Convention FAQs

See our most frequently asked questions below. If you have questions about finding a roommate, organizing ride shares or are looking to connect with other Convention attendees, please check out our official 2022 Convention event on Facebook.

General FAQs

What is Convention?
Gamma Phi Beta hosts an international Convention biennially (every other year on even numbered years). The theme of our 80th Convention is As Long as We’re Together, as we meet in St. Louis, Missouri, for the third time in our Convention history. Convention is an opportunity to gather as sisters, conduct Sorority business, celebrate our ritual and let our sisterhood shine.

Who should go to Convention, and why should I go?
Gamma Phi Beta members are invited to join in a great week of celebration and sisterhood. Collegiate and alumnae chapter officers, advisors, affiliated house corporation board leaders and members who want to connect to the Sorority in meaningful ways are all welcome. Every collegiate chapter and alumnae chapter is expected to send a delegate.

Why is Convention expensive?
We understand that attending Convention is an expensive event. Please keep in mind that ticket prices accommodate many things related to Convention, including but not limited to meals, decor, staging, audio visual, registration, mobile app, safety protocols, staffing, shipping, branding, room rentals, etc. This year has seen an increase to our Convention costs due to inflation and ensuring increased accessibility with a virtual component.

Registration FAQs

How do I register for Convention?
You may register securely online by clicking here. If you would like to register by mail or phone, please contact the Director of Conferences and Meetings Page Adams.

I can’t get the registration to work. What do I do?
Please be sure you are using Chrome and have your pop-ups enabled. If you are still having issues, please contact the Director of Technology and Applications Kelcy Workman.

When I go to register, I don’t see my pertinent information to me listed in the drop-down (chapter, school, title, etc.). What do I do?
Please select Other and then fill in the missing information.  

How do I know I’ve completed my registration for Convention?
You will receive a confirmation code once you have submitted all registration information. If you don’t see it in your inbox, please check your spam or junk folders. If you did not receive a confirmation code, please contact the Director of Conferences and Meetings Page Adams.

I am not able to attend Convention in person. Is there a way to attend virtually?
Yes! For the first time you will be able to register for a virtual Convention experience. A virtual day-pass is $25 or you can register for all three days for $60. The full pass will give you access to all business sessions, the awards luncheon program, the 2024 launch luncheon program and our keynote speaker.

My collegiate chapter’s funds are not enough to cover my registration costs for Convention. How do I apply for a scholarship to attend?
Click here to apply for a Convention registration scholarship. This will cover your registration costs only and will not include your costs for flights and hotel. All submissions are due by April 1 to be eligible for consideration. Selected applicants will be notified by April 8. Please note that delegates and alternates are not eligible to receive scholarships.

What is the registration cancellation policy?
Registration closes at 11:59 p.m. MT on May 25, 2022. A $50 late fee will be applied to all registrations after May 25. All fees must be paid by credit card or check at the time of submitting your registration. All fees must be paid prior to your arrival. Registrants with outstanding fees will not be allowed to participate until the registration cost is paid in full. Registration modifications can be made until June 2.

All registration cancellations made between May 25-June 16, 2022, will be charged a $50 cancellation fee. After June 16, a 50% cancellation fee will be incurred. After June 20, you will be charged an 80% penalty against any Convention registration fees or purchases. No exceptions.

VOLUNTEER faqs

My current volunteer role will be done by Convention. Can I still register at the subsidized rate?
No, if your role is done by the Convention dates, you are no longer eligible to register and attend Convention at the subsidized rate.

How do I get my special code to register as a subsidized volunteer?
You should have received a special discount code to register by email. If you do not see this in your SPAM. Please email Page Adams for more information.

How do I request a roommate? What if my preferred roommate is not another volunteer?
When you register, you will be prompted to list your requested roommate for double occupancy. Please be sure to coordinate with your roommate in advance since only matching requests will be honored. If you want to roommate with an attendee that is not a volunteer, you will need to pay for a single room and then in the special requests section indicate that you would still like a double room and list your non-volunteer roommate's name.  

ONSITE faqs 

When do I need to arrive at Convention?
This is up to you. Convention officially starts on Thursday, June 22, but we are offering some optional activities on Wednesday, June 22, for those who might want to come in early and have some casual sisterhood time. These activities will start at 7 p.m. at Union Station.

