Convention Tips and FAQ

Gamma Phi Beta hosts an international Convention biennially (every other year on even numbered years). Convention is an opportunity to gather as sisters, conduct Sorority business, celebrate our ritual and let our sisterhood shine. 

Anyone who loves Gamma Phi Beta is invited to join us for a jam-packed schedule of celebration and sisterhood. Collegiate and alumnae chapter officers, advisors, international volunteers and members who simply want to connect or reconnect to the Sorority in meaningful ways are all welcome. Convention is also a wonderful opportunity for emerging leaders in your chapter to network, meet sisters from across the continent and get a big picture view of Gamma Phi Beta. Every collegiate chapter and alumnae chapter are expected to send a voting delegate.

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, audiovisual, registration, mobile app, safety protocols, staffing, shipping, branding, room rentals, etc.

Please email Convention Arrangements Chair Hillary Stevens at convention@gammaphibeta.org.  

You may register securely online by clicking here. If you would like to register by mail or phone, please contact Conference and Meeting Manager Karima Soliman.  

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.  

Please select “Other” and then fill in the missing information.  

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 Karima Soliman.  

Click here to apply for a Convention registration scholarship. All submissions are due by April 16 to be eligible for consideration. Selected applicants will be notified by April 23. Please note that scholarships vary, so please pay special attention when selecting your scholarship opportunity. 

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 the new attendee information. Make sure to either work in tandem with the new attendee or forward these instructions to complete the substitution on their own. This will ensure we collect accurate attendee information for the new registrant.

Registration closes at 11:59 p.m. MT on June 10. A $50 late fee will be applied to all registrations after this date. 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 25. 

A $50 cancellation fee for any Convention registration fees or purchases will apply after June 10.  

Cancellations after June 24 are subject to a 50% penalty. Cancellations after July 8 are subject to a 100% penalty. 

No exceptions will be made to these refund policies. 

An alumnae chapter delegate or alternate delegate can be a chapter advisor, affiliated house corporation officer, alumnae chapter member or other international volunteer who is in good standing and an active member in good standing with their alumnae chapter. An alumnae chapter delegate or alternate delegate may not be a current member of IC, professional staff or international volunteer 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 and financially sponsored by their alumnae chapter to represent the chapter. 

Any initiated member from a collegiate chapter can be the delegate or alternate delegate. The chapter may elect any member to serve as their delegate. Each collegiate chapter is required to send one delegate and encouraged to send one alternate delegate as well.  

Delegates and alternates should be formally elected and financially sponsored by their collegiate chapter to represent the chapter. 

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 International Council and the Nominating Committee and when voting on Bylaw amendments. Delegates are responsible for sharing the outcomes and experience of Convention with their chapter afterward. 

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 their local chapter. 

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. These can be found here.  

No, if your volunteer service is complete by the Convention dates, you are no longer eligible to register and attend Convention at the subsidized rate. 

If you register at the International Volunteer Full Attendance rate, you will not need a code as the discount is included. If you register at the International Volunteer Partial Attendance rate, the code for your $100 meal discount was included in your invitation to register email. If you did not receive the email, check your spam folder. If you are unable to find the discount code email, please email Page Adams for more information.  

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 be roommates 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.  

This is up to you. Convention officially starts on Thursday, July 16, but we are offering some optional activities on Wednesday, July 15, for those who might want to come in early and have some casual sisterhood time. Optional activities on Wednesday will start between 4-5:15 p.m. depending on which event you are participating in. 

For those who arrive on Thursday, July 16, the Welcome Dinner begins at 6 p.m. and the opening ceremonies and business session begin at 8:30 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 these activities! All chapter delegates should plan to attend the processional practice at 4 p.m. Alternate delegates are not required to attend. 

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. 

Yes! The partial attendance registration option will let you create your own Convention experience and allows you to participate in the portions of Convention you are able to attend. Delegates, however, must attend the full Convention. 

Click here for more information on daily Convention attire.   

You are welcome to bring a guest 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. Guests are invited to business sessions at the invitation of the chair. 

The last event is our Pink Carnation Banquet which begins at 7 p.m. 

No, however, we have compiled a list of the many attractions you can experience in the Louisville area! We encourage you to enjoy the day with your fellow sisters and explore the area. 

Indicate your allergies or dietary needs when you register. All information will be passed on to the resort banquet staff. You will be provided with an allergy card in your registration materials. You need to bring this card to each meal and place it 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.  

Each day of the Convention is 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. 

Please visit the Help Desk. Gamma Phi Beta will have badges on loan that can be checked out for the duration of Convention.  

Bring some extra money for: 

• Airport transfers to and from the hotel. 
• Gratuities for hotel staff. 
• Meals on your own may include travel meals on Wednesday/Thursday and Sunday and breakfasts on Friday and Saturday.  
• Snacks and drinks. 
• Showing your support for the Foundation. 
• Shopping in our vendor area. 

Please reference our historical list of Conventions to count your attendance. 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.  

We will have round-trip shuttles running from 6:30 p.m. to 10:30 p.m. between the hotel and Churchill Downs all evening on Friday, July 17. We will also have an accessible transfer for those with mobility challenges. More information will be provided onsite and on the mobile app.   

Seating will be open. 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 items, including napkins or chairs, to save seats as this negates the hard work of our local volunteer committee and creates a walking hazard.  

The Mystic Circle will take place on Saturday, July 18 at the end of the morning business session. Please be sure to wear comfortable shoes.  

Gamma Phi Beta Convention is a special experience, and we are excited to have you attend. We strongly recommend you attend the First Time Attendee session on Thursday from 3 p.m. to 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.  

If you haven’t found an answer in the information provided, please contact Director of Conferences and Meetings Page Adams or Conferences and Meetings Manager Karima Soliman.