Convention: Policies, Guidelines and Deadlines

Advisors

  • Each collegiate chapter is strongly encouraged to bring their primary chapter advisor to Convention.
  • If a primary chapter advisor is unable to attend, we encourage a member of your advisory board to attend instead.

Alumnae

  • Alumnae attendees are encouraged to attend all Convention events and business sessions. Partial registration options are available if they are unable to attend the entire Convention.

Alumnae Delegates

  • Alumnae chapters in good standing are encouraged to send one delegate and one alternate delegate to vote at Convention. (Good standing is defined as the fulfillment of all financial and reporting obligations, including payment of international alumnae dues for at least six members.)
  • Delegates and alternates should be formally elected by their chapter to represent the alumnae chapter. Due to COVID-19, we recommend you elect multiple back-up alternate delegates in case someone has to back-out last minute due to illness.
  • Each delegate and alternate delegate elected to represent the alumnae chapter must also be in good financial standing (having paid their individual international alumnae dues of $25 or be a Life Loyal member). Alumnae members can pay their international alumnae dues or join Life Loyal when registering.
  • Please return the credential information to International Headquarters (IH) by May 1, to ensure your delegate and alternate are allowed to vote. Click here for information on credentials.
  • Delegates are required to check-in at the Credentials Table in the Grand Foyer prior to the first business session to ensure they are confirmed to vote.
  • Each business session begins promptly, so all delegates must be in their seats at least five minutes before the meeting begins.
  • An alumnae chapter delegate or alternate delegate may not be a current member of International Council, professional staff or volunteer leader who is attending Convention at the expense of the Sorority or receiving supplemental funds from the Sorority to attend Convention.
  • Delegates should register for full Convention registration.
  • Alumnae delegates may not attend virtually.  

Childcare Policy

  • No childcare is available.
  • Children are not allowed at Convention unless they are vaccinated and attending as a ticketed guest (including children under five who are unable to be vaccinated).

Collegians

  • Each collegiate chapter is encouraged to bring a delegate and an alternate delegate to Convention.
  • Collegians are expected to fully participate in all Convention events and business sessions that have been allotted to their registration.

Collegiate Delegates

  • Each collegiate chapter is required to send one delegate and encouraged to send at least one alternate delegate. Due to COVID-19, we recommend you elect multiple back-up alternate delegates in case someone has to back-out last minute due to illness.
  • Your newly elected president should be formally elected as the delegate. If the president cannot attend Convention, the chapter should elect another officer or member to serve as the delegate.
  • Return your credential form to International Headquarters by May 1 to ensure your delegate and alternate are allowed to vote. Click here for information on credentials.
  • Chapters must be in good standing (all financial and reporting requirements met by May 24) for the chapter delegate to have voting privileges.
  • Delegates are required to check in at the Credentials Table in the Grand Foyer prior to the first business session to ensure they are confirmed to vote.
  • Each business session begins promptly, so all delegates must be in their seats at least five minutes before the meeting begins.
  • Collegiate delegates should prepare to arrive at the hotel in time for the Flag Processional Practice on Thursday, June 23, at 5 p.m. CT in the Grand Ballroom.
  • Delegates and alternates are expected to fully participate in all Convention events and business sessions.
  • Delegates should register for full Convention registration.
  • Collegiate delegates may not attend virtually.  

Fully Funded Volunteers

  • These designated volunteers were determined critical to the execution of Convention and were notified by International Headquarters that they were authorized to attend Convention as a fully-funded volunteer. Fully-funded volunteers are approved to register for Convention at a reduced rate of $300 (if they register by April 27) and $350 (if they register by May 25).
  • They must be in good standing with the Sorority for the current fiscal year (having paid their individual international alumnae dues of $25 or be a Life Loyal member). Volunteers can pay their international alumnae dues or join Life Loyal using the registration site.
  • Fully-funded volunteers are responsible for the reduced registration fee, accommodations before Thursday or after Saturday and personal spending money.
  • Registration for authorized volunteers include:
Airfare reimbursement when booked through the Concur portal.
Reimbursement for airport transfers.
Double occupancy for three nights at the Convention hotel (unless notified otherwise).
Full registration bag with Confirmed Conventioneers Hat.
Admission to all business sessions, ritual events and keynote speakers.
All scheduled meal functions.
Appropriate travel related costs in alignment with the Workforce Expense Reimbursement and Travel Policy (parking, mileage, travel meals).
Flights (up to $350), airport transportation or parking and non-provided meals on-site are eligible for reimbursement until August 1, 2022. Late submissions will not be accepted.
  • Fully funded volunteers must pay all incidental hotel room charges upon check-out.

Partially Funded Volunteers

  • Current international volunteers (excluding chapter advisors) are invited to register for Convention at a reduced rate of $300 (if they register by April 27) and $350 (if they register by May 25).
  • They must be in good standing with the Sorority for the current fiscal year (having paid their individual international alumnae dues of $25 or be a Life Loyal member). Volunteers can pay their international alumnae dues or join Life Loyal during registration.
  • Registration for partially funded volunteers include:
Double occupancy for three nights at the Convention hotel (not including incidentals).
Full registration bag (hat not included).
Admission to all business sessions, ritual events and keynote speakers.
$100 meal credit to the meal of your choice.
  • No additional expenses are eligible for reimbursement.

Important Deadlines

  • March 4: Convention registration opens.
  • April 1: Deadline for all Convention registration scholarships.
  • April 8: Chapters selected to receive a scholarship will be notified by this date. Convention award submissions close at midnight.
  • April 27: Deadline for early registration pricing. Price will increase by $50 per attendee after this date.
  • May 1: Collegiate and alumnae chapters must return credential form to International Headquarters.
  • May 24: Deadline for collegiate and alumnae chapters to achieve good standing (required to vote at Convention).
  • May 25: Final registration date.
  • May 26: Deadline to book your hotel room at the Hyatt Regency St. Louis at The Arch (subject to availability)
  • June 1: No further modifications will be accepted to your online registration. Any modifications after this date must be emailed to Director of Conferences and Meetings Page Adams.
  • June 17: 50% event cancellation fee will go into effect.
  • June 21: 80% event cancellation fee will go into effect.
  • June 23: 100% event cancellation fee will go into effect.

If you have any Convention-related questions, contact Director of Conferences and Meetings Page Adams.