TBΣ SED Guide to 2013 National Convention, PART 1 Sheraton Springfield Monarch Place Hotel Springfield, Massachusetts July 23-‐28, 2013
SED Guide to the 2013 National Convention Sheraton Springfield Monarch Place Hotel Springfield, Massachusetts July 23-‐28, 2013 Table of Contents……………………………………………………. 2 Letter from the President………………………………………… 3 Travel.…………………………………………………………………….. 4 Dining……………………………………………………………………… 5 General Information (delegates, caucuses , etc.) …………… 6-‐10 What to Pack…………………………………………………………… 11 Dress Days………………………………………………………………. 12 SED Spirit………………………………………………………………… 12 Communication……………………………………………………….. 13 District Officer Contact Information………………………… 14
Letter from the President… Hello Sisters of the Southeast District, I can’t believe it is already here-‐-‐ another National Convention, this time in Springfield, Massachusetts!!! I am so very excited to attend convention with you and to make a difference as the Southeast District. It truly is an honor to have been selected to serve as your president and to have the opportunity to represent you at National Convention. Hopefully, you already know, there has been so much going already this year in the SED. While all this has been happening at home, our national leadership has been preparing for National Convention in July! I hope you are keeping an eye on your social media for the announcements from our National Leadership, as convention gets closer! As we get closer to Springfield, I encourage you to think about what we, as the SED, stand for and what we will represent this summer-‐-‐ STRENGTH EXCELLENCE and DIVERSITY! The 2013-‐2014 TBS SED Council has worked many hours already to create enhanced membership resources, new and improved service projects, heightened outlets of communication, and, of course, an availability unmatched by any before us. We have set goals in place that will allow the SED to continue to grow and reach new heights. With this in mind, come to national convention ready to show the nation what we can do!!! I expect you to bring tons of SED spirit, including but not limited to: pineapples (Spike), turtles (SHELLS), and chanting! There are 39 SED chapters, and sadly, not all of us are able to travel to Springfield. However, even though we will not be at full capacity, I expect those in attendance to represent us as best they can! We are hoping to bring home the Spirit Stick (again) this biennium, and we need everyone’s help to do that!!! If you have any questions or concerns please feel free to contact me or any other district officer. I wish you all the best of luck as you get ready for National Convention and I can’t wait to stand next to you and let the nation know that we are proud to be: S E D-‐-‐ Greater bonds will never be! MOTS o’Love, Belinda Baker 2013-‐2014 TBS SED President Theta Lambda-‐ Auburn University
Travel By Air: Many of you will be flying arriving at either the Hartford-‐Brainard airport in Connecticut or the Logan International Airport in Boston. From Hartford-‐Brainard, it is approximately a 35-‐minute drive. • If you want to taxi to the Sheraton Springfield Monarch Place Hotel, it will cost you about $50 one-‐way. (The more people you split this with, the cheaper it will be!) • If you are looking for a little bit of a cheaper option, you can catch the Peter Pan Bus Lines from the Amtrak station ROUND TRIP for $20 from Hartford to Springfield! The only catch is you have to get to the Amtrak Station-‐ it is a 12 minute drive and approximately a $12 taxi ride. • There are CTtransit public shuttle busses all over Hartford as well, and they are only $1.30 to ride. However, you will be in charge of your own baggage and you need to set aside about an hour and a half for the journey there. From Boston, it is approximately a 1.5 hour drive. • A taxi from Boston would be wayyy more expensive, so I would recommend sharing a rental car with someone for the week. Again, there is complimentary parking at the host hotel for NatCon attendees. • Again, if you are looking for a little bit of a cheaper option, you can catch the Peter Pan Bus Lines from the Amtrak station ROUND TRIP for $44 from Boston to Springfield! The only catch is you have to get to the Amtrak Station. **If you are flying into another airport, please be sure to make arrangements ahead of time to get yourself to and from the airport!
By Land: If you and your chapter decided driving up the east coast was your thing, complimentary guest parking is available for all Kappa Kappa Psi and Tau Beta Sigma guests!
