DISTRICT MEETING PLANNING GUIDE

Transcription

1 DISTRICT MEETING PLANNING GUIDE The Legendary 5 th District OMEGA PSI PHI Created April 2014

2 April 2014 The intent of this document is to provide the current District Marshal a road map for success! In the following pages this document provides a guide to assembling and executing all ingredients needed to produce and achieve a flawless 5 th District Meeting. This document breaks down the requirements and suggestions in a calendar format. The District Marshal should follow these suggestions, recommendations, protocols and requirements as well as add the local or geography flavor to the current meeting. This document received contributions from Bro. Adronicus Thomas, 65th District Marshal, Bro. John Mitchell, 64th District Marshal, Bro. Richard Thompson, Journalist, Bro. Quinest Bishop, Web Master, Bro. Jean- Philippe Smith, Basileus and Bro. Jerry Day, 66 th District Marshal. This document was developed by: Bro. Quincy Snider District Director of Public Relations With the approval of Bro. Earl T. Young, Jr. 21 st District Representative April 2014

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4 As soon as the District Marshal (DM) is chosen, he should begin choosing his committee members. The DM should appoint a Chairman and Co-Chair for the following committees: Budget - Determine the Income & Expense Finance - Establish bank account and set up PAYPAL Web Page Manage and setup (include the DDPR/Webmaster) Registration Manage pre and on site registration Public/Community Forum Organizing the Public Forum, invite/contact officials, Pan Hell council, etc. Public Relations Develop communication for Newspaper, Radio & TV distribution; Assist with programs for each event if needed (involve DDPR) Souvenir Booklet Manage and receive ads set cost of ads - seek printer set deadline Vendors Solicit vendors and manage Step Show Manage pre and post event (involve undergraduate local chapter) Undergraduate Luncheon (involve 2 nd VDR, Scholarship Chairman. Advisors, guest speaker) Founder's Banquet/Dance Manage Table Decoration Band/DJ, Awards Entertainment - Manage Special Activity location refreshments/food/etc. Undergraduate activities (picnic, dance etc.-involve Undergraduates, 2nd VDR, local undergrad chapter) Golf Chairman - Manage Seek location make arrangements Hospitality Manage the opening/closing food/refreshments Health Fair Manage seek Medical providers, sponsorships Talent Hunt Manage and assist Talent Hunt Chairman 3 judge min awards, piano, music Transportation Manage any transportation for off site events and/or dignitaries pickups Quettes Chairwoman works closely with the DM

5 The DM should reach out to the Convention Bureau informing them that the 5 th District of Omega Psi Phi Fraternity, Inc. will be hosting our ## District Meeting in their City. They will get this information out to area hotels. They will also provide a presentation for the current District Meeting. The DM or Vendor Chair should be collecting information from vendors that are attending the Grand Conclave, Leadership Conference and District Meetings. The DM will go on site visits to determine the meeting space availability and collect cost data for meeting area, refreshments and food. The DM will communicate regularly with the DR. The DM will narrow the site location at which time setup a site visit for the DR. The following rooms are suggested: General Meeting Room for Plenary Sessions, Open Forum, Talent Hunt, Secured Vendor Room, Founders Ball, Dance, two three Break Out Rooms, Undergraduate Luncheon, Health Fair, Worship service, Board Room (Some of the rooms are reused ). Hotel rooms are for three nights. Thursday is a low number for rooms; Friday and Saturday are more rooms than Thursday. This is also based on the meeting locations! Parking should be considered during negotiations. The DM should have the Vendor Chairman seek out District bags or portfolio for registered brothers. This should be done with proper lead time to produce and order bag for District Meeting (note: bags may come from overseas so enough lead time should be accounted for the shipments. The DM should setup a monthly meeting with the committee. At these meeting each committee should provide an update. The web site should be up and ready by November 1 no later and November 15 for the upcoming District Meeting. The last committee meeting should be held at the district meeting site to include a walk through. At the close of the District Meeting the upcoming DM should receive all generic banners. The only thing that changes is the dates, which are purchased from a sign vender.

