zETA PHI BETA SORORITY, INCORPORATED COMMONWEALTH OF VIRGINIA YOUTH CONFERENCE Christopher Newport University 1 Avenue of the Arts | Newport News, VA July 20, 2019
The Zeta Youth Revolution: Preparing Zeta’s Future
ZETA PHI BETA SORORITY, INCORPORATED
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COMMONWEALTH OF VIRGINIA
Greetings Sorors, Youth, Parents and Guests: On behalf of the members of Zeta Phi Beta Sorority, Incorporated and the Commonwealth of Virginia (COVA), I want to welcome all of you to the 2019 Commonwealth of Virginia’s Youth Conference. As the State Director, my term has been one of excitement and pride to lead our organization in continuing the overall mission of supporting our youth within the State of Virginia. Danielle May 14th State Director Commonwealth of Virginia
For many years, Zeta Phi Beta Sorority, Incorporated has fulfilled our mission of aiding girls and young women to develop valuable leadership development skills through etiquette training, community service, college preparation; and within recent years; science, technology, engineering, the arts and mathematics (STEAM). Zeta’s youth auxiliaries commitment to education, service and giving back to our communities is significant and essential to building the next generation of leaders. This success has not been accomplished alone as I have had the opportunity to work with an outstanding group of women in their roles as State Officers and Appointees, Chapter Presidents, Committee Chairs, and Youth Coordinators. I would like to thank all of them for their continued support, hard work and dedication to the Commonwealth of Virginia and our youth auxiliaries. In the beginning of my tenure as State Director, it was my goal to take the Commonwealth of Virginia to “The Next Level.” Together we have done just that and have shown our strength throughout the state and have been truly dedicated to our communities. We are committed to our goal of “One Zeta, One Youth!” Thank you for joining us for the Zeta Youth Revolution. The train has left the station! I wish you a wonderful youth conference. Sincerely, Danielle May 14th State Director Commonwealth of Virginia
UNIFIED • MOBILIZED • ZETARIZED
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ZETA PHI BETA SORORITY, INCORPORATED
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COMMONWEALTH OF VIRGINIA
Welcome COVA Youth, Parents and Members of Zeta Phi Beta Sorority, Incorporated!
Dawn Howard COVA Youth Auxiliary Coordinator
Denell E. Parker COVA Asst. Youth Auxiliary Coordinator
Let me take this opportunity and welcome you to the 2019 Commonwealth of Virginia’s Youth Conference. Along with this letter is the Youth Conference Information Packet, which includes information on our workshops for our Youth Auxiliary, Youth Advisors, Parents, and more. Many exciting things lie ahead for our youth in the coming years and we want to assist in any way we can to nurture the spiritual, emotional, and mental growth of Zeta’s youth. Together with my Commonwealth of Virginia Assistant Youth Auxiliary Coordinator’s, (Mrs. Denell Parker and Mrs. Edna Johnson-Smith) we are working towards the common goal of developing girls and teens to become the future of Zeta Phi Beta Sorority, Incorporated. We have worked to design workshops that will empower, enrich and ignite the light for Zeta’s youth. It is our hope that our youth, parents and youth advisors acquire tools and knowledge to help you to continue to blossom and develop within your local chapters throughout the Commonwealth of Virginia. We encourage our youth advisors to take advantage of the wonderful opportunity to acquire your CPR & First Aid Certifications. Members of Zeta Phi Beta Sorority, Incorporated who are interested in working with our youth auxiliaries will have the opportunity to obtain the mandatory Zeta Youth Certification. If you have any questions about this packet or if I can be of assistance in any way, please feel free to contact me at covayouthcoord@gmail.com. Once again, welcome to the 2019 Commonwealth of Virginia’s Youth Conference and may God bless you and your family! Sisterly,
Edna Johnson-Smith COVA Asst. Youth Auxiliary Coordinator
Dawn Howard State Youth Auxiliary Coordinator Commonwealth of Virginia
UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE REGISTRATION INFORMATION
REGISTRATION
Before you register for the 2019 Commonwealth of Virginia Youth Conference, please take a moment to familiarize yourself with the registration policies. Youth, Advisors and Parents can begin to register and pay online on May 5, 2019.
REGISTRATION Early Registration Regular Registration Late Registration
DATES May 7th — May 20th May 21st — June 22nd June 23rd —July 6th
FEE $65.00 $75.00 $85.00
No registrations will be accepted after July 6, 2019. NO REGISTRATION ON-SITE. All conference payments will be made electronically. Please use the following link to register for the conference online: COVA Youth Conference Registration (https://www.memberplanet.com/s/zetaphibetasororityincvirginia/2019covayouthconference) Should you require assistance with registration, please contact us at: covayouthconference@gmail.com.
