National Convention
Convention Handbook
Introduction
About the Convention
Before the Convention
At the Convention
Rules of the Convention
About The Convention
Alpha Phi Omega is unique among national fraternities in that Actives, not Alumni determine the policies which govern all of the Fraternity's operations.
Alpha Phi Omega holds its National Convention every even numbered year in the last week of December. The location of the convention rotates between the East, South Central, West and North Central areas. The convention consists of a Legislative General Session, workshops, seminars, and social events all packed into four fun-filled days. All members of the Fraternity may attend the convention, but only two delegates from each chapter (along with National Board members and an Alumni Delegate from each region) may register to vote in the legislative proceedings. Note that when the term "delegate" is used alone in this handbook, it refers only to these Voting Delegates.
Fellowship
With one to two thousand Brothers all in one place, a National Convention is probably the most intense example of Brotherhood you will ever experience. The social aspects of the convention include both official events, such as the opening and closing banquets, and unofficial chapter, section and region-sponsored events. Generally, there are also tours of the host city available. Commemorative pins, greek items, and Fraternity memorabilia are available at the Fraternity store. Alpha Phi Omega is everywhere! Singing the Toast Song in the immense fellowship circle at the closing banquet brings the term "National Fraternity" into perspective.
Service Projects and Workshops
Numerous seminars are scheduled throughout the convention on just about any topic you can imagine. There are also longer, more structured, workshops such as the Leadership Development Workshop (LDW) and sessions for each of the typical chapter offices (VP Service, Treasurer, etc.). Usually the convention hosts organize a group participation service project such as a Toy Drive. Actual events available at this convention will be listed in the official convention registration packet and the official convention program.
Conducting the Business of the Fraternity
All major Fraternity policy is decided at the biennial National Convention. The President, Vice President, 6 Members-at-Large, and 10 Regional Directors are elected at the convention.
Of course, the main purpose of the convention is to accomplish the business of the Fraternity. The Reference Committees and the Legislative General Session are the places where this happens. The Fraternity's Bylaws and policies are amended; new rituals and publications are adopted; awards are given to members and other contributors deserving of recognition; the National Board of Directors is elected; and resolutions directing the future of the Fraternity are adopted. Although many people contribute, it is the Voting Delegates who are the workhorses of the legislative process.
Reference Committees
There are about 15 Reference Committees which convene prior to the the Legislative General Session to consider all of the legislative proposals (see Section 2: Preparing and Submitting Legislation) which have been submitted to the convention. The committees consist of one active member from each region, another active member as chairperson, and 2-3 advisors. The purpose of these committees is to sort through the often overlapping proposals to consolidate and prioritize them. This allows the Legislative General Session to work much more efficiently. The committees may even decide to delete a particular item from the agenda. Each committee produces a report containing the exact wording of the motions they will present to the Legislative General Session along with a concise justification for each. More details on how the Reference Committees function are given in Section 3. The following list shows typical committees:
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Note: The exact list of Reference Committees will vary from convention to convention depending on what business is submitted. This list will be sent to you 80 days prior to the convention along with the proposals that will be considered at the convention.
The Legislative General Session
After the committees finish their work, the entire delegation convenes to hear the report of each committee in turn. Each committee chair presents the motions that the committee has determined will be presented. All Voting Delegates are permitted to debate each motion, and then they vote on each motion. All of this activity is governed by the Standing Rules of the convention, the National Bylaws, and Robert's Rules of Order. The appendix of this handbook reviews some of these rules to help you navigate this fairly complex process. The Legislative General Session is somewhat of a marathon. Fortunately, conventions usually adopt a standing rule setting a definite ending time for the session. Of course, if delegates are efficient they might complete the business of the day early!
Delegates
It is a great responsibility to be a Voting Delegate. It is one of the most important and influential ways you can serve our Fraternity.
Any member of the Fraternity can attend the National Convention. The highlight of every convention is the spirit of fellowship which all Brothers share. There are two types of delegates at the National Convention: Voting Delegates and Non-voting Delegates. Voting Delegates represent their chapters at the convention. Non-Voting Delegates attend the seminars and service projects and support the Voting Delegates.
Voting Delegates
Each chapter gets two votes during the Legislative General Session of the National Convention and should send two delegates to the convention to represent their chapter. If a chapter can send only one person to the convention, that person can cast both votes. The Voting Delegates attend all legislative sessions and vote on behalf of their chapters. Voting Delegates can also serve on the Reference Committees.
As the sample agenda at the end of this section shows, the legislative process occupies much of your time at the convention. The advice contained in this handbook will allow chapters to select delegates who enjoy and thrive on the challenges and opportunities that only the National Convention can provide.
Voting Delegates carry a great responsibility. According to the National Bylaws, the "supreme authority of the Fraternity" rests with the National Convention. Although being a delegate is a physically and mentally demanding and time consuming job, there are also great rewards. You work with other delegates toward a common goal, participate in national level decisions, and provide service to the thousands who benefit from Alpha Phi Omega.
Non-Voting Delegates
In addition to the two Voting Delegates, other members of the chapter can attend the National Convention as Non-voting Delegates. Non-voting Delegates participate in the seminars, workshops, and service projects and other events of the convention. They also play a vital role in supporting the Voting Delegates during the Legislative General Session.
Non-voting Delegates should attend the seminars and workshops at the convention to learn new skills to take back to their chapter. There are sessions on a variety of subjects, such as membership, service, and pledging. The Leadership Development Workshop is also always offered. Non-voting Delegates have the opportunity to share ideas with and learn from Brothers from other chapters.
During the legislative session, Non-voting Delegates can observe the legislative process from the gallery. Non-voting Delegates may also volunteer to assist the Voting Delegates as a Floor Services volunteer. Since Voting Delegates often cannot leave the convention floor during long legislative sessions, Non-voting Delegates should check on them periodically, especially at meal times, to provide encouragement and bring things that they may need. Non-voting Delegates may communicate with Voting Delegates by passing messages via Floor Services volunteers.
Sample Voting Delegate Agenda
December 27:
Registration: Register as Voting Delegate, Get settled in room.
Orientation Meetings: Reference Committee Chairs and Advisors.
Opening Session: Ratify standing rules, Opening ceremony, Roll-call.
Committee Meetings: Get organized, Review legislation.
December 28:
Regional Meeting: Meet with your Regional Director and other delegates from region, Get organized, Discuss regional business.
Committee Meetings: Reference committees continue to review legislation throughout day.
Opening Banquet: Food, Speeches, and other Fun.
Committee Meetings: Continue to review legislation (if necessary).
December 29:
Legislative Session: General Assembly, Reference Committee Reports, Debates, and Votes.
Regional Meetings: Discuss more regional business, Hear campaign speeches from candidates for national office (usually in the wee hours of the morning).
December 30:
Legislative Session: Finish going over proposed legislation, Hear bids for the next National Convention, Elect the national officers (must end by midnight).
Regional Meetings: Elect the Regional Director, Recap the convention.
Closing Banquet: Dinner, Presentation of awards, Toast Song, Dance.
All events and times are described in your official program which will be in your convention packet.
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