6 53 Weeks out Next District Marshall should attend current District Meeting to look, watch, learn and come up with ideas for the next District Meeting. The next District Marshal should debrief with the current DM as soon as the meeting is over. Preferably meet on that Sunday while things are fresh. (A subsequent debrief will also take place as well). The new District Marshal shall convene a meeting with the District Representative to understand the scope of the DM and understand the direction of the next meeting. The DM should assign committee chairs to include: -Budget - Determine the Income & Expense -Finance - Establish bank account and set up PAYPAL -Web Page Manage and setup (include the DDPR/Webmaster) -Registration Manage pre and on-site registration -Public/Community Forum (WELCOME) Organizing the Public Forum, invite/contact officials, Pan Hell council, etc. -Public Relations Develop communication for Newspaper, Radio & TV distribution; Assist with programs for each event if needed (involve DDPR) -Souvenir Booklet Manage and receive ads set cost of ads - seek printer set deadline -Vendors Solicit vendors and manage Gift Bags for Brothers -Step Show Manage pre and post event (involve undergraduate local chapter) -Undergraduate Luncheon (involve 2nd VDR, Scholarship Chairman. Advisors, guest speaker) -Founder's Banquet/Dance Manage Table Decoration Band/DJ, Awards -Entertainment - Manage Special Activity location refreshments/food/etc. -Undergraduate activities - (picnic, dance etc.-involve Undergraduates, 2nd VDR, and local undergrad chapter) -Golf Chairman - Manage Seek location make arrangements -Hospitality Manage the opening/closing food/refreshments -Health Fair Manage seek Medical providers, sponsorships -Talent Hunt Manage and assist Talent Hunt Chairman seek out obtain judges awards, piano, music etc. -Transportation Manage any transportation for offsite events and/or dignitaries pickups -Quettes Chairman (Wife) works closely with the DM -IT committee

7 53 Weeks out Upcoming District Marshall or designee, prepare save the date handbill and or flyers to be distributed to the body (with the name of the host city, date for the upcoming meeting, and host chapters, etc.,) at the current District Meeting. Upcoming District Marshall or designee, prepare for a brief presentation at the current District Meeting about the site, history, and general information about the upcoming city and its attractions. Collect for reference purposes all sample documents given at the current District Meeting. Debrief with current District Marshal (registration process, general logistics, deadlines, time lines, documents etc. Gather contact information from all vendors present and inquire whether or not they are willing to participate in the upcoming District Meeting.

8 12 months- 9 months out Get Directions from District Representative Search for Hotel/Conference center that will meet needs Begin to identify Resources, Vendors, IT persons,staff committees Website design and functions Identify Finance and Budget persons Identify Routines Set up personal calendar for meetings and time lines Project management execution is advisable Involve the local Undergraduate Chapter Committee chairs Determine possible theme and graphics to be used consistently

9 9 Months - 6 Months out Select Committee Chairs Start selling adds for Souvenir booklet ( Send info to all Districts and possible candidates running for national office) Visit the possible location(s) for the meeting Schedule a site visit with DR Select a site for the District meeting Web pages should be up and running with general information about District Meeting (no later than November) District Marshall should give updates on the District monthly conference call DM and DR should discuss contract and needs of the District DM should include the District Counselor in all Contract (legal) talks March down invitation letters

10 6 Months 3 Months out Typical Web page portal includes: -District Marshal Welcome - District Meeting Registration page (Grads/undergrads) - District Meeting Event Calendar - Quette welcome page - Quette Registration page - Vendor information/ Booth Registration - Souvenir Book AD information - District Forms (pdfs) -Portal includes Banner featuring Host chapter(s) name and City. Host Chapters will need to provide content (fee schedule, event schedule, electronic forms, any specific wording for any of the web pages, District Marshall photo, contact info, any photographs they want displayed on the site.. TEST PORTAL Keynote Speakers should be identified ( Undergraduate Lunch and Founders banquet) Invitation Letters to city officials and other organizations District Marshal walk through venue(s) ( 6-3 months out should be occurring) District Marshal and District Representative walk through with hotel /event manager and pertinent staff Discuss contract Evaluate the IHQ Event Check list ( Insurance) All Speakers and Venues should be confirmed Identify Golf outing venue Early Registration Contact next District Marshal and see what he needs for next Meeting presentation (i.e. table, video, time on agenda)

