FREQUENTLY ASKED QUESTIONS ABOUT CONVENTION

GENERAL QUESTIONS

What is Convention?


The Annual Convention offers a unique opportunity for Alpha Delts of all ages from many parts of the world to gather in the true spirit of Brotherhood. Since our founding, the Annual Convention has held all supreme and legislative powers of the Fraternity. The Convention has three main responsibilities and powers. They include: 1. Electing the Board of Governors; 2. Preparing chapters for success by learning about new Fraternity programs and initiatives; 3. Enacting policies for the regulation of the Fraternity, since only the Convention may amend the Constitution, and Bylaws of the Fraternity.




Who should attend Convention?


All initiated brothers of Alpha Delta Phi are invited and encouraged to attend the Annual Convention, each chapter, affiliate, and alumni association are required to register one (1) undergraduate delegate and one (1) alumnus delegate. Chapters should also consider sending an alternate delegate at the expense of the chapter to maximize the learning and networking opportunities that the Convention provides. One of the more important decisions a chapter makes is the selection of its delegate to the Annual Convention, because all formal action taken at the Convention is the result of democratic voting. It is recommended that chapters send a chapter officer that is a member of the executive board, preferably the President, Vice President or Treasurer. The delegate selected by the chapter should also be an individual who will return to college as a regularly enrolled student following the convention.




How do I register for Convention?


Registering for the convention is easy! Visit www.alphadeltaphi.org/187convention and click "register" at the top of the page.




Why should I attend Convention?


First, it's required! There are also many other important reasons: to elect the alumni and student members of the Board of Governors, to vote on general fraternity policy, to represent your chapter before the entire Fraternity, to learn more about Alpha Delta Phi, and to help influence the future of the Fraternity. Additionally, the event offers you the opportunity to take part in a wide ranging selection of leadership and educational workshops to help you and your chapter prepare for the new academic year. Topics include: sexual assault prevention, hazing prevention, risk management best practices, budgeting, and mental health awareness. At the closing banquet, the fraternity presents annual awards including the EO Blackman Award for Chapter Excellence, Order of the Sword and Spear and many others.




How much does it cost?


One undergraduate registration fee is include in each chapter's annual organization fee. Therefore, each chapter has already paid for one undergraduate delegate to attend the Annual Convention. To bypass the fee during registration, click the Tickets button then select the "Enter Promotion Code" link in the upper right corner. One undergraduate from each chapter can use the code DEL2020 to reveal a free undergraduate ticket option. Chapters that the use the code multiple times will be charged for each additional ticket at the full registration cost upon arrival at the convention. Early convention registration fee rates - before May 11, 2020: Alumni Member: $300 Undergraduate Member: $200 Convention registration fee rates - after May 11, 2020: Alumni Member: $350 Undergraduate Member: $250 À la carte pricing: Friday social event: $50 per person Saturday banquet: $80 per person




What should I bring to Convention?


Along with the appropriate dress attire, delegates and attendees should plan to bring a laptop computer, tablet or notebook and writing instruments to take notes throughout the weekend. All attendees will receive a link that will include convention materials and presentations via email prior to the start of the convention. Undergraduates should also come prepared with copies of their chapter bylaws, budget, risk management and recruitment plans for the upcoming academic year.




What should I wear?


All convention and business sessions, including daily lunches, require business attire (jacket and tie/shoes and socks). The President's Welcome reception is Florida/Resort casual but closed-toe shoes are required. The Saturday evening banquet requires formal attire (black tie optional).




Can I bring my spouse/date?


Yes, guests are welcome and strongly encouraged to attend the social events each evening. However, guests are not welcome to attend leadership workshops and business sessions. Guest tickets are available on the registration page for all events including the optonal off-site brotherhood events.




I'm not a delegate, can I attend just the social events?


Yes, while all delegates are required to attend all workshops and business sessions, non-delegates are free to attend whichever events they choose to. Single event or "à la carte" tickets are available for non-delegates and guests for all social events including the welcome reception on Thursday and Saturday evening banquet. Tickets to the optional Friday brotherhood events are first come, first serve for all guests including delegates.




What happens if my chapter doesn't register?


Failure to register for the convention will result in an assessment of 2x the registration fee billed to your chapter. ($500 for undergraduate chapters, $700 for alumni associations)





DELEGATE QUESTIONS

Who should be the delegate for my chapter?


One of the more important decisions a chapter makes is the selection of its delegate to the Annual Convention, because all formal action taken at the Convention is the result of democratic voting. It is recommended that chapters send a chapter officer that is a member of the executive board, preferably the President, Vice President or Treasurer. The delegate selected by the chapter should also be an individual who will return to college as a regularly enrolled student following the convention. The fraternity also suggests that alumni delegates be an foundation, housing corporation, or alumni board president or treasurer.




Undergraduate delegate basics


All delegates and attendees are responsible for booking and paying for their own travel to and from the Convention. Delegates must be present at 100% of the leadership workshops and business sessions in order to be eligible for travel reimbursements. All attendees must pay their own registration fees (this fee is not reimbursed by the Fraternity). The Fraternity will make hotel accommodations for ONE DELEGATE PER CHAPTER. All other hotel reservations must be requested and made through the headquarters. Delegates will be given a roommate from another chatper to lower the cost for the fraternity. Hotel reservations will be made in each individual's name. Travel must be booked before July 11, 2019 to qualify for reimbursement. Delegates must arrive in St. Louis on Thursday, August 1 before 4 p.m. Delegates must check-in upon arrival in the midway area of the Union Station Hotel - signs will clearly guide delegates to the regitration area. Registration table hours are Thursday, August 1 from 12:00-6:00pm and Friday, August 2 from 9:00-11:00am; Business sessions will take place in the Midway Suite 5 in the Union Station Hotel and will start at 10:00am Friday morning, and finish on Saturday afternoon at 3:00pm; Breakfast will available in Midway Suite 6 from 9:00-10:00am Friday and Saturday. Delegates can fly home Sunday at any time depending on their personal schedule.




