Convention History and Background
Convention - What a great experience! Convention is a time to conduct the business of the sorority, elect officers and review the officer reports. It is also a time to meet sisters from across the country and Canada, exchange ideas, enhance your leadership skills and renew the excitement of being a member of Gamma Phi Beta International Sorority.
Sorority Government
Convention is held once every two years. The alumnae and collegiate delegates to Convention make up the legislative body of the Sorority. They elect the members of International Council and the nominating committee for the next biennium. They vote on amendments to the International Bylaws and on Convention resolutions.
International Council is the executive body of the Sorority. It is responsible for the day-to-day management of Sorority business and works within the framework of our Bylaws.
All Gamma Phi Betas are invited to attend Convention, but only the elected delegate from each collegiate and alumnae chapter in good standing may vote.
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Business Sessions
The business session begins with a procession of flags carried by the delegate of each collegiate chapter. Each flag has the Greek-letter name of the chapter in its school colors. During the business meeting, the International President reports to the membership. Any member may speak, but only delegates can vote. "Reports of Officers" are printed, including various reports on the past biennium, and made available to members at Convention. The booklet can also be requested from International Headquarters.
Aside from the business meeting, there are many other activities. Exemplification of the ritual is an actual initiation ceremony performed by one of the collegiate hostess chapters. It serves as a model for collegiate chapters to follow and provides a deeper understanding of ritual to all members. The memorial service is a solemn service in memory of all Gamma Phi Betas known to have passed away since the last Convention. A white dress is worn to both services.
The days are also filled with leadership training seminars for collegians and alumnae and workshops addressing relevant topics for members and chapters. There is also time to just have fun. Meals are a wonderful time to meet new Gamma Phi Betas and enjoy the sisterhood experience. Chapter and individual award presentations highlight many lunches and dinners.
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Chapter Responsibilities
Each alumnae and collegiate chapter should prepare for Convention. In order to vote, the delegate must represent a chapter in good standing. Good standing means that at least 30 days prior to Convention, alumnae chapters must have membership dues, publications fees and forms fees submitted to International Headquarters; collegiate chapters must have membership fees, publications fees, forms fees and all other fees and reports submitted.
Alumnae chapters need to elect a delegate and an alternate. International officers may not serve as the delegate or alternate of their chapter. All delegates and alternates must be in financial good standing. Alumnae chapters should budget for all, or as much as possible, of their delegate's expenses.
Usually the president of every collegiate chapter attends as her chapter's delegate unless International Council recommends another officer should serve as the delegate and/or alternate. This change could occur because of specific Convention programming and would be indicated in the Call to Convention. International Gamma Phi Beta pays a portion of the Convention expenses for the collegiate delegates, but collegiate chapters should budget for the unpaid portion of the expenses for the alternate delegate and, if possible, for the chapter advisor.
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Credentials Card
The credentials card is used by the delegate to vote during the business session. The credentials card must be signed by the chapter secretary and returned to International Headquarters by the deadline date. If a change of delegate and/or alternate is made between the deadline and Convention, the attending delegate must bring the signed credentials card to Convention and present it at the credentials desk before the opening business session. The credentials card may not be signed by either the delegate or the alternate.
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Registration Fees
Everyone attending Convention, including delegates, alternates, visitors and International Officers, must send in a Convention registration form and registration fee. Information is available in the Call to Convention packet.
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Call to Convention
The Call to Convention is sent to every chapter in early spring. This packet contains information on Convention registration, hotel and airline reservations, ground transportation, meals, attendee requirements, the Convention schedule and an announcement of the keynote speaker.
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Awards
Awards are given at Convention based on the criteria as stated in the President's Book. Chapters do not need to be present in order to win an award.
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Resolutions
Convention resolutions express the wishes of the Convention body. Resolutions are generally a result of discussion at Convention. Any member or chapter may offer resolutions to be voted on by the delegates at Convention.
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Delegate Responsibilities
While at Convention, delegates have certain responsibilities. Collegiate delegates, and other representatives whose Convention expenses are paid in part by the Sorority, are expected to attend all Convention activities. Alumnae delegates should feel the same responsibility. (Besides, the activities are fun!) During the business sessions, delegates will sit in their assigned seats, marked by chair tags while alternates and visitors will sit in the visitors' section. A fun tradition is for the delegate to sign her name in the chapter's autograph. The delegate should listen carefully to all discussion and then vote as she sees best, based on her chapter's wishes, as well as what she has learned at Convention.
At leadership training seminars and workshops, delegates should take notes, pick up all handouts and ask questions. These are also great times to meet new friends and share experiences, perspectives and ideas.
Delegates should be sure to bring their chapter's copy of the proposed Bylaw amendments, slates for International Council, the Financial Advisory Board and nominating committee, and a white dress for the exemplification of the ritual and the memorial service. They, as well as all Gamma Phi Betas, will also need to bring their Gamma Phi Beta badge (pin) in order to attend the business sessions.
Collegiate delegates should be sure to have a credit card to present to the hotel at check-in to guarantee personal charges not covered by the Sorority. Other necessary materials are listed in the Call to Convention.
It is the delegate's responsibility to inform her chapter of all that happened at Convention. The delegate and alternate(s) should prepare a PACE meeting to be presented during the first PACE night of the year, sharing Convention highlights and workshops. She should report the result of the elections, Bylaw amendments and resolutions to her chapter. She should be sure everyone understands how these changes will affect each individual or chapter. Any handouts from Convention should be given to the appropriate officers. She should also be prepared to present leadership training sessions based on what was presented at Convention.
Convention occurs only once every two years. It is an incredible learning experience and a vital force in the future of Gamma Phi Beta. It is a wonderful, exciting and proud celebration of our sisterhood.
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