11 3 Months 1 Month Out Send out invitations to Mayor, City Officials etc. Start laying out Souvenir book -Welcome letters (City officials, DR, DM, Agenda etc.) -Candidate Ads (District/International) -any Highlights -Convention bureau Coordinate with DR about the DISTRICT REPORT BOOK( Committee and Council) Meet every week with your planning committee Weekly updates to the DR Send out invitation to the public opening All speakers should be confirmed Event Check list sent to IHQ Revisit all Venue contracts Identify security needs Status on the following - District portfolio/bags (ordered/received) -confirmation of Keynote speakers (any needs they request) -Awards/trophy s (1st VDR Achievement Week) -Talent Hunt needs (piano, music etc.) -District Report books (printing) -transportation needs for dignitaries -Accommodations for dignitaries -Ritualistic kit and accessories -voting/ballot box procedures (DR/DKRS) -identify video /photo vendor(s) -Press releases Late registration deadlines Have a security plan formulation (Contact District Keeper of Peace and put a security plan in place ( dignitaries and District Meeting), Assign security personal to appropriate dignitaries and DR 60 Days out begin Bi Weekly DM and DR conference calls

12 4 Weeks out Ritualistic Kit ( extension cords, extra bulbs, test the kit) Confirmation (Direct) with identified Speakers, city officials and invited guest Vendor conformation Video and Photo ( set up and identified services) March down confirmation (Judges, Trophies, Score sheets, Venue, etc.) District Achievement Week Awards/Trophies Event Check list to IHQ (30 days prior) Protocol workshop Souvenir book final preparations Confirm all dignitaries and understand security needs and itineraries Begin weekly DM and DR conference update calls Identify Special needs for senior Brothers (i.e. special seating, dietary needs etc.)

13 3 Weeks out Souvenir Book to Printer District REPORT book to the Printer DR and DM walk through Contract review Identify emergency needs (i.e. local hospital, on site needs) Confirmation of attendees ( city officials, IHQ) Venue confirmations (i.e. step show, Undergrad party needs, Talent Hunt room etc.)

14 2 Weeks out DM weekly update /meeting with Hotel Walk through March down venue Meeting with local Undergraduate Chapter ( set expectations, (should be occurring) and invited to all meetings) Security (March down) Review registration set up (i.e. identify IT, Printers, logistics, close FEDEX KINKOs for emergency printing or business needs) Transportation needs or any offsite needs Discuss logistics of Undergrad events (i.e. picnic, dance etc.) Golf Venue walk through On-site Registration Only ALL registration materials ready (i.e. handouts, give always, bags/portfolio etc.) Contact next District Marshal and verify he needs for his presentation at the end of the current District Meeting Contact District Keeper of Peace and put a security plan in place ( dignitaries and District Meeting), Assign security personal to appropriate dignitaries and DR

15 District Meeting Week o Identify Logistics room o Meeting /Conference Call with DR ( Final Plans) o Identify Medical services contingencies ( Hospital, first aide, Senior Brother Needs) o Identify IT needs, Copier needs o AWARDS ( Undergrad, Founders, Talent Hunt and DR ( if any) o IHQ Officer Request o Golf venue walk through o Memorial Handouts ( Sunday) o Scripts for introductions and presentations (i.e. formal opening, Founders Banquet, Welcome opening etc.) o Banner. Flags proper placement o Bible o Validate all banquet and luncheon needs (i.e. set up correct colors and decorations, banners, flags etc.) o Talent Hunt Programs o DM should set a daily time to debrief with DR ( mid-day and or evening) o Identify Printing options ( DKF needs to print report for distribution, others may need printer) o Technology should be used when possible to communicate (i.e. Group ME (Free APP) is a great application for most smart phones. This can be used to create a District Meeting text list for quick communication among the host chapter,committee members and DR) o Identify Brother(s) who will handle specific meeting duties as help for each day o Confirm Speakers and Dignitaries