DINING Hotel:
There are 2 restaurants in the Sheraton Monarch itself. You can stop into Picks Restaurant or the MVP Pub or order room service while staying the week! Off-‐Site: There are many off-‐site restaurants that are nearby. Below you will find a sampling of what is near the hotel including the addresses and phone numbers. Champion’s Sports Bar 2 Boland Way Springfield, MA 01115 (413) 750-‐3011 Villa Pizza 1500 Main Street Springfield, MA 01103 (413) 739-‐2227 Nadim’s Mediterranean Restaurant & Grill 1390 Main Street Springfield, MA 01103 (413) 737-‐7373 Palazzo Cafe 1350 Main Street Springfield, MA 01103 (413) 731-‐0011 Cornerstone Cafe 1414 Main Street Springfield, MA 01144 (413) 746-‐1025
Subway 1380 Main St Springfield, MA 01101 (413) 214-‐6008
Scapades Soups Salads-‐Sandwich 1365 Main Street Springfield, MA 01103 (413) 732-‐9400 Student Prince Café & the Fort Dining Room 8 Fort Street Springfield, MA 01103 (413) 734-‐7475 Mamma Mia’s Pizzeria 1441 Main Street Springfield, MA 01103 (413) 439-‐0330
City Jake’s Cafe 1573 Main Street Springfield, MA 01103 (413) 731-‐5077
Bring it yourself: Each room is equipped with mini fridge and microwave. It is highly encouraged for everyone to bring your own food to save on costs. Bring a cooler to store all your drinks and perishable items. This could easily save you $100 on just food!
Delegate Information Seating:
Proxies: Note:
Delegates will be seated in the following order… 1) Chapters with delegates present. 2) Delegates for chapters that have submitted a proxy form. 3) Delegates for chapters that have not submitted a proxy form. Seating is done by chapter designation. A proxy is a chapter that is seated for a chapter not in attendance. The proxy will vote for and represent the missing chapter. From the National Constitution: “No chapter may have more than one vote over the chapter with the next highest number of proxies.”
In other words, if Chapter B has the 2nd highest number of proxy-‐votes, say 4 votes, then chapter A, who has the highest number of proxy-‐votes, can only have 5 votes until another chapter has 5 votes. Proxy Process:
The National President will seat proxies for chapters that have turned in proxy forms first. The proxies indicated on the form will be called out in the order designated. If a chapter not in attendance has not designated a proxy, if the designated proxy does not have enough members in attendance, or if the designated chapter has too many delegates on the floor (see Note above), then the National President will call for representatives in order of chapter designation. Please note that this is a time consuming and complicated process! Be patient and quiet to expedite this process!
Duties:
Final Note:
All delegates must have a current membership card, life membership card, or be properly vouched for by the Credentials and Resolutions Committee. Each delegate (or proxy) will sit on one of the committees during Convention. Vote at all times! Do not be afraid to jump in, speak up, and raise that placard! There are over 120 chapters nationally. Let your voice be heard! Do not be afraid to ask questions or engage in discussions! You represent your chapter and your district; your opinion matters! Each District President is also seated as a delegate for their respective district.
Committees The National Constitution recognizes the following standing committees: Committee on Nominations Committee on Jurisdiction Committee on Colonization and Membership Committee on Programs Committee on Ways and Means Committee on Credentials and Resolutions Committee on History and Traditions Committee on Publications Committee on Ritual and Regalia Committee on Sisterhood and Spirit Committee Assignments: Committee assignment preferences were indicated on the delegate form turned into National Headquarters. Committee appointments are done by the National President with the help of the District Counselors and District Officers. You are not automatically assigned to your top priority committee.
