, using the following guidelines:
- Students and adults must register with a church group. Individual student and adult registration forms will not be accepted.
- 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.
- 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.
- Fill out a group registration 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.
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.
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
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
Mailing and Shipping Address for the University of Tennessee
US Postal Service:
UT Conferences
Attn: CHIC 2009
P.O. Box 2648
Knoxville TN 37901
Alternate Carriers:
UT Conferences
Attn: CHIC 2009
600 Henley St.
Suite 212
Knoxville TN 37902
Cancellation Policy
All cancellation requests must be made in writing using the group registration form.
Submit via mail, fax, or email:
Mail
UT Conferences
Attn: CHIC 2009
P.O. Box 2648
Knoxville TN 37901
Fax
865-974-0264
Email
conferences@utk.edu
(please list CHIC 2009 in the subject line)
| Postmark Date | Amount Refunded |
|---|---|
| By May 4, 2009 | Total balance paid less $100 |
| May 5, 2009 – June 19, 2009 | Total balance paid less $150 |
| After June 19, 2009 | 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.
Should a counselor from your church group cancel and you are unable to provide an acceptable substitute, contact your Conference or Regional 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.
Substitution Policy
Student substitutions will be accepted at any time. Adult substitutions will be accepted until May 8, 2009. Substitutions will be accepted according to the following guidelines:
- Adult Only: All adult replacements/substitutions must complete the application process by May 8, 2009. The Conference/Regional Committee must approve the adult application before the substitution will be complete.
- Counselors Only: If a counselor from your church group cancels and you are unable to provide an acceptable substitute, contact your Conference or Regional 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 Only: Student substitutions will not be accepted on-site, unless the substitute has completed registration forms. If a student does not have a completed registration form, the student will be sent home at his or her own expense. Any reimbursement or refund must be resolved between the original registrant and the substitute; no refunds from the University of Tennessee will be issued.
- Written notice of the substitution, either for student or adult, must be sent by mail to: UT Conferences, Attn: CHIC 2009, P.O. Box 2648, Knoxville TN 37901. A registration form for the substitute and an updated group registration form must accompany the substitution request.
- Payments posted toward the original registrant’s account will be transferred directly to the substitute’s new registration account. If any reimbursements are necessary, they must be resolved locally between the original registrant and the substitute. No refunds from the University of Tennessee will be issued in the case of substitutions.
- Please do not call the University of Tennessee or the CHIC Office regarding substitutions. Contact your Conference or Regional Liaison with any questions.
Note: Exceptions to the Adult Substitution Policy must be approved by the CHIC Conference/Regional Committee and affirmed by the CHIC Council.
Guidebook 06 – Student Registration
Students must register with a church group attending CHIC. Students are not allowed to attend CHIC without a same-sex adult chaperone identified. If you do not have a counselor available from your church, it is possible to match your students with counselors from another church group. If you need help connecting with another group attending CHIC, please contact your Conference or Regional Liaison.
A master copy of the student registration form is located in the information packet. Use the master copy to make photocopies to distribute to students and parents. You may also download a copy of the registration forms from the CHIC website at www.chic2009.org.
The CHIC Contact is responsible for collecting all student registration forms and verifying that each form is completely filled out and signed by both a parent/legal guardian and student. Incomplete student or group 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.
The University of Tennessee requires that all registration fees are paid with church checks. Individual registration fees should be made payable to your local church.
Student Age Eligibility Policy
High school students are eligible to attend CHIC if:
- They will complete grade 9, 10, 11, or 12 in the 2008-2009 school year, AND
- They will be at least 15 years old as of September 1, 2009
Fees and Deadlines
Early Bird
Early Bird registration is a great way to lower the cost of CHIC for students and secure their spot early (two very important things!). There are two ways to secure your registration at the Early Bird rate of $499:
Full Payment: The cost of Early Bird Registration is $499 and opens November 1, 2008. Payment in full must be postmarked by January 31, 2009. Students who pay the full Early Bird rate of $499 by January 31, 2009 will receive a free CHIC T-shirt.
Deposit Only: Securing your spots beginning November 1, 2008 with a nonrefundable deposit of $250 for each student. Your balance of $249 must be postmarked by May 8, 2009, or the Late Registration fee will apply
Regular
Full Payment: The cost of Regular Registration is $535 and opens February 1, 2009. Payment in full must be postmarked by May 8, 2009.
Deposit Only: Secure your spots beginning February 1, 2009 with a $250 deposit for each student. Your balance due of $285 per student must be postmarked by May 8, 2009 or the Late Registration Fee will apply.
Late
If space is available, Late Registration is $575 and opens May 9, 2009. Payment in full must be postmarked by June 19, 2009.
