The registration process ↑
Up to when can I register? ↑
To ensure that groups receive their documents (entry tickets and the Guide) through the post in good time, registration and payment must be completed by the end of March 2019. This will avoid delays entering the premises for the first time following arrival in Düsseldorf. Timely registration will also make the local security control process and planning easier.
It is possible to register for the International Youth Convention as a group (a group may consist of one or more persons) online up to the start of the event. Tickets can also be locally purchased on arrival. However, it must be taken into account, then, that entry controls will be more stringent.Originally, the registration cut-off date was planned for the end of February. Due to numerous demands, the IJT Düsseldorf gGmbH has decided to allow the date of group registration to be extended.
How do I register myself? ↑
Registration for the International Youth Convention 2019 is by groups. The first step is therefore to form a group, headed by a group leader, with other members who want to travel together to Düsseldorf and stay overnight together there. You must then name the group leader (who must be of full age) as the central point of contact.
The group leader can then start the registration process for the IYC. To do this he/she must first register through www.iyc2019.org/registration before he/she can begin to form a group, using a unique activation code (registration cards with the code are held in the congregation). It is recommended for groups to have 10 to 15 members. The group leader can then invite other members per email or he/she requests a new generated group code with which each participant can use themselves to join the group. Important to note is that each member must register themselves through the IYC website and add their personal details.
How do I register myself as the leader of my group? ↑
The first step is to register yourself under www.iyc2019.org. You need neither an activation code nor a group code for this. Under “Taking part” – “Registering” you just need to give us your name and your email address. You will then receive an email asking you to confirm your registration. Subsequently, you will have been given your personal IYC profile.
In the second step you must state that you are a group leader and you can then create your group using the activation code. Now you are able to complete your details and add information in your personal profile. You will be asked here, for instance, what languages you speak, whether you have a food intolerance or what t-shirt size you require.
The third step covers the invitation of your group members. That will either be by email, whereby you go to “Invite a group member” and enter the email address of the group member or by using the newly generated group code. You will also find this under “Invite a group member”. You can request this code to be sent to the prospective members of your group for whom you have no email address or for whom they have no such address. When they have first personally registered in the IYC system, they are able to join the group themselves using that code.
In exceptional circumstances you can enter members to the group who are not able to join it themselves. To conform with the latest data protection regulations you will need from them a completed document “Registering as the member of a group” (where appropriate - the simplified version). The exception is for groups created by members of a family: the group leader can enter family members without using the document.
Finally, you must check that a) all details of your members are complete and b) that you have entered all information relevant to the group as a whole, for instance details of travel and accommodation.
What is the activation code for? ↑
The activation code allows group leaders to form new groups through the website www.iyc2019.org. The code is to be found on the so-called registration card. These cards have been delivered to the congregations. To initially reduce the number of groups, each congregation will have received limited quantities. When group leaders have registered themselves through the IYC website and confirmed their email addresses, they can form their groups using the one-time activation code. After this step the activation code will no longer be valid and will be replaced by a new generated group code. Using this group code other group members can be added - after they have successfully registered themselves.
How do the over 35s, youth leaders or rectors register? ↑
Participants over 35 years of age, including youth leaders and ministers, must also register themselves through the IYC website and join a group, either as a member or a group leader. Important to note: a group stays together overnight. If, for example, you register yourself as a youth leader with your youth as a group, then you must sleep in the same location; either in one of the youth camps or outside the exhibition site.
Should your plans have differing overnight arrangements, then differing groups must be formed to meet each arrangement. You could, of course, bring all "hotel overnighters" together as a group, so that they aren't compelled to sleep together.
Why can I only register as part of a group? ↑
The many advantages of group registration have already been proven in 2009 for the European Youth Day:
- At such an event where juveniles also attend it is important that they always have a contact person and an appointed guardian on site.
- All other participants are also integrated in groups and have a contact person should important questions arise.
- Organisational effort for the young group members is significantly reduced because the group leaders look after registration, travel and accommodation arrangements.
- Registering as a group and travelling together will ensure that the youth arrive safely in Düsseldorf and that they will be informed where and with whom they will be sleeping.
- Not to be ignored is the fact that the workload of the organisers of the IYC, is substantially reduced by the important tasks taken on by the group leaders. These control, for example, that the details of the youth being registered are complete and they distribute the participants' passes.