Committee Types: CLOSED: Closed committees are not open to non-‐assigned delegates. Only the assigned delegates can be present in the room and participate in discussion. All members of a closed committee are permitted to vote and contribute to discussion. They may reveal details about those conversations to other non-‐committee members, unless directly instructed not to by the Chair, Advisor, or National President. Closed committee members can publicly state that they agree with items from committee or if they disagree with items, and they can provide factual support for that decision, but they cannot render individual opinions. MODERATED: Moderated committees are open to both assigned delegates and other non-‐assigned entities. In moderated committees, only assigned delegates can vote and contribute to discussion. Non-‐ assigned participants can observe, listen, and take notes, but they have no further permissions. Furthermore, during a committee meeting, a non-‐assigned member may not approach an assigned member (either in person or via message) to bring their ideas to the floor. OPEN: Open committees are open to both assigned delegates and non-‐ assigned entities. In open committees, only assigned delegates can vote, but all members present may contribute to discussion and participate in such activities. The following committees will be closed: Nominations, Credentials & Resolutions. The following committees will be moderated: Jurisdiction, Ways & Means, Ritual & Regalia (open only to initiated members of the Sorority). The following committees will be open: Publications, Sisterhood & Spirit, History & Traditions, Programs, Colonization & Membership.
Delegate Duties: You represent both your chapter AND the Southeast District when you sit on a committee! The SED will not necessarily have a member in every committee meeting. This is one of the reasons for caucusing together, so every SED chapter can hear information from every committee! Thus, it is imperative that you pay attention and take notes during your committee meetings, as many people will be listening to you our SED caucus and relying on the information you give them! If you have any questions about committees, please ASK A DISTRICT OFFICER OR COUNSELOR! They are a great resource of information! Non-‐Delegate Attendees: FAQs Speaking in the Delegation: ü How do I ask questions and join discussion as a member of the non-‐voting attendees? Have your chapter delegate ask the questions and/or make the argument for you. OR Your delegate can ask to be recognized by the Chair (the National President) and then yield the floor to you. OR You can raise your hand from the back of the room. The Chair has the choice to recognize you or not. Sitting on Committees: ü Can I sit on committees? If you are not a delegate or proxy, you can still sit on a committee. However, you may not sit on a “Closed” committee. Try to attend a committee where there may be only few or no SED delegates. Don’t just lounge around-‐-‐ get out there and get involved! Sitting on a National Convention committee is a great way to gain more sorority experience! Stay Focused! It can be VERY easy to get distracted and stop paying attention to business. Try your best not to do this! You might distract others around you or miss something important!
What else can I do? ü Go to workshops! Take notes! ü Think about your chapter at home! What resources and knowledge can you bring back to them? What kinds of workshops might be good to attend to meet your chapter’s specific needs? ü MEET PEOPLE & NETWORK! There will be tons of sisters from across the country in attendance. Take this time to make a few new friends, connect with other chapters, and utilize each other as resources! Caucuses How? Previously at National Convention, districts were scheduled time at night to caucus together and discuss important national changes in budget, ritual, leadership candidates, etc. This will be happening slightly differently this year. In addition to our scheduled district time, when you register, your chapter will be given a color. This color will determine which additional caucus room you will attend. The change in caucusing will affect what information each of us attains each night. These caucuses will be your opportunity to discuss committee items and candidates with sisters from around the nation. Additionally, outside of these colored caucuses, the SED will be holding meetings so that you can give your opinions to the District Council, therefore deciding where your district president’s vote shall go. My role at National Convention is seemingly similar to yours. Instead of representing a single chapter however, I represent the entire collective voice of the Southeast District. Note: Just because the majority of the SED feels one way about a particular subject, this does not mean your chapter cannot have it’s own opinion! Many chapters decide to caucus separately, particularly on touchy issues like Nominations or Jurisdiction, and may vote with or against the majority opinion of the District. Topics to be covered in caucuses: ü Items discussed in committees ü Candidates for National Council
Generally, we’ll hear from members of each committee on the various items that are being discussed. This will serve to both inform those not present in that particular committee and allow committee members to take the thoughts and opinions of our entire district back to that committee to be heard. People you’ll meet: ü Members from your District ü Your District Officers ü Your District Counselors ü Candidates for National Council (with Q & A sessions)
What to Pack Be sure to pack everything you need. You wouldn’t want to get to Springfield and realize you left your chapter letters or your instrument for reading band at home! Use this list as a guideline to help you as you pack. o Membership Card * (MUST HAVE) o Recognition Pin o Other jewelry (Pins, necklaces, tikis, etc) o Pen, paper, notebook, laptop/tablet o Extra money (Food, marketplace, fun, etc) o Instrument for reading band o Toiletries o Clothes o Lots of Pineapples and turtles… fake and real are highly encouraged! o Letters o New navy SED t-‐shirt!!! o Swimsuit o Attire for: o NIB Concert (Semiformal/Casual) o Banquet (Formal Attire) o Ritual (Concert Black) o Dress-‐up day attire… to be announced soon! o Cell phone (and charger) o Camera (and charger/batteries) o TONS OF SED SPIRIT
DRESS DAYS This year we expect the SED to SHOW UP AND SHOW OUT! (Turn down for what?!) Let’s show the nation how it is done in the dirty south! Be over prepared for each day and bring lots of pineapples for district day!
