Chapter Registration and Schedule - Mid

Transcription

63rd Mid-Atlantic Regional Conference
Virginia Beach, VA ~ April 20, 2016 – April 24, 2016
“Riding the Waves, While Launching New Dimensions of Service”
Chapter Registration and
Schedule
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63rd Mid-Atlantic Regional Conference - Alpha Kappa Alpha Sorority, Incorporated@
Conference At A Glance
Times are subject to change
Wednesday, April 20, 2016 – “Chapter Pride Day”
7:00am – 6:00pm
10:00am
4:00pm – 5:30pm
4:00pm – 8:00pm
6:00pm – 8:00pm
7:00am – 6:00pm
7:30am – 6:00pm
8:00am – 2:00pm
8:00am – 3:00pm
8:00am – 5:00pm
8:00am – 8:00pm
9:00am – 11:00am
9:00am - 11:00am
9:00am - 11:00am
9:00am – 5:00pm
10:00am – 4:00pm
12:00pm – 1:00pm
1:00pm – 10:00pm
1:00pm – 3:00pm
1:00pm – 3:00pm
1:00pm – 3:00pm
1:30pm – 2:30pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 2:00pm
1:00pm – 3:00pm
2:00pm – 3:00pm
2:00pm – 3:00pm
2:00pm – 3:00pm
2:00pm – 3:00pm
2:00pm – 3:00pm
MARC Office
MARC Golf Tournament – Soror and Guest Activity
Registration open for Planning Committee Members
Conference Registration Check-In (Host Chapters, Sorors arriving early, etc.)
Planning Committee Meeting
Thursday, April 21, 2016 - “HBCU Day”
MARC Office
Conference Registration / Delegate Certification
Graduate Advisors’ Institute – Level II – Business Casual Attire
Parliamentarian Certification Workshop – Business Casual Attire
Graduate Advisors’ Institute – Level I – Business Casual Attire
MARC Service Project - Backpack Drop Off
CPR Workshop
Launching New Dimensions in Bylaw Amendments Forum – Casual
Attire
Launching New Dimensions in Finance Forum – Casual Attire
Financial Officer Certification Workshop - Business Casual Attire
Golden Café-Golden Sorors Only
General Members Meeting and Delegate Selection – Casual Attire
Vendors Open
Basilei Training Institute
MARC Choir Rehearsal
ASCEND Forum
First Time, New and Reactivated Sorors Orientation
Conference/Regional Committee Meetings – Group I
Archives
Awards
Connection
Constitution
Corporate Sponsorship
EAF Chapter Captains
Evaluation
Diamond/Golden Sorors
Graduate Advisors
Membership
Nominating
Philacters
Rituals
Leadership Development
Strategic Planning Focus Group
Conference/Regional Committee Meetings – Group II
Protocol
Communications/Publicity
Recommendations
Resolutions
Rules
Riding the Waves, While Launching New Dimensions of Service
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2:00pm – 3:00pm
2:00pm – 3:00pm
2:00pm – 3:00pm
2:00pm – 3:00pm
2:00pm – 3:00pm
2:00pm – 3:00pm
2:00pm – 4:00pm
2:00pm – 4:00pm
3:00pm – 4:00pm
5:00pm – 6:30pm
7:00pm – 9:00pm
6:00am – 7:00am
7:00am – 8:00am
7:00am – 6:00pm
7:00am – 8:30am
7:30am – 6:00pm
8:00am – 8:00pm
8:00am – 10:00pm
9:00am – 10:00am
10:00am – 12:30pm
10:00am – 4:00pm
12:30pm – 2:30pm
3:00pm – 5:30pm
5:45pm – 6:30pm
8:00pm – 10:00pm
9:30pm – 12:30am
6:00am – 7:00am
7:00am – 8:30am
7:00am – 12:00pm
7:00am – 6:00pm
7:00am – 11:00am
8:00am – 12:00pm
8:00am – 6:00pm.
9:00am – 10:30am
10:45am – 12:15pm
12:00pm – 5:00pm
12:30pm – 2:30pm
2:30pm - 2:50pm
3:00pm – 5:30pm
8:00pm – 10:00pm
10:30pm – 12:30am
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7:00am – 9:00am
9:00 am – 10:30am
11:00am – 11:15am
11:15am – 11:45am
Scholarships
Standards
Technology
Tellers
Time & Place
Undergraduate Activities
Workshop Presenter, Facilitators, & Recorders Meeting
Regional Welcome Committee Rehearsal
Program Committee Meeting
Public Meeting Reception – Business Attire
Public Meeting – Business Attire
Friday, April 22, 2016 - “White & LNDS Scarf Day”
Line Dancing AKA Style
Regional Welcome Committee Rehearsal
MARC Office
Leadership Breakfast – Business Attire
Conference Registration / Delegate Certification until 10:00 am only
Vendors Open
Ivy Beyond the Wall/Rededication-Ritual White Attire
First Plenary Session – Business Attire with LNDS Scarf
Golden Café-Golden Sorors Only
Jewels’ Luncheon – Business Attire – Silver or Gold for Honorees
Second Plenary Session – Business Attire with LNDS Scarf
Rehearsal – Northern Carolina - 64th MARC Invitation
Friday Night Event – Sundresses at Sunset
Undergraduate Stroll-Off and Mixer - HBCU/ AKA Paraphernalia
Saturday, April 23, 2016 “Pink and Green Day”
Line Dancing AKA Style
EAF Breakfast – Business Attire
Voting
MARC Office
Final Conference Registration
Vendors Open
Workshops Session I – Business Attire
Workshops Session II – Business Attire
Golden Café –Golden Sorors Only
Undergraduate Honors and Awards Luncheon – Business Attire
Legacy Parade
Third Plenary Session – Business Attire
“Invitation to the 64th Mid-Atlantic Regional Conference,” NC Cluster
Riding the Waves in the “Sea of Green” Gala – Semi-Formal/Cocktail (Green)
Undergraduate Hospitality Suite
Sunday, April 24, 2016 “Sunday Best”
Final MARC Office Hours
Ecumenical Service/Breakfast – Sunday Best
Regional Director’s De-Brief 63rd MARC
Regional Director’s In-Brief 64th MARC
Thursday, April 21, 2016
PRECONFERENCE SESSIONS, WORKSHOPS AND FORUMS
The training sessions presented below will be held on THURSDAY, APRIL 21, 2016. Please indicate on
the Soror Registration Form your workshop preferences for each session.
