About this Guide
This guide is intended to help you make the most of your time at YMUN. Please be sure to read it thoroughly and that you understand all of the information provided.
The conference schedule, contact information, and more are all available at ymun.org/welcome. Please save or bookmark that page so you can refer to it easily, and don’t ever hesitate to reach out if you have any questions or concerns.
Advisor Events
Mandatory Advisor meetings
There are three advisor meetings. It is required that at least one advisor from each delegation attend each meeting (though all advisors are welcome to attend). Attendance will be taken. For locations, refer to the schedule.
Thursday, 9:15 pm - 10:15 pm, Omni Ballroom C (during Committee Session I)
Friday, 9:00 pm - 10:00 pm, Omni Ballroom C (during Committee Session III)
Saturday, 2:00 pm - 3:30 pm, Omni Ballroom C (during Committee Session V)
Other Offerings
An advisor lounge will be available during all committee sessions in WLH 114 and Grand Ballroom C. Advisors may use this space to relax, get work done in a quiet area, etc.
During the Delegate Dance, advisors can relax in Omni York.
Advisor Responsibilities
Advisors are reminded that they are responsible for the terms stipulated in the “Agreement Regarding Participant Supervision” signed by all registered advisors attending YMUN.
It is our goal to work with advisors to enforce the rules and regulations of the conference, and in the event of rule violations by delegates, we will refer delegates to their faculty advisors. Advisors are responsible for supervising their delegates at all times, and for making sure they are following the rules of the conference, including but not limited to those outlined in the Delegate Expectations and Code of Conduct.
The following is a list of responsibilities that advisors should bear in mind to ensure proper decorum and security during the conference:
Attend Advisor Meetings. At least one advisor from each delegation is required to attend the daily Advisor Meeting. Though only one advisor is required, we strongly recommend that all advisors from each delegation attend. Advisor meeting details can be found in the schedule of advisor events.
Availability. All advisors must have a working US cell phone number on file with YMUN for the duration of the conference. All advisors must provide their delegates with their cell phone number. Advisors should ensure they are reachable by phone at all times during the conference. Instances in which advisors would be called include referrals for poor delegate decorum or assisting YMUN staff in locating delegates. We also encourage advisors to observe committees and explore Yale University. Our ability to handle misbehavior and ensure proper decorum during the conference is dependent upon our ability to communicate and work with advisors. All advisors who have a US phone number on record (which is at least one advisor per delegation) will be enrolled in the YMUN text message notification system, where key reminders and urgent information will be sent. Email will remain our primary form of communication with advisors. We also strongly encourage advisors to sign up for Yale University’s Yale ALERT system to receive emergency communications from Yale University; you may sign up here.
Delegate Whereabouts. Advisors must be aware of delegate whereabouts when not in committee. Only advisors may excuse delegates from committee. To do so, advisors should report any anticipated absences of delegates from committee to the Delegations team well before the start of each committee session.
Security in Hotels & Curfew. YMUN has hired security, who will be present each night in YMUN partner hotels during the conference to check that delegates are in their rooms. However, it is ultimately the responsibility of advisors to ensure that their delegates do not leave their rooms and are following hotel rules. Advisors must help maintain hotel security by cooperating with security staff. Advisors will be required to attend a general meeting during the first night of the conference where security will be discussed.
Delegates will be told that a curfew is in place at all hotels at 11:30 PM. Curfew will begin to be enforced at 11:30 PM. After this time, any delegate who is not in their own hotel room will be referred to an advisor.
Committee Dismissal. Delegates will be walked by their chairs to the Omni from the first committee session. Advisors must meet their delegates in their designated room (found below), and return to their lodging as one group. Delegates will not be allowed to leave without an advisor.
Delegations at these hotels should report to these rooms for the bus.
Hotel Marcel: College A
La Quinta: Whitney
Hotel Cambria: Chapel
Omni Hotel: Go downstairs and directly to your room
For all other delegations, your location is based on the delegation name.
D: Whalley
A, B: York:
M: Wooster
I, J (Individual Delegations): Grand Ballroom B
K, L: George B
V, W, Y: College B
N, O, P, Q, R, S, T, “The”: Grand Ballroom C
G, H: Temple
C, E, F: Grand Ballroom A
Traveling with Delegates: Advisors are asked to remind delegates to travel in groups when outside the committee or hotel venues.
