Guidelines for Advisors and Chaperones
Conference Registration Procedures Upon Arrival
a. A member of the HOSA COURTESY CORPS will greet each Chapter group upon arrival and assist them as necessary.
b. Chapter members traveling by bus should remain on board until the ADVISOR completes the registration process.
c. CHAPTER ADVISORS will register at the HOSA CONFERENCE REGISTRATION DESK and receive Conference Registration Packets for the Chapter.
d. CHAPTER ADVISORS will check in with the Competitive Events Coordinator to verify student participation in competitions.
e. The ADVISOR will then register at the HOTEL REGISTRATION DESK and receive room assignments and keys for each member of the group.
f. All members of the group then will proceed to hotel rooms and appropriate conference sessions. Baggage unloading will be the responsibility of each participant.
g. ADVISOR – be sure that all students have received their Registration Packets, are aware of the Wednesday evening program, and know how to reach you at the hotel.
III. Eligibility for Conference Attendance
Student, Alumni, and Advisor members of all local HOSA Chapters in good standing * are eligible to attend the Annual State HOSA Leadership Conference, participate in workshops, competitive events, special events, tours, general sessions, and business meetings.
Parents and other non-member adults who serve as chaperones for, or as guests of a local HOSA chapter are welcome. The Registration Form and registration fee of $35.00 per person must be submitted with information requested.
*In Good Standing – the local HOSA Chapter is registered for 2021 - 2022 with membership dues (State and National) paid for each member and advisor. For State Conference, dues for NEW Chapters, RE-REGISTERED Chapters, and ADDITIONS/SUPPLEMENTS to already registered Chapters should be submitted no later than March 1, 2022.
- Advisors are solely responsible for data entered into the HOSA.org affiliation system. Any fees incurred will be the responsibility of the chapter, therefore student members should not have unsupervised access to this system.
- Please be sure that the student Conduct Code is read and understood by each student who will be attending the conference. A copy of the code for each student is to be signed by the student and parents, as appropriate, and returned to the advisor before departure to conference.
- Emphasize that the Code of Conduct will be strictly enforced by the chaperones and advisors accompanying your group.
- Students must stay at the designated hotel, not with friends or relatives during the conference, and should not use their own cars or ride in cars belonging to other students. Students are not to leave the conference unless given permission by their advisor(s).
- Impress upon your students that the use of house phones will be limited to emergencies, particularly after curfew. (No social calls). There is an extra charge for any phone calls made from the rooms, so use the pay phones and call collect.
- If you observe any students breaking the Code of Conduct while at the Conference, please try to correct the situation, or, if you cannot handle it, please call Hotel Security, AND NOTIFY THE STATE HOSA ADVISOR.
- Inform your group that gratuities for meals are included in the package rates.
- Room service will not be available to HOSA students and should not be requested.
- All bags and luggage must be labeled with Name, Chapter, Occupational Center or High School and Advisor's or Chaperone's name.
- It is up to you to see that your members attend all HOSA sessions. You should know where your students are and what they are doing at all times.
- Please see to it that the advisor's and chaperone's names that are responsible for the student are accurately recorded at the HOSA Registration Desk.
- Please warn your students that they will be charged for any and all damage to their room, regardless of who does it. They are responsible for locking and protecting that room and all hotel property.
- For any emergency at the hotel, pick up a phone and call the security desk.
- A mandatory Advisors Meeting will be held the first evening of the Conference. Time and location to be announced.
Conference Registration Procedures Upon Arrival
a. A member of the HOSA COURTESY CORPS will greet each Chapter group upon arrival and assist them as necessary.
b. Chapter members traveling by bus should remain on board until the ADVISOR completes the registration process.
c. CHAPTER ADVISORS will register at the HOSA CONFERENCE REGISTRATION DESK and receive Conference Registration Packets for the Chapter.
d. CHAPTER ADVISORS will check in with the Competitive Events Coordinator to verify student participation in competitions.
e. The ADVISOR will then register at the HOTEL REGISTRATION DESK and receive room assignments and keys for each member of the group.
f. All members of the group then will proceed to hotel rooms and appropriate conference sessions. Baggage unloading will be the responsibility of each participant.
g. ADVISOR – be sure that all students have received their Registration Packets, are aware of the Wednesday evening program, and know how to reach you at the hotel.
III. Eligibility for Conference Attendance
Student, Alumni, and Advisor members of all local HOSA Chapters in good standing * are eligible to attend the Annual State HOSA Leadership Conference, participate in workshops, competitive events, special events, tours, general sessions, and business meetings.
Parents and other non-member adults who serve as chaperones for, or as guests of a local HOSA chapter are welcome. The Registration Form and registration fee of $35.00 per person must be submitted with information requested.
*In Good Standing – the local HOSA Chapter is registered for 2021 - 2022 with membership dues (State and National) paid for each member and advisor. For State Conference, dues for NEW Chapters, RE-REGISTERED Chapters, and ADDITIONS/SUPPLEMENTS to already registered Chapters should be submitted no later than March 1, 2022.