8:00 AM - 5:00 PM
Graduate Advisors' Certification (Level I)
Training for candidates for Graduate Advisor and Graduate Advisory Committee members
and sorors in Leadership positions who have never been certified.
Cost: $40.00
Requirements:
 Original Graduate Advisor Certification Application and Affidavit (submitted by
February 1)
 A sealed Official Transcript or Letter (with raised seal) from college or university
showing soror is at least a five year post baccalaureate graduate
 Copy of the cashier’s check or money order payable to Corporate Office in the
amount of $40 for training document fees.
8:00 AM - 2:00 PM
NOTE: Cashier’s check or money order payable to: “Alpha Kappa Alpha Sorority, Inc.” in the amount
of $40.00.
Graduate Advisors' Certification (Level II)
Training for candidates for Graduate Advisor and Graduate Advisory Committee members
and sorors in chapter leadership positions who are seeking recertification.
Cost: $40.00
Requirements:
 Copy of Graduate Advisor Certification Form
8:00 AM – 3:00 PM
NOTE: Cashier’s check or money order payable to: “Alpha Kappa Alpha Sorority, Inc.” in the amount
of $40.00.
Parliamentarian Certification
Everyone needs to know how to have better, more meaningful meetings. The National
Association of Parliamentarians (NAP) is a professional society dedicated to educating
leaders throughout the world in effective meeting management through the use of
parliamentary procedure. Parliamentary procedure is a well-established method by which
meetings can have order and eliminate chaos. You can become a member of NAP, and
share your knowledge, by participating in this training session, which will prepare you for
the NAP membership exam.
Although members should be familiar with the full version of Robert’s Rules of Order Newly
Revised (11th edition), the NAP membership exam is based upon Robert's Rules of Order
Newly Revised in Brief (2nd Edition). This book is available for purchase from NAP at
http://bit.ly/RONR-in-Brief. An easy to use, spiral bound version of this book is available
exclusively from NAP at http://bit.ly/RONR-in-Brief-Spiral.
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Prior to the session, you are encouraged to use the Robert's Rules of Order Newly Revised in
Brief (2nd Edition) and review the NAP Membership Study Guide available for free from
http://bit.ly/NAP-Membership-Study-Guide. The exam will include 40 objective questions
based upon the study guide.
The curriculum/content of this Parliamentary Procedure workshop will be based upon
the content in the membership exam. After this training, you will be well prepared to take
the exam either on site at the conference or in the very near future. The membership exam
will be administered following the workshop.
If you plan to take the membership exam after the workshop while on site at the
conference, you will be required to submit payment (cash or check) for the NAP
membership fee at the time of taking the exam. The price for the membership varies by
state as follows: $71.25 for District of Columbia, Maryland, and North Carolina; $72.25 for
Virginia.
You will NOT be required to take the membership exam at the conclusion of this session.
Attendance in this workshop is allowed without taking the exam at the end.
9:00 AM – 11:00 AM
Participants must complete the special MARC Registration Form.
Presented by the National Association of Parliamentarians (NAP)
Launching New Dimensions in Finance
Proposed 2017 & 2018 budgets that will be voted on at the 2016 Boule in Atlanta will be
discussed. At this forum, participants will have an opportunity to ask questions about the
proposed budget and other questions related to the financial operations of the sorority.
Audience: Chapter Basilei, chapter financial officers and other interested sorors are
encouraged to attend.
*There are two regional conferences being held this week. As such, our
International Tamiouchos will need to conduct this forum on Thursday, April 21,
2016. Sorors will be able to express any concerns they may have on the upcoming
budget that will be proposed at the 2016 Boule.
9:00 AM – 11:00 AM
Launching New Dimensions in Bylaw Amendments
Proposed bylaw amendments that will be voted on at the 2016 Boule in Atlanta will be
discussed. At this forum, participants will have an opportunity to ask questions about the
proposed changes. The procedure for proposing amendments to the sorority's
Constitution and Bylaws will also be discussed.
Audience: Chapter Basilei, Parliamentarians and other interested sorors are encouraged
to attend.
*There are two regional conferences being held this week. As such, our
International Parliamentarian will need to conduct this forum on Thursday, April
21, 2016. Sorors will be able to express any concerns they may have on the
proposed bylaw amendments that will be voted on at the 2016 Boule.
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9:00 AM - 5:00 PM
Financial Officer Certification
The financial officer certification training will be offered to current and aspiring Alpha
Kappa Alpha Sorority chapter financial officers. This one‐day, interactive, hands on
certification is designed to assist the graduate chapter Tamiouchos and Pecunious
Grammateus in executing their operational responsibilities. Sorors will be trained in the
proper implementation of financial procedures as outlined in the Guide to Chapter
Financial Procedures and referenced in several other sorority documents. Sorors who
successfully complete this training will earn the designation of Certified Chapter Financial
Officer.
