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Planning Your Youth Conference

We know questions come up as wards and stakes plan their Aspen Grove Youth Conference. Use this guide to find answers to many of your questions. Please feel free to give our office a call if your questions aren't answered here, (801) 225-9554.

How to Make a Reservation

Book your Youth Conference at Aspen Grove! Check dates of scheduled Youth Conferences, and call to make your reservation, (801) 225-9554. You can book your Youth Conference approximately one year in advance.

Winter Youth Conferences are held from January through mid-March, Spring Youth Conferences are held from mid-March through May, and Fall Youth Conferences are typically held in November.

In order to book, you will need the following information:

The deposit due upon booking will be applied to your total balance. Due to the fact your reservation precludes other groups from booking, this deposit is non-refundable and non-transferable. This deposit is different than the damage deposit.

Our Youth Conferences fill in quickly, so the earlier you call the more likely it is you will be able to come on your ward/stake’s desired date!

Damage Deposit

You will be charged a damage deposit of $100, which will be included in your final balance due. This deposit is collected in the event your ward/stake is responsible for any damages to Aspen Grove facilities. Damages will be assessed and refunds processed the week following your conference.

Information Meeting & Tour

Aspen Grove is large enough to accommodate multiple wards and stakes at the same time. Meals will be with other wards or stakes in the dining hall. Many wards/stakes will plan to combine for activities.

We invite scheduled wards/stakes to attend information meetings held on site at Aspen Grove in preparation for Youth Conference. The meeting typically takes about an hour and a half. Both adult advisors and youth leaders are invited to attend this meeting. At these meetings we provide additional information, host a question and answer session, provide a tour of our facilities, and provide an opportunity for wards and stakes attending the same Youth Conference to meet together in order to plan combined activities.

If you have booked a Youth Conference with us, you are welcome to attend any scheduled meeting. Please keep in mind you will only be able to meet with other wards/stakes attending your Youth Conference if you come to your specifically scheduled meeting.

If you are unable to attend any of the scheduled meetings, please call our office to schedule a tour for your ward/stake, (801) 225-9554.



Youth Conference Dates

Scheduled Meeting

All November 2016 Dates

Saturday October 15, 2016, 9:30 am

January 6 to February 4, 2017

Saturday, November 19, 2016, 9:30 am

February 24 to March 25, 2017

Saturday, November 19, 2016, 12:00 pm

April 14 to May 13, 2017

Saturday, March 11, 2017, 9:30 am

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Deadline for Final Details

Two weeks prior to your Youth Conference, the following details need to be submitted to our office:

Please be aware final payment will be calculated on the actual headcount or the guaranteed count, whichever is greater.

Assumption of Risk Form

Each youth and leader must sign an Assumption of Risk form in order to attend Youth Conference at Aspen Grove. Please complete these forms in advance and bring them to camp with you. Youth forms also need to be signed by parents. Keep in mind Winter Youth Conferences are held from January through mid-March, Spring Youth Conferences are held from mid-March through May, and Fall Youth Conferences are typically held in November.

Winter Assumption of Risk
Spring/Fall Assumption of Risk

Transportation & Maps

Before traveling to Aspen Grove, please check the local weather forecast to prepare in case of snowy weather.  If the roads are snowpack at the Sundance turn-off (SR 92), the Utah County Sheriff’s Department may enforce the rule that vehicles either have chains or 4-wheel drive.  Please plan to carpool with this in mind.

Aspen Grove has sufficient parking to accommodate all of our guests, but carpooling is always encouraged.

Map to Aspen Grove
Map of Aspen Grove

Check-in Day

On the day of check-in, only one leader needs to come to our main office in the Aspen Lodge to check in for your ward/stake. Please remember to have a stack of signed Assumption of Risk forms ready at check-in. We are unable to check you in to your lodging without the signed forms! After you hand us the stack of forms, we will ask for the name and number of a contact person who is in camp, provide you with any important information about the weekend, hand you your keys, and answer any questions you may have.

If you’re prepared, it only takes a few minutes to check in.

If parents of youth would like a phone number to contact their youth, please provide them with your phone number as Aspen Grove staff will not always be able to locate the youth.

Only white sticky tack may be used to hang pictures and door tags. Tape, including blue painting tape, is not to be used on Aspen Grove walls and doors.