Tuesday: “School Spirit Day” -‐ Represent your college/university as we kick off convention. Wednesday: “District Day” -‐ Wear your new navy SED T-‐shirts! Bring anything and everything you can find that has to do with pineapples too! *If you have not bought a new SED t-‐shirt contact Sal and we can make sure to have one in your size for you at convention! -‐ There will be time to change before the Coast Guard band concert and TBS Ritual in the evening. Thursday: “Remembering Wava” -‐ The Wava Memorial is scheduled for Thursday morning directly following a separate session, and the afternoon is free, so you may choose to dress up, wear letters, or wear something else that honors Wava. Friday: “TBS Letter Day” -‐ Wear your favorite letters! J Saturday: “Join the Revolution” -‐ Wear your red, white, and blue! -‐ There will be time to change before banquet in the evening.
SED Spirit
We would like to return the Spirit Stick to the SED for the next biennium. The Council expects all SED members to show SED spirit at all times! If you are interested in being one of the SED Spirit Leaders, please contact SED President, Belinda Baker, at sedpres@tbsigma.org. When we expect greatness, we will achieve greatness also.
**We expect hundreds of Spikes all over the Hotel and Resort**
Communication: There is always a lot going on at National Convention, and we want you to enjoy every second of it! Therefore, in order to get business done while having fun, we are initiating 2 new methods of communication specifically for TBS SED National Convention attendees. 1. The Southeast District of Tau Beta Sigma-‐ NatCon attendee FB group. Hopefully, you are already a member, but if not, PLEASE let either your chapter president or a member of the TBS SED Council know ASAP so that we can add you! Here you can find travel plans, dinner plans, discussion of national candidates, and (maybe) a time and location for a SED Flash Mob or 2. 2. At SED 2013, everyone mentioned GroupMe, so here it is— send me your name, chapter, and phone number to be added to the SED NatCon GroupMe. This GroupMe can be used to meet up for lunch, for caucusing, for anything—HOWEVER, it will not be used during business, unless crucial. Again, please send your name, chapter, and phone number to sedpres@tbsigma.org to be added.
District Officer Contact Information Our District Council for the 2013-‐2014 term: Belinda Baker-‐ SED President Theta Lambda-‐ Auburn University (334) 663-‐0979 sedpres@tbsigma.org Christa Hall-‐SED Vice President of Membership Epsilon Alpha-‐ University of South Carolina (803) 767-‐9106 sedvpcm@tbsigma.org Shannon Matthews-‐SED Vice President of Special Projects Epsilon Alpha-‐ University of South Carolina (843) 307-‐6256 sedvpsp@tbsigma.org Ashley Williams-‐SED Secretary Epsilon Chi-‐ South Carolina State University (770) 696-‐8676 sedsecretary@tbsigma.org Salvatore Parillo-‐SED Treasurer Zeta Psi-‐ University of Central Florida (321) 266-‐1970 sedtreasurer@tbsigma.org Crystal Wright-‐SED Counselor Theta Iota-‐ Alabama A & M University (256) 679-‐3922 crystal@tbsigma.org Renee Cartee-‐SED Counselor Zeta Psi-‐ University of Central Florida (407) 721-‐5363 renee@tbsigma.org