Hosting a Regional Conference

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Hosting a Regional Conference

• National Leadership Institute 2004
• A Commitment to Excellence

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Hosting a Regional Conference

• Bylaws
• The Chapter Bidding Packet
• The Bidding Process
• Which regional conferences are available to host
  for 2004 and beyond
• Contact Us
• Questions

3
Bylaws

• Section 14 Regional Conferences
• Regional Conferences shall be conducted in
  accordance with the NSBE Constitution, these
  Bylaws, and any resolution approved by the
  National Executive Board.
• Regional Conference shall occur during the
  following general timeframe
• Regional Leadership Conference (RLC) July, Aug,
  Sept
• Fall Regional Conference (FRC) Oct, Nov
• Spring Regional Conference (SRC) Jan, Feb

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Bylaws

• The conference site (i.e. city, hotel,
  conference center, campus, etc) shall be approved
  at least one year prior to the conference, based
  upon the following criteria
• 1. Recommendation of the hosting region/chapter
• 2. The citys ability to accommodate the
  conference
• 3. The relative cost to the membership and to
  the society
• 4. The availability of desirable dates
• 5. A vote of the Regional Executive Board
• 6. A vote of the membership of the respective
  Region
• 7. Any other considerations deemed appropriate
  by the National Executive Board.

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Bylaws

• The Regional Conference site selection timeline
  shall be as follows
• Conference Chapter Bid Deadline Signed
  Contract Deadline
• RLC 30 days before National Convention
  RLC of prior year
• of prior year
• FRC 30 days before RLC of the prior year
  FRC of prior year
• SRC 30 days before FRC of the prior year
  SRC of prior year

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Bylaws

• If no chapter has submitted a bid for a
  conference prior to its respective deadline, the
  site selection will become the responsibility of
  the Regions REB. The deadline for signed
  contract(s) will still apply.

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Chapter Bidding Packet

• Letter of Interest
• Information on the top 3 local hotels (also can
  come from the visitors center)
• Do not need hotel rates just addresses, distance
  from your school and out of the three which on is
  you pick and why.
• Please do not contact the hotel and get room
  rates. This will be handled by the WHQ Convention
  and Meeting Services Dept. 

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Chapter Bidding Packet

• Indicate if this event will be on a campus or in
  a hotel
• Rooms you would like to reserve and who the
  contact people would be for these rooms
• Please provide a price listing for meals, meeting
  rooms and dorms if staying on a campus.

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Chapter Bidding Packet

• A map of your university (usually in the welcome
  packet)
• Info on any university support that you have,
  Deans office, MEP Department, Presidents Office
  
• Make three (3) packets.
• Send one to the Regional Treasurer, regional vice
  chair and to Convention and Meeting Services
  Dept. at NSBE 1454 Duke Street, Alexandria, VA
  22314.

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Chapter Bidding Packet

• Bids should keep in mind the following things
• Holidays (STAY AWAY FROM THEM)
• Should not be during the week
• Dates of large chapter events (i.e. Homecomings)

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Bidding Process

• Bids are reviewed by WHQ.
• WHQ will send edits and or questions to the
  chapter
• Chapters should then send the updated bidding
  packet to the Regional Treasurer
• Packets are then reviewed by the REB

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Bidding Process

• REB will then send approved bids to Senators
• Senators make the final decision on conference
  site

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What conferences are available for bidding

• Summer Camping Conference (SCC) 2006
• Regional Leadership Conference (RLC) 2006
• Fall Regional Conference (FRC) 2006
• Summer Camping Conference (SCC) 2007
• Regional Leadership Conference (RLC) 2007
• Fall Regional Conference (FRC) 2007

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Questions.

• ?

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Conference bidding moving forward.

• Operational goal to contract FRCs two years out.
  Why?
• meeting room to sleeping room ratio is high
• anticipated FRC growth
• Career fair planning October-November timeframe
  better recruiting time
• Conference bidding goal for this year
• FRC 2006 AND FRC 2007 completed by FRC 2005

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Contact Us..

• Regional Chair Temitayo Akinrefon
  region3chair_at_yahoo.com
• Regional Treasurer LaToya Drumgoole
  region3treasurer_at_yahoo.com
• WHQ