KYA Registration begins in the fall of 2024. Follow these steps for the best pre-assembly experience possible.

In addition to the registration process below, please be sure to check the KYA Resources page for all information regarding items specific to program areas and roles, and review the changes for our program year.

1.Access the Advisor Portal
Advisors will be given an account on our Advisor Portal where they will complete the following steps for KYA Registration. If you do not have an account, please contact your region's Director of Program Outreach.

• Manage Students & Adults on the School Roster
  Prepare this roster early, as there are info forms that must be completed by students/adults prior to being able to register them for KYA. (Pro-tips: You can sort by first name or last name. If you have duplicates, ALWAYS let staff know.)

• Manage Student YMCA Membership (Optional)
  You can choose to have none, part, or all of your delegation as members. NOTE:  To run a Candidate for Presiding Officer, your delegation must have 100% membership.

IF YOU ARE NEW TO THE ADVISOR PORTAL OR NEED A REFRESHER, Visit our Introduction Page. This includes everything you’ll need to know about Managing your School Roster, Info Forms, Managing Student Y Memberships, and much more.

2. Intent for KYA
Submit an Intent Form in the Advisor Portal to reserve your space at KYA. Intents and Supreme Court requests (HS KYA Only) are processed on a first-come, first-served basis.

We have a policy of a 15 Person Flex; meaning your intent numbers cannot increase or decrease by more than 15 people during the registration process. If you realize in the time between hitting submit for your intent and before your registration opens, please reach out to nicole@kyymca.org to see if we can get additional students into the conference. No guarantee will be made outside of this 15 Person Flex as we book our venue space based on the number of intents.

3. Begin KYA Registration
Once you have been notified via email that your KYA Intent has been approved AND registration has opened, Advisors may begin registration in the Advisor Portal. Your registration saves as you go, so you can complete it over several days. Before submitting, save any relevant info (rooming, rosters, bills, etc.) outside the Advisor Portal; it will be unavailable after submission.

4. Submit KYA Registration & Mail Payment
After submitting your KYA Registration, your information will go to our Office Staff for review to ensure all discounts and scholarships are correctly applied.  You and your school's bookkeeper (if applicable) will then receive an invoice for your payment. If there are any issues with your invoice, please contact our Office Administrator Danielle at danielle@kyymca.org.

The KY YMCA is committed to inclusion for all and making rooming as flexible as possible for our schools and students. We are continuing to work diligently to be able to offer low-cost, accommodating, and inclusive rooming solutions in our programs.

The student program fee is based on a four-person sleeping room. Rooming assignments are under the purview and responsibility of the schools/delegations. We understand there are times when creating only rooms of four may not be possible, due to a variety of factors. We are working towards accommodations within our online registration system, but these changes are large on the back-end. We ask you to continue to give us time and grace to have the system allow for all needs.

In the meantime, if you incur unavoidable fees, please reach out to Danielle Hall (danielle@kyymca.org) to discuss possible solutions.

We also recognize some schools or delegations may allow for and/or need mixed-gendered sleeping rooms. Our current system does not automatically allow for this, but we are happy to accommodate specific rooming requests as needed. Simply reach out to danielle@kyymca.org to make changes.

Mail Payments to:
Kentucky YMCA Youth Association
91 C. Michael Davenport Blvd
Frankfort, KY 40601