71st Annual Gulf Coast District Senior Conference Clavers Chosen, Appointed & Commanded to Love May 4-6, 2018 Huntsville Marriott @ the Space & Rocket Center 5 Tranquility Base Huntsville, AL 35805 Welcome to Huntsville, Alabama! Home to Faith, Diversity and Service!
December 2, 2017 TO: Your Excellencies, Reverend Monsignors, Reverend Fathers, National Officers, Supreme Officers, District Officers, Grand Knights, Grand Ladies, Junior Knight Commanders, Junior Daughter Counselors, Knights, and Ladies RE: Seventy-First Annual Gulf Coast District Conference (May 4-6, 2018) On behalf of the Joint Board of the Gulf Coast District Conference, we extend greetings and prayerful blessings to our Claver family. It is our privilege to announce that the Seventy-First Annual Gulf Coast District Conference will be held in the great city of Huntsville, Alabama on May 4-6, 2018. The conference site is the Huntsville Marriott at the Space and Rocket Center in Huntsville, Alabama. The hotel is close to excellent shopping, dining and entertainment. We invite our councils and courts to participate in accordance with the Rules and Responsibilities of our Noble Order. The conference hosting zone are the Clavers of Zone 4 consisting of councils and courts from: Huntsville, Birmingham and Montgomery, Alabama. The Chairpersons for the 2018 Conference Planning Committee are Knight Booker Terry (Cn. 286) and Lady Versie Jones (Ct. 148). The theme of the 2018 Gulf Coast District Conference is Clavers Chosen, Appointed & Commanded to Love. Enclosed, please find all pertinent information including registration, lodging, and souvenir booklet, along with additional information related to the District Conference. As always feel free to contact us or the Conference Committee for additional information. Please adhere to all conference deadlines and submit all appropriate information. In Christ and Claverism, Bro. Will Jemison, Knights President Lady LaTanya Y. Brown, Ladies President Enclosures
STATUS (Check all that apply) Unit No. UNIT NAME Knight Lady Clergy Guest District Officer National Officer PARTICIPATION IN THE LITURGY (Check all that apply) National Officer (Present or Past) 4 th Degree Honor Guard Papal Medalist Concelebrant Deacon LAST NAME (One form per person) FIRST NAME OFFICE/TITLE ADDRESS CITY STATE ZIP TELEPHONE EMERGENCY CONTACT TELEPHONE EMAIL ADDRESS Are you an Emerging Leader? Are you a Physician or Nurse? Are you a First Time Attendee? Yes No Physician Nurse N/A Yes No Conference Registration Fee is $ 100 Per Participant Only payments in the form of a council/court check or a money order will be accepted. Personal checks will be returned. Make payable to : 2018 KPC Gulf Coast District Conference MAIL PAYMENT AND REGISTRATION FORM TO: 2018 KPC Gulf Coast District Conference P. O. 11305 Huntsville, AL 35814 REGISTRATION FORMS MUST BE POSTMARKED By MONDAY, APRIL 2, 2018 Cancellation Policy: All cancellations, substitutions, and requests for refunds must be submitted in writing. Registrants who are unable to attend the conference must mail a written notice of cancellation or refund request to the 2018 Gulf Coast District Conference at the address provided to the left. Requests postmarked after April 15th will not be considered. REFUND CHECKS WILL BE ISSUED AFTER THE CONFERENCE. FOR FORMS RECEIVED AFTER APRIL 2, 2018 THE FEE IS $125.00. LATE REGISTRATION ENDS APRIL 15, 2018. ****THERE WILL BE NO ONSITE REGISTRATION**** Huntsville Marriott at the Space & Rocket Center 5 Tranquility Base Huntsville, Alabama 35805 Welcomes Knights & Ladies of Peter Claver Gulf Coast District Conference May 4-6, 2018 Please make hotel reservations by April 12, 2018 to receive the group rate of $109 per night plus tax To make hotel reservations, call 256-830-2222 or visit http://bit.ly/2qh20dh DISTRICT TREASURER USE ONLY Date Received Check/Money Order # Amount $ HOST COMMITTEE USE ONLY Date Received Check/Money Order # Amount $ Opened By Given to Chair Table (s) #
SOUVENIR BOOKLET ADVERTISEMENT AND PATRONS INFORMATION Dear Friends, Please support the Knights of Peter Claver and Ladies Auxiliary for the 2018 Gulf Coast District Conference. We are appreciative of your support as we take this opportunity to embody further our goals and objectives. Name: Company/Affiliation: (Cn/Ct No.): Address: City: State: Zip: Telephone: Fax: E-mail: SOUVENIR BOOKLET ADVERTISMENT PRICES Full Page $100.00 Half Page $ 75.00 Quarter Page $ 50.00 Business Card $ 25.00 Patron $ 15.00 Outside Back Cover $250.00 Inside Cover $150.00 Please attach a camera-ready copy of your business card, advertisement, or other appropriate information as you want it to appear in the souvenir booklet. The prices are listed above. Please indicate by marking a check in the box next to the desired ad. *Notice: Please be advised and note that all ads are due/postmarked by April 1, 2018. Thank you for your patronage. Make checks or money orders payable to: 2018 KPC Gulf Coast District Conference Attn: Souvenir Booklet Ad Committee P.O. Box 310028 Birmingham, AL 35231 For additional information, contact: Maxine Allen (205) 798-1760 maxallen@bellsouth.net Kenneth Blackledge (205) 425-6644 kennethblacklgd@aol.com
