FAQs  

Event Details

  1. When and where is the event happening this year?
    Gathering Our Voices will be in Richmond, BC from Mar 20-23, 2018 at the Sheraton Vancouver Airport Hotel and other venues around the city.
  2. How can I register?
    To register as an attendee for Gathering Our Voices please visit
     www.gatheringourvoices.ca and click the Register Now tab at the top of the homepage. To simplify the registration process, please ensure you have for each delegate:
    • First and Last name
    • Birthdate
    • Medical care card number
    • Emergency contact information
    • Any allergies or medical concerns
      If you want to save a place for an unnamed youth please put in Member 1, Member 2, etc. Placeholders can be used until you know which members you are bringing; our registration coordinator will call to ensure you will be using these spaces at a later date.
  3. How old do you have to be to attend the event?
    All youth aged 14-24 are eligible to attend the event. Youth MUST be fourteen (14) by March 20, 2018 in order to attend. All youth fourteen to seventeen (14-17) years old MUST be accompanied by a chaperone at all times.
  4. How old do you have to be to Chaperone at the event?
    Chaperones MUST be at least twenty-one (21) by March 20, 2018 to be a chaperone at the event.
  5. What is the Chaperone to youth ratio?
    For every five (5) youth (14-17 years) there MUST be at least one (1) chaperone.
  6. Is there a maximum capacity for the event?
    Yes, this year’s event is on a first come, first serve basis due to limited space  availability. Event capacity will be capped at
    1000 delegates including chaperones. Please register as soon as possible to ensure your space at the event. If the event reaches capacity before the start date there will be no onsite registration.
  7. Are there any activities for the chaperones?
    Yes, chaperones are invited and encouraged to attend all event plenary sessions. Limited workshops available to chaperones.
  8. Dance Party Rules
    • Doors Open at 7:00 pm and will close promptly at 8:30 pm. There is no exit/re-entry.
    • Chaperones are required to attend with their youth under 18 years of age, in the standard 5:1 ratio. Youth under 18 without chaperones will not be admitted, and will be detained until their Chaperone arrives to collect them.  Chaperones must remain with their youth until the end of the dance or until the group decides to leave together.

    • All attendees are required to check all bags, purses, and over jackets.  Headphones with cords will also not be permitted.  Sweaters and hats are permitted, but not recommended; the ballroom gets warm.  The only exceptions will be bags necessary to carry medical items that cannot fit in a pocket.
    • All attendees will be searched prior to entry to the dance.
    • We do not allow contact lenses that alter or cover the eyes, or outside food or drinks. 
    • Water will be provided, as well as female products in the bathrooms.

Registration Process

  1. What is the registration deadline?
    *Registration is CLOSED*
  2. How much are registration fees and when are they due?
    Registration is $150/ticket, and if you buy a bundle of 6 you get 20% off and the cost is $125/ticket.
  3. Who has to register for the event?
    All youth and chaperones must register and pay the registration fees for the event - no exceptions.
  4. What do registration fees cover?
    Plenary sessions, workshops, opening ceremonies, talent showcase, dance, cultural morning, closing ceremonies, t-shirt and delegate bag. The fees also covers breakfast and lunch on Wed March 21 and Thurs March 22.
  5. What does the registration fees not cover?
    Travel
    Accommodation
    Meals not listed above
  6. What is the group registration incentive?
    Our registration is slightly different this year, so when buying a bundle of six (6) tickets, there is a 20% discount - making the ticket $125/ticket. This works out to the same incentive that was offered in the past where every group of five (5) people registered, the sixth (6) person was free.
  7. Have more questions?
    Call our Lead Event Coordinator, Marleah Shaughnessy at 250-388-5522 or 1-800-990-2432 ext.222, or e-mail gatheringourvoices@bcaafc.com

Accommodations, Location, & Venues

  1. Where can my group stay in Richmond?
    Find information on accomodations in Richmond, BC here.
  2. How can I get to Richmond?
    Find important travel information about Richmond, BC here.
  3. Tourism Richmond:
    www.visitrichmondbc.com
  4. Parking Information:  
    Stay tuned for more details

General Facilitator Information

  1. To Register, please visit our Faciliators and Exhibitors page.
  2. Workshops will be 1.5 or 3 hours in length and may be repeated.
  3. Workshops targeting youth and young adults are preferred.
  4. Increased preference is given towards workshops that require little to no audio/visual aids (i.e. projectors, microphones, TV/DVD Players etc).
  5. You will receive a confirmation email that you submitted an application. If you did not receive a confirmation, please call us at 250-388-5522 ext. 222 to confirm we received your application.
  6. All facilitators are required to provide proof of application or provide a current copy of Criminal Record Check with vulnerable sector check with their application.
  7. Facilitators will be informed if they are chosen to host a workshop via email by January 12, 2018.

General Exhibitor Information

  1. The Education and Career fair will be open March 21 and March 22 from 8:30 am – 5:00 pm.
  2. You will receive a confirmation email that you submitted an application. If you did not receive a confirmation, please call us at 250-388-5522 ext. 222 to confirm we received your application.
  3. All Exhibitors are required to provide a current copy of Criminal Record Check with vulnerable sector check with their applications. For more information, click here
  4. Exhibitor Registration Fee: TBA. Payment due upon approval. Preferred method of payment is by cheque payable to BCAAFC and mailed to:
    Attn: Gathering Our Voices
    551 Chatham Street
    Victoria, BC V8T 1E1
  5. Each booth will be provided with one 6’ skirted table and two chairs.
  6. All Exhibitors are responsible for their own meals, refreshments and shipping their own materials.
  7. Once selected exhibitors will be provided with an agreement outline shipping instructions, loading and unloading guidelines onsite, etc.

Key Dates

  • Registration is *CLOSED*
  • Registration fees due February 1, 2018
  • Full Refunds Honoured Until - January 31, 2018
  • Facilitator Application *CLOSED* - please include your CRC-VSC in your application
  • Exhibitor Applications *CLOSED* - please include your CRC-VSC in your application
  • Facilitators/Exhibitor Notification - January 12, 2018
  • Volunteer registration deadline February 28, 2018
  • Criminal Record Check deadline March 8, 2018


  • DJ Application Deadline - TBA
  • Emcee Application Deadline - TBA
  • Keynote Application Deadline - TBA
  • Entertainment Application Deadline - TBA
  • Youth Talent Showcase Application Deadline - TBA
  • Honour an Indigenous Youth Champion in your Community Application Deadline - TBA