This year’s seminar will be held Thursday, May 30 – Sunday, June 2, 2019 at University of Central Oklahoma in Edmond, Oklahoma.
The student who registered can’t be there on time/has to leave early or has an event in the middle of seminar, what should I do?
We generally try to avoid having a student arrive late or leave early except in the case of a specific, unavoidable reason – i.e. AP Exams, family obligations, etc. Reasons like a sports event, prom, etc. are not good reasons. If something like that pops up please ask the school to send their alternate student. If a student needs to leave and return in the middle of seminar for a reason that cannot be avoided, please inform the Leadership Seminar Chair prior to seminar. A parent/guardian will have to complete paperwork with details of the students plan to leave and return.
How does the school register?
They log into HOBY online registration at HOBY.org. Please reach out to our Director of Recruitment at firstname.lastname@example.org if you need help finding your school ID or password!
My school has filled up their registration spots or I want to register directly, how do I do that?
There is no one right answer to this question. Some schools choose a student they think would be a good fit; some ask students to write essays, some choose a person who does a lot of volunteering. Additionally, the people who get the most out of HOBY are the people who WANT to be there.
How much does it cost to attend HOBY Oklahoma?
Primary student – $395; Alternate student – no fee – but each registered student (primary or additional) should have a unique alternate student registered. For example, let’s say a school registers a primary student and also an additional (2nd) student. The primary student gets sick and the school decides they will just send the 2nd student. Doing so does not result in a refund of the funds paid for the primary student who cannot attend; Additional student – $395 (this student should not be the same as the alternate student – and cannot take the primary student’s place if the primary student cannot attend).
Where is seminar?
The seminar will take place at University of Central Oklahoma in Edmond, OK. Click here for a link to a campus maps.
When will the seminar be held?
Seminar participants may arrive any time between 1:00 pm and 2:30 pm on Thursday, May 30th. The seminar will begin with Ambassador Orientation on at 2:30 pm and conclude with Closing Ceremonies on Sunday, June 2nd beginning at 2:00 pm. You must be present for the entire seminar, including overnight.
I’m an ambassador attending seminar- where should I go when I arrive?
Please plan to arrive at the Dogwood Conference Room at Buddy’s Dining Hall. A HOBY volunteer committee member will greet you and check you in.
What kind of program is planned?
During your HOBY Seminar, many dynamic leaders—all volunteers from the fields of business, education, government, and other professions—will address aspects of our changing world and the challenges future leaders will confront. The program will not promote any specific political party, religion, or way of thinking, but is designed to develop critical thinking skills by actively involving participants in discussions and informal debate. During the seminar, you will be asked to undertake a community service project(s) involving at least 100 hours during the year following your seminar, to make a difference in your school, community, place of worship, or other environment where you see a need. The program also includes outstanding speakers, leadership activities, social events, and a special closing ceremony to which your parents are invited.
What are the accommodations like?
Participants will be assigned to dorm rooms with a minimum of two ambassadors in each room on floors reserved exclusively for the seminar. Please bring a set of twin sheets, toiletries, and towels for the overnight stay. Everyone will receive nutritious breakfasts, lunches, and dinner. The first meal served will be dinner on Thursday, May 30th. On the Medical History Records Form, please indicate any special dietary considerations, including vegetarianism, and we will do our best to accommodate you.
What if I need to take medication while I am at the seminar?
Please provide information about your medication on the Medical History Records Form and bring the Physician Medication Verification Form with you to the seminar. This form will be available when the required Pre-Seminar Materials are sent out in the spring. If you need another copy or have any questions about this form, please contact LSCs Jordan Pearse, email@example.com, or Bryan Lynch, firstname.lastname@example.org. Make sure to read and comply with the Policy for Use of Medication During a HOBY Event.
Why do I need spending money while at seminar?
There will be some vending machines available if students want to have a small amount of cash to use at those. All meals and some snacks will be provided.
I have specific dietary restrictions or food allergies-will there be food available to meet my needs?
Yes, when the Pre-Seminar materials are sent out in the spring, please indicate any food accommodations or restrictions you have. We will alert your senior staff member and UCO to ensure that there are available options for everyone.
I have specific medical needs that require special accommodations- who should I contact?
When the Pre-Seminar materials are sent out in the spring, please indicate that on the form and follow up with Leadership Seminar Chairs Jordan Pearse, email@example.com, or Bryan Lynch, firstname.lastname@example.org. We will work with you, your parent/guardian, HOBY Staff, and UCO staff to make sure you are accommodated accordingly.
If necessary, how may I be contacted during the seminar?
Parents, friends, and family members are discouraged from calling students during the seminar due to the disruption caused to panels and activities. In case of emergency, your parent(s) or guardian may call Leadership Seminar Chairs Jordan Pearse at 504-715-4399 or Bryan Lynch at 580-504-4446. The seminar will be chaperoned by qualified adults who will be staying at the facility 24 hours a day.
Who pays for the seminar?
Your school, a local organization, or parent has paid a Registration Fee and will provide transportation to and from the seminar. All costs for meals, lodging and training materials have been generously provided by sponsors throughout our state, including businesses, foundations, individuals, and service organizations wishing to support leadership education.
Can I use my cell phone or other electronic devices during seminar?