2018 GULF COAST DISTRICT CONFRENCE KPC UMBRELLA ORDER FORM Clavers Chosen, Appointed and Commanded to Love Please provide the following information: Name: Council/Court: (Cn/Ct No.): Address: City: State: Zip: Telephone: E-mail: *Notice: Please be advised and note that souvenir items must be pre-ordered by April 1, 2018. Checks for souvenir items should be separate from registration. Thank you for your support! Quantity *Price Per Umbrella* $20 Total Make checks or money orders payable to: 2018 KPC Gulf Coast District Conference Send to: 2018 GULF COAST DISTRICT CONFERENCE Attn: Ways and Means Committee P.O. Box 310028-Birmingham, Alabama 35231
2018 GULF COAST DISTRICT CONFRENCE KPC POLO SHIRT ORDER FORM Clavers Chosen, Appointed and Commanded to Love Please provide the following information: Name: Council/Court: (Cn/Ct No.): Address: City: State: Zip: Telephone: E-mail: Notice: Please be advised that polo-shirts pre-ordered by April 1, 2018 cost $20.00 each. Polo shirts purchased at the conference are $25.00 each. Checks for polo-shirts must be separate from registration. Thank you for your support! Adult Sizes Quantity *Price Per Shirt* Total M $20 L $20 XL $20 2XL $20 3XL $20 4XL $20 GRAND TOTAL Make Council, Court, Personal Checks or Money Orders payable to: Knights of Peter Claver Zone 4 - GCD Send to: 2018 SENIOR GULF COAST DISTRICT CONFERENCE Attn: Ways and Means Committee P.O. Box 482-McCalla, Alabama 35111
Sample Polo Shirt Place your polo shirt order in advance for each Council or Court member and pick them up during the conference
VENDOR AGREEMENT FORM CONFERENCE VENDOR RULES AND REGULATIONS 1. VENDOR BOOTH STAFFING. Authorized representatives must staff Vendor booth(s) during all hours. Vendors are asked to be at the event for the two-day period when the Conference is open for the Conference attendees. If you cannot attend the entire event, please make arrangements prior to the Conference. The requirements for everyday staffing will only be waived based on religious circumstances. A non-staffed booth is totally at the risk of the Vendor. 2. VENDOR SETUP AND TEAR DOWN POLICY. All vendor booths must be dismantled by Saturday, May 6, 2018 at 6:00 PM. Vendors may only move in and out during the designated time periods. Vendors may not set up their booths after the Conference has opened. Vendors may not pack their products or tear down their booth(s) before the Conference closing. The set-up and sales schedule is as follows: DATE SET-UP SALES Friday, May 5, 2018 1:30 p.m.-3:00 p.m. 3:00 p.m.-9:00 p.m. Saturday May 6, 2018 8:00 a.m.-10:00 a.m. 10:00 a.m.-6:00 p.m. Because of the Knights of Peter Claver (KPC) concern for potential liability, KPC cannot accept Vendors who cannot comply with the policy. Vendors who disregard this policy shall be excluded from future KPC Conferences until reinstated by KPC. If an early departure becomes necessary due to an emergency, we must be informed in advance prior to booth tear down and arrangements will be made to assist you without endangering the public if the Conference is open. 3. VENDOR DISPLAY POLICY. A booth consists of one six (6) foot table and two chairs. There may be a charge for additional tables. Vendors are not allowed to provide their own additional table(s) unless the KPC is notified in advance and sufficient space exists within the booth area to support the addition. Vendors may not exceed the booth area reserved by the Vendor. Vendors will not be permitted to put on demonstrations unless the KPC is notified in advance and sufficient aisle space exists to support an audience. Vendors are strictly prohibited from making any requests to the hotel staff. All vendor requests will be made through the KPC staff representative. 4. BOOTH DISPLAY INTERFERENCE. No Vendor may interfere with or block a neighboring Vendor. Display material exceeding three feet in height above a table may not extend more than four feet from the back of the booth without permission from the neighboring Vendor. Vendors who have end or corner booths may not exceed the three-foot height limitation on the back or side rail without permission from the neighboring Vendor. Display materials at the back of the booth may not exceed the eight-foot height of the drape (if applicable).