Note: Class size limited to 65 Sorors. Each participant must bring to the training a
laptop that has a disk drive or USB port for a flash drive. Lunch included.
12:00 PM - 1:00 PM
General Members Meeting and Delegate Selection
1:00 PM - 3:00 PM
This meeting will review the general rules for the Conference, along with delegate
instructions and selection.
1:30 PM - 2:30 PM
Forum: Engaging Young Men in our ASCEND and other chapter programs
In July 2014 Alpha Kappa Alpha Sorority, Inc. committed to engaging and motivating
female and male high school students through the sorority’s signature youth enrichment
program, ASCEND. This talk-show style forum will focus on how to specifically increase
the engagement of young men in our communities and ways to increase interest in STEM
and SMART careers. The panel will feature male and female leaders with education and
STEM backgrounds. A moderator will facilitate the discussion and audience questions,
some of the questions include:
·
What are ways we can stimulate the interest of young men to want to join a youth
program like ASCEND?
·
Everyone isn’t interested or ready to attend college immediately after high school,
what do you think is the best way to engage these young people, especially young men
given the state of jobs today?
·
Careers in cybersecurity and engineering are growing rapidly but students of color
are not engaging in these courses as often as other ethnic groups, how do parents promote
interest in these fields? What can ASCEND programs do to help garner interest?
First-Time, New and Reactivated Soror Orientation
2:00 PM - 4:00 PM
This workshop is intended for newly initiated, reactivated, and first time conference
attendees. A welcome from the Regional Director and other conference leadership will
kick off a session of tips for positioning yourself to grow in knowledge, to expand your
network of sorors, and to seek opportunities to serve. Come and learn how to get the most
from your conference experience.
2:00 PM - 4:00 PM
The Basileus for each Chapter is required to attend the Basilei Training Institute at the
63rd Mid-Atlantic Regional Conference. Please complete and return as outlined on the
Basilei Training Institute form.
Workshop Facilitators and Recorders Meeting
Sorors serving as workshop facilitators or recorders are required to attend this meeting to
receive final instructions and obtain the required materials needed for the Saturday
workshop sessions. Will include a final walk-through. Please plan to attend this meeting
if you have signed up for a workshop facilitator or recorder and/or are interested in
serving in this capacity.
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Saturday, April 23, 2016
The workshops presented below will be held on SATURDAY, APRIL 23, 2016. Please indicate on the Soror
Registration Form your workshop preferences for each session.
SESSION I: 9:00 AM - 10:30 AM
WK01
Archiving is each chapter’s responsibility. Archiving is YOUR responsibility! Archiving is Fun!!
This workshop will focus on the role and responsibly of the chapter and the individual soror in the
archiving process. Bring your oldest Alpha Kappa Alpha Sorority photograph and a picture of your oldest
AKA artifact or paraphernalia with you and learn what goes where. Should item ‘A’ be sent to chapter
storage or to chapter/regional repository? Attend this workshop and learn from the International
Archives Committee how to make archiving fun!!
WK02
Audience: Chapter Archive committee chairmen and committee members.
Launching New Dimension of Connection: Being the Voice through Voter Education Registration
Mobilization and Participation
A workshop to assist Chapters in developing Connection Plans that will galvanize membership to become
a united force for change at the local, state and federal levels through Alpha Kappa Alpha’s Voter
Awareness Program, “Be The VOICE”. Learn strategies to increase African American voter participation.
Hear best practices from Chapter Connection Chairmen through peer/chapter exchange.
WK03
Audience: Chapter Connection Chairmen and/or sorors serving on the Chapter Connection Committee
Launching New Dimensions in Chapter Bylaws
This workshop will discuss the content and composition of bylaws and the process for amendment of
chapter bylaws. Examples of problematic wording will be shared to assist participants in gaining a better
understanding of the appropriate wording for bylaws.
WK04
Audience: Chapter Parliamentarians and sorors interested in parliamentary procedure are encouraged to
attend.
Financial Workshop 101: Managing Chapter Financial Operations using Financial Fundamentals
This workshop is designed for all chapter financial officers; and it will review financial fundamentals
required for effective chapter financial operations. This interactive workshop will cover the
responsibilities of the financial officers and how to be efficient in the planning, handling, and reporting of
chapter's finances. Workshop includes information on budget development, auditing, and recommended
internal controls.
Audience: Chapter financial officers
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WK05
Membership Makes Me S.M.I.L.E.: The Movie (For Graduate Sorors only)
Calling graduate sorors! Are you ready to make your acting debut and increase your knowledge about
membership in Alpha Kappa Alpha? Each soror plays a critical role in ensuring the sorority creates and
maintains a culture that encourages lifelong active membership. The movie script will feature the roles
and responsibilities of the graduate Membership Chairman, Basileus, and resource committees during
MIP, the Alpha Kappa Alpha Mentoring Program and membership best practices. Graduate sorors, this is
your time to shine!
WK07
Audience: Graduate Sorors
Launching into Orbit! Year Two of LNDS
This workshop is designed for program chairmen and program committee members. Chapter
implementation tactics regarding each program target, including the ASCEND signature program, will be
discussed including, but not limited to, goals, objectives, chapter activities and partnerships. We will
review, discuss and share best practices realized by chapters during the first year of “Launching New
Dimensions of Service” and review program reporting expectations.
WK08
Audience: Program chairmen, target chairmen, committee members and sorors interested in
programming
#E³: Are You Exceeding Expectations of Excellence?
