Forever Friends

		(Southern Appalachian Young Friends)



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Information for attending SAYF at the 2019 Southern Appalachian Yearly Meeting

We welcome all of our SAYF & SAYMA teens, from new rising 7th graders to those graduating high school, to join us for the SAYF retreat at the SAYMA Yearly Meeting! For 2019, the dates are Thursday, June 13 to Sunday, June 16. While similar to our monthly school year retreats, this special retreat provides exciting opportunities to interact with the wider SAYMA Quaker community that created and sustains our SAYF progam.

Please read through this thoroughly as our Sponsor & Registration policies have been updated.

For convenience, the Advance Program and all forms are posted near the bottom of this page in PDF format.

Steps for attending SAYF at SAYMA are:
1=> Arrange for your SPONSOR and TRANSPORTATION to and from Warren Wilson College. Make sure your sponsor fully understands and agrees to their responsibilities by reading the SAYF Sponsor Form that they must complete and sign for you to attend.
2=> Register to attend SAYMA using both the Household and Individual forms. Arrange registration fee payments and any financial scholarship assistance. Your registration & payment should be delivered or posted by May 4th, 2019 to avoid a $30 late fee.
3=> Complete your required SAYF at SAYMA forms -- Sponsor, SAYF Registration and Medical Release. Have them ready and signed by your parents or guardians before you travel to Warren Wilson -- all three forms are required to attend the Yearly Meeting retreat.
4=> June 13th: Use the Things to Bring Checklist to make sure you have all your completed forms and other "bring" things, and then head to Warren Wilson. After you check-in at the SAYMA desk and get your name badge, you can check-in at the SAYF dorm with your Parent or Sponsor..

Details for the steps above:

SPONSORSHIP: To attend SAYF at SAYMA, all Young Friends must arrange for and name a Sponsor. This can be a parent, legal guardian or known adult Friend (at least 21 years of age) who will be on campus throughout the Yearly Meeting. One adult can Sponsor a maximum of 3 Young Friends. Young Friends of adult age (18 years) may name themselves as their Sponsor under supervision of the Lead FAN, but a parent or legal guardian must still complete and sign off on the Registration and Sponsor Forms. All Sponsors will need to accompany their Young Friend(s) for Check-in at the SAYF dorms and attend a brief orientation meeting. The Sponsor will be responsible for their Young Friend whenever they are not involved in mandatory SAYF activities and are not in their SAYF dorm room or the dorm common area. In the event of an emergency, or if requested by SAYMA, the named Sponsor may be required to act in the role of a parent.

TRANSPORTATION: Unlike monthly retreats, SAYFers are responsible for making their own transportation arrangements to and from the SAYF at SAYMA gathering at Warren Wilson College, Swannanoa, NC. If you are not traveling with your parent(s) or sponsor, your family should seek a trusted adult who will be attending Yearly Meeting and would be willing to provide a ride.  NOTE that your Parent or Sponsor will still need to be present for check in processing with both SAYMA and SAYF.

You'll need to complete both a Household and an Individual registration form. If you will be attending SAYMA with your family, you should include yourself on that Household form, otherwise provide a Household form for yourself.
>> DORM Choice == SAYF Dorm // Sleep Space == BED in Shared Room  //  Roommate == TBD  //  Linens == NO
>> Sign up for LUNCH & SUPPER MEALS ONLY. A basic breakfast will be served in the SAYF kitchen each morning, For the 06/13 arrival day, remember that the cafeteria stops serving Supper meals at 6pm.  Cash is accepted at the door for meals if you are uncertain of your arrival and departure times. >> Please indicate your first choices for a Friday and Saturday workshop from the list in the Advance Program.

COSTS: The REGISTRATION FEE of $57 applies to every SAYMA & SAYF attender. SAYF dorm cost is $105 ($35 per night x 3 nights). Meal prices are $8.50 per lunch & $10.50 per dinner (3 of each totals $57). Posting your registration by May 4th avoids a $30 late fee. With prompt registration and 6 meals, total cost for a SAYFer is about $220.

FINANCIAL ASSISTANCE: Please don't let money concerns keep you from attending! If you need financial aid, you should first apply for scholarship funds from your monthly meeting. You can then request additional Scholarship funding on your SAYMA registration form.

DELIVERING SAYMA FORMS & PAYMENTS:  Send your completed SAYMA registration forms to the SAYMA registrar at the addresses provided on the forms, and make payment via mailed check or Pay Pal; a minimum deposit of 25% is required with balances due at SAYMA check-in.

DEADLINES: To avoid a $30 late fee, get your SAYMA registration emailed or posted by May 4th, 2019
Due to Warren Wilson policies, acceptance of late registrations cannot be guaranteed after May 23rd!
SAYF forms are due and submitted with your check-in at the SAYF dorms.

SAYF FORMS: You should to get your SPONSOR, REGISTRATION, and MEDICAL RELEASE forms completed and signed in advance. The SPONSOR should complete and sign the Sponsor form; the REG & MED forms must be SIGNED BY your PARENT or GUARDIAN. All 3 forms MUST BE WITH YOU when you check-in at the SAYF Vinings dorm (after you have received your name tag at SAYMA registration check-in).

AT SAYMA: The SAYF dorm and check-in at Vinings C will open for SAYFers starting at 6:00pm on Thursday, June 13th. Parents and Sponsors are responsible for SAYFers until they check in. The sponsor orientation meeting will be held at 10:00 p.m. on Thursday, 06/13, in the Gladfelter Cannon Lounge. All SAYFers and Sponsors are expected to attend. Orientation for later arrivals should be arranged with the Lead FAN at SAYF dorm Check-in.

SAYMA Forms, Info & Instruction documents:

SAYMA 2019 Advance Program
SAYMA 2019 Registration Form (2pg Household & Individual)
SAYMA 2019 Registration Guide

SAYF Specific Forms (needed on arrival):

SAYF at SAYMA 2019 Sponsor Form
SAYF at SAYMA 2019 Registration Form
SAYF at SAYMA 2019 Sponsor+Reg (2pg)
SAYF at SAYMA Things to Bring Checklist
SAYF Medical Release Form

VOLUNTEER ASSISTANCE AT SAYMA: Adult volunteers for Night Shepherd shifts are always needed and appreciated (early A.M. hours Friday, Saturday & Sunday). SAYMA requires that our Youth Workers be known members of our community and pass an interstate background check. To start the simple background clearance process for volunteering, complete the form at <>. The complete clearance process is explained in our Background Check guide. For any backgound check questions or concerns, contact our admin assistant, Autumn Woodward, <>.

-- SAYMA Registration Forms (electronic spreadsheet and printable), as well as the 2019 Advance Program, can also be downloaded from the front page of the web site. Full details about the 2019 Yearly Meeting can be found in the  2019 Advance Program.

If you need help completing any of these forms or have any other questions or concerns,
please contact our admin assistant, Autumn Woodward, <>
  or contact the Lead FAN for this year's SAYF at SAYMA:

Aaron Ruscetta