Agenda

Daily Agenda

Subject to change, ALL TIMES ARE USA MOUNTAIN TIME (UTC/GMT-7) Worldclock converter tool

Tuesday, November 12 

Pre-Conference Events

Pre-Conference Events include: the NOLS Risk Management Training for Administrators, the LGBTQ Outdoor Summit, the Therapeutic Adventure Professional Group Pre-Conference, and the Viristar Risk Management for Outdoor Programs Online Course.

Wednesday, November 13

Thursday, November 14

Friday, November 15

Saturday, November 16

Exhibitors & Sponsors

Supporting the Mission & Vision of AEE

Be Seen

As an exhibitor or sponsor, you’ll get in front of hundreds of new clients, customers, students and potential staff while simultaneously supporting AEE in our mission to elevate Experiential Education worldwide.

Who attends? Over 600 Practitioners, Students, Facilitators, Program Directors, CEOs, Teachers, Professors, Therapists & more.

Your support of the Experiential Education Conference directly impacts hundreds of conference attendees, who then go back to their communities and workplaces to impact thousands of students and peers.

2024 Opportunities

SEE THE PROSPECTUS

• EXHIBITOR $700 BUY NOW | $500 FOR NON-PROFITS BUY NOW *See all details in prospectus
• SUPPORTING SPONSOR $1,500 BUY NOW *See all details in prospectus
• IMPACT SPONSOR $2,300 BUY NOW *See all details in prospectus

Custom Sponsorships

We’d love to come up with a sponsorship package that is meaningful to you! Below are examples of additional partnership opportunities.

• AEE Podcast sponsorship
• Conference Program Advertisement
• Sponsor a specific event, meal or session
• Sponsored Lanyards
• Attendee swag bags
• Website advertisement
• Logo on signage

Please contact Anna should you have an interest in any of the above or would like to discuss other opportunities.

Lodging 

View all of the below information in the Attendee Guide

Our conference lodging package includes accommodations plus three meals per day, beginning with the evening meal on arrival and ending with the noon meal on departure.

Pricing begins at $140 + tax per night*

*this pricing includes meals for ONE adult. If you add other adults into your room, pricing will reflect the additional $51.00/person per night for meals.

LODGING OPTIONS: We have rooms available in our block in the Rainbow Lodge, Alpen Inn, Longs Peak, Rams Horn, and Emerald Mountain Lodge. Click the links here or view all details at our booking link below (code needed)

QUESTIONS? 

If you have any questions, please contact the Central Reservations Office at (888) 613-9622, and refer to the AEE group name.

On-site complimentary recreation includes miniature golf, basketball, volleyball, tennis, indoor swimming, hiking trails, playgrounds, library, and many family programs.  Archery, horseback riding, and craft projects are available on-site for a fee.   

Please note that a 35% deposit payable to the YMCA is due when making a reservation. Upon receipt of the 35% deposit by the YMCA, a lodging confirmation and reservation number will be emailed to you.

TO MAKE A RESERVATION:

1. Click on the Estes Park Center Booking Link

2. Select the group arrival and departure date. (Eligible dates include Monday, November 11 - Sunday, November 17. 

If you would like to extend your stay, ​please make your reservation on-line first for the dates of the group’s event by clicking on the link above. Then call Central Reservations at (888) 613-9622 to add the additional nights to your existing reservation. Have your reservation number handy.

3. Enter the group code. (Y001ACL851 (Group code is case sensitive))

4. Enter the number of ADULTS (age 13 and over considered an adult for meal pricing) 

For any children age 6-12 years staying in the room with a parent, include in the Comment section the names of children and their ages. If applicable, meal prices for children will be added to your reservation prior to arrival.

Roommates / Group Lodging

• If you are seeking a roommate(s), you will be able to contact other attendees once you register (registration opens in July) You’ll join an attendee chat room (on Slack) where you can connect with other attendees. 

• If multiple people are staying in a room, and you did not indicate this when booking your lodging, you will need to contact Central Reservations (888-613-9622) so the YMCA can add the names to that reservation. The appropriate number of guest meals will then be added to that room charge. 

A NOTE ABOUT CABINS: The YMCA of the Rockies also has cabins available on-site to rent that are not listed in our group lodging link. Please note that while you may reserve those cabins on your own, they are not included in our lodge package. The meal plan is available to people booking cabins, but you'd need to contact the Y directly or reserve via their website (not our link!). 

Lodging cancellation policies can be found here

Meals

View all of the below information in the Attendee Guide

Meal tickets: Guests who are registered for lodging on-site will receive a ticket/voucher for meals upon check-in.

If you aren’t on the meal plan:

You can purchase meal tickets at the register in the cafeteria, the front desk or programs department.

Meal ticket prices (age 13 and over considered an adult for meal pricing) :

Adult Breakfast $14.50

Child Breakfast (6-12) $7.50

Adult Lunch $17.00

Child Lunch $10.00

Adult Dinner $19.50

Child Dinner $14.50

QUESTIONS 

If you have any questions, please contact the Central Reservations Office at (888) 613-9622, and refer to the group name as listed above.