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One-Night Youth Conferences

One-night Youth Conferences are held in Winter, Spring, and Fall. These conferences are scheduled on a Friday-Saturday. Check-in is at 4:00 p.m., and checkout is by 4:30 p.m. Both youth and leaders pay $49 per person in order to attend. The price includes one night of lodging, 3 meals, some recreational amenities, and a conference room reserved for your ward/stake for the duration of the weekend.

Two-Night Youth Conferences

Two-night Youth Conferences are held in the Winter and Spring. Both youth and leaders pay $77 per person in order to attend. The price includes two nights of lodging, 5 meals, some recreational amenities, and a conference room reserved for your ward/stake for the duration of the weekend.

Winter conferences (January and March) are scheduled on a Thursday-Saturday when many local school districts are out of school. Check-in is at 4:00 p.m. on Thursday, and checkout is by 11:00 a.m. on Saturday.

Spring conferences (usually held at the end of May) are scheduled on a Tuesday-Thursday, when many local school districts are out for the summer. Check-in is at 1:00 p.m. on Tuesday, lodging checkout is by 8:00 a.m. on Thursday, and camp checkout is by 11:00 a.m. on Thursday.

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What to Bring

Each participant should bring the following:

We also recommend each participant be told in advance to leave laptops and all other electronic devices at home, as they will prevent youth from fully participating in the youth conference programs.

Please give parents wanting to contact their youth your cell phone number, as Aspen Grove staff does not always know your exact location.

Ward/Stake Responsibilities

After booking, you will receive a contract that needs to be signed and returned to Aspen Grove. The contract can be returned via responding to the email sent, faxing the contract to (801) 226-4043, or mailing it to RR3 Box E-10, Provo, UT 84604.

Your ward/stake will be responsible for planning all workshops and activities.

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Sample Schedule

We have prepared sample schedules to assist you in your preparation. You are welcome to plan your Youth Conference however you’d like; this is just a suggestion to get you started. Please note meal times and cross-country ski/snowshoe times (Winter only) are set by Aspen Grove. You will need to plan activities around set times.

We encourage you to plan noisy or interactive activities prior to dinner. You will be assigned a conference room adjacent to other wards/stakes for the duration of your conference. Many wards/stakes will plan quiet devotionals after dinner. If you are planning noisier activities after dinner, please be sensitive to other groups nearby. Please inform our office of any events that may be disruptive to other groups so we can more effectively collaborate ward/stake schedules, (801) 225-9554.

Combined Activities

Most Youth Conference weekends at Aspen Grove consist of multiple wards and stakes. It can be fun to combine with these wards/stakes for portions of your conference. In the past we’ve seen combined workshops, firesides, activities, and dances. These combined activities are usually a success.

Names and email addresses of contacts for other wards/stakes will be provided at the Information Meeting. If you miss the meeting, this information will be mailed to you the following week.

If you plan to combine with other wards/stakes, please include this information with the final details you submit 2 weeks prior to your arrival in camp.

If planning a combined dance, Aspen Grove will provide the facility. This facility will be available for setup after 8:00 p.m. You will be responsible for coordinating with other wards/stakes, and also for providing a DJ for your dance. If fog is used, it must be water-based, and any decorations must be hung with white sticky tack.

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Dining

Aspen Grove does all of the cooking and cleaning so you don’t have to! Menus will be selected by Aspen Grove's Chef. Our culinary team provides excellent food service for Youth Conferences.

Meals will be served at set times. Please schedule your activities and workshops around these set times. Your punctuality is important, as we are trying to serve many youth.

Please notify our office in advance of any food allergies. Our food service staff will do their best to accommodate your needs. Upon your arrival in camp, please encourage the individual(s) with food allergies to introduce themselves to our Chef. The Chef will assist those with dietary needs to ensure a positive experience. Individuals with severe or multiple food allergies may need to bring food to supplement what Aspen Grove provides.

Refreshments

Due to service contracts and health codes, Aspen Grove does not allow outside food or drink in conference rooms. However, refreshments may be ordered for your conference by calling our office at (801)225-9554. Please be prepared with the quantity you'd like to order as well as the time/date and place you'd like refreshments delivered. Refreshments may be delivered from 9:00 a.m. to 8:00 p.m.