Frequently Asked Questions Regions 1 and 4

What does my registration fee cover at RLC?

Two nights double occupancy at the Hyatt Regency Pittsburgh International Airport
Meals to include:

Friday night dinner

Saturday heavy continental breakfast, plated lunch, afternoon snack and buffet dinner

Sunday heavy continental breakfast

Complimentary Wi-Fi in guest rooms
Customized programming for your leadership development

What is NOT included in the price?

Transportation to and from the Hyatt Regency Pittsburgh International Airport
Parking at the hotel ($5 per day, per car)
Wi-Fi in meeting spaces
Lunch on Sunday

My chapter’s funds are not sufficient to cover my registration costs for RLC. How do I apply for a scholarship to attend?
Click here to apply for an RLC registration scholarship. This will only cover your registration fee and will not include your costs for transportation to and from the event. All submissions are due by Thursday, December 5. Only one application may be submitted per chapter. Selected recipients will be notified by Thursday, December 12.

How do I know I’ve completed my registration for RLC?
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 Conference and Meeting Manager Sara Chojnacki.

What states/provinces will be represented at our RLC?
Connecticut, Delaware, Indiana, Maine, Massachusetts, Michigan, Minnesota, New Hampshire, New Jersey, New York, Ohio, Ontario, Pennsylvania, Quebec, Rhode Island and Vermont.

What should I wear?
Attire for the weekend is business casual badge attire (no jeans, sweatpants, t-shirts, tank tops, flip flops or midriff-baring shirts). Business casual dress includes slacks, appropriate length skirts, sweaters, blouses and jackets. You will be provided a name badge upon arrival and will be expected to wear this throughout the weekend. Your membership badge should always be worn (except Saturday evening).

Saturday evening is casual attire and your chance to show your ΓΦΒ pride. For this event please wear nice jeans and a Gamma Phi Beta t-shirt or sweatshirt.

What should I bring?

Your badge
Appropriate business casual attire
Your favorite Gamma Phi Beta attire for Saturday night
A sweater or wrap for the meeting rooms (these spaces are always chilly)
A notebook and pen to write down all your new ideas, tips and tools to take back to your chapter
Ideas and questions

What must I do prior to arriving on Friday?
In preparation for your attendance at RLC, please ensure that you have completed all necessary steps below for a successful weekend:

Complete your specific online Officer 101 via Fidelity for Officers.
Read your position description found under your officer position on GammaPhiBeta.org > Member > Collegians and select your officer department.
Ensure the chapter assessment worksheet has been uploaded in Beta Base > Chapter Reporting > Chapter President > Actions > Chapter Assessment Worksheet.

Incoming officers who have not completed the expectations outlined above will be notified at the RLC registration desk onsite and asked to complete their online lessons and/or submit the Chapter Assessment Worksheet before receiving their conference materials.

What time do I need to arrive on Friday?
Please plan to arrive at the hotel no later than 5 p.m. to check-in and change clothes for dinner.

Dinner will be served from 5:30 to 6:30 p.m. at your leisure. Programming will start promptly at 6:30 p.m. and all attendees are required to be present at this time.

My chapter is unable to attend our region’s assigned RLC due to a University conflict. How do we get permission to attend another RLC?
Chapters that are unable to attend their assigned RLC must email Director of Conferences and Meetings Page Adams to explain why they are unable to attend and to request an alternative RLC.

Approvals will not be given until late December or early January as registration counts will need to be assessed prior to approval. Once approved, you and your chapter will be able to register for your alternative RLC. Do not register for an unauthorized RLC prior to receiving written approval. Doing so may cause your registration to be cancelled.

My chapter needs to either arrive late on Friday or leave early on Sunday; how do we get this approved?
All late arrivals and early departures must be approved by Conference and Meeting Manager Sara Chojnacki. This includes verifiable academic or university conflicts.

If you encounter flight restrictions that will not allow you to arrive in time or that will force you to depart early, please reach out to Sara Chojnacki prior to booking your fight. She may be able to assist in finding you an alternative flight that will accommodate a timely arrival and departure.

