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W4B Conclave Registration
SectionMaster Terms and Conditions

By submitting your registration information, you indicate that you agree to the Terms and Conditions and have read and understand the Code of Conduct. Your submission of this form will constitute your consent to the collection and use of your personal information and the transfer of this information to the Conference Management and or other adult officials for processing. All information provided by means of your online registration will remain private and privileged to only adult advisors affiliated with the Section Council of Chiefs. Lastly by submitting your registration information you agree to receive required administrative and promotional information electronically.


Welcome to Sectionmaster©! The section now provides a systematic approach of registration, a new service provided to you, subject to the following Terms and Conditions ("TAC"), which may be updated by us from time to time without notice to you. You can review the most current version of the (TAC) at any time at: In addition you are responsible when using Sectionmaster© to visit the section web-site from time to time for any last minute information pertaining to conclave such as newly implemented guidelines or rules applicable to the event. All such guidelines and rules are hereby incorporated by reference into the TAC.


The section has established this system to better serve its members by having a fast and precise registration process at conclave. Features of the system include: registration for training courses (offered through Machquigen University) - training certificates, various communications tools, storage of personalized contact information, and conference confirmation forms.

Similar to the National Order of the Arrow Conference, lodge contingents are formed ahead of time and all fees associated with the conference including the names of all individuals attending the conference are submitted to the National Order of the Arrow Committee months in advance for review and processing. A section conclave is the second largest event in the nation that the Order of the Arrow produces annually, and because of this the section has agreed to operate under the same guidelines of registration. You understand that members registering online will not have to pay for the event during the registration process; instead each lodge that members are affiliated with will reserve a place within their lodge’s contingent and agree to pay the conclave fee for you. The guidelines for chapters and lodges getting reimbursed by members that registered online are discussed here within.

The Conference Management and Section W-4B Council of Chiefs currently provides members of the Order of the Arrow the opportunity to register for Conclave online. The basis of forming this system was to provide a quick and easy style of registration and to allow members of the Order of the Arrow the opportunity to mark their intent to attend the upcoming Conclave. It is agreed that all lodges will be allotted a contingent based upon the number of members (from their home lodge) that registered on or before the deadline set forth by the Section Council of Chief’s; April 1, 2005. Additionally, I acknowledge that member’s wishing to attend the event that register after the deadline, April 1, 2005, will be subject to the late fee of $40.00 and will not be included in the lodge’s contingent; members affected by the deadline will be required to register onsite and bring cash or check made out to “Order of the Arrow” in the amount of $40.00; lodges will not accept or collect any fees associated with late registration. Failure to bring your late fee with you to registration on Friday of Conclave you will be escorted off the premises. You also acknowledge that you cannot pay your lodge after the deadline has passed unless you have registered online ahead on time and have a confirmation form dated on or before April 1, 2005; once more lodges will not accept conclave fees past the deadline without your confirmation. You also acknowledge and agree to pay the difference of the late registration fee and the amount you previously paid to your lodge if you fail to register online before the deadline has passed; the difference in fees will be required prior to check-in and before official admission to the event by each individual that falls within this category.

Once the registration deadline has passed each lodge will receive a personalized printout of members that have marked their intent to attend Conclave 2005 and upon previous agreement will be given (1) one month from the deadline to pay for their lodge’s Conclave Contingent. Any and all excess fees that are included in the check will be deducted and submitted to the Maury Clancy Fund for donation. Members that are serving on the Conference Management, i.e. elected members of the Council of Chiefs and their respected Advisers, as well as honorary guests of the Section Chief will be exempt from all conclave fees; all individuals qualifying for conclave fee exemption will be approved by the Section Chief and Section Adviser prior to the deadline to insure that they will be included within the lodge’s “Contingent List.” These qualifying individuals will not be charged for conclave and such conclave fees will appear as “exempt” and be exempt from the lodge’s total fee owed.

You also understand and agree that the Service may include advertisements pertaining to the conclave and that these advertisements are necessary for the section to provide and maintain contact with its members. You also understand and agree that the service may include certain communications from the Section Chief or his designee, such as special announcements, administrative messages and section newsletters, and that these communications are considered part of your registration and you will not be able to opt out of receiving them. Unless explicitly stated otherwise, any new features which augment or enhance the current Service, including the release of new Sectionmaster© properties, shall be subject to the TAC. You understand and agree that the Service is provided "AS-IS" and that the section assumes no responsibility for the timeliness, deletion, mis-delivery or failure to store any user communications or personalization settings; the only proof of registration or existence within the system will be your confirmation page that will appear once you submit your registration; this must accompany you to conclave and the responsibility of this is solely up to you.

You are responsible for fees associated with the event and agree to pay the fee that pertains to you: $30.00 dollars per youth Arrowman of the Order of the Arrow and $30.00 per adult Arrowman of the Order of the Arrow. By submitting your form to the Section's Conference Management you agree and give permission for your lodge to pay for your conclave fees and hereby agree to fully reimburse your lodge immediately. Lodges are hereby granted permission to deduct the necessary funds from each chapter within their lodge and the primary responsibly of the collection of funds will lie in the hands of the individual Chapter Key 3’s: Chapter Chief, Chapter Adviser, and Chapter Staff Adviser. You also acknowledge that if you register and cannot attend the event do to personal reasons, you must notify the section by sending an e-mail to prior to the deadline of April 1, 2004. You also understand that failure to do so will result in not being eligible for reimbursement; additionally you understand that if you do not follow these precise guidelines for registration cancellation you will not be reimbursed; however, you will be edible to receive all formalities associated with the conclave included the conference name badge and conference patch. Last minute “matters of emergency” may be eligible for reimbursement and will be dealt with on a one on one basis; all people wishing to challenge the reimbursement of funds must have justifiable proof of a medical emergency of death in the family to qualify; reasons such as a high school dance or SAT testing are not acceptable reasons for reimbursement.

