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Convention Rules

Conduct During MeetingS

  • All communications during business sessions shall be delivered by a page and must be signed.
  • Any in-person registered member may comment during the Bylaws forum
  • To provide an equitable experience for both virtual and in-person attendees, only delegates are permitted to make motions, comment in debate and vote. The Bylaws Committee chairwoman may make motions as permitted under Robert’s Rules of Order. The following groups may answer questions or provide clarification, as necessary: International Council, Board of Managers, Board of Trustees, Standing Committee chairs, team leaders, past International Presidents, the parliamentarian and International Headquarters Executive Team.
  • A delegate may utilize an interpreter, as necessary.
  • When addressing the chairwoman, proceed to the microphone and address her as, “Madam President” or “Madam Chairwoman.” Introduce yourself by providing your name and chapter (Greek-letter chapter and school or alumnae chapter and state).
  • Debate is limited to two minutes per person. The chairwoman may adjust the time as necessary.
  • Debate on any one amendment to Bylaws will be limited to a total of 10 minutes. The chairwoman may adjust time, as necessary.
  •  The chairwoman may adjust the time, as necessary.
  • During consideration of the proposed amendments to the Bylaws, the chairwoman may group proposed amendments together for purposes of seeking unanimous consent to take a single vote on the grouped amendments.
  • No delegate shall comment more than twice to a question, the second opportunity being presented only after every other delegate desiring the floor for the first time has spoken. 
  • All motions made from the floor will be presented to the chief legal officer in writing, using motion slips available on the delegate tables. Motions shall only be made by delegates.
  • Electronic devices taking and viewing materials related to Convention business sessions. They may also be used for accessibility purposes. Other uses of electronic devices, including phone calls, email, texting, recording or viewing materials other than those relating to Convention business sessions are prohibited and grounds for dismissal from the general session room.
  • Photography or videography other than by the official Convention photographer/ videographer is not permitted during the business sessions other than during the flag processional or recessional. These rules on electronic devices may be adjusted at the discretion of the chairwoman.
  • Electronic devices must be set on silent mode.

Meetings

  • The International President is empowered to appoint committees as necessary for the conduct of Convention.
  • The International President is empowered to appoint a committee to approve the minutes of the Convention after the close of the session.
  • The Convention rules will be adopted by a two-thirds vote and suspended by a majority vote.
  • All meetings shall be called to order promptly. Delegates must be in their seats five minutes before meetings begin.
  • Doors shall be closed when a business session convenes.
  • No one shall be admitted to a business session without a badge or guest identification.
  • Convention shall be one meeting, recessing from session-to-session within the meeting.

Delegates

  • Delegates must check in at the Credentials Table before they may be seated. The Credentials Table is open at the times specified in the program and closes 15 minutes prior to each business session.
  • Only delegates will be seated in the delegate section.
  • Delegates hold the right to vote on Convention business. An alternate delegate participates only in the event that the delegate is unable to participate, and in such instances, once the substitution is made, it shall not be reversed. A delegate who is unable to participate shall arrange for her alternate to be credentialed.

Virtual Convention Rules

  • Virtual attendees will have the ability to participate in Convention as a spectator for Business Sessions, 150th Celebration Luncheon, Awards Luncheon and keynote speaker.
  • Virtual Attendees shall not screen shot or record business sessions (apart from the flag ceremony) or the keynote speaker.
  • During the Bylaws Forum, virtual attendees can submit questions and comments.
  • To submit a question or comment use the Q&A function in the platform.
  • The question or comment must be about a proposed bylaw amendment.
  • When submitting a question or comment, please state your name, your alumnae/collegiate chapter, position (if you hold one) and the amendment number that you are referencing.
  • Questions and comments (as time permits) will be read out to the audience by Executive Director Megan Wick.
  • Submit any follow up questions or clarification the same way.
  • Any questions that do not follow the community guidelines will not be read to the audience.
  • If you have a longer question or comment, you can submit it ahead of the bylaws forum to mwick@gammaphibeta.org.
  • During the 150th Celebration Luncheon and Awards Luncheon, virtual attendees will be permitted to use the chat function.
  • You are required to share your name. Anonymous attendees will be removed.
  • Any chats that do not follow the community guidelines will be deleted.
  • Questions will not be answered in the chat during these sessions.  
  • Virtual Convention is designed to be space for open and respectful dialogue, so the following will not be tolerated on posts from Gamma Phi Beta:

Language that is vulgar, disrespectful or directly attacks another person.

Explicit or implicit threats.

Aggressive, abusive, sexist, racist, homophobic, transphobic, discriminatory or otherwise inappropriate words and content.

Bullying or harassment.

The spreading of harmful information or misinformation, whether intentional or unintentional.

Any comment or post containing content that does not adhere to our guidelines will be deleted and no read to the audience.  

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