Alpha Phi Omega National Convention Phoenix '96 Meeting Billboard Meeting Notes November October | September   June | February

November 16, 1996 --- UC Riverside/Section 1-2 Conference Introductions and stories about trips to the meeting... Reminders: Don't forget!!! Be at the hotel by noon on Thursday, Dec 26th. Meet on the second floor at the top of the escalators, in the atrium area outside the restaurant. Also - register for the convention (with your chapter), and make a reservation at the hotel. The convention is done on the night of the 30th, and you are open to go home on the 31st, or go to the block party in Tempe. Free before 6, pay $10 if you arrive at the party after 6. Grand Canyon trip - only 20 seats left!! Bus will go to the party after the trip. Reality Check by Teri Sheets: We are successfully fooling people (including Teri) into believing that we are going to pull this off. Good job, everybody :-). Actually, reality check is that things are going well, Teri has talked with Pat and Wilfred, and while there is still work to be done, and there are details to be worked out, the group has really come together well - Teri is having visions of an excellent convention - quote, we are "busting our humps" to have a "kick-ass convention". Committee Reports: Alumni Will have alumni table at registration and in the workshops area, also a table for Sustaining Membership at the alumni reception. Neil has requested that the reception be moved to a room where they can do presentations, etc. A sign is needed for the Sustaining Membership enrollment site, and for the Sports Memorabilia Silent Auction. Staffing is needed for the silent auction (being coordinated by the service committee). Craig Tanner will be taking over the responsibilities for this committee. Life membership will be available in the convention store. Banquets Mountains of Friendship, Higher than the Sun are the themes. Balloons and other decorations are set. Contracts have been submitted to NED to be signed. Menus are set, and Airmark is set for table setup and such. Bob Barkhurst is bringing the flags. Banquet seating decision: after heavy discussion, committee recommended using "dinner buddy" for the fellowship banquet and open seating for the closing banquet. new email address for Jen: chanj02@student.ucr.edu There will be some time beforehand to set things up, but make sure that you arrange this with Jen beforehand. There is a Suns basketball game the same night as the Closing banquet - warn Security. Ceremonies slide show should be the opening of the ceremony - Rising sun. Local invitations have been completed. Mayor can't come but he'll send a letter. President of ASU might come, the Governor is not very popular, but they are still trying to get a letter. No response from Presidnet Clinton yet. The Girl Scout troop has been confirmed, and a Boy Scout troop has been invited. Leads are being explored for several different denominations to do invocations for the opening ceremonies and banquets. Confirmation is needed this week! Request them to submit their material for review. Head table seating is done, two tables with one up above with the microphone. Delta Omega is handling the Eternal Flame. The ceremony will be held in Hall D. There will be a run-through at 5:00 on the 27th. Need to coordinate this with the Visuals committee. Roll call will be reverse greek alphabetical order, with a 30 second limit, and two stages and two microphones on each stage. No props or instruments. There will be registration for roll call via email/web page and at the registration desk. Judges are needed for the roll call - two so far. A sign is needed for Choir registration and also a volunteer to help the judges. Guest speakers first banquet will be Wilfred on "State of the Fraternity", and potentially Jimmy Bartle. Awards banquet will be President of APO Phillipines. Entertainment will also be provided at the awards banquet by The Main Attraction. Dances and Entertainment - San Jose St and SLO not present. Entertainment II night of the 27th is a dance, alternative activity is Twister, in the ballroom, large enough to incorporate hundreds of people, still working on the details. night of the 28th is Game night Win, Lose, or Draw - this is also pregressing well. Jeopardy - need an APhiO history book - work this out with Jeff Schwartz and the National office. Also work with Bob Barkhurst to get trivia. Chapter Feud - need to get email addresses of chapter presidents to sent surveys to. Goal is to keep lots of people involved, potential discount on fraternity store for game winners Night of the 29th - Talent show in Phoenix East/West in the Hyatt. Karaoke will be the alternative event, as long as they can get the equipment. They have a good