Adult Advisor Info- New

Webpage last updated May 29, 2019. Information will be provided as it becomes available. Prior year information remains posted for reference only.


On behalf of approximately 400 youth attending the 2019 Wisconsin 4-H & Youth Conference, thank you! As an Adult Advisor you give a most valuable gift ‑ your time. Conference success depends on enthusiastic, creative and committed volunteers like you.

While you will work hard, we hope you have an enjoyable and rewarding experience. You will learn something new about today’s youth, the variety of 4-H programming throughout Wisconsin, and the fine quality of leaders who share your enthusiasm for 4-H. Maximize your experience by getting involved! Your own personal enthusiasm is contagious and affects the overall event.

Your experience will be most positive when you are well oriented to the responsibilities and tasks that await you. The “Adult Advisor Tool Kit” provides that information. The adult advisor orientation teleconferences and on-site orientation will help to prepare you for Youth Conference.

This “Adult Advisor Reference Guide” is designed to supplement the “2019 Wisconsin 4-H & Youth Conference Registration Timetable and Participant Guide.” Be sure to review both the Registration Timetable and the Adult Advisor Tool Kit in preparation for your role.

The overall conference average adult/youth ratio has historically been about 1:5.


  • Must be at least 21 years of age by Conference.
  • Be a 4-H leader, summer intern, or 4-H Educator.
  • Adult advisors must be authorized by the county Extension office to act on the county’s behalf while at Conference – what does this mean???
  • New in 2019: Adult advisors will be expected to be responsible for more than just their county youth. Adult advisors may be responsible for up to 15 youth across multiple counties depending on needs of the program. The State office will work to ensure that all counties are covered by an adult advisor.
  • Adult advisors must apply to be an adult advisor through 4HOnline. More information is available on the Adult Advisor Page.
  • Adult advisors are required to participate in one of two face-to-face orientations for Youth Conference. Orientation dates and locations are:
    • Saturday, April 28 at the Lincoln County UW-Extension Office in Merrill; 1:30-5:30 p.m.
    • Saturday, May 11 at the Dane County UW-Extension Office in Madison; 1:30-5:30 p.m.


The Wisconsin 4-H Foundation provides funding for adult advisors to attend Youth Conference. All adult registration costs will be covered by the WI 4-H Foundation grant.

Responsibilities Timeline

  1. Between 4:00 p.m. April 18 and midnight May 1 – Register at 4HOnline
  2. Between registration and days leading up to conference – Fulfill all parts of the Adult Advisor orientation
    • Read and become familiar with the “Adult Advisor Tool Kit” and the “Registration Timetable and Participant Guide.”
    • Participate in one of our two Statewide Face-to-Face Orientations. Registration for the Face-to-Face Meetings will be a part of the 4HOnline WI 4-H & Youth Conference Registration Process. The dates for the orientations are:
      Saturday, April 28 at the Lincoln County UW-Extension Office in Merrill; 1:30-5:30 p.m.
      Saturday, May 11 at the Dane County UW-Extension Office in Madison; 1:30-5:30 p.m.
    • Collect Early Departure Form for any participant who intend to leave Conference early.
  3. By May 31 – Arrange for parking permits with your Educator as they are not available on-site. Submit permit applications to the U.W. Parking Office by May 31.
  4. 2-3 week before conference – Send an introduction to your delegates. Contact them ahead of time to introduce yourself and provide a cell phone number, if available. An introductory form is included at the end of the adult advisor guide for your convenience.
  5. Monday of conference when picking up delegates – Meet parents of your delegates to ensure youth carry the following before coming to Madison:
    • Health Update Form (find it in the Registration Timetable and Participant Guide).
    • Early Departure Form for any participant who intend to leave Conference early.
  6. When arriving at conference – Floor Lead Adult Advisors will need to do the following when registering at Youth Conference:
    • Confirm your Delegation Roster.
    • Sign the Roster provided for WI 4-H Youth Development Office Records.
    • Sign Individual Participant Room Cards for University Housing Records.
    • Turn in any last minute Early Departure Forms
    • Ensure all your delegates visit UHS Staff.
    • Receive:
      • “Check-in/Check-out” Housing Room Forms
      • Seminar and Room Lists for your Delegation
      • Your Conference Duty Assignments
      • Additional Adult Advisor Information
      • Nametag for each of your Delegates
      • Room Key and Lanyard for each of your Delegates
      • Admittance Wristband for each of your Delegates
      • Program for each of your Delegates
      • T-shirt for each of your Delegates
  7. After registering at Youth Conference – Floor Lead Adult Advisors will need to do the following when welcoming their delegation:
    • Distribute keys, wristbands, nametags and programs to all delegates. Keep the original key packets for use at check out!! (The original packets which identify room numbers are necessary for sorting keys later.)
    • Check each delegate’s room to see that the furniture is in satisfactory condition and that the items expected to be in the room are there. You will confirm the condition of each room again on Thursday before checking out.
    • Advise delegates they must participate in a tour/Getting Acquainted Fun sponsored by the Youth Leader Council while you attend the Adult Advisor Orientation between 3:00-4:30 p.m. Delegates meet their groups at 2:30 p.m. Also remind them of Talent Show Auditions between 4:15-4:45 Monday or 3:30-4:45 Tuesday in Rm. 29.
  8. 3:00-4:30 p.m. Monday  – Attend Adult Advisor Onsite Orientation in Gordon Dining Center, Overture Room (2nd floor). Conference logistics will be explained as well as the Operational Committee assignments you will be asked to assume. In addition, one or more adults for each seminar will be recruited as Seminar Presiders. They will attend seminars, take roll, introduce the instructors and distribute attendance stickers.
  9. 4:45 p.m. Monday – Attend Floor Meeting to become acquainted with the other Adult Advisors, Volunteer Coordinators (VC’s) and State 4-H Staff. This is also an opportunity for you to ask questions.
  10. During Conference:
    • Help with an Operational Committee.
    • Attend all conference events.
    • Check in with Headquarters as Needed.
    • Facilitate Meetings with the delegations during designated time, including reviewing the next day’s program, and planning for application of skills learned when youth have returned home.
    • Escort delegates to seminars and assemblies and follow all procedures.
    • Report emergencies to staff as needed.
    • Enforce the dress code.
    • Address Code of Conduct violations.
    • If ill, arrange for another Adult Advisor to supervise your delegates and report this to Headquarters Staff.
    • Escort delegates anytime they leave Sellery Hall.
  11. At the end of Youth Conference – Lead Adult Advisors are responsible for:
    • Returning all extra wristbands and keys to the Sellery Hall Housing Staff before leaving in order to avoid extra charges
    • Ensuring 4-H Artwork for the State 4-H Art Exhibit is checked-in and dropped off in the Sellery Hall Lobby.

Additional Expectations of Adult Advisors

  • Ensure the health and safety of your delegates, as well as ALL delegates.
  • Be informed about any delegate’s special needs and communicate as appropriate.
  • Serve as the adult voice and provide guidance to all youth delegates.
  • Help create a safe and welcoming environment where all youth are treated respectfully and courteously. You will not likely encounter situations involving bullying, hazing or harassment of youth. But if you do, it is not appropriate for adults to ignore these incidents. You are to intervene and make it clear to the youth such behavior is not be tolerated at 4-H sponsored events and activities.

Adult Advisor Materials

19 Adult Advisor Tool Kit (17 pages,803 KB)

2019 WI 4-H & Youth Conference Parking Application (1 page, 504 KB)

2019 YC Program Description and Accommodation Notice (1 page, 82 KB)

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