What is the food like?

The YMCA of the Rockies Aspen Dining Hall provides everyday service in an all-you-care-to-eat, buffet-style dining hall. Choose from a wide assortment of hot and cold menu items, including vegan, gluten-free, and vegetarian dining options, and much more. All meals include salad bar, entrees, dessert, and beverages.

Dining hall hours (please see the agenda for recommended meal times based on conference programming)

Breakfast: 7:00 AM – 9:00 AM

Lunch: 11:00 AM – 1:00 PM

Dinner: 4:30 PM – 8:00 PM

Can I bring my own food & snacks? Yes, you are permitted to bring your own food. Be bear aware. Do not leave food or beverages in your car, or on your cabin counter or table. Lock doors and close ground floor windows when you leave your cabin and when you are asleep. Your actions could save the life of a bear!

Does the YMCA Accommodate allergies/ dietary restrictions? Special arrangements can be made to accommodate food allergies. After registering for your lodging, please call the YMCA Food Service Department at 970-586-3341 ext. 1128 for Estes Park Center. We do our best to accommodate dietary restrictions, plus we make every attempt to identify ingredients that may cause allergic reactions for those with food allergies. 

Restaurants near Estes Park Center

Campus Information 

• YMCA Information: 970-586-3341
• Website: YMCA of the Rockies
• CAMPUS MAP
• YMCA Quiet Hours: 11 PM–7 AM
• Laundry (self-service) A coin operated laundry is located on the lower level of the Longhouse Building and is open 24/7.
• Check-in at the guest registration desk located in the Administration Building when you first arrive. Check-in is available 24 hours a day.
  • What amenities are in my room?

• Wi-Fi is provided in each of the cabins and lodges. 

• Printing: There is a printer located in the Administration Building that attendees are welcome to use. First 10 pages are free. 10 cents per page above that. 
• Not Allowed on YMCA Property: Drones, Firearms, Marijuana (see here for details)

• Cell service varies by carrier. Cell service can be limited depending on your location on property. Please note you are in a mountain area and cell service can be limited throughout the geographical region. At Estes Park Center AT&T/ T-Mobile have strong service. There is little-to-no cell service in Rocky Mountain National Park.

• Lost & Found: Please call 970.586.3341, ext. 1225 and leave a message with your name, phone number, what you lost, and the date and location you think you lost it.  We’ll get back in touch with you, and if we find your item, will discuss your options to come pick it up or have it shipped for a fee.

• YMCA COVID-19 Policies: For your health and safety, we are making decisions about our operations based on our local and state health agency orders and guidelines due to COVID-19.  Please read about the latest protocols.

• Weather: YMCA of the Rockies locations are between 8,010-8,700 feet above sea level. Be prepared with the proper attire as temperatures can vary dramatically over the course of a day.

• What should I wear? Wear anything that makes you comfortable and happy! You'll typically see attendees/speakers wearing jeans, flannels, sneakers, t shirts, activewear, puffer jackets, boots, sweaters & sweatshirts. If we had to put a label on what to wear, we'd say casual to business casual (emphasis on the casual!). 

  • Check out the AEE Facebook page for photos from previous conferences

• Packing List

  • A variety of layers (warm and cool)
  • Warm jacket and rain jacket
  • Sunglasses and sunscreen
  • Sturdy shoes in case of snow
• Planning a trip to Estes Park? Check out the Do Estes Right videos from Visit Estes Park, a series of short videos that give insights, tips and tricks for your visit to help you have a wonderful experience while visiting responsibly. 

• Altitude: The low oxygen levels found at high altitudes can cause problems for travelers who are going to destinations higher than 8,000 feet above sea level. YMCA of the Rockies locations are found between 8,010 - 8,700 ft above sea level. We suggest the following to help our visitors adapt to altitude: Drink plenty of water (64 ounce daily), Rest if you feel fatigued or dizzy, avoid alcohol, reapply sunscreen often.

• Wildlife Safety: We share our beautiful locations with all different kinds of wildlife. Read these articles to learn how to stay safe around wildlife and how to help our wild neighbors stay safe, too.

  Safely Enjoy Spring Wildlife

  Your Elk Rut Questions Answered

  Be Bear Aware 

• YMCA Property Policies: To help maintain our beautiful surroundings guests must abide by the following rules.

  • Stay on trails when hiking and only park in designated areas. Traveling in undesignated areas causes erosion of fragile ecosystems.
  • Do not feed wildlife under any circumstance.
  • Keep your distance while viewing wildlife. For your safety, use a zoom lens and stay at least two bus-lengths from any animal.
  • Be bear aware. Do not leave food or beverages in your car, or on your cabin counter or table. Lock doors and close ground floor windows when you leave your cabin and when you are asleep. Your actions could save the life of a bear!