This interactive workshop is designed to broaden the understanding of chapter operations and
expectations of every member for a stress-free chapter assessment and evaluation. Steps involved in the
evaluation process will be identified to assist chapters with their preparation. The goal of the workshop
is to help empower chapters with operational information that will allow them to “Exceed Expectations of
Excellence.”
WK09
Audience: Chapter Basilei, chairmen or members of chapter Standards Committees, and all other
interested Sorors
Launching New Dimensions of Technology - The Digital Chapter
Learn to become a key contributor to your chapter’s and Alpha Kappa Alpha’s Digital Reformation.
Technology touches every aspect of our sorority. Use technology to help update and automate your
chapter's operational infrastructure, build stronger internal and external chapter support, increase
member engagement and reinforce inter-committee and officer relationships. This inaugural interactive
workshop showcases best practices and leading-edge tools you can use to Launch New Dimensions of
Chapter Technology and efficiencies.
Audience: All sorors wishing to use the technology that Alpha Kappa Alpha uses in chapters and regions
for operational efficiency, and for saving time and dollars.
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WK10
Family Feud: Sorority Addition Workshop
America’s favorite television show, Family Feud, with a splash of sorority life with our star hostess; and
your very own Mid-Atlantic Region Representative and undergraduate members on the Directorate. This
workshop will allow Graduate Advisors/Council and undergraduate sorors a chance to test their
knowledge on various topics such as sports, fashion, social media, and AKA. The goal of this workshop is
to create a fun and exciting environment for graduates and undergrads learn more about our generational
differences while building sisterly relationships with one another.
WK11
Audience: Undergraduate Sorors and Graduate Advisors/Council
The Alpha Kappa Alpha Brand 2.0
Building on the “The Alpha Kappa Alpha Brand” workshop, this workshop will help sorors understand
how to effectively preserve and grow the Alpha Kappa Alpha brand within and outside of the Sorority.
•
•
WK12
Strategies and tips for using the Alpha Kappa Alpha brand to promote chapter and Regional
activities.
Best practices on how to appropriately represent the Alpha Kappa Alpha brand personally and
professionally; within and outside of the Sorority.
Audience: Ivy Leaf reporter, Publicity committee chairman, Program committee chairman and any soror
who is interested in leveraging the Alpha Kappa Alpha brand in her personal and professional life.
Poised and Polished…Launching New Dimensions of Protocol I
Every soror should be knowledgeable about our sorority protocol. This workshop provides an overview
of general protocol guidelines, procedures and practices of Alpha Kappa Alpha Sorority, Incorporated ®.
The content will give sorors a thorough review of the Soror Code of Ethics, appropriate attire for
Rituals/AKA events, chapter decorum, gifts and courtesies, correct titles, and terminology. All attendees
should bring a copy of The Official Guide to Alpha Kappa Alpha Protocol 2015.
WK14
Audience: All Sorors
Protecting our AKA Homeland from Risk
Risk is not just about hazing. This workshop will provide sorors with tips and strategies to manage and
balance risk encountered by chapters. Sorors will analyze areas vulnerable to risk in chapter operations
and programs. This analysis will include an interactive examination of reputational risk, operational risk,
events and fundraising risk as well as financial risk.
Objectives:
1.
2.
3.
Identify risk factors that can impact chapter operations and programs
Understand balancing risks
Provide risk mitigation strategies
Audience: Graduate sorors
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SESSION II: 10:45 AM - 12:15 PM
WK06
Ready for your close up: Membership Makes Me S.M.I.L.E.
Calling all undergraduates and certified graduate advisors! Are you ready to make your acting debut and
increase your knowledge about membership in Alpha Kappa Alpha? Each soror plays a critical role in
ensuring the sorority creates and maintains a culture that encourages lifelong active membership. The
movie script will feature the roles and responsibilities of the undergraduate Membership Chairman,
Basileus, resource committees and the Graduate Advisor during MIP, the Alpha Kappa Alpha Mentoring
Program, strengthening the graduate-undergraduate relationship and membership best practices.
WK13
Audience: Undergraduate sorors and Graduate Advisors
Protocol Escorting Matters in Launching New Dimensions of Service
The role of the protocol escorts is an integral part of successful Alpha Kappa Alpha Sorority,
Incorporated® events. Sorors will be provided with the responsibilities of protocol escorting; the duties
and tasks before and during the events will be explored. Additionally, sorors will receive information
from Very Special Guests (VSG), Former Directorate Members and sorors who have served as escorts
giving them ‘real life’ situations. All attendees should bring a copy of The Official Guide to Alpha Kappa
Alpha Protocol 2015.
WK15
Protecting Our Legacy Protecting Our Pearls: An Honest Conversation About Hazing
This workshop is designed to foster interaction and discussion about the foundation of Alpha Kappa
Alpha “to cultivate and encourage high scholastic and ethical standards.” Through case studies, sorors
will examine the importance of seeing hazing as more than just the incident. It is about beliefs,
environment and behaviors.
Objectives:
1.
2.
3.
4.
5.
WK16
Identify the values of Alpha Kappa Alpha Sorority
Understand the definition of hazing
Increase awareness that hazing has no place and no purpose in the sorority
Understand the ramifications of hazing
Understand responsibility at every level
Audience: Undergraduates sorors
Let's Do It Right Do the Right Thing
Elegant, meaningful, sacred, a celebration of Alpha Kappa Alpha! Sorors will be reminded of the
importance of each of our revered Rituals and how to "Do Them Right". We will explore the beauty and
meaning behind each ceremony that bind us together as sisters focusing on our most requested
ceremonies. We will also provide an update to the Newly Revised Rituals Handbook.