Forming groups ↑
Who is able to make a group? ↑
Essentially, a group will arrive together and stay overnight in the same accommodation; either in one of the youth camps, in a hostel, or under some other private arrangement. Apart from that, IYC participants can freely choose in which group they wish to join. That could be from the congregation or the district and is also independent of one’s personal address. Congregations may also organise more than one group. The recommendation is for a group to consist of 10 to 15 persons. Each group will require a fully aged group leader, who will be responsible for all its organisational aspects, including custodianship of under-age group members.
As well as regular groups, the possibility exists to make groups as a family. This will consist of the group leader (father, mother or legal guardian), the partner plus young children from two years of age. The leader of family groups can register all its members him/herself.
Congregation rectors, district ministers, Bishops and Apostles can either join a group with other IYC participants (here also, accommodation must be as a group) or they can make their own group.
Can groups comprise members of different congregations, districts or district churches? ↑
Yes! Groups aren't restricted to members of a congregation, a district or a district church. However, it is important to note that all members of a group must arrive together and stay overnight in the same accommodation - either all in a youth camp, all in a hostel or all under other private accommodation arrangements. Apart from that, IYC participants have the free choice in which group they wish to join. Each group will then be allocated to the congregation of the group leader, independent of the congregation or residence of its members.
Is it possible for ministers to form a group when they intend to sleep in different accommodation? ↑
When the ministers of a congregation or a church district, or their wives, make private booking arrangements, meaning outside of the exhibition site, they can form a group together. It is irrelevant whether they remain in the same hotel or have differing accommodation. However, should one of the ministers decide to sleep in one of the onsite youth camps, he must form, or be part of, a group - ideally with other participants who also want to sleep onsite. A mixed group, of overnighters in the dormitories and external accommodation is not possible.
How does the group leader register him/her self? ↑
The group leader must firstly register under www.iyc2019.org. The next step is to log in as a group leader using the registration code on the blue group leader's card (the cards are distributed through the local church rector). Further cards can be ordered through the respective church administration office.
What is the group code for? ↑
After the group leader has created a group under www.iyc2019.org, using the activation code, an individual code will be generated for that group; the group code. Anyone who has personally registered and who subsequently logs in using that code will automatically be allocated to the group. The group code is thus an easy way of organising IYC participants to the correct group. The code can either be distributed by the group leader or received by other prospective group members on request.
How do further participants register themselves in your group? ↑
Participants must firstly register themselves under www.iyc2019.org. They can subsequently join the group by using the group code (which they will receive from their group leader).
How can I change my participation from one group to another? ↑
Group leader A deletes the group member from his/her group. The group member logs in to group B using group B's group code (the group member does not need to re-register him/her self).
What are the responsibilities of a group leader? ↑
A group leader is the central point of contact between his/her group members and the organisers of the IYC and is also responsible for all organisational aspects of the group.
The group leader
- brings participants together as a group, to travel and be accommodated together
- creates a new group under www.iyc2019.org using the registration code and invites new members to join per email or through the group code
- controls the data entered by the members, completes them when necessary and adds group travel and accommodation details
- is responsible for payment for that group, which means he/she receives all the members’ entry fees and transfers the sum accordingly
- books dormitory space in the youth camps or organises other accommodation
- distributes participants’ passes to the group members
- remains overnight with his/her group members
- arranges travel plans for the group
- is the legal guardian for under-age group members OR names another fully-aged member as the legal guardian
- keeps save custody of the undersigned consent of legal guardianship which parents have given for the minor group members
- accompanies and guides the group throughout the IYC
- appoints a deputy group leader, if necessary, to give support in these tasks
Can one person be the leader of more than one group? ↑
That wouldn't make sense. Of course it would be technically possible to register as the leader of two groups with two different email addresses but it would be difficult to lead two groups who could possibly be sleeping in two different dormitory halls. Also, the group leader would have to make two participation fees of 125 euros.
Why should the groups arrive together? ↑
The members of a group will only be accommodated together in the same dormitory hall when they arrive together. This is because sleeping arrangements will be organised in the sequence of arrival time. It also ensures that the youth arrive safely in Düsseldorf.
Juvenile participants must also have a legal guardian throughout the IYC, with whom they naturally must have arrived together. This will generally be the group leader or another member of that group.