lead, but it is not confirmed yet. Night of the 30th - Tshirt signing night - need to publicize this - markers (Sharpies) need to be supplied. Sundance Room. Budget is $250. Exhibits - no one present. There will be a region X exhibit - watch your email for details/requests. Hosting/information They have an updated list of restaurants with locations, hours, etc. They are working on discounts and possbily extending hours of some of the close restaurants. They need a sign for the info booth. People from HH will be participating in the various events to help with arrangements. Hours for the booth tbd.. Stores/churches/hospitals list will be stuffed in the registration packet - coordinate with Pat on who makes the copies. They are waiting for schedules/details on rides they need to provide. Middle Night - no report. Publicity - cranking along. Give them updates for web page. Printing and Publications think about things that could go into the first issue of the Lightbearer - Teri will have a letter in the first issue which she can put some of the info in - this stuff is needed as soon as possible because they are going into finals soon. They have arranged for a copier. Lee can get some more monitors, need to coordinate with Jim Rodden who is bringing more computers, etc. 2000 copies are needed for the first edition. How many tables and chairs are needed? Means of moving computer equipment is needed.... Registration people will stuff packets on the 26th. Also early registration for other people will be available. Still need to work out details on the signs (Bryan and Ernie will take care of this). Voting vs.non-voting sections - including existing section chairs and petitioning groups in attendance. Need to decide how to rename the man-mile award. Sergeant-at-Arms Need a couple of tables near the reference committees and near the workshops as "home-base" areas. Working with security committee for radios. Pat has arm bands and sashes and counters. A table is needed at registration for signups. Service Tomorrow is Josh Pihl's birthday (he's the service chair). 4 projects for the convention are setup. UBoB, Sandwich making, sports memorabilia, dance donations. Progress is being made on all projects working with local charities in Phoenix, etc. Signups sheets at registration. Signs are needed for each of the projects. Signs need a Signup Sheet sign for registration and place to coordinate volunteers for various committees. A bunch of signs are done, keep the requests coming in (right away). Signs pointing at blocks of tables for the banquets would be useful (1-15 -> ) ( <- 16-30), etc. Personal message board sign near the info booth will be created. A layout of rooms/places is needed. 327 signs are made for the chapters for the legislative session. Workshops about 60 workshops are arranged, nearly all are confirmed except for a couple. A signup for workshop hosts is needed - trying to staff this out of local chapters. Sample passports were passed around. Artwork was emailed to Pat last night, and hardcopy sent. The schedule for the workshops is also completed. Souvenirs the souvenirs are ordered and ready to go. Prizes for the workshop attendance (filling out the passports) is still vague - Ernie will call them and find out what is going on (what the prizes are, have they been ordered, etc.) Visuals first slide show is at the opening ceremony. A few chapters/people have sent in slides. Send Andy @ Stanford slides or photos (it is cheaper to make them from pictures than from negatives). Slides are needed ASAP. Second slide show is at the closing banquet. Louis H. is handling this, bring a camera and the Fuji 400 recommended film (contact Louis for details), putting it to music. Cool quotes/jokes/one-liners are needed. Send email to Louis. A place is needed to coordinate who is taking pictures of different events. Closure is needed on the Golf tournament. $75/person for the day, some of which is going to charity. registration deadline is Dec. 20th - send money to nationals. Old Business: Sample T-Shirts are ready - don't they look hot! If you want a sweatshirt, jacket, polo shirt, boxer shorts, with the convention logo then talk with Ernie and give him a $20 deposit. Meeting on Dec 7th or 8th at Andee's house to wrap up things for select commitees that aren't done yet. Party later on for everyone else. A list is going around for winter break addresses (where you'll be/phone number) after you get out of school. Coordination for rides to the convention is happening. Heather Lui had her baby, a boy named Justin - 7 lbs 3 oz. Andee expressed eternal gratitude to all members of the committee, for all of the work that they've done, she said she'll be glad to do whatever you want for you after the convention.