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WHY
A CONVOCATION?
The Constitution and Bylaws of the Fraternity stipulate that the supreme
governing body of the Fraternity shall be the Grand Chapter consisting of one
delegate and one alternate elected by each active chapter; one delegate from
each chartered alumni club, and all Grand, Past Grand, and Honorary Grand
Officers assembled in Convocation.
The purpose of the Convocation is to consider and transact all matters of
business that are brought before the Grand Chapter. These can include matters
of government and amendments to the Constitution and Bylaws.
HOW OFTEN ARE CONVOCATIONS HELD?
Convocation is held every two years, and is hosted in a different geographic
region. The first regular Convocation was held in 1909 in Columbus, Ohio.
Convocation is held every even year, and is supplemented on odd years with
Sigma Pi University.
WHO ATTENDS CONVOCATION?
Each active chapter of the Fraternity is entitled to representation by one
delegate and one alternate delegate, exclusive of any alumni club delegates,
Grand Officers, Past Grand Officers, or Honorary Grand Officers, provided
that the chapter is in good standing with the Fraternity. Colonies also send
one delegate and one alternate delegate who may participate in discussions,
but are not allowed to vote. In addition, other interested brothers and
pledges are encouraged to attend. A chapter or colony may bring as many
members as they please.
By-Law 12,
Section 13:
b) Failure to send at
least one Chapter representative to Convocation will result in a fine of
$1,000 for the first absence and a subsequent fine of $1,500 each repeated
absence. Chapter/Colony fine for consecutive Convocation absences shall not
exceed $1,500 per occurrence.
c) The Grand Council shall consider any reasonable explanation before
levying these fines and may waive any such fine in its sole discretion.
Active, chartered alumni clubs are entitled to representation by one
delegate, exclusive of any chapter delegates, Grand Officers, Past Grand
Officers, or Honorary Grand Officers. Also, alumni volunteers, Past and
Honorary Grand Officers, and other alumni attend.
WHEN SHOULD I PLAN TO ARRIVE?
Please plan on arriving during the afternoon on Wednesday July 30, 2008,
check in time with the hotel is 3:00 P.M. The first official event of the
Convocation will be the Opening Reception which is scheduled for 6:00-7:30
P.M. on Wednesday. The first business session will open on Thursday morning,
July 31, at 8:30 A.M. Participants wishing to see the sights are encouraged
to arrive early and stay late.
WHEN SHOULD I PLAN TO DEPART?
The Grand Chapter Awards Banquet on Saturday, August 2, will conclude the
formal program; the majority of convention participants will depart on Sunday
August 3. Check-out time at the hotel is 12:00 P.M.
WHAT IF I PLAN TO ARRIVE EARLY OR STAY LATER?
Please be sure to mark the arrival and departure dates on your registration
form. The Fraternity will book the rooms for chapter/colony delegates and
alumni volunteers (CD/PA) and place you with another delegate/volunteer
(CD/PA) for the convocation dates only after you register and pay
your registration fee. The Grand
Chapter will cover half a room for the chapter/colony delegates and alumni
volunteers (CD/PA); if you plan to cover the other half of the room, please
be sure to specify on your registration form.
For other alumni and guests, be sure to make your room reservations with
the hotel so they correspond with those dates. The Fraternity’s convention
room rate is good from Sunday afternoon, July 27, through Sunday morning,
August 3. Nightly room rates are as
follows, price already includes tax:
·
Single/Double: $165.67 U.S. Dollars
·
Triple/Quad: $186.38 U.S. Dollars
·
Suites: $332.49 U.S. Dollars
WHAT IS THE DRESS FOR CONVOCATION?
The weather in Long Beach is typically warm at the time of our Convention.
The daytime temperatures will be around 85 degrees Fahrenheit and the evening
temperatures will be 70-75 degrees Fahrenheit. Plan your business and social
wear accordingly. Business attire (slacks, coat, and tie) is required at all business
sessions and scheduled meals. Wednesday’s events are casual dress and
you are encouraged to wear Hawaiian Shirts and/or a color shirt depicting
your university.
HOW DO I REGISTER FOR CONVOCATION?
Due to no on-site registration, everyone attending must pre-register. Simply
complete the online registration form and hit the submit button. You must also pay by credit card (Visa,
MasterCard and Discover only) or check debit card. You must use Internet Explorer
to make your payments.
When you check in at the registration desk, you will receive your
Convocation packet and the official Convocation program if you registered for
a complete package. If you registered only for a particular event, you will
receive your ticket(s) and nametag(s) at the registration desk. Chapter,
colony, and alumni club delegates and alternates should bring a copy
of their credentials form to registration. The registration desk hours will
be as follows:
·
Wednesday,
July 30, from 9:00 A.M. to 5:00 P.M.
·
Thursday,
July 31, from 8:00 A.M. to 6:00 P.M.
·
Friday,
August 1, from 8:00 A.M. to 6:00 P.M.
·
Saturday,
August 2, from 8:00 A. M. to 5:00 P. M.
There will be no on-site registration due to having to
give the hotel our information in advance so register before the July 1
deadline
HOW MUCH IS THE REGISTRATION FEE?
Rates:
·
Chapter Delegate-$250: Registration Includes
half room, registration materials, all assigned meals, Closing banquet and GameWorks
·
Colony Delegate-$350: Registration Includes
half room, registration materials, all assigned meals, Closing banquet and GameWorks
·
Alumni Volunteer (CD/PA)-$300: Registration Includes
half room, registration materials, all assigned meals, Closing banquet and GameWorks
·
Alternate Delegate-$350: Registration Fee includes
registration materials, all assigned meals, Closing banquet and GameWorks,
no
lodging
·
Other Registrants/Guests: $350: Registration Fee
includes registration materials, all assigned meals, Closing banquet and GameWorks,
no
lodging
You
must purchase a registration
package to receive your voting rights.
