Contingent Reservation Roadmap

Below is a list of dates for contingent leaders and delegates to be aware of in order to be fully prepared for NOAC 2022. Each item includes a brief description of the action(s) and their associated open and close dates. Further details on each activity will be communicated as each date approaches. If you have questions, contact Contingent Concierge or Contingent & Staff Services.

roadmap
October 1, 2021 - May 31, 2022
Roster Input

Assign contingent delegates to a “slot” in NOAERS. Email prompts delegates to login and populate profile. Contingent leader may also “clear” slots if any contingent members are replaced by another lodge member.

Modifications may be made with restrictions and penalties after May 31 (see below).

Note: Rosters are highly recommended to be populated by April 4 to allow delegates adequate time to complete the tasks below.

October 1, 2021 - May 31, 2022
Mid-March 2022
Program Guide Available
Information about NOAC 2022 program offerings distributed. Both contingent leaders and delegates should review this guide in advance of signing up for activities in NOAERS.
Mid-March 2022
April 4 - May 31, 2022
Delegate & Contingent Profile Completion

Delegates and contingent leaders login to NOAERS to complete all information on the “General” & “Event” tabs.

Note: Delegates may login once assigned to the contingent. However, new information will be required as of April 4th.

April 4 - May 31, 2022
April 4 - May 31, 2022
Contingent Activity Sign Up

Contingent Leaders may sign up to participate in activities for the entire contingent (see program guide for details).

Contingent Leaders are encouraged to add delegate(s) to the activity teams (where applicable) prior to May 31 to ensure accurate schedules.

April 4 - May 31, 2022
April 4 - May 31, 2022
Delegate Activity Sign Up

Delegates may sign up for preferred training and activities in the “Program” tab within NOAERS. Delegates must complete this step before May 31st to be issued a program schedule in early July.

Any delegate who does not do so will be able to build a schedule based on remaining open seats in trainings and activities beginning in early July.

April 4 - May 31, 2022
April 4 - May 31, 2022
Delegate Roommate Requests

Delegates may use NOAERS to provide a requested roommate. Delegates will only have access to other members of the contingent listed on the roster who do not violate any YPT constraints. These selections are made on the “Event” tab in NOAERS.

Contingent leaders should not modify requests at this time as delegates can “undo” changes.

April 4 - May 31, 2022
April 4 - June 30, 2022
Travel & Arrival Information

Contingent Leaders must submit the contingents travel arrangements for NOAC 2022 whether arriving by plane , bus or personal vehicle. This process will also allow contingent leaders to request airport shuttle service if needed. Each contingent member’s arrival must be accounted for within the travel module.

Parking Info
April 4 - June 30, 2022
June 1 - June 30, 2022
Late Roster Modifications

Late fee applies for any new slots created added. Any additions, modifications, or removals from the contingent must be requested via the Contingent Concierge or concierge@oa-bsa.org. Late adds will not have access to request program or complete other tasks which close on May 31.

June 1 - June 30, 2022
June 1 - June 30, 2022
Roommate Request Review

Contingent leaders have access to add, modify, or remove any previously requested roommates. Delegates will not be able to make any changes individually. NOAC staff will use these requests to guide housing assignments for your contingent.

Contingents who do not request roommates will have assignments made at random within YPT guidelines.

June 1 - June 30, 2022
Early July 2022
Program Schedule Release & Drop/Add

Delegates and contingents receive program schedules based on the activity sign up requests. Delegates and contingent leaders may make modifications to schedules based on availability of program in NOAERS.

This process is ongoing and can be done at any time. As such, activity and session availability may vary leading up to the conference. Any contingent activities requiring team member names must be complete during this time.

On release date contingent leaders will be provided with any “activity specific” information for distribution to their contingent. These may include deadlines for specialized waivers or dress policies for certain activities.

Early July 2022
July 1, 2022
Roster Modifications Closed

Rosters are closed to all changes. Any cancellations after this date will result in the full forfeiture of the conference fee.

July 1, 2022
July 10 - July 20, 2022
Program Incidental Fees Billed

Program-specific incidental fees will be assessed. NOAERS will notify delegates to login directly and remit payment by credit card. Any delegate who does not pay incidental fees will be dropped from the activity.

July 10 - July 20, 2022
July 18, 2022
Contingent Arrival Packet Distributed

Information regarding arrival and check-in instructions will be distributed to contingent leaders.

July 18, 2022
July 25, 2022
Arrival @ NOAC 2022

Contingents arrive and check in to NOAC following the previously distributed directions.

July 25, 2022