Scholarships
The Evangelical Covenant Church is committed to making the CHIC experience accessible to everyone. In an effort to help make CHIC accessible, each church registering for CHIC will receive one free registration at the Early Bird rate of $499.
Each church registering will receive a credit in the amount of $500.
- The church can use this for either a student or an adult registration.
- The church will not receive a check or cash from CHIC— their account will be credited $500.
- If a church chooses not to use their free registration they can designate it for an ethnic or rural church, a neighboring church in need, or church plant of their choosing. If you do not know a church that you would like to gift your scholarship to please contact the CHIC Office.
- All scholarship gifting and receiving must be done through the CHIC Office. If your group wishes to gift or receive a scholarship please contact the CHIC Office at 1-800-910-CHIC (2442) or info@chic2009.org.
Guidebook 07 – Adult Registration
Adult Criterion
- Counselor applicants must be at least 21 years of age by September 1, 2009. Staff applicants and companions for students with special needs must be at least 19 years of age by September 1, 2009. (No exceptions!)
- Applicants must be able to articulate their faith in Jesus Christ and be willing to readily share that faith commitment with others.
- Applicants must have a heart for young people. Current participation in youth ministry will be considered in the selection process.
- Applicants must be willing to operate within the guidelines and framework of CHIC 2009.
- In order to protect students attending CHIC 2009, criminal background checks are required for every adult wishing to serve at CHIC.
Adult Applications
Adults positions at CHIC:
- Counselors work with groups of 5 to 10 students (typically from their own church) to provide oversight and spiritual guidance at CHIC.
- Staff are assigned positions in a wide variety of roles (see Staff Job Description form) to help provide the opportunities and services necessary for a successful CHIC experience for all participants.
Adults who meet the criterion and would like to serve at CHIC 2009 must complete the application process and be accepted to attend CHIC 2009.
In most cases, adult applications will be mailed by the CHIC Contact using a group registration form. In some cases (such as churches without youth attending CHIC 2009), staff applicants may be accepted individually, but in these cases payment must still be made using a church check. Staff applicants must submit their application with the group registration form and not individually.
Adult applications must be postmarked by May 8, 2009. Please see the adult instruction sheet, included with the adult application, for more details.
Fees And Deadlines
Adults may choose to pay their registration fees according to the following options:
| Option | Price |
|---|---|
| Option 1 Payment in full, postmarked by May 8, 2009 |
$499 |
| Option 2 Non-refundable deposit, postmarked by April 10, 2009 Balance postmarked by May 8, 2009 |
$250 $249 |
Adult Orientation And Training
For both quality assurance and liability issues, every adult attending CHIC 2009 must complete Adult Orientation and Training, no exceptions. Adult Orientation and Training covers Counselor training, reviews the standards of conduct, informs volunteer staff of their specific duties for each role, and provides valuable information for all adult volunteers.
Adult Orientation and Training is online, as it was for CHIC 2006. Specific details concerning Adult Orientation and Training will be included in future publications and available through your Conference or Regional Liaison. Please direct any questions regarding the online training to your Conference or Regional Liaison.
Guidebook 08 – Check-In
Early Arrival
Early check-in is available to groups whose travel plans require a Saturday arrival, who have registered for early arrival excursions, or for Staff who have agreed to assist with set up. Check-in will begin at 2:00 p.m. on Saturday, July 11. Pre-registration is required and there is an additional $25 per person fee.
Regular Check-In
Check-in will begin at 11:00 a.m. on Sunday, July 12.
Each group leader is responsible for the arrival of their group members to the University of Tennessee campus. Registration will begin promptly at 11:00 a.m., but some rooms may not be available until 3:00 p.m. due to occupancy the previous night. Registration will remain open until all groups have arrived
Groups will receive notification of their housing assignments and other final details to prepare for the trip in their confirmation packets, mailed by the University of Tennessee in late June, 2009. If your group has not received its final confirmation packet by July 1, 2009, please contact UT Conferences at 865-974-0280 or by email at conferences@utk.edu (please list CHIC 2009 in the subject line).
When your group arrives at the University of Tennessee campus, students and counselors should head directly to your assigned housing location while the group leader reports to the registration tables in the lobby of their assigned housing. Please send only one group leader to the registration desk. When the group leader registers the group, specific rooms will be assigned.
Dinner will be available from 5:00 – 7:00 p.m. in the campus dining halls. CHIC 2009 programming begins with the Base Camp gatherings from 7:00 – 8:00 p.m. Until then you are free to get settled, become familiar with the campus, enjoy the Welcome Party, or attend after-dinner options and activities. The CHIC 2009 store, food outlets, and other venues will be open beginning Sunday, July 12.
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