MAY
INDIVIDUAL TICKETS BE PURCHASED FOR EVENTS?
You may purchase tickets to attend specific events. Please refer to your
registration form for price information. Prices will be higher if tickets are
purchased on site. Contact the Executive Office to inquire about
child meal rates:
·
Wednesday
July 30, 6:00-7:30 P.M.: Opening Reception $35
·
Thursday
July 31, 12;30-2:30 P.M.: Grand Chapter Awards Luncheon $45
·
Thursday
July 31, 7:00-11:00 P.M.: Sigma Pi GameWorks Event $65
·
Friday
August 1, 12:45-2:15 P.M.: Educational Foundation Awards
Luncheon $45
·
Saturday
August 2, 7:30-11:00 P.M.: Grand Chapter Closing Awards Banquet
$75
All
fees are in U.S. dollars and payable to Sigma Pi Fraternity
WHAT
IF I HAVE TO CANCEL?
A $100 (U.S.) fee will be charged for each registration package
canceled or transferred before July 1,
2008. A refund (less the $100 fee)
will be made only if the registration is canceled in writing before July
1, 2008. Notification must be sent to the Executive Office.
Cancellations
after this date will be non-refundable
WHEN WILL I RECEIVE A COPY OF THE OFFICAL SCHEDULE?
A tentative Convocation schedule can be found online at http://www.sigmapi.org/convocation/schedule.cfm.
The official schedule will be distributed to you at the time you check-in at
the Convocation registration desk at the hotel. The times of events listed in
this booklet are subject to change.
HOW IS FRATERNITY BUSINESS CONDUCTED?
There will be formal business sessions, during which time; decisions will be
made on such Fraternity questions that may come before the Convocation. It is
extremely helpful to the Grand Chapter and beneficial to the individual to be
familiar with Roberts Rules of Order.
WHO CAN ATTEND THE CONVOCATION BUSINESS SESSION?
Admission to the business sessions of the Convocation shall be granted to
duly initiated members of the Fraternity who can establish their identity.
Colony members, recording secretaries, and guest speakers may be admitted at
the invitation of the Grand Sage; all others may be admitted only by a
majority vote of the delegates and officers present.
WHO IS ENTITLED A VOTE?
Each chapter represented at the Convocation by a delegate shall be entitled
to two (2) votes, provided that such chapter is in good standing with the
Grand Chapter (i.e. all Grand Chapter balances are current and no outstanding
membership issues) and a credentials form has been filed stating that said
person has been elected/appointed to vote on behalf of the chapter. Each
chartered alumni club in good standing (i.e. alumni club dues have been paid)
shall be entitled to one (1) vote. Each member of the Grand Council is
entitled to one (1) vote. Past Grand Officers, Honorary Grand Officers and
Founders’ Award Recipients in good standing with the Grand Chapter will be
entitled to one (1) vote, unless the Past or Honorary Grand Officer or
Founders’ Award Recipient is serving as a delegate for a chapter or alumni
club, or he is not present to cast his vote.
HOW ARE MOTIONS INTRODUCED AT THE CONVOCATION?
Motions and resolutions filed in writing before June 1, 2008, will be
given preference by the Grand Sage. It is highly suggested that all business
be submitted to the Grand Sage by way of the Executive Office prior to the
Convocation so that accommodations may be made for that piece of business on
the agenda. The official chapter and alumni club delegates are entitled to
submit motions to the Convocation and suggest specific problems for
consideration.
WHAT
CONVOCATION COMMITTEES EXIST? The following committees were
either appointed during the biennium or will be appointed prior to the
Convocation. Additional committees may be appointed prior to the Convocation.
1.) Audit and Budget - Reviews the audit and financial reports of the
Grand Chapter and presents the budget.
2.) Constitution and Bylaws - Recommends both grammar and substance
changes to the Constitution and Bylaws, examines proposed revisions to the
Constitution and Bylaws, and edits and rewords motions to be consistent with
established regulations and policies.
3.) Credentials and Registration - Inspects the credentials of all
delegates to ensure proper representation for chapters.
4.) Nomination - Interviews candidates for the Grand Council and
recommends a slate of officers for the next biennium.
5.) Codifications – Ensures there are no conflicts within the
Constitution and Bylaws.
WHO WILL SERVE ON THE COMMITTEES?
Official chapter, colony, or alumni delegates and alumni volunteers may be
assigned to committees. Appointments will be made based on need. If you have
a strong desire to serve on a specific committee, please email your request
to sigmapihq@sigmapi.org.
Alternates and other members registered for the Convocation may attend any
committee meeting, but will not be allowed to take part in deliberations or
any votes of the committee.
HOW ARE GRAND OFFICERS ELECTED?
The Nominating Committee will make its report as the last item of business at
the morning session on the second business day of the Convocation. The report
will be received, but the nominations will not be closed nor elections held
until the expiration of nine (9) hours, but within twenty-four (24) hours. All
Grand Officers will be elected by ballot, unless there is but one candidate,
in which case the election may be made by acclamation. No votes will be
counted except those cast for regular nominees. A majority of all votes cast
is necessary for election. If there are more than two candidates and no one
candidate receives a majority of the votes, another ballot will be taken
between the two nominees with the highest ballot totals on the first ballot. To nominate yourself or a brother for office, please download and return the Nomination Form to the Nomination Committee Chairmen, listed in the nominating committee section below.
WHO ARE THE CURRENT GRAND OFFICERS?
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