Accessibility

• Please note, YMCA of the Rockies is not an ADA approved facility. There are a limited number of wheelchair accessible lodging rooms on-site. 
• I need accessibility accommodations to participate in Conference workshops and larger sessions. Can I request them through AEE? 
  AEE is committed to creating a conference experience that is accessible to all. There is a registration field to indicate any accessibility/accommodation requests such as captioning or interpretation. All accommodation requests should be made no less than two weeks before the event. We will make our best effort to fill requests but cannot guarantee requests will be met. You can also e-mail anna@aee.org with specific requests. 
• YMCA Pet Policies
  • Pets must be registered with the front desk upon arrival. Guests failing to notify the front desk prior to/during check-in, will be charged the applicable nonrefundable pet fee and any incremental cleaning charges (even after departure).
  • YMCA of the Rockies requires a nonrefundable nightly pet fee of $25 per pet, per unit (maximum two pets) with a maximum pet fee of $250 per stay, $500 per calendar year. This covers normal wear and tear and standard additional cleaning associated with pet usage.
  • Pets must be on-leash while on property and when outside a guest accommodation. They must be under the control of their owner at all times and pet owners are responsible for cleaning up after their pet while on the YMCA of the Rockies’ property.
  • Pets should be current on all vaccinations; documentation must be immediately available upon request.

Attendee & Speaker Resource Guide

Click here to view the guide

Attendee Registration FAQs

• What workshops will be offered? See the preview here
• Do you offer scholarships? Yep! AEE offers scholarships each year to help bring attendees to the conference who otherwise may not be able to join us. Scholarship applications are accepted until July 1
• Are there discounts? Yes, In-person Presenter ($50)/ Virtual Presenter ($10) / Volunteer ($25). Discount codes will be distributed directly to presenters and volunteers.
• Is there a group discount? Yes, there is a Group Discount for groups of 10 or more (10% off each ticket). Email anna@aee.org for the special discount code.
• Is there a discount for AEE Members? Yes! You must be an AEE Member PRIOR to registering (if you sign up as a Member after registering, you will not be refunded for the difference).
• Are Pre-Conferences included in registration costs? No. Pre-Conferences have separate registration costs.

• Can I bring my child?  We will present experiential programming (The Kidference!) for children between 5 and 12 years old, while you attend conference workshops. Register during attendee registration. 

  • 1 Child - $180.00
    2 Children - $310.00
    3 Children - $390.00
    4 Children - $470.00
• What's your cancellation policy? Check it out here
• Is there an App? Yes! Details will be emailed to attendees.

2024 Pre-Conference Events

Extended Education

Pre-Conference sessions (Extended Education) take place prior to the start of the 2024 International Conference, and are in-depth workshops, activities and excursions that provide an expanded opportunity for professional development.

Transportation

• View all of the below information in the Attendee Guide
• Parking is free everywhere on the YMCA property.
• Electric vehicle charging stations are located at Emerald Mountain Lodge. 
• The YMCA is approximately 1.5 hours from Denver, Colorado.

• Use the address below to navigate to Estes Park Center. 

  • 2515 Tunnel Road, Estes Park, CO 80511
  • CAMPUS MAP

• Estes Park Shuttle - Book online or call to reserve daily shuttles to & from Denver International Airport, CO to The YMCA of the Rockies in Estes Park, CO! AEE Attendee Special: 10% discount on shuttle bookings using Discount Code : IEEC2024
• Rocky Mountain National Park Hiking Shuttle
• For recorded updates from the Colorado Department of Transportation, please call 303-327-4034. The recording is updated by 10 a.m. daily.
• Need a ride? 

  Once you're registered, you can join the AEE attendee Slack Channel! This is an online chatroom space for attendees to ask questions, discuss transportation and housing. The link can be found in your confirmation e-mail.

Get Involved! Join Service Crew

Volunteers for the 2024 International Conference

Looking to save on Conference registration costs? Want to meet other volunteers and connect directly with presenters? Love having fun and learning along the way?!

As a conference volunteer, you'll expand your network, share your skills, gain experience, make incredible friendships, and have an impact in the field of Experiential Education. Plus, all Conference volunteers receive a discount on registration costs!   Service Crew application 

Service Crew Members volunteer on-site or online, and help with everything from:

• Staffing the registration/check-in desk
• Setting up snack tables and break rooms
• Helping to post signage
• Ushering attendees to and from events, welcoming attendees into keynotes
• Coordinating set-up in the exhibit hall
• Assisting virtual presenters with Zoom

...and more!

To be on Service Crew:

1) Complete the Service Crew application 

2) You'll be notified of your acceptance as a Service Crew member

3) You'll be emailed a discount code to register for the conference (with discount code - $25 off + Early Bird pricing).

**DO NOT REGISTER PRIOR TO BEING ACCEPTED / RECEIVING THE DISCOUNT CODE. If you register before being accepted and receiving the discount code, you will not be refunded for the difference.

Early application completion is encouraged with positions available until filled. Service Crew members generally work between 5 and 24 hours during and/or before the conference and must attend one of the Service Crew Orientations.

If you have any questions, contact Callie Auman at callie.auman@gmail.com.