WK17
Audience: Rituals Chairmen, Rituals Committee Members, and Chapter Basileus
Just Like A Sista: The C.U.R.E. for Discord
In this sisterly relations workshop, undergraduate and graduate sorors come together to receive a
prescription that strengthens sisterly relations. This C.U.R.E. will keep us in harmony when we are in
discord. In this interactive and engaging workshop, sorors learn how to better Communicate and
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Understand each other so we can harmoniously work together. Sorors will nurture our ivy as they
recognize, Respect and Embrace the values embodied in our Soror Code of Ethics.
WK18
Audience: All Sorors are welcome
Strategic Planning: Execute and Evaluate for Success
Plan! Execute! Evaluate! The three TOGETHER equate SUCCESS! The chapter’s strategic plan is the
roadmap that defines where the chapter is, where it wants to be and how it will get to its destination.
This workshop will define the next steps in the strategic planning process after the plan has been
developed and will provide helpful tools to execute and evaluate outcomes and provide feedback to the
chapter’s members.
WK 19
Audience: Chapter Strategic Planning committee chairmen or members of the committee, chapters
Standards committee chairman or members of the committee
New Dimensions of Philanthropy
This workshop will focus on ways in which donors, members and chapters can support the Alpha Kappa
Alpha Educational Advancement Foundation, Inc.’s (“EAF”) mission of promoting lifelong learning.
Attendees will become “Pilots” of EAF’s launch to New Dimensions of Educational Excellence by
effectively and knowledgeably representing EAF at the Chapter, Cluster and Regional levels. Pilots will be
introduced to EAF’s strategic focus areas, including Endowment and Fellowship initiation and
capitalization, increased online giving, expanded social media and marketing presence, and detailed
descriptions of all Scholarship and Community Assistance Award offerings. The new tools you receive
will cultivate understanding, knowledge and excitement for the EAF initiatives to share with your
families, communities, members and chapters.
WK 20
Audience: Regional and chapter EAF coordinators and any soror interested in learning more about the
Educational Advancement Foundation.
Meaningful Meetings 101
Are your meetings ending on time? Do you have trouble having an effective meeting? If so, this workshop
will help address some of the fundamental principles and basics of parliamentary procedure to help you
meet the goal of having a productive meeting. Participants will be provided with a brief overview of
meeting rules along helpful suggestions and proven techniques for running an effective meeting.
This workshop will be presented by the National Association of Parliamentarians Past President, Mr.
Maurice Henderson.
Workshop Frequently Asked Questions
Are sorors allowed to attend workshops for which they did NOT register?
No, workshops will be monitored and sorors should only attend workshops for which they are registered.
Remember, accommodations are based on registration, so let’s be courteous to our fellow sorors.
Can I get workshop materials in advance?
Yes, Sorors will be able to download workshop materials for workshops for which they are registered, if
available. Advanced notification will be sent to registered sorors prior to the Conference.
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Registration Information
TO:
The Marvelous Mid-Atlantic Region
FROM:
Soror Theresa L. Henry, Conference Registration Chairman
Soror Violet J. Hoyle, Mid-Atlantic Regional Conference Registrar
Soror Aurelia T. Williams, Regional Technology Chairman
SUBJECT:
Registration Information for Regional Conference Registration for Sorors and
their Guests is Online!
Mid-Atlantic Region is going Green! Conference registration materials may be found on the
Mid-Atlantic Regional website at www.midatlanticaka.org. All registrations for the 63rd MidAtlantic Regional Conference will be processed online. Please print only if necessary. As in the
past, there is NO on-site registration. Please take a moment to review the instructions below
before completing this packet.
1. Only financial sorors may participate in Conference activities. Neither financial nor
non-financial sorors may be guests of financial sorors at the conference.
2. Sorors are to register online for the Regional Conference via the Online Registration
System. Sorors can only register their guest at the time of their registration.
3. Regular registration will run January 5, 2016 through March 6, 2016. The online
registration fees are: Graduate Sorors $185.00, Undergraduate Sorors $95.00, Guest
$110.00 and Children $50.00. This fee does not include the additional cost of special
events, luncheon, activities, or other fees that may apply.
4. Late registration will run from March 7, 2016 through March 21, 2016. An additional
late fee of $50 will be assessed to graduate sorors and guests and a late fee of $30 will be
assessed to undergraduate sorors. Only credit card payments will be accepted during this
timeframe.
5. Sorors with a valid email address will receive a confirmation email. Please retain the
email confirmation and bring it with you along with your CURRENT financial card
and photo ID to the conference check-in.
6. Online group registration must be submitted by the Basileus or the Tamiouchos of the
Chapter. For Chapters doing group registrations and paying by Chapter check or
money order, select “purchase order” as the method of payment when registering.
To expedite processing, Chapters utilizing this method of payment for group
registration must mail the payment and confirmation email to the Regional
Pecunious Grammateus:
Soror Kimberly Conner
[email protected]
P.O. Box 22451
Alexandria, VA 22304
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All chapter checks, cashier’s checks, and money orders should be made payable
to “AKA Mid-Atlantic Region” and must be mailed “Priority” Mail the day after
registering the group online. Personal checks will not be accepted. A $75.00 fee will
be assessed for a returned chapter check.
7. Requests for refunds must be emailed to the Regional Treasurer, Soror Lula Hicks,
at [email protected] by April 4, 2016. Refund requests (Conference
registration fee only) will be considered and processed after all conference expenses
have been paid. All refunds must be approved by the Regional Director. A $35.00
processing fee will be assessed. Due to planning commitments, we will be unable
to honor requests for refunds received after April 4, 2016.