16 Thursday of District Meeting o Logistic Room Set up o Registration Set up (electricity, printers, registration kit/give away o Host Chapter Hospitality Room o Printed Sheet of any Directions needed (i.e. Golf, Picnic, Brother Hospitality) o Welcome /Opening Room Set up o Presentation Awards ( Dictionary) o FOOD/ DRINKS o Script for flow of Welcome event o Check on Friday Morning meeting set up logistics o IHQ Officer request o Podium and micro phones o DM to debrief with DR o Former DRs Meeting and District Council Meeting room o Identify printer for District Keeper of Finance ( prints reports day before) o Official Welcome/Opening venue room needs

17 Friday of District Meeting o Room Set up o Coffee, Water etc. o Housekeeping(Medical, Senior Brother needs, Restrooms) o Ritualistic Kit o Room Security ( Keeper of Peace) o Hand Outs( printed ) o IHQ Officer request o Protocols ( proper formal opening and introductions) o Banner,Flag set up o Microphones o Video presentation needs o Keeper of Peace identify Brothers who will help with Hand outs and other run around duties o Luncheon set up needs o DM to debrief with DR o Bible o Report Hand outs

18 Saturday of District Meeting o Meeting set up o Voting set up (ballots, ballot system, instructions counters, etc.) o Undergraduate Lunch set up o Founders Banquet Set up o Seating (Dias and reserved tables) o Script for introductions o Speaker needs o Award set up/presentation (Founders Banquet) o Video set up o Picture set up for Achievement week presentations o Lighting ( speaker lighting and lighting for when pictures are being taken(award presentations o AWARDS ( UNDERGRAD LUNCH AND FOUNDERS) o IHQ Officer Request o Proper lighting for Founders Banquet( lights up for awards (photos) o Music or musical selection for Founders Banquet o Talent Hunt winner seats ( any invited Talent Hunt winners seating) o Luncheon and Banquet set up needs -podium -awards -set up -lighting for pictures o Talent Hunt set up and preparations -music -piano, key board etc. -Talent Hunt Programs o DM to debrief with DR( Daily set time)

19 Sunday of District Meeting o Meeting Set up o Ritualistic Kit o District Chaplain Request o Memorial Handouts o IHQ /DR Request o KPeace identified Brothers for security o Bible

20 DAILY CHECK LIST THUR FRI SAT ITEMS Meeting set Up (Water, Coffee, pens, paper Secured doors (standard for everyday) Ritualistic Kit (extra lights, candles) Ballots/Ballot box Gavel, Banners District Representative Request(s) Council Request(s) IT person Printers Registration Needs Microphones Podiums Presentation video needs (screen, projector, extension cords) Proper lighting (photo ops.speaker etc. awards) Bible (Oath of Office) Scripts ( introductions, presentations, Awards) other SUNDAY NEEDS FOR CHAPLAIN

21 APPENDIX Protocol excerpts Press Release samples Souvenir Book Sample Form 36 Delegate Golf invitation

22 Protocol excerpts Due recognition and respect should be shown to Omega Officers in the following sequence: i. Grand Basileus ii. First Vice Grand Basileus iii. Second Vice Grand Basileus iv. Grand Keeper of Records and Seal v. Grand Keeper of Finance vi. Grand Counselor vii. Grand Chaplain viii. Grand Marshal ix. Former Grand Basilei (In descending numerical Order) x. Undergraduate Representatives to the Supreme Council xi. District Representatives (sequential order is not important in the recognition of District Representatives. However at certain events they do sit in numerical order) All Omega Men should show a certain amount of deference to Brothers who hold an elected or appointed position. As a general rule, Brothers should always stand upon the entry and/or introduction to the room of the Grand Basileus or Former Grand Basilei at the international level; or District Representatives, at the district level. The highest-ranking elected Omega Officer (Grand Basileus; Former Grand Basilei; elected International Officers and District Representatives) present at an official function should at all times be granted the respect, courtesies and amenities befitting the office. Additionally, Brothers should address each other with dignity and respect at all official functions and unofficial gatherings. In cases where the spouse of the elected Omega Officer is present, she should be recognized, as well. Upon introduction and entry into a room of an International Officer or the District Representative, all assembled should always rise and receive the highest ranking