5. SAFETY PROVISIONS. Vendor must provide the necessary shielding or safety items to protect attendees, Vendors and all others from equipment that may cause bodily harm. Electrical wiring and equipment must meet the standards electrical codes. All costs for electrical equipment (cords, power strips, etc.) that are supplied by the hotel will be borne by the Vendor. 6. PROMOTIONS AND LITERATURE DISTRIBUTION. Merchandise booths only (no food items other than cakes, cookies, and candy). Promotions and commercial literature distribution by a Vendor is restricted to the confines of the Vendor s booth area. Vendors are not permitted to use other persons to distribute materials at other locations on the Conference premises. 7. MOVING SAFETY. Please note for safety reasons during the move in and move out periods, KPC does not permit children less than 16 years of age in the Conference area. 8. INDEMNIFICATION. Vendor shall defend, indemnify and hold the KPC harmless from any claim or lawsuit arising from any act or omission on the part of the Vendor, its agents, employees or assigns that may cause harm to others, including but limited to any and all claims or lawsuits arising from or concerning retail licensing and licensing, copyrights and patents of the merchandise sold by Vendor. In the event the KPC takes legal action to enforce this provision and prevails, Vendor shall be responsible for the payment of all costs, expenses and attorney fees incurred by the KPC in pursuit of such enforcement. 9. POINT OF CONTACT AND FEE. The Knights of Peter Claver point of contact for all vendors is Versie Jones, 334-303-2052 or Versie_Jones@msn.com. (Please put Vendor Event in subject line when emailing). The Booth Rental Fee is $100.00. 10. CANCELLATION POLICY. All cancellations and/or request for refunds must be submitted in writing. You must mail a written notice of cancellation or refund request to: 2018 KPC Gulf Coast District Conference P. O. Box 482 McCalla, Alabama 35111 Attn: Ways and Means Committee Requests postmarked after April 1, 2018 will not be considered.
VENDOR EVENT APPLICATION Vendor s Name: Business Name: Address: City: State: Zip: Telephone: Facsimile: Circle Type of Goods or Services: Jewelry/Accessories Books/Music/Art Beauty/Skincare Home Goods Clothing Electronics Variety Items Other Location: Huntsville Marriott 5 Tranquility Base Huntsville, AL 35805 Friday, May 4 and Saturday, May 5, 2018 VENDOR FEE: $100 Fee & Application Form Must Be Postmarked by April 1, 2018 Mail Fee & Application to: 2018 KPC Gulf Coast District Conference 2018 KPC Gulf Coast District Conference P. O. Box 482 McCalla, Alabama 35111 Attn: Ways and Means Committee
January 8, 2018 To: From: Subject: Your Excellencies Members of the Clergy National Officers Gulf Coast District Officers Knights and Ladies of Peter Claver Knight Booker T. Terry, Co-Chair Zone 4 Planning Committee Lady Versie Jones, Co-Chair Zone 4 Planning Committee Seventy-First Annual KPC Gulf Coast District Conference Fraternal Greetings: The 71st KPC Gulf Coast District Conference will be held May 4-6 in Huntsville, Alabama. The Councils and Courts of Zone 4 are hosting this event. The conference theme is: Clavers Chosen, Appointed, and Commanded to Love. Details regarding conference activities are outlined in this communication. We stress the importance of sharing this information with your entire membership. It is imperative that all deadlines and specifications set forth are adhered to WITHOUT EXCEPTIONS! CONFERENCE REGISTRATION FORM The conference registration fee is $100.00 per person and includes the registration kit and one banquet/ dance ticket. Registration deadline is April 2, 2018. Late Registration Fee is $125.00 per person for registration requests received for the period April 3 15, 2018. Please send the completed form along with the required fees to: 2018 KPC Gulf Coast District Conference P. O. 11305 Huntsville, AL 35814 Attn: REGISTRATION COMMITTEE Please be advised that there will be NO on-site registration; only council and court checks or money orders will be accepted. Make all checks payable to 2018 KPC Gulf Coast District Conference. Personal checks for registration will be returned. It is mandatory that all delegates and visitors preregister for this conference using the enclosed registration form. There should only be one (1) person, per form. This form may be duplicated if additional forms are needed.