REFUNDS & CANCELLATIONS
All registrations are nonrefundable. Youth registrations can be transferred to another youth. This request must be submitted in writing at least ten (10) calendar days prior to the conference. There will not be any onsite registration. Requests for refunds will not be honored for no-shows.
ON-LINE REGISTRATION ASSISTANCE
If you encounter problems while you are attempting to register, please screen shot the respective error page, and email it to covayouthconference@gmail.com.
DRESS
Pearlette, Amicette and Archonette Youth Auxiliary t-shirts with National youth logos with jeans or khakis and sneakers. Pearls are always welcome. Please keep the individual club colors in mind. No ripped jeans or short shorts. Youth Advisors are to wear royal blue & white and letters—casual FINER is the key.
UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE Z-HOPE PROJECT: SETON YOUTH SHELTERS
SETON YOUTH SHELTERS
Seton Youth Shelters provide a safe haven, counseling and outreach services, 24 hours per day without charge, to assist youth in crisis throughout Hampton Roads, with the goal of reuniting families. We are pleased to announce our partnership with the Seton Youth Shelters as our Community ZHOPE Project. We asking for a minimum donation of 10 items per youth auxiliary. Awards will be given to each auxiliary group with the highest total items. Items will be collected at the start of the conference.
CURRENT NEEDS OF THE SHELTER
Paper Towels & Toilet Paper Zeta’s Youth Auxiliaries Liquid Dish Soap ( i.e. Dawn, Palmolive) supporting our Liquid Hand Soap (i.e. Dial, Softsoap) All Purpose Spray Cleaner communities! Freezer, Storage and Snack Ziploc Bags Trash Bags (55—60 gallon bags) You’re never too young to Fabuloso All Purpose Cleaner PineSol Floor Cleaner change the world. Clorox Bleach Clorox Wipes Scotch-Brite Heavy Duty Scrub Sponges Colgate Cavity Protection Toothpaste with Fluoride (6 ounce)
To learn more about Seton Youth Shelters and how you can continue to support their programs, please visit their website at: www.setonyouthshelters.org. To receive information on how to assist a homeless teen to get help now, please call (757) 498-HELP (4357). Contact covayouthconference@gmail.com if you have questions in reference to our service project. UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE YOUTH AUXILIARY SCHEDULE AT A GLANCE
Time
Participants
08:30 - 11:00am
All
08:30 – 11:00am 08:30 – 09:30am 09:00 – 09:30am 09:40 – 10:25am 09:40 – 10:25am
09:40 – 10:25am
10:45 – 11:25am 10:45 – 11:25am 10:45 – 11:25am 11:35 – 01:00pm 01:15 – 02:30pm 01:15 – 2:30pm 01:15 – 02:30pm 02:40 – 03:15pm
Title & Description
Registration Open Z-Hope Donation Collection: All Accepting collections from Youth Auxiliaries for Seton Youth Shelters. All Continental Breakfast Opening General Session All Welcome by VA State Director & Eastern Regional Director Youth Auxiliary National Initiatives Health & Wellness: Let’s Dance with Hannah Paige Pearlettes Girls will learn the importance of discipline and some exciting dance moves from a professional tween ballet dancer. Health & Wellness: You Are Not Alone — Tween Lives Matter Amicettes Building good strategies for the best positive tween and learn life skills to help manage self esteem. Goal Setting: So What is Next? Planning for Life After High School Christopher Newport University College Tour Archonettes Teens & Parents learn how to complete college applications; where to find and how to apply for scholarships; how to apply for financial aid and more! Communication: It’s FINER to be KINDER Pearlettes We need to empower our children to feel good about themselves and to help others feel good about themselves. Communication: Goal Setting & Time Management Amicettes NASA Hidden Figures: STEM Project To learn of the various professions for girls to consider as they grow older. Health & Wellness: Be Unique and Learning to Love Oneself Archonettes You Are Not Alone: Teen Lives Matter Maintaining healthy self-esteem in an image driven society All Lunch Goal Setting: Exploring Career Professions — Learning about Pediatric Neurosurgery with Dr. Keyne Johnson, Pediatric Neurosurgeon, Brain Pearlettes & Spine Institute for Children Learning why Pediatric Neurosurgery is important for kids. Goal Setting: Money Management for Kids — “Money Bright Kids” Amicettes Teaching tweens about money and how money management works . Communications: Stepping Into the Future — Undergrad & Archonette Round Table Discussion & College Tour of Christopher Newport Archonettes University Prepare for the challenges of life after high school and heading to college All
Oratorical Contest & Awards Ceremony UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE YOUTH ADVISORS & PARENTS SCHEDULE AT A GLANCE
Time
Participants
Title & Description
08:30 - 11:00am
All
08:30 – 11:00am
All
08:30 – 09:30am
All
09:00 – 09:30am
All
09:40 – 12:30pm
ZPhiB Members
Zeta Phi Beta Sorority, Incorporated Youth Advisors Certification Training & Certification for Zeta Youth Advisors. Zeta I.D. required.