Yes, you can bring these devices to seminar. We will ask that you put it away during all speakers and activities. If it becomes a problem, you may be asked to surrender your device during these times and it will be given back to you during “free time.”
What about religious services at seminar?
There will be no religious services during the 4 day seminar.
What transportation arrangements have been made?
You are responsible for your transportation to and from the seminar. Please include all details of your itinerary on the enclosed Participant Confirmation Form. If you have last minute transportation problems, please notify Jordan Pearse at 504-715-4399 or Jordan.email@example.com or Bryan Lynch at 580-504-4446 or firstname.lastname@example.org
What if I am unable to attend the seminar?
If circumstances arise that prevent you from attending the entire seminar, including overnight, we would like to give another student the opportunity to attend. Please return these forms to the person at your school who selected you, and follow up with a call to Jordan Pearse at 504-715-4399 or Bryan Lynch at 580-504-4446.
Who may I contact should I have additional questions?
Additional questions or concerns should be directed to Jordan Pearse, Leadership Seminar Chair at 504-715-4399 or Jordan.email@example.com or Bryan Lynch, Leadership Seminar Chair at 580-504-4446 or firstname.lastname@example.org.
Frequently Asked Questions
For Alumni and Volunteers
What can I do to be involved with HOBY Oklahoma?
HOBY Oklahoma is always looking for new volunteers and donors! Reach out to the Corporate Board President and/or Leadership Seminar Chair to see what you can do!
I can’t be at seminar, but I want to still volunteer.What can I do?
Seminars take many hours to pull off even before the seminar even begins. Contact our Leadership Seminar Chair to see what you can do to help plan seminar.
I’m looking for a non-profit to contribute to financially. How do I contribute to HOBY Oklahoma?
HOBY Oklahoma is always looking for new donors and each donation is tax deductible. You can mail any donation to Kathleen Jung, 312 Maverick, Elk City, OK 73644. Please include an address to return a tax receipt and if you would like the money to be used for anything specific. We also have a PayPal that you can donate to electronically. Click here to donate now!
How do I get to be a staff member for seminar?
Please visit www.hoby.org and apply for the position that you want with HOBY Oklahoma. Follow up with an email to our Leadership Seminar Chair as there may be an additional application to complete to be part of our staff.
How do I get involved with alumni events?
We’d love to have you involved. Let us know a little bit about yourself by completing this form!
Dear HOBY Volunteer,
This is an important update to the email sent to volunteers on March 4.
We are continuing to monitor the rapidly changing impact of the Coronavirus. Last week, we knew of only a handful of isolated cases in the United States, however, now we know, this situation is likely to change dramatically before it gets better.
Like many of you, we are uncertain of the impact this virus will have on our communities and organization, and honestly, we are taking this situation one day at a time. Currently, we are not planning to cancel any of our programs. While things are changing quickly, time may be on our side with at least two months to go before most seminars begin. In a situation as fluid as this, this may be enough time for things to return to relative normalcy. However, should changes need to occur to protect the health of Ambassadors and volunteers, please be assured we will work with you to accommodate any changes that may be required.
Currently, we are taking the following actions:
1. We are sending an email communication out to parents on Friday, March 13 updating them on our current program status. We will continue to update parents and schools as this situation continues to unfold. You can see a copy of that email here.
2. We have issued a public statement on our website which we will update regularly.
3. We are seeing broad school closings across the country, in light of this, we are extending recruitment incentive deadlines for all seminars until they begin.
4. We are reviewing several options to offer a “virtual” HOBY experience. We are looking for volunteers interested and/or experienced in online learning to potentially serve on a Fast-Track Task Force. If you are interested, please complete this quick form.
5. We’ve updated our Coronavirus FAQ’s and will continue to develop resources for volunteers and post to HOBY Online.
So, what steps can you take? 1. Check in with your team. In this time of rapid change, many of your volunteers may be dealing with their own uncertainty. They will have questions too, you can share these emails with your volunteers, feel free to share this update, if you feel that is helpful.
2. Check in with your facility. If they are experiencing any operational changes, how will those changes impact your program? Is there an option to delay your program dates to later in the summer? Even into July or August?
What protocols are they putting in place to mitigate the spread of the virus (including any additional cleaning/sanitation protocols for program spaces and dorms)?
Are they in touch with local public health departments? Are they updating you with any changes/mandates? Are they recommending you contact them directly?
Keep your DNP updated on these conversations; we are tracking this information nationwide, so we have a complete picture of the situation.
3. Follow the local guidelines your communities are issuing to stay healthy. As an organization with volunteers across the country, it’s important that we all follow these guidelines to mitigate the spread of the virus: practice social distancing for the next few weeks, wash your hands regularly, stay home if you’re not feeling well, and wipe down high-touch surfaces, like your phone, everyday!
4. Review your program for ways you can mitigate the spread of the virus. Can you move your community service project onsite and/or reschedule any offsite elements to be on-campus to limit exposure to the general public? Are there parts of your program where you can practice social distancing or even conduct certain aspects outside?
Working together, we will successfully navigate this situation. We will be sending regular email communications to you over the coming weeks. Please don’t hesitate to reach out to your DNP if you have further questions or if you need to update them on any developments on your specific site.