Expectations of Attendees


Expectations At-a-Glance

2019 logo

Western National Roundup is an active conference with over 1,000 attendees participating in over a dozen contests, many workshops, activities, meals, and travel between facilities. The conference headquarters – the Denver Renaissance Hotel – is a large facility with 12 floors, over 400 rooms, dozens of conference spaces, and banquet halls and catering capable of seating and feeding hundreds at once.

As you can imagine, it takes our staff and volunteers months of planning to make this event run smoothly, and it also takes participants knowing the rules & expectations of attendees, being in the right place at the right time, and so on. This page is designed to help define the expectations of attendees.

Conference Check-in:

Conference Check-In will be held at conference headquarters at the Renaissance Hotel:

  • Wednesday Arrivals: Check-In between 3:00p.m. and 6:00 p.m. on Wednesday
  • Thursday Arrivals: Check-In between 9:00a.m. and 4:00p.m. on Thursday.

Late Check-In will be held as needed in the same area. Upon arrival please send one adult to check in your state's entire delegation.


Everyone must attend the orientation offered on Thursday evening. Check the schedule for this year's times. Attendance is mandatory as this will be the only opportunity to ask questions, clarify conference procedures and expectations, and receive any schedule revisions. Coaches meetings will follow orientation, as will Youth orientation and mixers.

Medical Forms, Media Release Forms, Code of Conduct Forms

These are required for ALL attendees, youth contestants and guests and adult guests. The registration will not be complete until a complete set of forms for each person is turned in with official authorization form and payment.

Flag Ceremony and State Delegation's Responsibility:

Each state will need to delegate one youth participant to carry their state flag in the opening and closing ceremonies. At Conference registration, please notify the conference staff of that person's name. Flag bearers will need to meet at the registration area on Thursday, at 8:00 p.m. for flag practice.


Event Photographers will be onsite throughout the conference. All of their photos will be available to download for no extra charge. Read more about our photography on the photography page. Please, no photography during State Photos or during Awards/Team Photos.

Exchange Items (Pin Swap):

Pin Swap will provide time for exchanging pins, stickers, anything representative of your state with other delegates. There are around 800 youth in attendance, but, know each person speaks to around 200 people. Many states send between 100 and 200 items to exchange.

Denver Touring and Shopping:

States wishing to visit Denver and the surrounding area on their own should arrange this prior to Thursday, or after the closing activities, Sunday. You may also check the Denver Visitors Guide for more information, or our Denver Page for more.

Collegiate 4-H Volunteers:

Collegiate 4-H members are needed to help each event run smoothly and serve as role models and facilitators to the youth. Please refer to the Collegiates page (linked under "In Depth" at the top, as well as in the footer) for information and an application.

National Western Stock Show:

All Roundup participants will receive a National Western Stock Show pass. This will allow entrance into the NWSS and all participants are welcome and encouraged to attend.

Suggested Attire:

A good "rule of thumb" is to wear what you would be pleased to be seen in, fits your personality, and reflects well on you and the organization you represent. Hats are not to be worn at meals. Please be prepared for varying degrees of Colorado winter weather.

  • Formal: Business attire, dresses, skirts, suits, tie and jackets
    • Friday Banquet
    • Awards Breakfasts
  • Business Casual: Nice shirt, slacks or skirt
    • Opening Program
    • Workshops
    • Contest
  • Casual: Nice shirt or sweater and jeans
    • Dances
    • Tours
    • Evening activities