CANCELLATIONS Cancellations must be made in writing to the Registration Committee prior to April 2, 2018 (early registration cut-off date). No refunds will be made after that date. HOTEL RESERVATIONS Huntsville Marriott 5 Tranquility Base Huntsville, AL 35805 Front Desk 256-830-2222 Hotel reservations should be made using the information below: Visit http://bit.ly/2qh20dh or call 1-256-830-2222 and ask for the Knights of Peter Claver District Conference Rate. Check-in time is 3:00 p.m., checkout time is 12:00 p.m. Complimentary on-site parking is available. The hotel will accept cash and all major credit cards. Room Rates are: $109.00 per room per night, plus tax. CONFERENCE SOUVENIR BOOK We sincerely hope that each council and court will participate in the Souvenir Book by purchasing at least one full-page ad in the amount of $100.00. A souvenir ad form is enclosed. Please send your advertisement copy on or before April 1, 2018 to the address below. Ads must be camera ready. The cost of ad space is as follows: Full Page $100.00 Half Page $ 75.00 Quarter Page $ 50.00 Business Card $ 25.00 Patron $ 15.00 Outside Back Cover $250.00 Inside Cover $150.00 2018 KPC Gulf Coast District Conference P. O. Box 310028 Birmingham, AL 35231 Attn: SOUVENIR BOOK AD COMMITTEE
MEETINGS All meeting and activities of the Knights and Ladies of Peter Claver will be held in the Huntsville Marriott at the Space & Rocket Center CONFERENCE MASS The 71 st KPC Gulf Coast Conference Mass will be on Saturday, May 5, 2018 at 4 p.m. in the conference hotel. The line of procession will form at 3:30 p.m. Only the Fourth Degree Knights Honor Guard, National/District Officers, and the clergy will be requested to participate in the processional. We cannot over emphasize the importance of the prepaid registration. We ask that you please adhere to all deadlines. Again please be advised that there will be NO ON-SITE REGISTRATION! We are looking forward to your arrival in Huntsville, Alabama. Should you have any questions please contact one of the following: Yours in Christ, Knight Booker Terry Chair Zone 4 Planning Committee Lady Versie Jones Co-Chair Zone 4 Planning Committee Zone 4: Councils and Courts Enclosure Souvenir Booklet Advertisement Form
2018 GULF COAST DISTRICT CONFERENCE TENTATIVE SCHEDULE FRIDAY, May 4, 2018 9:00 a.m.-6:00 p.m. Registration and Credentials 1:00 p.m.-3:00 p.m. Joint Executive Board Meeting 5:45 p.m.-6:00 p.m. Vespers (Evening Prayer) 6:00 p.m.-7:15 p.m. Joint Opening Session 7:15 p.m.-9:30 p.m. Plenary Session I Knights Ladies 9:30 p.m.-11:00 p.m. Hospitality SATURDAY, May 5, 2018 7:00 a.m.-9:00 a.m. Registration and Credentials 7:00 a.m.-8:30 a.m. Committee Meetings 8:45 a.m.-9:00 a.m. Lauds (Morning Prayer) 9:00 a.m.-10:30 a.m. Joint Session and Workshops 10:30 a.m.-12:30 p.m. Plenary Session II Knights Ladies 12:30 p.m.-1:30 p.m. Lunch 1:30 p.m.-2:30 p.m. Committee Meetings 4:00 p.m.-5:15 p.m. Conference Mass 7:30 p.m.-10:00 p.m. Conference Banquet 10:30 p.m.-12:30 a.m. Conference Dance SUNDAY, MAY 6, 2018 7:00 a.m.-8:00 a.m. Committee Meetings 7:00 a.m.-8:00 a.m. Elections 8:15 a.m.-8:30 a.m. Lauds (Morning Prayer) 8:30 a.m.-10:00 a.m. Joint Session 10:00 a.m.-12:00 p.m. Plenary Session III Knights Ladies 12:30 p.m. Post Joint Executive Board Meeting Bro. Carlton Robinson, Knights District Deputy Bro. Will Jemison, President Bro. Bruce Taylor, Vice President Bro. Willie Gude, Secretary Bro. Oliver Mahone,