8. Mid-Atlantic regional conference attendance will be based on scanned registration only.
Due to these technological advances, all sorors must be present to retrieve her own
registration materials. No one, including Chapter Basilei, may retrieve registration
materials for sorors who are unable to attend the Mid-Atlantic Regional Conference.
Adherence to this new policy will be strictly enforced. Tickets are required for admittance
to all events. Lost tickets will not be replaced.
9. Please contact the Conference hotel directly for reservations and special room
accommodations.
10. For general registration questions and online registration assistance, please email Soror
Violet J. Hoyle at [email protected].
11. Soror Aurelia T. Williams should be contacted at [email protected] for
assistance in resolving technical issues.
Registration Reminders
 There will be no on-site registration.
 Once your registration has been submitted, very limited modifications will be allowed.
 You are encouraged to take your time so that your registration is submitted as accurately
as possible.
 Removal of activities from your existing registration is not allowed.
 Adding activities to your existing registration can be done before March 15, 2016,
using the online registration system.
 Register “Guests” online as a part of your soror registration.
 The Soror and Guest Registration Forms are for reference only and should not be mailed
in.
On-Site Check-In
Please bring your financial card, registration confirmation and photo identification with you
to check-in. Registration hours are:
40
Wednesday, April 20, 2016
Thursday, April 21, 2016
Friday, April 22, 2016
Saturday, April 23, 2016
5:00 pm to 8:00 pm
7:30 am to 6:00 pm
7:30 am to 6:00 pm
7:00 am to 11:00 am
Soror Registration Form
Last Name:
First:
MI:
E-mail:
Home Phone:
Financial #:
Cell Phone:
Current Office/Role:
Chapter Name:
Cluster:
Classifications (check all that apply)
Graduate
Basileus
Diamond Soror
Inductee
Undergraduate
Former
Basileus
Golden Soror
Inductee
General Member
Graduate
Advisor
Silver Star Inductee
Life Member
Special Guest
Delegate
Graduate
$185
Graduate (Late)
$235
Undergraduate
$95
$125
ACTIVITY FEES
General Members Meeting
First Time Attendees & Reactivation Session
Gratis
Gratis
Gratis
Financial Officer Certification
Grad Advisors’ Level I Training
Grad Advisors’ Level II Training
MARC Golf Tournament
MARC Golf Tournament Luncheon Only
Leadership Breakfast
Jewels’ Luncheon
EAF Breakfast
Public Meeting/Reception
Friday Night Event – Sundresses at Sunset
$65
$40
$40
$80
$30
$40
$45
$40
Gratis
$40
Stroll Off and Undergraduate Mixer
$30
Gala
Ecumenical Service/Breakfast
Undergraduate Luncheon
TOTAL
Gratis
$50
$45
Workshops:
st
1 Choice
Cluster
Coordinator
Former
Directorate
Member
Former
Cluster
Coordinator
Silver Star
Soror
Honorary
Member
Alternate
First Time
Former
Graduate
Advisor
Golden Soror
REGISTRATION DEADLINES
REGISTRATION FEES
Undergraduate (Late)
Current
Directorate
Member
Diamond Soror
nd
2 Choice
Regular Registration: Closes on March 6, 2016.
Late Registration: Closes on March 21, 2016.
Payment from Chapters for online group registration
must be made by chapter checks, cashier’s or certified
check, or money order payable to: AKA
Mid-Atlantic Region. These payments must be sent
“Priority Mail” the day after online group registration.
Request for refunds must be e-mailed to Soror
Lula Hicks, Mid-Atlantic Region Treasurer, at
[email protected] by April 4, 2016. Refund
requests (Conference registration fee only) will be
considered and processed after all conference
expenses have been paid. If approved, a $35.00
processing fee will be assessed. We will be u nable
to honor refund requests after April 4, 2016 due to
planning commitments.
Please check if applicable:
 Vegetarian Meal
 Special Needs
I WILL BE ATTENDING THE GRADUATE ADVISOR
FIRESIDE CHAT
I WILL BE ATTENDING RIDING THE WAVES BY THE
“SEA OF GREEN” GALA
I WILL NOT BE ATTENDING RIDING THE WAVES BY
THE “SEA OF GREEN” GALA
Sorors: For planning purposes, please ensure that you check one of the boxes above indicating if you will or will
not be attending the Gala.
41
Guest Registration Form
Last Name:
First:
MI:
E-mail:
Home Phone:
Cell Phone:
Gender:
Female
Male
Age Group:
Adult
Child/Youth
Sponsoring Soror’s Name:
Financial #:
Note: Only guests registered for the conference may participate in the scheduled activities noted below. The registration fee
includes a conference badge and admittance to the hospitality suite and the vendor area. Guests must officially register to attend
all guest activities.
THIS FORM MUST ACCOMPANY THE SOROR’S REGISTRATION FORM
REGISTRATION FEES
REGISTRATION DEADLINES
Cost
Guest-Adult
$110
Guest (Late)-Adult
$160
Guest-Child/Youth
$50
Guest (Late)- Child/Youth
$80
ACTIVITY FEES
MARC Golf Tournament
$80
MARC Golf Tournament Luncheon
Only
Sundresses at Sunset – Friday
Night Event featuring casino
games, dancing and music
$30
$40
Stroll Off and Undergraduate Mixer
$30
Gala
Gratis
Ecumenical Service/Breakfast
$50
Jewels’ Luncheon
$45
EAF Breakfast
$40
Public Meeting/Reception
Gratis
CHILDREN AND YOUTH ACTIVITY FEES
See flyer for suggested activities.
Ten children must register or registration fees will be
refunded.
MEN’S ACTIVITY FEES
See flyer for suggested activities.