Alumni delegate basics


All alumni delegates and attendees are responsible for booking and paying for their own travel to and from the Convention. You must pay your own registration fees. The Fraternity will make hotel accommodations based on your online registration form preferences. Delegates must arrive in St. Louis on Thursday, August 1 before 4 p.m. Delegates must check-in upon arrival in the midway area of the Union Station Hotel - signs will clearly guide delegates to the regitration area. Registration table hours are Thursday, August 1 from 12:00-6:00pm and Friday, August 2 from 9:00-11:00am; Business sessions will take place in the Midway Suite 5 in the Union Station Hotel and will start at 10:00am Friday morning, and finish on Saturday afternoon at 3:00pm; Breakfast will available in Midway Suite 6 from 9:00-10:00am Friday and Saturday. Delegates can fly home Sunday at any time depending on their personal schedule.





TRAVEL QUESTIONS

How do I arrange my travel?


UNDERGRADUATE DELEGATES ONLY Air travel must be made at the lowest possible fare, and the ticket booked at least 21 days prior to departure. The total cost of the ticket must not exceed $400 unless prior approval has been granted by the President or his designee. If the total cost exceeds $400, the Fraternity will only reimburse $400. The lowest possible fare will not consider any fare which requires the traveler to leave their home before 6:00 AM nor arrive back at their home after 11:30 PM, although a traveler is free to consider those options if they wish. Any variation from this guideline must be approved in advance by the Executive Office. The Fraternity requires each undergraduate brother to use TripEasy to book approved fraternity travel. Should undergraduates not make arrangements via TripEasy, reimbursement privileges may be restricted or denied. All undergraduate delegates will be sent a link to TripEasy within 24-hours of registering for the convention. NOTE: Undergraduate delegate travel must be made before July 15, 2020 to qualify for reimbursement. Delegates who book travel after July 15, 2020 will not be reimbursed. TRAVELING FROM WITHIN 450 MILES OF THE CONVENTION SITE: If undergraduate delegates are traveling from or reside within six (6) hours or 450 miles from the convention location, those delegates will be expected to traveling by car. Alpha Delta Phi will reimburse $0.20 per mile for the attendee traveling by car (the driver). If the brothers chooses to pick up additional attendees along the way, the driver will receive $0.05 additional per mile for each passenger. All mileage must be recorded and submitted after the convention in order to receive his reimbursement. Upon arrival, Alpha Delta Phi will provide complementary parking at the hotel. TRAVELING FROM OUTSIDE 450 MILES OF THE CONVENTION SITE: Undergraduate delegates who are traveling from outside the 450 mile radius of the convention site will need to arrange their own airline travel using the guidelines listed on page one of this policy. Transportation to/from your home airport is the responsibility of the individual brother and will not be reimbursed - including parking at your home airport. Transportation to/from the airport and the convention hotel will be reimbursed by Alpha Delta Phi if no hotel shuttle exists. To ensure delegates are controlling their costs, public transit to/from the airport and the convention hotel is preferred. Public transit fares will be eligible for reimbursement by the Fraternity. ALL OTHER ATTENDEES Non-delegates (undergraduate and alumni) and all alumni attendees are responsible for making and paying for their own travel arrangements. The Fraternity does not reimburse or arrange travel for anyone other than one undergraduate delegate per chapter/affiliate.




Do I have to book my own hotel?


Official undergraduate delegates (one person per chapter/affiliate) will receive a hotel room provided by the Fraternity. All delegates will be given room assignments with other delegates from another chapter. Alumni are responsible for payment for their hotel rooms and should register through the Fraternity office by July 15, 2020. The convention hotel rate is $149/night + 18.9% tax.




Do I have to pay for my travel?


Official undergraduate delegate (one person per chapter) will receive reimbursement for their travel associated with the annual convention. Air travel must be made at the lowest possible fare, and the ticket booked at least 21 days prior to departure. The total cost of the ticket must not exceed $400 unless prior approval has been granted by the President or his designee. If the total cost exceeds $400, the Fraternity will only reimburse $400. Lodging associated with the meeting will be provided by the Fraternity. All delegates will be given room assignments with other delegates from another chapter. In the instance that delegates prefer a single room (with no roommate) or a roommate who is a non-delegate (ie alternate delegate from another chapter or their own chapter), the cost of those accommodations will be the responsibility of the brother making such a request and will not be reimbursed by the Fraternity. Rooming assignments for the Convention will be coordinated by the Executive Office. Alpha Delta Phi is not responsible for any incidental room charges or in-room purchases (ie. Room services, entertainment, wifi, etc). Meals will generally be provided on-site during the meetings. Attendees must be present for the entire meeting to receive any reimbursement. Alumnus brothers, undergraduate non-delegate brothers, and members of the Board of Governors do not receive reimbursement for expenses incurred while attending the annual convention.




What airport is best?


Tampa International Airport (TPA) Distance from Hotel: 7 miles; Drive time: 10 min




How much is an Uber/Lyft from the airport?


Uber/Lyft: Around $18-20 (without surge pricing)




How much is parking at the hotel?


Valet parking available on-site: $31.00/day. Self parking options are available nearby but not on-site. To find and reserve self parking in advance, we recommend using https://spothero.com





ALPHA DELTA PHI FRATERNITY / 60 South 6th St. Suite 2800 Minneapolis, MN 55402 / T 508.226.1832 / office@alphadeltaphi.org

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