Committees: We encourage advisors to visit committees in a respectful and non-disruptive way. Flash photography is prohibited, and advisors may not talk to any delegates—their own or others—during committee session.
Delegate Dance: Delegates entering the Delegate Dance must be wearing a badge around their necks and be accompanied by an advisor. During the dance, at least one advisor from each school should monitor delegates not attending the dance. Other advisors are welcome to come to the delegate dance, and we will have a room designated for advisors. Delegates must either be at the Delegate Dance at the Omni Hotel, or in their own respective hotels. Staff will be present to enforce dance rules and prevent. Delegates must leave the dance with their advisor; there are absolutely no exceptions.
Alcohol and Drugs: Preventing underage drinking and drug use is a top priority of the YMUN staff, and we request assistance from advisors in ensuring delegates are safe. Delegates found under the influence of drugs or alcohol will be immediately referred to their advisor and will be dismissed from the conference. We ask advisors to take every measure to ensure students comply with the laws of the State of Connecticut that prohibit consumption of alcohol by persons under the age of 21 and consumption of illicit drugs, including e-cigarettes and vaping devices. Schools whose students violate the law will NOT be invited back the following year.
Attire: Advisors should ensure that all delegates are wearing appropriate Western Business Attire during all committee sessions.
Technology: In recent years, the inappropriate use of technology during committees has been a major disruption. We ask advisors to encourage delegates to review and enforce the technology policy, outlined in the Delegate Expectations and Code of Conduct and on the Committee Policies tab of the website, with their delegates. Delegates found using cell phones or devices during debate will first be given a warning; following that, the device will be confiscated for the remainder of the committee session.
Emergency Scenarios
We have developed this section with the idea of helping advisors respond to potential scenarios that might arise during the conference. We do not anticipate that any of the following events will occur, but this section outlines the appropriate courses of action in case that they do.
Delegate is missing.
YMUN dismissal procedures and protocol are designed to ensure that delegates reach their hotels every night. However, there exists the possibility that a student may get lost after committee or during the day. In order to prevent this, we encourage you to tell your students to always follow YMUN staff instructions. Additionally, each student MUST have access to their advisor’s contact information, including cell phone number. Every delegation should establish an easy-to-find meeting place where a delegate can go in case they get lost. Finally, delegates should always travel in groups of at least three when outside of committee session. In the event that one of your delegates does not arrive at the hotel or you cannot contact them, please contact a member of our security staff.
Delegate has been assaulted.
As in any city, the possibility of being assaulted in New Haven exists. We encourage students not to travel alone and to look out for potentially dangerous situations. If students are careful and aware, there should not be any problems. If your delegate is assaulted, please contact emergency services and then report the situation to our staff.
Delegate is sick or injured.
We hope your delegates will remain healthy throughout the conference, but if they are sick or injured, we will do our best to resolve the situation and help make the conference a memorable experience for them. If your delegate becomes sick and needs to miss a committee session to recover, please notify the appropriate USG of Delegations. Please contact the Security team if a delegate has a serious injury or becomes sick, and we will help advisors find an appropriate medical facility.
Drugs and alcohol.
Drugs and alcohol are strictly prohibited at YMUN. This includes e-cigarette and vaping devices. We ask that you help us enforce the law and make sure that delegates are not drinking or doing drugs. If a delegate is found under the influence of one of these substances, they will be immediately asked to leave the conference and their school will not be invited the following year. If a delegate’s health is in danger as a result of drug or alcohol consumption, we ask that you notify our staff immediately so that we can provide the delegate with appropriate medical attention.
Campus-wide emergency.
In the event of a campus-wide emergency, YMUN participants are asked to closely follow the instructions of Yale officials disseminated through the Yale ALERT System (enrollment instructions are above). Members of the YMUN Staff will relay emergency communications to each committee and all advisors as appropriate to keep participants informed of the situation.
Other emergency scenarios.
In the event of an emergency not listed here, please contact YMUN’s Director of Security. Secretariat contact information can be found at ymun.org/contact-information.
