REGION TRAINING CONFERENCE 2025 | INFO & REGISTRATION

[Ashley Wang]

Dear Witches and Wizards,

We are pleased to inform you that you have been accepted to the KEY-warts School of Witchcraft and Wizardry for the 32nd Annual POTTER-TC!

Report to Camp Jones Gulch in La Honda, California, where you’ll spend two days and one enchanted night meeting students from Humboldt all the way down to Monterey, participate in a spell-binding campfire, and learn all the Key Club values you’ll need to have a magical time during your school year! 

Here is YOUR guide for Region Training Conference 2025!

This email will discuss the following:

• What is Region Training Conference?

• How to Register

• Key Forms

• Advisor Reminders

• School Policies

WHAT IS REGION TRAINING CONFERENCE?

Below are the basic logistics of the event: 

• WHAT: Region Training Conference (RTC) is an annual overnight training event hosted by Regions 9, 15, & 17 to train attendees on a variety of topics that they can bring back to their club or apply to their everyday life! Attendees will also be able to participate in a variety of activities including campfire bonding, listening to keynote speakers, and making unforgettable memories!

• WHO: All Key Clubbers and adult chaperones of Regions 9, 15, & 17!

• WHEN: October 11th, 12:00 PM - October 12th, 12:00 PM

• Arrival & registration opens at 11:00 AM

• Opening Session begins at 12:00 PM

• Make sure you are picked up BEFORE 12 PM AND NO LATER THAN 12:30 PM on October 12th

• WHERE: Camp Jones Gulch, La Honda, CA

• 11000 Pescadero Creek Rd, La Honda, CA 94020

More information regarding the Region Training Conference can be found in this RTC Fundraising Guide (tinyurl.com/pottertc-fundraising). Feel free to also check out this RTC 2023 Video made by Division 12 South’s 2024-2025 DVME, Andre Nguyen found HERE!

HOW TO REGISTER:

• Please carefully read the 2025 RTC REGISTRATION CHECKLIST

• Head over to https://tinyurl.com/2025rtcregistration to register and purchase tickets for RTC

• Members CANNOT register themselves - clubs must register altogether. If you're interested in attending, please reach out to your respective club officers!
  

• Registration Deadlines 

• On-time: RECEIVED BY September 15th | $100 per person

• Late: RECEIVED BY September 21st | $110 per person

• NOTE: This is the date all of the forms and payment must be received by, so please plan ahead of time in case any issues arrive! No exceptions to these deadlines will be made.

• Registration Reminders: 

• If clubs register late, they are not guaranteed to receive a Region Training Conference shirt

• When buying tickets for RTC, the buyer should include the attending Advisors’ information and the buyer MUST be an adult/advisor.

• When sharing chaperones with another club, the buyer must list the Advisor but only ONE club should be purchasing the ticket for the Advisor. Make sure the Advisor is aware and is in agreement with chaperoning multiple clubs and understands who will be paying for their ticket.

KEY FORMS:

• Please read the RTC REGISTRATION CHECKLIST 2025  

• Each attending advisor MUST submit the online Kiwanis Sponsored Background Check Request for R9, R15 & R17 RTC (https://forms.gle/7u3ywRjEojpPg9BD9)

• Each attending advisor AND member needs to sign their club’s Code of Conduct Form

• Each attending advisor AND member needs to sign the SF YMCA Liability Release Form

• If you will be 18+ by the time RTC occurs, make sure you sign the form as an Adult Participant: tinyurl.com/ymcaadultswaiver25

• If you are still a minor by the time RTC occurs, make sure you sign the form as a Youth Participant: tinyurl.com/ymcaminorswaiver25

• Each member needs to print and fill out TWO (2) copies of the Medical Form

• 1 copy for the lead Advisor and 1 copy to keep on the member  

• Navigation forms: "Directions to Camp Jones Gulch" & "Map of Camp Jones Gulch"

• Review the YMCA Camp Jones Gulch Emergency Procedures and Hospital Map

• We also suggest that you create a club-specific member sign-up form, for your own convenience and organization (especially if you predict you will have over 10 members interested)

• All RTC registration forms should be completed and sent in alongside the RTC payment. Once this is all completed, please send an email to d02s...@cnhkeyclub.org, sfbakyd...@gmail.com, and CC your respective LTG, letting us know about your completed registration. 

Please make sure that you are communicating with your members and advisor(s) to ensure all forms are properly completed and accounted for prior to the event!

ALL the required forms and documents can be found on the 2025 RTC Registration Masterlist or [HERE].

ADVISOR REMINDERS:

• 1 Advisor PER 10 Key Clubbers of THE SAME GENDER! (1:10 Ratio for Overnight Events)

• Example 1: If you have 1 boy and 1 girl, you will need 1 female advisor and 1 male advisor!

• Example 2: If you have 13 boys and 3 girls, you will need 1 female advisor and 2 male advisors!

• REMEMBER! Advisors have to pay registration costs as well! 

• It is a courtesy to pay for your advisor(s) since they are volunteering their time to ensure your attendance!

• All advisors must have a Background Check (Livescan) 

• Every advisor attending RTC must submit the online Background Check through Livescan. Request for R9, 15, & 17 RTC (https://forms.gle/P9Xu9LvZ7XyfM6656)

• Online submission should be done as soon as the advisor decides to attend RTC rather than by the registration deadline to allow for extra time needed for the background check through Livescan to be completed

• PLEASE NOTE that there is a $50 processing fee for the Livescan that is NOT covered by RTC and must be paid by the Advisor.

• Start reaching out to people and looking for chaperones RIGHT NOW! 

• Kiwanians, Teachers, Parents and other Family Members are all acceptable advisors. 

• Remember that advisors MUST be 21 or over.

• You need to ask well in advance to make sure they don't have other plans! 

SCHOOL POLICIES:

• Complete all necessary school paperwork!

• Receive approval from both your school and school district.

• You do NOT want to have to cancel last-minute due to issues regarding school approval! 

• Be sure to communicate with your school principal and your school district as soon as possible, because overnight events generally take weeks to be approved.

Have any problems/questions about finding chaperones, filling out the registration forms, obtaining school approval and/or arranging transportation to Camp Jones Gulch? Contact your respective Lt. Governor or RTC Chair Jacqueline Wong at d02s...@cnhkeyclub.org!

--

Capturing the moments of service, 

Ashley Wang (she/her)

Division 12 East Lieutenant Governor 2025-2026

Region 17 | Cali-Nev-Ha District

Key Club International

Follow the Division Instagram! @d12east

Join the Google Reflector HERE!