Can members of a group also arrive separately? ↑
Groups should always arrive together wherever possible - especially groups containing minors. That may not be possible in certain circumstances, for example when the youth are members of their home congregation group but are travelling from the location of their studies. It should be noted In such situations that the sleeping spaces in the youth camps will be allocated in the order of arrival time. Therefore, the group members arriving earlier should reserve sufficient sleeping spaces for their later arrivals, otherwise they may be accommodated in the same hall but in quite different areas from each other.
I will be travelling a few days before my group. Can I still be the group leader? ↑
If you are the youth leader and you arrive in Düsseldorf some time before the IYC, for instance to build an exhibition booth, you are not able to fulfill all the tasks as a group leader. It would therefore be better for you to register as a group member and to delegate the group leader function to someone else. The youth will then be supported during their journey and you can all enjoy the IYC together as a group.
Will groups be sitting together in the Arena? ↑
All members of a group will be allocated to the same seating area. The choice is free, however, within that area and participants can decide themselves exactly where and with whom they wish to sit.
The support team can make an internal note when more than one group wishes to be seated together in the Arena: firstname.lastname@example.org
Families with children ↑
Can I bring my children with me? ↑
You can bring your children with you to the IYC when there is no other option (from two to twelve years), but please don't forget that this event is a youth convention. It would be most considerate if you were able to find someone, a friend or relative to care for your child/children over this weekend.
You can also bring your children with you if there is no one who can take on this responsibility. They must also each be individually registered. Please use the option of the family group for this purpose, so that you or your partner can register them in that group. Sleeping space will be provided for you in the family dormitory hall, as well as a specially allocated seating area in the Arena if you are bringing a childrens' push chair or buggy.
Incidentally, a family group consists of the parents and their children, whereby the youngest child must not be older than twelve years. The participation fee is not required for children up to and including ten years of age. A childrens' nursery is also planned on an hourly basis for children aged between three and seven years.
Can I bring my children who are under two years of age with me? ↑
You can bring your children from infancy to two years of age with you to the IYC if there is no other option. On the other hand, you should seriously consider whether you want your child to face the kind of stress which such a major event can bring with it, or whether child care provided by a member of the family, a friend or close relative would be a better option.
Registration for the iYC is also required for the youngest IYC participants, whereby a participation fee for children up to and including ten years of age is not required.
How are children registered? ↑
The International Youth Convention is a church festival for young persons from 13 to 35 years of age; it is not a festival for children. At the same time it is a festival where young families can also take part, whereby parents within the same age group are included. The following ruling will therefore apply:
- Children of participants aged up to 10 years - participation is possible (if no other care options available), with periodic children's nursery available for children between 3 and 7 years of age (no participation fee, registered through the system as participant, accommodation in family dormitory hall is possible).
- Children of participants aged between 11 and 12 years - participation is possible, if no other care options available (participation fee is 125 euros, registered through the system as participant, accommodation in family dormitory hall is possible).
Helpers are invited; however explicitly without children.
Must families register as their own group? ↑
Families with children should definitely register themselves as their own group, because the leader of that family group can then input all the participants details together him/herself without using the form "Registering as the member of a group". Another reason is that a separate dormitory hall is reserved on the exhibition premises for family groups. These halls will have camping beds and privacy screening walls. A special seating area will also be provided in the Arena for family groups with childrens' push chairs or buggies.
Must families sleep overnight in the family halls? ↑
Families with babies and children planning to stay overnight on the exhibition premises should definitely sleep in the family dormitory hall. Camping beds and privacy screening walls will be provided there. Also, the youth in the other halls will not be disturbed then by the crying of babies in the night. In order to sleep in the family dormitory the family must be registered as its own family group.
Is there an age restriction to sleep in the family hall? ↑
The family dormitory hall is reserved for all families with children up to twelve years of age. However, priority will be given to families with younger children should an unexpectedly higher demand for sleeping space occur than is available in the family hall.
Is the family hall intended for overnighting or for the midday nap? ↑
The family hall is intended to be used to sleep overnight and is reserved for families with children up to 12 years of age. Camping beds and privacy screens will be provided there. To make use of the family hall registration must be made as a family.
The registration process for helpers and employees ↑
Who is a helper? ↑
A helper is someone who declares him/her self to be available from Thursday until Sunday - coordinated through the helper centre - in undertaking and completing set tasks during the IYC 2019.
How do helpers register themselves? ↑
Helpers must firstly register themselves under www.iyc2019.org. They must subsequently log in as a helper using the registration code on the orange coloured helper registration card (the cards are distributed through the local church rector). Further cards can be ordered through the respective church administration office.
