Conference Details
The Leadership Training Conference is for students in grades 6-12. LTC participants will be separated by grade (6-8 and 9-12) in their small groups and in their sleeping rooms, but will otherwise experience conference programming together.
LTC participants will stay in lodging facilities on-site. Meals will be provided by the on-site dining hall (3 breakfasts, 2 lunches, and 3 dinners). Dietary accommodations will be met by the dining hall and KY YMCA staff. Dietary information for each student will be utilized based on the information provided on their student info form. Please make sure this form is up to date with all needs.
If you have additional questions or do not receive the pre-conference emails (two weeks and 48 hours out) prior to conference, please reach out to Kelaina Slaughter at 
kelaina@kyymca.org.
Venue Directions and Map of Campus
Location: Berea College in Berea, KY (101 Chestnut St, Berea, KY 40403)
Required Forms
All forms must be completed online, and verified by a Y-Staff member at check-in on June 14th.
Follow these instructions to ensure you have completed all required forms:
- Access your student portal through this link: https://www.kyymcaportal.org/programs/ltc
- Scroll down to the Registration Checklist. This will tell you which forms have been completed.
- If you have missing forms on the checklist, click the links to form to fill them out
Special Note About Student Drivers
If you are a student driving, please note that you are required to turn in your car keys at check-in and will receive them back at check-out. There is NO USE OF CARS by students during the conference.
Students driving themselves will receive a parking pass at check-in.
Check In / Check Out
Check-In: Sunday, June 14th from 1:00 - 2:30 PM EST.
- Please avoid arriving early.
- Ensure that you are at your assigned dorm building.
- Please ensure that you eat lunch prior to check-in as our only meal Day 1 will be dinner.
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- We will have a check-in station at each dorm building we’re using. To check in, please go to your assigned building. Girls will be housed in the Shinn Dormitory. Boys will be housed in the Anna Smith Dormitory.
- Important Notes:
Check-Out: Wednesday, June 17th from 12:00 - 1:00 PM EST.
- Parents/guardians may arrive early on June 17th for a Parent Meeting (11:00 - 11:30 AM) and to watch our Closing Session (11:30 AM - 12:00 PM). Please note that this is not required to attend.
- Whoever is checking out your student is REQUIRED to show a valid photo ID, and must be listed on the Authorized Pick-Up & Drop-Off form. Thank you for your cooperation in this, as it is a priority in ensuring child safety.
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- Check-out specifics will be sent in my 48-hours out email.
- If you plan on arriving late or leaving early, please email me as soon as possible. Even if you have already emailed me about this, please do so again to confirm.
Lodging and Rooming Assignments
- We will be utilizing the following dorms on Berea College campus: Anna Smith and Shinn. Here is a link to the Berea College campus map. Dorm assignments are based on age, gender, and roommate requests. Please note that while roommate requests are considered, we cannot guarantee that your requests will be accommodated.
- All dorm buildings have the same set-up:
- 2 students/dorm room
- Twin XL beds (be sure to bring your bed sheet as they will not be provided for you)
- 1 shared bathroom on each floor (multiple toilets, shower stalls with curtains, and sinks)
- 2 students/dorm room
- At check-in, students will receive…
- Their rooming & “Family” assignment;
- Their dining hall wristband;
- (If you’re a student driver) A parking pass, and;
- Key(s) to their dorm building and/or sleeping room.
Specifics on Keys
Shinn: Girls Dormitory
Students are given one key card that gives them access to the building, the wing their room is in, and to their sleeping room
Anna Smith: Boys Dormitory
All students are given a key card that gives them access to their building, the wing their room is in, and to their sleeping room
- Please note that if you misplace your key, you will be fined. The key card fee is $25, and the physical key fee is $100.
- Each dorm building will have adults (Y-Staff and volunteers) present. In the case of a post-curfew emergency, adult sleeping rooms will have indicators. We will chat more about these specifics at our Opening Session.
Emergency Phone Number & Cell Phone Usage On Site
Below is my phone number for on-site emergencies. Please use this number only in urgent situations. I am the primary point of contact with the Berea Public Safety Office.
- KY YMCA LTC Director, Kelaina Slaughter: (502) 603 2005
Since we are utilizing a college campus, both service and WiFi are available to use. While we encourage you to bring your cell phone to LTC, we also encourage “unplugging” for the experience, especially during scheduled programming activities. Please note that if you choose to bring your phone, the KY YMCA cannot be held responsible if it is lost, damaged, or stolen.
Meals
- I will be sending the menu in my 48-hours out email.
- All students are required to show their dining hall wristband (given at check-in) to the dining hall staff prior to eating.
- While you do not have to wear this on your wrist, it must be on/with you in some way (ex. On your water bottle handle, on the strap of your cross-body bag, etc.).
- Dietary restrictions have been noted and communicated to the venue team. Onsite, all students with dietary restrictions will communicate those with the Berea cafeteria staff and they will accommodate.
- If you did not put your dietary restriction(s) on your registration form, please let me know as soon as possible so that we can ensure that you are being accommodated.
- Feel free to bring snacks, but none with nuts as this is a nut-free conference.
Pack List
Essentials
- Bedding: Twin XL size sheets, a blanket or sleeping bag, and a pillow
- Towels: At least 2 (one for showering, one for water activities)
- Toiletries: Shampoo, soap/body wash, toothbrush, toothpaste, deodorant, hairbrush/comb
- Shower shoes or flip-flops
Clothing
- Comfortable, casual clothing for warm weather (t-shirts, shorts, etc.)
- Extra change of clothes (you may get wet or dirty during some activities)
- Swimwear or clothes you don’t mind getting wet
- Light jacket or sweatshirt for cool mornings/evenings
- Sleepwear
- Closed-toe shoes for walking and outdoor activities
- Water shoes or old sneakers for water-based activities
Other Items
- Reusable water bottle (preferably labeled with your name)
- Bug spray and sunscreen (we will have a lot of this as well!)
- Hat and/or sunglasses for sun protection
- Small backpack, cross-body bag, or drawstring bag for daily use
- Expression Session materials (instruments, poetry, props, etc.)
- Nut-free snacks (optional; all snacks must be nut-free due to allergies)
- Plastic bag for wet/dirty clothes
Program FAQ
In addition to the overall program experience, the in-person conference fees will include:
- Program materials
- Meals during the conference
- Lodging
- Conference Shirt
Students will be sent a reminder confirmation email one week prior to conference with details such as pack list, directions and more!
In the event you need to cancel your registration, please visit our Refund Information page for our policies and procedures. Cancellations more than two weeks out will be charged $70 for non-refundable costs incurred and less than two weeks out will be 50% of registration fees.
Contact nicole@kyymca.org. She will attempt to arrange transportation with students coming from your region.
It is the policy of the Kentucky YMCA Youth Association that if a student gets sick more than twice, they will need to leave the conference. If a Y Staff member feels the two times were not related to food or nerves, then we recommend they go home, but it is overall the parent/guardian and Y Staff member’s decision. At any time if a student has a fever they must be sent home. If a student cannot be picked up immediately due to distance, the Y Staff will try to move them or their roommates to another room in order to not spread illness.
Contact nicole@kyymca.org or call the Kentucky YMCA office at (502) 227-7028.