23 officially elected officer when he first enters a room during an official function (provided he is the highest ranking officer at the function or the function is in his territory, i.e. District Representative during District Meetings/Conferences.). The Officer has the option to ask the Brothers to KEEP YOUR SEATS in cases where he does not wish for them to stand, or when he enters a room in the middle of a meal; a formal presentation or speech or other occasions where the standing of Brothers would interrupt the flow of the meeting. Other dignitaries present at official Omega ceremonies or events should be addressed and afforded the courtesies commensurate with their status. Government official current and past should be address with their highest title, i.e. Brother Governor Douglas Wilder or Brother Steven Jones, Esquire. Official Attire of Omega Men and Proper Wear of other Fraternity Regalia a. The official attire for all Omega Men is defined as: a dark suit (black or navy blue); a white dress shirt; a solid Royal Purple tie; black socks, and black dress shoes. Unless stated otherwise, official Omega Attire is required for all official Omega Psi Phi Fraternity, Inc. functions. A Brother not properly attired should not participate in a function calling for Official Omega Attire. This includes functions such as Omega Memorial Services, appearance on public programs, and official pictures. All official fraternity chapter pictures should be taken in official Omega Attire. A Brother without appropriate dress should be excluded from the picture. Where feasible and necessary, it is recommended that chapters attempt to take an official chapter picture each year for historical purposes. While the above prescribes the official Omega attire, the below are guidelines for other occasions. i. FORMAL ATTIRE: 1. Mess Dress Military 2. Black Tuxedo, white formal shirt, royal purple bow tie, black tuxedo or dress shoes, black socks

24 ii. INFORMAL ATTIRE: Class A Uniform (Dress) Military 2. Dark Suit (Black or Navy Blue), white dress shirt, royal purple tie, black dress shoes, black socks (no jeans) iii. BUSINESS ATTIRE: 1. Suit, sport coats or jacket including Omega Purple or Gold Blazers, shirt and tie, dress pants, dress shoes, socks (no jeans or other tattered wear or boots) iv. BUSINESS CASUAL: 1. Dress or polo collared shirts, dress slacks, dress shoes, socks (no jeans, tattered wear or boots) v. PURPLE IN PASSION: 1. Dress or collared shirts, jackets, sweaters, creative fashion with accented paraphernalia, dress shoes, dress slacks, socks (dress jeans acceptable, no tattered wear or boots) vi. OMEGA CASUAL: Purple paraphernalia collared shirts or tee shirts, tan slacks or shorts, shoes or sandals (no tattered wear or boots) The Official Badge is defined as the official fraternity pin of Omega Psi Phi Fraternity, Incorporated. Only the official badge is worn over the heart of a Brother. It is placed on the right corner pocket of the dress shirt. Other Fraternity pins should be worn on the left lapel of a suit jacket, blazer or sports coat. The official badge is only worn when a Brother is wearing a tie and a suit jacket, blazer or sports coat. If there is no pocket on the shirt, the badge is attached to the shirt on the left side over the heart. If a vest is worn over the dress shirt, the badge can be attached to this garment on the left side over the heart.

25 Other items of paraphernalia should only be purchased from vendors certified by the International Headquarters of the Omega Psi Phi Fraternity, Inc. Brothers should always ask vendors to display their official Omega vendor license prior to any purchase. A list of approved vendors is located at Appendix 1. Vendors found selling Omega paraphernalia without proper license should be referred to the International Headquarters. Brothers should inspect each item prior to purchase to assure that it is graphically correct and in good taste. Proper Meeting Decorum and Conduct i. All officers shall conduct regularly scheduled meetings at the International, District and Chapter level as prescribed in our Constitution, policy and procedures manual. ii. In all cases timely notice shall be given to the Brotherhood and an agenda shall be published that includes the following as a minimum. All meetings of the Omega Psi Phi Fraternity, Inc. shall be opened and closed with prayer. 1. Opening Ceremony 2. Roll Call 3. Reading of Minutes from previous meeting 4. Reports of Committees 5. Old Business 6. New Business 7. Closing Prayer For official Omega meetings at all levels attention should be given to the proper seating of officers. The presiding officer is seated in the center place or the first place right of center. The guest of honor is seated to the right of the presiding officer. When two head tables are necessary, International or District officer and honored guest are seated at the upper dais and the program participants and other guest are seated at the lower dais.