How can I change my status from group member to helper? ↑
The group leader deletes the group member from his/her group. The ex group member can now use the code on the orange coloured helper registration card to log in as a helper (it is not necessary to re-register again on the IYC website).
Who is an employee? ↑
An employee is someone who is actively tasked by the leader of a specialist or project group to assist in the preparation and implementation of the IYC 2019, having firstly made a written or personal application for such a position. It is not possible for employees to register themselves as performers at any of the programme events.
How do employees register themselves? ↑
Employees must firstly register themselves under www.iyc2019.org. They must subsequently log in as an employee using the code provided by the leader of the respective specialist or project group.
How can I change my status from group member to employee? ↑
The group leader deletes the group member from his/her group. The ex group member can now log in as an employee using the code provided by the leader of the respective specialist or project group (it is not necessary to re-register on the IYC website).
How can I change my status from helper to employee (and vice versa)? ↑
The helper withdraws his/her helper registration (button: "Withdraw application"). The person can then log in as an employee using the code provided by the leader of the respective specialist or project group (it is not necessary to re-register on the IYC website).
From when can I pay? ↑
Payment of participants' entry fees can be made from 10th February 2019 and should be completed by 31st March 2019, so that participants' passes can be sent by post to the group leaders.
Payment made after that date will mean that the passes must be collected onsite at the start of the Youth Convention. Payment is made by groups and by the group leader of each respective group. Group leaders will receive the entry fees from each group member, start the payment process in the IYC system and transfer the sum total in the aforementioned time frame. Employees and helpers will each transfer their own participation fee.
What is the payment sequence? ↑
Payment is made through group leaders. The group leader is responsible for collecting the entry fee from each individual member of his/her group and for transferring the total sum. This requires starting the payment process for that group in the IYC system. The process is subsequently barred for further alterations, which means that further additions or deletions are not possible. On completion, the group leader will receive an email with details of the payment sum, account number of the recipient (in the Single European Payment Area [SEPA] the IJT 2019 gGmbH) and purpose of payment. The group leader then has until the end of March, at the latest, to transfer the payment. It is important to note that the payment process must be completed by 31st March 2019.
There is a slight difference for payments made outside the SEPA zone. The group leader also starts the payment process in the IYC system and receives a confirmation email with all necessary details for the total sum to be transferred, according to the regional procedures. The difference is that the recipient here is the bank account of the respective district church. The district church is kept regularly up to date by the IJT 2019 gGmbH with lists of groups which have started the payment process. Each list will contain one purpose of payment, which the district church will use to transfer the complete sum of that list to the IJT 2019 gGmbH. When that is completed, the payment process is ended and the participants of groups are registered for IYC.
Employees and helpers will each pay for themselves. The process is identical to that of group leaders.
Can I cancel my registration/payment? ↑
Yes! Of course you can, but you should be aware that you will only be refunded the full cost of your participation fee if the cancellation is made before 1st April 2019. Thereafter, printing and processing costs incurred must be taken into account and the refund will thus be limited to 100 euros. Furthermore, it is important that you surrender your participant's pass. This is either possible through the postal delivery service when you send it to IJT 2019 Düsseldorf gGmbH, or you can request a group leader (of your group or of another group) to deliver your pass on arrival in Düsseldorf to the service desk. It is also possible for another participant to take your place, but then, in this case, you must first return your pass and the new participant will then receive his/her pass on arrival at the IYC.
Other questions ↑
What must under-age participants of the IYC be aware of? ↑
Under-age participants of the IYC must have an undersigned form of consent from their parents and must present this to the person acting as the legal guardian. This will normally be the group leader but can be delegated to another named and fully-aged guardian. Minors are not permitted to travel and stay overnight on their own. If they wish to stay with relatives they must be registered through a group leader in Düsseldorf. That group leader will then take on the responsibility as the legal guardian.
Can my partner also come, even when he or she is over 35? ↑
When you are officially invited to come to the IYC then your partner is also very welcome to come - independent of whether he/she is already over 35. The important thing, of course, is that he/she has also registered through the IYC website and is also registered as a member of a group, just as you have.
Can I just attend the divine service on Sunday? ↑
The divine service on Sunday, with its programme, before and afterwards, is a part of the complete programme of the International Youth Convention 2019. Therefore, attendance at this service is only possible for registered participants of the IYC.