09:40 – 10:25am
Youth Advisors
American Red Cross CPR Training — Give Me Breath, LLC For Zeta Youth Advisors to receive CPR Training & Certification.
09:40 – 10:45am
Parents & Youth Advisors
10:45—11:25pm
Youth Advisors
10:45 – 11:25am
Parents
11:35 – 01:00pm
All
01:15 – 02:30pm
Parents & Youth Advisors
You Are Not Alone: Our Youth’s Lives Matter Dr. Sparkman-Key will discuss suicide prevention; what signs to look for; and what tools parents can use to handle mounting low self-esteem and peer pressures.
01:15 – 02:30pm
Parents & Youth Advisors
Communications: Stepping Into the Future — Undergrad & Archonette Round Table Discussion & College Tour of Christopher Newport University Prepare for the challenges of life after high school and heading to college.
02:40 – 03:15pm
All
Registration Open Z-Hope Donation Collection: Accepting collections from Youth Auxiliaries for Seton Youth Shelters. Continental Breakfast Opening General Session Welcome by VA State Director & Eastern Regional Director Youth Auxiliary National Initiatives.
NASA Hidden Figures: Internships & The Importance of Young Women in STREAM Parents will learn the importance of women in NASA and the internships available to assist them in starting a future in STREAM. The Future of Zeta’s Youth— One Zeta, One Youth Guidelines, Policies and Procedures. What’s New & Where COVA’s Youth Auxiliaries are headed. (Current & New Youth Advisors are encouraged to attend). Goal Setting: So What is Next? Planning for Life After High School Christopher Newport University College Tour Teens & Parents learn how to complete college applications; where to find and how to apply for scholarships; how to apply for financial aid and more! Lunch
Oratorical Contest & Awards Ceremony
UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE MAP OF CHRISTOPHER NEWPORT UNIVERSITY
The Youth Conference will be held in Forbes Hall (Building 11). Please follow the signage for Visitor Parking on campus.
UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE HOTEL ACCOMMODATIONS
There are many hotels and various restaurants near the Christopher Newport University Campus. Best Western Newport News Inn & Suites Phone: (757) 952-1182 500 Operations Drive Newport News, VA Distance from CNU: 3.2 miles away Country Inn & Suites By Carlson Phone: (757) 327-0722 1069 J. Clyde Morris Blvd. Newport News, VA Distance from CNU: 4 miles away Courtyard Newport News Airport Phone: (757) 842-6212 530 St Johns Road Newport News, VA 23602 Distance from CNU: 5 miles away Holiday Inn and Suites Phone: (757) 596-6417 943 J. Clyde Morris Blvd. Newport News, VA Distance from CNU: 3.5 miles away Staybridge Suites Phone: (757) 251-6644 401 Commonwealth Drive Yorktown, VA Distance from CNU: 7.4 miles away THE LODGE at Kiln Creek Phone: (757) 874-2600 1003 Brick Kiln Boulevard Newport News, VA Distance from CNU: 6.5 miles away
UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE CPR REGISTRATION FORM
Please PRINT Informa on Name: ________________________________________ Zeta I. D. Number: ________________________ Select One: _____ New Cer fica on _____ Renewal Cer fica on Previous Date Cer fied __________ Office Held (if any): _____________________________________________________________________ Chapter: ______________________ Loca on: ___________________________ State: _______________ Home Address: _________________________________________________________________________ City: __________________________________State: _____________________ Zip Code: ______________ Phone Number: ______________________________ Email: _____________________________________
Registra on forms and payment will be taken ON‐SITE. Please provide payment in cash: $35 per person. Limited Sea ng: 10 seats. Complete and bring this form with payment on the day of training. UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE ADVISORS CERTIFICATION TRAINING REGISTRATION FORM
Please PRINT Informa on
Advisor’s Name: ________________________________________________________________________ Chapter: ____________________________________ Loca on _______________________State ________ Home Address: ________________________________________________________________________ City: __________________________________ State: ____________________ Zip Code: ______________ Phone Number: ________________________ Email: __________________________________________ Advisor For (Please check all that apply): _____ Pearle es _____ Amice es _____ Archone es *You must be pre‐registered for this training and registered for the conference. A endee’s Signature: __________________________________________________ Date: ______________ Basileus’ Signature: ______________________________________________________________ Please send a copy of this registra on form to covayouthconference@gmail.com.
UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE YOUTH AFFILIATES PERMISSION SLIP
I, ____________________________________________________, the Parent/Guardian of ________________________________________________ hereby give permission for my child to participate in the youth affiliate activities held at Zeta Phi Beta Sorority, Incorporated’s Commonwealth of Virginia’s Youth Conference scheduled for July 20, 2019 in Newport News, Virginia. In consideration for my child being permitted to participate in the youth affiliate activities, I voluntarily release, waive and discharge Zeta Phi Beta Sorority, Incorporated, the Commonwealth of Virginia’s Youth Conference, its members, officers, sponsors, advisors, agents, representatives and employees from all liabilities for any and all actions or causes of actions, including but not limited to, personal injury, bodily injury, property damage, and any claim resulting while my child is attending the workshop activities, or participating in the youth affiliate activities that are a part of the Commonwealth of Virginia’s Youth Conference. I agree to release, hold harmless and indemnify Zeta Phi Beta Sorority, Incorporated, Commonwealth of Virginia's Youth Conference, its members, officers, sponsors, advisors, agents, representatives and employees from all claims, damages, or other liabilities for injuries to my child which are not the result of gross negligence, intentional neglect, or willful or wanton conduct by its members, officers, sponsors, advisors, agents, representatives and employees. I hereby grant Zeta Phi Beta Sorority, Incorporated and the Commonwealth of Virginia permission to use the image of my child. Such use may include the display, distribution, publication, transmission, or otherwise use of photographs, images, and/ or video taken of my child for use in materials that include, but are not limited to, printed materials such as brochures and newsletters, videos, and digital images such as those on the Commonwealth of Virginia's website. I give unrestricted permission for the Commonwealth of Virginia’s Youth Conference to use my child’s image in print, video and digital media. I agree that the Zeta Phi Beta Sorority, Incorporated may use these images for a variety of purposes and that Zeta Phi Beta Sorority, Incorporated may use these images without further notifying me. I do understand that Zeta Phi Beta Sorority, Incorporated will not use my child’s last name in conjunction with any video or digital images. (Continued on next page) UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE YOUTH AFFILIATES PERMISSION SLIP (CONTINUED)
In the event of illness or injury, I consent to all routine and/or emergency medical treatments and/or services proscribed by the attending physician, surgeon or dentist, and to the administration and performance of all examinations, treatments, anesthetics, operations, and other procedures which are deemed necessary or advisable by the attending physician at the scene and/or at the hospital or other medical facility. I agree that’s I am solely financially responsible for any cost and/or all indebtedness incurred as a result of any emergency and/or routine medical and/or surgical treatment and services prescribed by the attending physician fro my child, including all charges not covered by insurance. I certify that my child is in good physical health, has no special needs and my participate in all of the activities except as noted below. Name of Parent or Guardian (Please Print) ___________________________________________________ Signature of Parent/Guardian _____________________________________________Date ____________
UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE HEALTH INFORMATION
Youth’s Name: ________________________________________________________________________________ Child’s Birth Date: ______________________________________________________________ Address: _______________________________________________________________________________________ City: _______________________________________ State: _______________________ Zip Code: ______________ Home Phone: __________________________________________Cell Phone: ________________________________ Email: __________________________________________________________________________________________ Emergency Contact Informa on (please list individuals that may be contacted during the conference). Name: ______________________________ Rela onship: _______________________Phone: ___________________ Name: ______________________________ Rela onship: _______________________Phone: ___________________ Name: ______________________________ Rela onship: _______________________Phone: ___________________ Youth’s General Health: (check one) _______ Good ________ Fair ________ Poor Insured’s Name: ________________________________________________________________________________ Insurance Carrier Policy/Contract #: _________________________________________________________________ Family Physician Phone #: _________________________________________________________________________
UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE HEALTH INFORMATION (CONTINUED)
1. List any known allergies of child, including allergies to medicine: _______________________________________________________________________________________ _______________________________________________________________________________________ 2. List any medical problems which should be noted: ____________________________________________ 3. List any medica ons the youth is currently taking and the reason: Medica on(s) :__________________________________ Dosage: ________________________________ Frequency/Times per day: ________________________________________________________________ Condi on(s): ___________________________________________________________________________ Signature of Parent(s)/Guardian(s): ___________________________________________________________ Date: _____________________ No ce: The informa on above is required in order for your child to par cipate in all programs/ conferences ac vi es. If your child does not have medical insurance, please indicate under insurance carrier.
UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE ZETA YOUTH AFFILIATES INFORMED CONSENT & RELEASE OF LIABILITY
(To be completed by each Participant’s Legal Guardian and a Member of Zeta Phi Beta Sorority, Incorporated)
I hereby release and hold harmless Zeta Phi Beta Sorority, Incorporated, the Commonwealth of Virginia, its agents, representatives, and employees (collectively and individually Zeta Phi Beta Sorority, Incorporated) from any and all liability which may arise in connection with my participation in any and all activities sponsored by Zeta Phi Beta Sorority, Incorporated, or any other offices, departments, or organizations associated with Zeta Phi Beta Sorority, Incorporated such activities so sponsored shall be referred to as Programs. This release shall include, but shall not be limited to potential liability from accidents or injuries which may occur in connection with or potential liability from the content of any and all Programs, Furthermore, I agree to indemnify Zeta Phi Beta Sorority, Incorporated, the Commonwealth of Virginia from any suit, claim or any other action brought by any parent, whether biological, adoptive or custodial, guardians or family member of any youth participating in any Program on account of or on connection with my participation I any and all Programs. I understand that Zeta Phi Beta Sorority, Incorporated is not responsible for determining whether the content of any Program is suitable for the participants but that such determination shall made by the participant. I declare that I have read completely the terms of this Release Form and that I understand fully and voluntarily accept each and every term of this Release Form. Name of Parent or Guardian (Please Print) ___________________________________________________ Signature of Parent/Guardian _________________________________________Date ________________ Participant’s Name: ____________________________________________________________________ Home Address: ________________________________________________________________________ Emergency Contact Name (Please Print) ____________________________________________________ Emergency Contact Phone Number: _______________________________________________________ UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE ZETA YOUTH AFFILIATES PHOTO RELEASE
I grant Zeta Phi Beta Sorority, Incorporated and the Commonwealth of Virginia the unlimited right to use and/or reproduce photographs or likenesses in any legal manner for the internal or external promotional and information activities of Zeta Phi Beta Sorority, Incorporated I also agree to allow my child to be interviewed and/or photographed by representatives of the external news media in relation to any and all coverage of Zeta Phi Beta Sorority, Incorporated in which he/she is involved. I also agree to allow my child’s work and/or photograph to be published on the Zeta Phi Beta Sorority, Incorporated national or local chapter website/internet pages, and publications. I further understand that by signing this release, I waive any and all present or future compensation rights to the use of the above stated material(s).
Name of Parent or Guardian (Please Print) ___________________________________________________ Signature of Parent/Guardian _____________________________________________Date ____________
UNIFIED • MOBILIZED • ZETARIZED
COVA YOUTH CONFERENCE ZETA YOUTH REVOLUTION: PREPARING ZETA’S FUTURE ZETA YOUTH AFFILIATES MEDICAL RELEASE AND HEALTH INFORMATION
I/We, ____________________________________________________, are the Parent(s)/Guardian(s) of ____________________________________________________, after having fully considered the possibilities of harm arising out of or in connection with reasons of illness, injury, accident or death occurred or suffered by our child’s participation at the Zeta Phi Beta Sorority, Incorporated’s 2019 Commonwealth of Virginia Youth Conference. I/We, as the Parent(s)/Guadian(s) do accept the responsibility for any and all injury to our child which may occur during travel, participation in activities, and any other time during the Zeta Phi Beta Sorority, Incorporated’s 2019 Commonwealth of Virginia Youth Conference. I/We, as the that our child is in good health, and free from any disability that would make her participation in the Zeta Phi Beta Sorority, Incorporated’s 2019 Commonwealth of Virginia Youth Conference inadvisable. As the Parent(s)/Guardian(s), I/we request that in my/our absence the above named child be admitted to any hospital or medical facility for diagnosis and treatment. I/We request and authorize physicians, dentists, and staff, duly licensed as Doctors of Medicine or Doctors of Dentistry or other such licensed technicians or nurses, to perform any diagnostic, operative procedures and x-ray treatment of the above minor. I/We have read this release and indemnification agreement and understand its meaning. This release is intended to bind my heirs, representatives, successors, assigns and administrations. Name of Parent or Guardian (Please Print) ___________________________________________________ Signature of Parent/Guardian ___________________________________________Date ______________ UNIFIED • MOBILIZED • ZETARIZED