26 Formal Seating at District Meetings: a. The District Representative shall be seated to the immediate right of the podium. b. All former District Representatives shall be seated immediately behind the District Representative, or in a prominent position on the front row in the audience c. The First Vice District Representative, the District Keeper of Records and Seal, and the District Marshal shall be seated to the immediate right of the District Representative. d. The Second Vice District Representative, the District Keeper of Finance, the District Counselor, the District Chaplain, and other officers, including current and former Grand Officers shall be seated to the left of the podium. e. The District Keeper(s) of Peace shall be stationed at the door(s) and shall admit only those persons who are members of the Fraternity and others authorize by the District Representative. f. The delegates and visiting Brothers shall be seated in the assembly hall facing the District Representative, preferably arranged by Chapters headed by the Chapter Basileus and should stand as the head table is introduced. Guest speaker coordination should include: i. Notification of time a place they are expected to be and any time constraints. ii. Adequate background information on the occasion and a list of dignitaries in attendance. iii. Contact person to address any logistical issues, type of dress and honorarium arrangements iv. Head table seating arrangements v. Allow time to thank the speaker and make arrangement for the proper token of appreciation. d. Holding Room or Assembly Room Considerations i. Designate a holding room consisting of an enclosed space/room in close proximity to the main meeting room.

27 ii. Dignitaries should be informed of the location of the room in the formal invitation. iii. A Brother should be assigned to await guests in the main lobby of the facility and escort Dignitaries to the holding room. iv. Water, coffee, tea and appropriate beverages should be placed in the room. v. The host/event chair lines the group up appropriately and leads the processional to the meeting room Dais or Head Table Considerations i. The line-up for the dais should permit each person to proceed in an orderly progression to his assigned seat, which should be clearly marked ii. If the dais is two-tiered, the membership of the lower dais enters first. iii. All assembled should rise at the entry of the dais and remain standing until the last person enters and the dais is seated. iv. After all persons on the dais have reached their assigned seats; the Presiding Officer in charge of the ceremonies should invite all persons assembled to rise to receive the Grand Basileus or the highest ranking Fraternity Officer present v. After the Grand Basileus or the highest-ranking Fraternity Officer present is seated, the program begins. vi. Reserved seating should be provided, near the front of the dais for spouses or special guests of dais participants. Formal One Tier Seating 1. The position of the Presiding Officer is to the right of the podium, as this person faces the assembly. 2. The guest of honor should be seated to the immediate right of the Presiding Officer. 3. Other dais guests should be seated to the right or left of the persons noted above, balanced in descending order of rank.

28 viii. Formal Two Tier Seating 1. The designated Presiding Officers and honored guests should be at the upper dais level, while designated persons such as program participants and other guests are seated at the lower dais level. 2. Consideration should be given to the physical restriction of the participants of the dais or the physical aspects of the room and the visibility of the dais in deciding tier assignment. 3. The use of place cards is recommended for clarity. Press Release for Official Public and Private Functions i. The host Chapter, or District should plan full press and media coverage activities to include a press release of the event(s) for maximum coverage during visits by the Grand Basileus or other International/District Officers. ii. All official press releases must be approved by the International Headquarters. iii. Local chapters as unincorporated entities of the Omega Psi Phi Fraternity, Inc. are allowed to have press releases for local events that have been coordinated with and approved by the respective District Representatives.

29 Confirmed Dignitaries Name Title (If appropriate) Seating at Head Table If more than ten at each tier, please add additional people Name Title (If appropriate) TOP TIER: (No More Than 20)

30 (No More Than 20) BOTTOM TIER: Reserved Seating Name Title (If appropriate)

31 Confirmed Dignitaries Security Detail Security Person Nam Dignitary Representing

32 NOTES

33 NOTES

34 RECCOMENDATIONS AND SUGGESTIONS NEXT MEETING