Regular Registration: Closes on March 6, 2016.
Late Registration: Closes on March 21, 2016.
Payment from Chapters for online group registration must be
made by chapter checks, cashier’s or certified check, or money
order payable to: AKA Mid-Atlantic Region. These payments
must be sent “Priority Mail” the day after online group
registration.
Request for refunds must be e-mailed to Soror Lula Hicks,
Mid-Atlantic Region Treasurer, at [email protected] by
April 4, 2016. Refund requests (Conference registration fee
only) will be considered and processed after all conference
expenses have been paid if approved. If approved, a $35.00
processing fee will be assessed. We will be unable to honor
refund requests after April 4, 2016 due to planning
commitments.
Please check if applicable:
 Vegetarian Meal
 Special Needs
GUEST WILL BE ATTENDING RIDING THE WAVES BY THE
“SEA OF GREEN” GALA
GUEST WILL NOT BE ATTENDING RIDING THE WAVES BY
THE “SEA OF GREEN” GALA
Sorors: For planning purposes, please ensure that you check one of the boxes above indicating if your guest will
or will not be attending the Gala.
42
Mid-Atlantic Regional Conference
Medical Response Team
Conference Health Planning Checklist
We know that you will pack clothing and personal items appropriate for the
weather and occasion. Equally as important, please remember to plan to take
care of your health. We encourage you to save room in your suitcase for health
care items. Follow the suggestions below as you make plans to attend the 2016
MARC Conference.

Complete emergency contact information (attached). Make sure that your
roommates know where to find this.

If you are having complications from diabetes, hypertension,
asthma or congestive heart failure, please see your physician before
you leave for the Conference.

Pack enough medications to meet your needs during the conference including
over the counter medications that you take.






Wear your emergency alert bracelet, if you have one; pack allergy medicine
and any other emergency medication that you might require.
Pack your insurance card(s)
If you will require special accommodations such as a cane, walker or
wheelchair / scooter; please bring these with you. There is usually
quite a bit of moving around at the Conference. The Conference center
may have a few of these for emergency use or rental.
Remember to list special meal requests, dietary restrictions, or food allergies
on your registration form.
Pack a light jacket or sweater. (Conference rooms are often kept at cooler
temperatures.)
Wear comfortable fitting shoes; there is likely a lot of walking!
43
EMERGENCY CONTACT
Name:
Relationship:
Cell #:
Home #:
Work #:
Email:
Emergency Health Information
Allergies to medication and food with reactions:
Medication (Name, dosage and frequency):
Special Needs (specify):
Physician Contact Information (Name & Office Number)
Physician Address (City & State)
The MARC Medical Response Team will have an office open during
the conference.
44
ConferenceHotels
*AllRoomssubjecttoVAStateSalesTax,currently6%,StateOccupancyTaxcurrently8%andCityLodgingTax
@$1.00perdayperroom
Hotel
DoubleTreeby
HiltonVirginia
Beach
Shuttle Service Provided
TheWestin
HiltonVirginia
Beach
Oceanfront
Address
Phone
Cost*
1900PavilionDrive
VirginiaBeach,VA
23451
$129Per
Night
http://www.virginiabeach.doubletree.com
757-422-8900
4535CommerceSt.
VirginiaBeach,VA
23462
$145Per
Night
AlphaKappaAlpha63rdMid-Atlantic
ConferenceRoomBlockORcopyandpastethe
followinglinkintoawebbrowser:
https://www.starwoodmeeting.com/Book/AK
AConference
3Night
Minimum
3Night
Minimum
757-557-0550
3001AtlanticAvenue $154
3Night
VirginiaBeach,VA
Minimum
23451
757-213-3009
$174
2Night
Minimum
HamptonInn
1011AtlanticAve.
VirginiaBeach– VirginiaBeach,VA
OceanfrontSouth 23451
$149
3737AtlanticAve.
VirginiaBeach,VA
23451
$134
Courtyard
MarriottNorth
ReservationLink
757-965-2300
3Night
Minimum
3-NightMinimum
http://www.hilton.com/en/hi/groups/persona
lized/O/ORFVHHF-AK320160420/index.jhtml?WT.mc_id=POG
2-NightMinimum
http://www.hilton.com/en/hi/groups/persona
lized/O/ORFVHHF-AK220160420/index.jhtml?WT.mc_id=POG
1-757-213-3000(IdentifyasmemberofAlpha
KappaAlpha)
http://hamptoninn.hilton.com/en/hp/groups/
personalized/O/ORFOFHX-AKA20160421/index.jhtml?WT.mc_id=POG
1-800-321-2211(MentionAlphaKappaAlpha
RegionalConference-North)
757-437-0098
45
ConferenceHotels
@$1.00perdayperroom
Courtyard
MarriottSouth
2501AtlanticAve.
VirginiaBeach,VA
23451
757-491-6222
3501AtlanticAve.
VirginiaBeach,VA
23451
Sheraton
VirginiaBeach
Oceanfront
GoldenSorors
757-425-9000
901AtlanticAve,
VirginiaBeach,VA
23451
SpringHillSuites
VirginiaBeach
Oceanfront
757-417-3982
FairfieldInn
VirginiaBeach
Oceanfront
1901AtlanticAve,
VirginiaBeach,VA
23451
Shuttle Service Provided 757-422-4885
46
$134
1-800-321-2211(MentionAlphaKappaAlpha
RegionalConference-South)
$140
Queen
AlphaKappaAlphaSorority
$154
King
Ocean
Front
3Night
Minimum
ORcopyandpastethefollowinglinkintoaweb
browser:
https://www.starwoodmeeting.com/events/st
art.action?id=1512017474&key=2632336A
$144
Kingor
Queen
Studioor
OneBedroom
Suite
BookyourgrouprateforAKA63RD
CONFERENCE
$124
Double
Single
Suite
BookyourgrouprateforAKA63RD
CONFERENCE
3Night
Minimum
3Night
Minimum
ConferenceHotels
@$1.00perdayperroom
HolidayInn
ExpressVirginia
Beach
Oceanfront
2607AtlanticAve.