For those who arrive on Thursday, June 23, the Welcome Dinner begins at 6 p.m. Be sure to leave time to check in with the hotel and our Convention Registration Desk as well as time to relax and get ready for dinner! All chapter delegates should plan to attend the processional practice at 5 p.m.

How do I get to the hotel?
Click here to access information regarding transportation. Due to the increase in popularity and preference of ridesharing apps, Gamma Phi Beta is no longer providing group transportation. 

What time is the last event on Saturday, June 25?
The last event is our Pink Carnation Banquet, which begins at 7:30 p.m. on Saturday.

Is there anything happening on Sunday, June 26?
No. However, we have compiled a list of the many things you can see and do in St. Louis! We encourage you to enjoy the day with your fellow sisters at your leisure.

I can only be there for part of Convention. Is that ok?
Yes! The partial attendance registration option will let you create your own Convention experience and allows you participate in the portions of Convention you are able to attend. Delegates, however, must attend the full Convention.

What do I wear at Convention?
Check back soon for more information on daily Convention attire. 

I registered for Convention and can no longer attend. Can someone else take my place, and how can I make a substitution on my registration?
Yes, someone can take your place! Click here and select “Already Registered?” Enter the email and confirmation number that you received with the original registration. At the top of the page, you will see “More Options.” Click this and select “Substitute Registration.” You will then be prompted to enter in the new attendee information. Make sure to either work in tandem with the new attendee or forward them these instructions to complete the substitution on their own. This will ensure we collect accurate attendee information for the new registrant.

May I bring a non-member guest to the Convention?
You are welcome to bring a non-initiated member or spouse to any of the lunches or dinners at Convention. You may purchase meal tickets for your guest during your registration process. All business sessions and programming are for Gamma Phi Beta members only. Please note that all Convention attendees are required to be fully vaccinated against COVID-19 to attend any in-person part of Convention.

I have special dietary needs. Whom do I contact?
Indicate your allergies or dietary needs when you register. All information will be passed along to the hotel banquet staff. You will be provided allergy cards in your registration materials that you need to bring to each meal and place at the top of your plate. Staff will do their best to accommodate your needs and can help with any questions about the food provided. If you are concerned about the food offered, it is recommended you bring snacks or seek out other options at your leisure.

What is the schedule for each day of the Convention?
Each day of the Convention is jam-packed with activities. Please click here for a schedule overview. The detailed schedule will be provided to you at registration and will be available in the mobile app.

I forgot or don’t yet have my badge. What do I do?
Please visit the Help Desk. Gamma Phi Beta will have loaner badges that can be checked out for the duration of Convention.

Do I need to bring extra spending money to the Convention?
Bring some extra money for:

  • Airport transfers to and from the hotel.
  • Meals on your own.
  • Snacks and coffee drinks.
  • Showing your support for the Foundation.
  • Shopping in our vendor area.

How do I know how many Conventions I have attended for Confirmed Conventioneers?
Gamma Phi Beta has no way of providing you an accurate list of your Convention attendance. Please reference our historical list of Conventions to count your attendance. And yes, virtual Convention counts! Once you have figured out how many Conventions you have attended, you will then know how many carnations to purchase to decorate your hat.

I am unable to walk to the Confirmed Conventioneers event. Will transportation be provided?
Yes, please indicate that you will need transportation in your registration, and this will be arranged for you. More information will be provided onsite in your registration packet materials.

When will the mystic circle take place?
They mystic circle will take place at the close of the business session on Saturday, June 25 at the close of the morning business session. Please be sure to wear comfortable shoes.

How do I get to the hotel?
Click here to access information regarding transportation. Due to the increase in popularity and preference of ridesharing apps, Gamma Phi Beta is no longer providing group transportation.

How will seating at the Pink Carnation Banquet be coordinated?
The Pink Carnation Banquet will be open seating this year. Be sure to arrive promptly at the start of the event to sit with your group or come and make some new Gamma Phi Beta friends! Please do not use napkins or chairs to save seats; this negates the hard work of our local volunteer committee, creates a tripping hazard and detracts from our sense of sisterhood by signaling that not all sisters are welcome at your table

This is my first Convention. What else do I need to know?
Gamma Phi Beta Convention is a special experience, and we are excited to have you attend. For the first time, we will be holding a First-Time Attendee session on Thursday from 3-4 p.m. Join us for a time to meet a new sister and to learn how you can make the most of the week ahead. Before you arrive, review all website pages so you are aware of all that is available.

