Annual Conference
Mérida 2025
The NAYEN annual Conference is a fantastic opportunity to share Rotary Youth Exchange with fellow Rotarians from around the world. We have 3 days of conference programming for both first time attendees and those new to RYE, as well as veteran RYE volunteers. The conference will offer speakers, sessions, and exhibits all geared towards enhancing your District's Rotary Youth Exchange program.
Conference Dates: Thursday, Feb 20, 2025, to Saturday, Feb 22, 2025
Location: Fiesta Americana Mérida
Cost: $449 Early bird rate unti Aug 31 2024
Looking for past conference presentations & materials? The past presentation slides are available to download here.
TBD
Call for session speakers & topics opens
TBD
Call for session speakers & topics closes
TBD - Summer 2024
NAYEN Annual Awards Application launch
September 1, 2024
Registration pricing increase
October 2024
NAYEN Annual Awards Application due
January 1, 2025
Registration pricing increase
January 2025
2025 Whova Conference App Launch (check back for the link in Jan 2025!)
Room block: expires Jan 19, 2025 (rooms may sell out prior to Jan 19)
February 1, 2025
Registration pricing increases
Feburary 15, 2025
Last day to register for the in person conference online
February 19, 2025
Badge Pickup begins! Conference starts Feb 20!
February 20, 2025
First Day of the Conference!
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Conference Hotel
Hotel Fiesta Americana
Paseo de Montejo No. 451 Esq. Avenida
Colón C.P. 97127 Mérida, Yucatán, México
Reservations must be made by phone or email; conference rate not available online.
Book your group rate for North American Youth Exchange Network Annual Conference 2025
Looking for more information about the conference hotel?
Click here for photos of the hotel & rooms and information about amenities on site.
You must reserve your hotel room by phone or by email (see links above the map). There is not an only booking option for the group rate.
The group rates are available through Jan 19, 2025. The room block may sell out prior to Jan 19, 2025.
It is recommended to contact the hotel to reserve your room as soon as you make plans to attend the conference.
Tours for conference (Wednesday, Friday afternoon and Sunday)
NAYEN is a chance to explore and know the beauty of the places where our conference happens.
Here you can find some tours that we think will be interesting for you to live the experience and beauty of Mérida and Yucatán.
Wednesday, February 19th
Santa Barbara cenotes tour Info Payment
Friday (afternoon), February 21st
Sunday, February 23rd
Recommendations
Remember that the weather of Yucatán is hot, so please always have sunscreen, water and a cap/hat. Is recommended that you have mosquito repellent.
You must enter the links for more info (some photos are available) and payment.
Have a good attitude, smile and enjoy Yucatán!
Frequently Asked Questions
Call for Proposal/Session information
The Call for Speakers will launch in late summer 2023. Contact the Program Committee: Pauline Perreault and Fran Hochhausen if you have any questions.
The program for the 2024 conference is currently in development.
You can checkout the agenda from the 2023 conference for an idea of the types of sessions available.
Yes! We have great sessions and information for District Governors!
General Conference Information
Last day to register for the in person conference: February 15, 2025.*
This is earlier than in prior years! Late registrations on site may be limited due to the contract with the hotel. If you are planning to register, please make sure to sign up as soon as possible!
Registering on site is the most expensive way to attend the conference.
Whova is the conference app, it is the best place to find information on the program, speakers, connect with other attendees & more!
The conference app will be available 60-90 days prior to the start of the event.
Once it is live, check back here or the email you used to register for the event for a link to the app!
Is it before December 2023? The app will be published 60-90 days prior to the start of the conference.
If it is before then, there is not a live event to log into yet!
Did you register & pay in the last 15-30 minutes? Once the app is live, new registrations are sent to Whova every 30 minutes. You will not have immediate access.
Were you registered by someone else from your district? Reach out to that person & confirm the email they provided for you at registration. You will not be able to login automatically unless your email matches. If there is a typo in your email, contact Shannon Brunston, confvicechair1@nayen.org to correct your registration.
I think I have the right email, but there is already an account & I don't have the password
On the login page, click 'forgot password' & then follow the instructions to set up a new password & then try to log in again. NAYEN cannot reset your password.
If you are using a district email address, like "InbouncChair@district1234.org", the last chair may have already set up a whova account. You'll want to reset the password, or reach out to Shannon (email above) to modify your registration to a personal email.
I tried to register with an apple, facebook or other social sign on email, I don't have the event once I'm logged in.
Please log out. Please log back in using the email you provided at registration. Only the emails provided at registration will get immediate access to the event in Whova.
All cancellations will be charged a $25 fee to cover fees related to returned payments.
Days of Notice Prior to the Annual Conference
- 45 days notice, 100%
- 30 days notice 75%
- 21 days notice, 50%
- 14 days notice, 0%
Please contact Kim Armitage and Shannon Brunston with registration and cancellation questions.
You can also send someone else in your place to attend the conference, please contact Kim Armitage and Shannon Brunston for registration substitutions.
All Rotarians involved in Rotary Youth Exchange who would like to attend sessions need to be registered as "attendees".
Those registered as "Spouse" will no longer have access to sessions starting in 2024. Spouses have access to event social activities, meals, and the banquet dinner.
If you are a young professional, who when on exchange 2015-2016 or more recently, please feel free to register as a ROTEX attendee! We are excited to welcome you to the NAYEN conference! The lower ROTEX rate is intended to help recently returned ROTEX members engage with the wider RYE community.
If you are a Rotarian, established in your career & went on exchange in for example 1980 or 2000 or 2010, please register as an individual attendee. We are also excited to welcome you to the NAYEN conference! We do contact ROTEX registrants to confirm the year they went on exchange prior to the conference.
Hotel FAQ
Check back soon!
Hotel room block: expires Jan 19, 2025 - don't wait to make your reservations until Jan 18th or 19th!
The NAYEN room block has sold out the last several conferences; you may not get a room at the reduced price or the main conference hotel if you wait to make your reservations.
If you are planning to attend, make sure to contact the hotel to make your reservations today!
To make your reservation by phone:
Step 1. Call our reservation center: 800 504 5000 (from Mexico). From USA and Canada: 1 800 343 7821
Step 2. You will be contacted by an advisor who will provide information on the
rates, commenting on the name NAYEN 2025 ANNUAL CONFERENCE
or the code G1MQ0U@FMD.
You can check in as early as February 29th, and check out as late as March 13th and still get access to the group rate.
Planning to attend in person? Don't miss out on the group rate, book your room today!
No, you will need to contact the hotel directly to modify your reservation.
Check back soon!
Fiesta Americana Mérida
Paseo de Montejo No. 451 Esq. Avenida
Colón C.P. 97127 Mérida, Yucatán, México
The hotel does have parking available, but there is a charge. If you are driving to the conference, you will need to pay for parking at the hotel.