HOW TO REGISTER

Registration happens in two stages:

  1. Step 1 – Online registration
  2. Step 2 – Send the 3 required forms and payment to the Registrar 

Before the online registration launches, you can start getting prepared by collecting the following information from each Home Team member:  

  • Full name
  • Cell phone number
  • Home phone number
  • Address, city and postal code
  • Email address
  • Date of Birth
  • Dietary, medical, and physical needs/restrictions
  • Emergency contact names and phone numbers
  • Roommate preference
  • Registration opens February, 2023
  • The Home Team’s PHTL should register first. This person will be attending the gathering and will be our main contact for the Home Team.
    • Note 1: Please make sure you provide an email address that is checked regularly as it will be used to confirm your registration. Important updates will also be sent leading up to CLAY.
    • Note 2: It’s also important to provide the cell phone number you’ll be bringing with you to Waterloo so we have an on-site contact for you. 
  • After the PHTL is registered, they can enter in the information for up to nine additional members (maximum eight youth and any number of HTLs or LITs for a maximum total of ten per Home Team including the PHTL). This includes your accommodation information. This lets us know when you’re planning to check in and out of the Laurier Residence and your participants’ requests for roommates.
    • Note: Once you’ve entered in the information about a member and have clicked “Submit to Registrar”, you will not be able to edit any fields for that member. Please email the Registrar if something needs to be updated/edited. You will still be able to add additional members, subject to availability.
  • A Home Team Number will be assigned to your group during the registration process.
  • Once everyone’s profiles are complete, double-check all of the entered information such as:
    • Personal info (Date of birth, address, etc.)
    • Dietary and physical needs/restrictions
    • Emergency contacts
    • Accommodation check-in and check-out dates
  • Make sure you click “Submit to Registrar” when you’re finished!
  • Print one Community Endorsement form per Home Team, one Home Team Leader Agreement form per HTL and one Youth Participant Permission form per youth. Forms can be found on the website.
  • Collect all required signatures from participants, parents, and pastor/priest (or equivalent).

Who can sign the Community Endorsement form?
The signer should be an official representative of leadership in your home community who is authorized to endorse volunteers– your pastor, priest, bishop, diaconal minister, designated staff, manager, director, chair of council, or warden. Please contact the Registrar if you have additional questions.

  • Scan the signed copies of your printed documents and email them to the Registrar at [email protected] Original copies should be kept in a safe and accessible place (i.e. with your Council Chair or Warden) until the end of the gathering in case they are needed.
    • Note: Please include your Home Team # in the subject line of the email.

What needs to be attached to the email?

  • Signed Youth Participant Permission forms (one for each participant)
  • Signed Home Team Leader Agreement form (one for the PHTL, and each HTL)
  • Signed Community Endorsement Form (one for each Home Team)
  • Registration will close on June 30, 2023. All forms and fees must be received by the Registrar prior to this date.
    • Note: After June 30, 2023, PHTLs interested in bringing a Home Team to CLAY should first contact the Registrar to ensure there is still space available. No registrations will be accepted after July 31, 2023.
  • Payments are made on behalf of the entire Home Team, in two parts (see below). Within a few days of clicking Submit to Registrar on the online registration page, the PHTL will receive an email confirming the amounts owing.
    • Note: Payment methods accepted: Cheques, Credit Cards or E-Transfers.
  • Payment #1: Non-refundable deposit
    A non-refundable initial deposit of $100 is required from each participant
    (e.g. one HTL with two youth = one cheque or e-transfer in the amount of $300).
    Cheques – payment will be deposited immediately upon receipt.
    E-Transfers – payment transfer will be accepted immediately.

  • Payment #2: Final payment for all remaining registration and accommodation fees.

    • Cheques – will be deposited on or after May 31, 2023. Please post-date your Home Team’s second cheque to May 31, 2023 and mail it with the deposit cheque.

    • E-Transfers – payment transfer will be accepted immediately.

    • Credit Cards – payments can only be used to pay either the whole amount at the time of registration or to deposit but may not be used for the payment #2.
  • Note: If you are registering your Home Team after May 31, 2023, the full amount of your registration fees are due immediately. Please make a single payment for the total amount due.

Cheques

  • Make payable to: Canadian Lutheran Anglican Youth Gathering.
    Include your Home Team number on the outside of the envelope and in the Memo line of both cheques.
    Cheques are to be mailed to:
         ELCIC National Office
         Attn: CLAY Gathering
         600-177 Lombard Avenue
         Winnipeg, MB R3B 0W5

E-Transfers

To be considered “registered”, Home Teams must have completed the following:

  1. Completion of online registration form with information regarding all members of the Home Team
  2. Click on the “Submit to Registrar” button to send information to the Registrar
  3. Scan and email all signed permission forms, all signed Home Team Leader Agreement forms and the Community Endorsement Form to the Registrar
  4. Send cheque or e-transfer payments to the Registrar
  • Additions and substitutions to Home Teams can be made any time up to July 31, 2023, subject to availability. However, the new participant will be charged according to the rate current at the time of the addition or substitution.
    • Note: A participant substituting into a Home Team between April 16 and July 31 will be charged the $650 rate, even if their Home Team originally qualified for the Early-Bird rate.

How to make a substitution

  • If you wish to make a substitution on your Home Team, please email the Registrar at [email protected] for further details. Substitutions will be at the discretion of the Registrar as rooming assignments may be affected.
  • PHTLs can log in to their registration information anytime up to March 31, 2023 to withdraw a Home Team member. After March 31, 2023, withdrawal information should be emailed to the Registrar. 
  • The $100 deposit is non-refundable. The amount of other fees refunded will depend on the date of withdrawal, in accordance with CLAY’s contractual agreement with Laurier. Contact the Registrar for clarification at the time of withdrawal.

After August 1, 2023, no fees will be refunded.