What time does everything conclude on Sunday?
All programming will wrap up by noon on Sunday. Lunch will be on your own. Please do not schedule departing flights prior to 2 p.m. as you are expected to attend all RLC programming.

I live locally. Can I commute to the hotel?
No, all participants are required to stay on property to fully immerse themselves in the education, sisterhood and networking that the weekend has to offer.

The registration deadline is before our chapter elections; what do I do?
Please contact Conference and Meeting Manager Sara Chojnacki for additional instructions.

Not all of my chapter’s executive council can attend. Can we send another chapter member?
Each executive council member has a specific role to play and RLC is tailor-made for each role. For this reason, no substitutions will be accepted. If another chapter member has registered by mistake, you will need to cancel her registration and are eligible for a full refund if the cancellation happens on or before February 7, 2020, at midnight MT.

My financial advisor cannot attend. Can we send another advisor?
If the financial advisor is unable to attend and you would like another advisor to be considered as a replacement, please contact your collegiate chapter supervisor for approval. A substituted advisor should be someone who will return to the chapter and proactively share their experience and make good use of this educational opportunity.

One of our newly elected officers had to step-down from her position. We have elected a new officer to take her place, but how do we issue a name change?
Once your new officer is elected, make sure to either work in tandem with the new attendee or forward them these instructions with your e-mail and confirmation number to complete the substitution on their own. This will ensure we are collecting accurate attendee information for the new registrant. Please have the original registrant do the following:

Click here and enter the current registration e-mail address and the confirmation number that was received when you registered. Scroll to the bottom of your confirmation page and click Modify Registration. The new registrant needs to edit any information with their correct answers. Please be sure all pertinent information is updated within the record including cell phone, email address, allergies and emergency contact information.

What is the deadline to submit a name change?
All name changes must be submitted by end of business day on Thursday, February 14, 2020.

One of our members is unable to attend RLC last minute; can we get a refund?
No, refunds are not available after February 7 due to hotel financial obligations.

What if my chapter has not paid for my attendance prior to my arrival?
We are unable to accommodate attendees who have not paid their event registrations in full. Please ensure that your chapter has paid for your attendance prior to arriving in Pittsburgh. If you arrive at RLC and your chapter has not paid your registration fee, you will be unable to check in for the event until you pay onsite by check or credit card. All event fees should be paid by February 7, 2020.

Are international alumnae dues required to be paid in order to attend this event?
Yes, all advisors and volunteers in attendance are required to be current on their international alumnae dues for the 2019-20 fiscal year. If you arrive at the event and have outstanding dues, you may pay your dues when checking in for the event.

How does the roommate pairing process work?
All matching roommate requests will be honored. In other words, if Shana and Jill both request each other, they will be paired together. However, if Shana requests Jill but Jill and Elsa request each other, the matching request will be honored. Make sure your chapter executive officers discuss roommate pairings prior to registering so that everyone is clear on their roommates and they are assigned accordingly. No changes will be made after the registration deadline and we will only place two individuals in each room.

If you need a roommate, leave that section blank during registration and you will be paired at random. You will not be alerted to the name of your roommate in advance. Instead, you will find out who your roommate is and what chapter they are from when you arrive. Come prepared to make a new friend!

I have special dietary needs. Whom do I contact?
Please indicate your allergies or dietary needs when you register. Your name badge will include your allergies and dietary needs on the back which you may present to any banquet staff member. They will do their best to accommodate your needs and can help you with any questions about the food provided. If you are concerned about the food offered, it is recommended that you bring snacks with you.

While traveling to RLC I encountered some travel delays. Who do I contact?
Please email Conference and Meetings Manager Sara Chojnacki to alert her of your issues and let her know your estimated time of arrival.

It looks like weather will affect my flight/travel plans during RLC weekend; what do I do?
Gamma Phi Beta has an emergency protocol in place for inclement weather. Please read through our emergency information in the RLC mobile app. Do not leave or make alternate arrangements without first talking with the event manager on-site. We closely monitor all situations. Our priority is the safety of all guests in attendance.

None of my questions are addressed here, who do I contact?
Please contact Conference and Meeting Manager Sara Chojnacki with any additional questions.