You also understand that if the section has no record of you attending conclave in previous years a new “permanent” account will be created for your use. Members that attended conclave in 2003 or 2004 should have an account; members that attended, however failed to register will not have an account and the section will not have record of you ever attending a conclave or your past involvement and training history within the section; therefore you will be issued a new account and will not be eligible to earn a bachelors or masters degree from Machquigen University. All first time participants will also be ineligible to earn a bachelors degree and assuming they attend all four training sessions at conclave will qualify for an associate’s degree. All members wishing to purchase items in the auction will use their permanent ID number assigned to them at registration.

Please be aware that Sectionmaster© requires a digital consent from your parent or guardian if under the age of 18 and it will be assumed that you have been granted permission and consent to attend the event by your parent or guardian. Adults will sign consent to attend the event for themselves by completing the registration process.


In consideration of your use of the Service, you agree to: (a) provide true, accurate, current and complete information about yourself as prompted by the Service's registration form and training portion. You also acknowledge and give permission to the section to alter your training schedule as deemed necessary in order to satisfy the layout of training courses. The section will keep in mind the back-up courses chosen by the participants in making schedule changes within the University.

If you provide any information that is untrue, inaccurate, not current or incomplete or the section have reasonable grounds to suspect that such information is untrue, inaccurate, not current or incomplete, the Conference Management has the right to suspend or terminate your account and refuse any and all current or future use of the Service.

The Conference Management is also concerned about the safety and privacy of all its users, particularly youth. For this reason, parents of children under the age of 18 who wish to attend must have parental consent to register online and attend the conclave unless one of the members of the immediate family will be attending the event with them. It will be assumed that all registrations forms submitted will have a parental digital consent.

Members not wishing to disclose their health insurance information to the section have that right and may place “Not Disclosed” in the text field. Although we recommend you have this information made available in the event of an emergency it is up to your own discretion.


Registration Data and certain other personal information about you are privileged and confidential. Any and all information collected during the registration process will remain in the hands of Adult members of the Conference Management. These will also only be made available to the Conference Management and all such information will erased from all computers used after the event to insure your privacy. Your information will remain on file and again be made available for future use by the Administration Chairman at other conclaves. This is for your protection as a member of Section W-4B, Order of the Arrow.

You acknowledge, consent and agree that the section may access, preserve, and disclose your account information and Content if required to do so by law or in a good faith belief that such access preservation or disclosure is reasonably necessary to: (a) comply with legal process; (b) enforce the TAC; (c) respond to claims that any Content violates the rights of third-parties; (d) respond to your requests for customer service; or (e) protect the rights, property, or personal safety of Sectionmaster© its users and the public.


By Submitting your registration you agree to abide to the following rules governing the Conclave:

·          You agree to observe the Scout Oath, Scout Law, and the Order of the Arrow Obligation.

·          You agree to where your official Boy Scout uniform properly at all times designated by the Section COC.

·          You agree to where your name badge at all times.

·          You agree to attend all training sessions, conclave activities, shows, and other events.  You additionally acknowledge that all such activities pertaining to the conclave will require you to present your ID badge to the staff, including all meals!

·          You agree to observe quiet time after 10:00 p.m. and lights out between 12:00 a.m. and 6:00 a.m.

·          You agree to respect the rules prohibiting the use of private automobiles during the Conclave and will not leave the premises during the event without permission of the Section Chief and Section Adviser.

·          You agree to assume personal responsibility for the breakage of or damage to the conference property and assume personal responsibility to the loss of personal items during the conclave.

·          You understand that the purchase, possession, or consumption of alcoholic beverages or illicit drugs is expressly forbidden, both youth and adult.

·          You agree to obey and follow the Boy Scout’s of America policy on smoking (i.e. refrain for smoking in view of youth) and observe all "No Smoking" restrictions of the Naval Station San Diego. 

·          You understand that gambling or the use of fireworks or firearms is expressly forbidden, and that no fires, lighters, or matches may be used on-site.

·          You agree to be a considerate guest of Naval Base San Diego and a good representative of Section W-4B, the Order of the Arrow, and the Boy Scouts of America.

·          You agree to abide by all rules set forth by your lodge.  Failure to do so will result in removal from the event.

·          You agree to abide to all rules and regulations found within all publications of the Order of the Arrow and Boy Scouts of America.

Lastly you understand that lost or stolen ID badges must be replaced in order to attend conclave events and meals; replacement ID badges will be made available to members throughout the weekend in the Administration Headquarters for a service fee of $1.00 - All monies collected will be donated to the Maury Clancy Campership Fund.

The section will not be issuing day passes to individuals that attend only a portion of the conclave.  Anyone spending the night Friday or Saturday night only will be required to pay the full amount for Conclave 2005; all formalities associated with the event including the conclave patch will be issued upon payment.  Lastly, in the event that a member of your lodge does not attend conclave, their packets may not be issued to other Arrowmen wishing to register onsite to aviod late fees. Chapters and Lodges doing so will be in violation of the TAC and will result in severe consequences from the Conference Management! All participants not registering that attend the event will not be covered by the BSA's insurance and will be in violation of National Security of the United States of America and Naval Base Authority!

You acknowledge, agree, and will abide to all Terms and Conditions discussed herein.

Section W-4B Officers

Michael Gollner
Section Chief

Josh Insalaco
Section Vice-Chief

Brandon Guzik
Section Secretary

Section W-4B Advisers

Dennis Underwood
Section Adviser

Deanna Westmyer
Associate Adviser

Scott Oldenburg
Staff Adviser

Copyright 1996-2004 Machquigen Section W-4B, Western Region, Order of the Arrow, BSA

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