VirginiaBeach,VA
23451
HolidayInn
Oceanside
VirginiaBeach
2101AtlanticAve,
VirginiaBeach,VA
23451
HolidayInn&
SuitesNorth
Beach
3900AtlanticAve,
VirginiaBeach,VA
23451
757-428-1711
$134
Double
Single
Suite
3Night
Minimum
$126
Double
Single
Suite
3Night
Minimum
$164
Queen/
Queen
Ocean
Front
Telephone1-800-HOLIDAYandreferencethe
groupcode“AKA”
or
ClickHeretoReserveYourRoomfortheAlpha
KappaAlphaconference
Telephone1-800-HOLIDAYandreferencethe
groupcode“AKA”
or
ClickHeretoReserveYourRoomfortheAlpha
KappaAlphaconference
https://aws.passkey.com/event/14074952/ow
ner/28338/home
$134
Queen/
Queen
$134
King
Ocean
Front
3Night
Min.
47
DrivingDirectionstotheVirginiaBeachConventionCenter
48
FromRaleigh,NC
WithanEZ-Pass:
• I-95NtoUS-58EviaExit11AtowardNorfolk/VirginiaBeach(68.5miles)
• TakeUS-13NramptowardI-264E/I-64–Portsmouth/Norfolk/VirginiaBeach
• MergeontoI-664SviarampontheLEFT
• MergeontoI-264EviaExit15AontheLEFTtowardPortsmouth/Norfolk.
• GothroughtheDowntownTunnel(TOLL).
• KeepI-264Efor25.2milesheadingtowardVirginiaBeachOceanfront
• WhenI-264Eends,turnrightontoParksAvenue
• Takethefirstrightonto19thStreet
• VirginiaBeachConventionCenterisontheright
WithoutanEZ-Pass:
• I-95NtoUS-58EviaExit11AtowardNorfolk/VirginiaBeach(68.5miles)
• TakeUS-13NramptowardI-264E/I-64–Portsmouth/Norfolk/VirginiaBeach
• MergeontoI-664SviatherampontheLEFT
• Keepintherightlane,I-664SwillbecomeI-64W
• After15.2miles,taketheI-264Eexit,Exit284BtowardVirginiaBeach
• MergeontoI-264E/VirginiaBeach/NorfolkExpresswayEASTviarampontheLEFT
• WhenI-264Eends,turnrightonto19thStreet
• VirginiaBeachConventionCenterisontheright.
FromCharlotte,NCandpointsSouth
• I-85NtoUS-58EtowardNorfolk/VirginiaBeach
• Proceedto#2fromtheRaleigh,NCdirections.
FromRichmond/Charlottesville/NorthernVA
• TakeI-64E(NorthernVA-takeI-95S)
• MergeontoI-295Svia84AonthelefttowardRockyMount,NC/RichmondInternational
Airport
• StayonI-295for15miles
• MergeontoI-64EviaExit28AtowardNorfolk/VirginiaBeach
• StayonI-64Efor83miles
• GothroughtheHamptonRoadsBridgeTunnel(NOTOLL)
• MergeontoI-264E/VirginiaBeach/NorfolkExpresswayEviaExit284AtowardVirginia
Beach
• WhenI-264Eends,turnrightontoParksAvenue
• Takethefirstrightonto19thStreet
• VirginiaBeachConventionCenterisontheright
SCOOTERRENTALS
VirginiaBeachishometomanyattractions,thebiggestbeingtheOceanfront
Boardwalk.LetushelpyouaccessthebeachandBoardwalkwithaBeach
WheelchairorScooterRental
BeachPowerMobilityisanAdvancedAeromedical,Inc.ownedcompany.In
businesslocallyforover25years,wehaveexperiencetoassistyouwhile
stayinginVirginiaBeach.
www.beachpowermobility.com
757-481-1590
____________________________________________________________________________________
1stMobilityScooterRentalsisafamilyownedandoperatedbusiness
establishedin2010forthenecessityofprovidingexceptionalserviceforour
residents,visitorsandtouristswithmobilityneeds.
Wespecializeinelectricmobilityscooters,beachwheelchairs,andmanual
wheelchairsforyourconveniencetogetaroundtheHamptonRoadsarea.
Wealsoofferdeliverytoyourhotelorhomefreeofchargefor
guests/customerswhoarevisitingorliveintheVirginiaBeacharea.
Go-GoEliteTraveler-PlusHD4Wheeler(upto300LB)
www.1stmobility.net One(1)Day-$60.00
Two(2)Days-$110.00
Three(3)Days-$140.00
Four(4)Days-$170.00
Five(5)Days-$200.00
Six(6)Days-$225.00
Seven(7)Days-$250.00
**AnyAdditionalDays-$20.00
Victory10-4Wheeler(upto350LB)
757-355-2211
One(1)Day-$65.00
Two(2)Days-$120.00
Three(3)Days-$150.00
Four(4)Days-$180.00
Five(5)Days-$210.00
Six(6)Days-$240.00
Seven(7)Days-$270.00
**AnyAdditionalDays-$20.00
49

Chapter Registration and Schedule - Mid

Transcription

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