Also look out for a special Zoom invite in May to attend a pre-Convention debrief.

None of my questions are addressed here. Who do I contact?
If you haven’t found an answer in the information provided, please contact Director of Conferences and Meetings Page Adams at 303.799.1874 ext. 322.

Convention Delegate/Alternate FAQs

Who can be the alumnae delegate or alternate delegate?
An alumnae chapter delegate or alternate delegate can be a chapter advisor, affiliated house corporation officer, alumnae chapter member or other volunteer leader who is in good standing and an active member in good standing with your alumnae chapter. An alumnae chapter delegate or alternate delegate may not be a current member of International Council (IC), professional staff or volunteer leader attending Convention at the expense of the Sorority or receiving supplemental funds from the Sorority to attend Convention.

Delegates and alternates should be formally elected by your alumnae chapter to represent the chapter. Due to COVID-19, we recommend you elect multiple backup alternate delegates in case someone has to back out last minute due to illness.

Who can be the collegiate delegate or alternate delegate?
Any initiated member from your collegiate chapter can be the delegate or alternate delegate. Traditionally, the chapter president is elected to serve as the delegate; but in the event they are unable to attend, we recommend electing another executive council officer or member to serve in her place. 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 backup alternate delegates in case someone has to back out last minute due to illness.

What are the duties of a collegiate and/or alumnae delegate?
Delegates are expected to register as a full Convention attendee and fully participate in all Convention events and business sessions. Delegates are expected to sit in their assigned seat (indicated by a chair cover with the chapter’s name) throughout all business session events. Delegates are responsible for voting on behalf of their chapter for elections of IC and the Nominating Committee and Bylaw amendments. Delegates share the outcome and experience of Convention with their chapter afterward.

What does a collegiate/alumna alternate do?
Alternate delegates are expected to register and fully participate in all Convention events and business sessions. Alternate delegates may be called upon to be credentialed as the voting delegate should the delegate need to leave or step-down. In this case, the alternate delegate would assume all delegate duties at Convention. Alternate delegates should also help the delegate in sharing the outcomes of Convention back to your local chapter.

Do both the delegate and alternate have to attend in person?
Yes, all delegates and alternates are required to attend Convention in person. Our Bylaws state the following, “Delegates must be present to vote at Conventions and special meetings held in person; voting by proxy is prohibited.”

What is and where are the credential forms?
The credential form is the Sorority’s official document that certifies your chapter has elected its delegate and alternate delegate to represent and vote in the best interest of your chapter at Convention. There is one form for alumnae chapters and one form for collegiate chapters. Each chapter needs to submit one form.

Click here for information on credentials and to access your forms.

When are the credential forms due?
Return your credentials form to International Headquarters by May 1 to ensure your delegate and alternate are allowed to vote.

Where and when do we check in at the credentials table?
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. The credentials table will be open from 10 a.m.–6 p.m. on Thursday, June 23. Please check in at your leisure.

Reference the schedule for other credentials table hours. If you are unable to check in at the provided times on Thursday, you may check in at an alternative time immediately before every business session. Once you have checked in and been credentialed, there is no need to visit the credentials table again unless the delegate steps-down and the alternate must be credentialed in her place.

When does the delegate have to arrive?
Collegiate delegates should prepare to arrive to the hotel in time for the flag processional practice on Thursday, June 23, at 5 p.m. CT in the Grand Ballroom. If the delegate is unable to make it in time, the alternate is welcome to step-in in her place. There is no need to be credentialed for this.

What is the flag processional?
The flag processional is a treasured part of our opening business session at Convention. At the opening session, each chapter is announced, and the delegate carries in a flag representing their chapter.

How can I learn more about the Convention as a first-time attendee?
We are offering two Convention FAQ webinars on April 26 at 6 p.m. MT and May 18 at 5 p.m. MT. that would be great to attend to get your pre-Convention questions answered. We are also holding a first-time attendee session at Convention on Thursday, June 23, at 3 p.m. CT. You are encouraged to attend both the webinar and the in-person session to learn more and get the most out of your Convention experience.