Gulf Coast Regional Director
As we celebrate 108 years of our Fraternity, on behalf of the Gulf Coast Regional Board, I am excited to invite you to join the 48th Annual Gulf Coast Regional Conference in Houston, TX April 7-10, 2022.
In this Conference Planning Kit, you will find all the necessary information and forms that your chapter will need to fully prepare for the Regional Conference. It includes registration links, award forms, and more. Please review carefully then submit all forms timely according to established deadlines.
The Executive Board, Conference Planning Team are eagerly working to ensure that our chapter delegates, members, and guests will enjoy a positive conference experience as we gather in the Energy Capital of the World - Houston, Texas.
Brother Howard J. Redmond Jr,
REGISTRATION IS NOW OPEN!!!
CONFERENCE PREPARATION ITEMS
GENERAL CONFERENCE INFORMATION
Chapter Presidents and Chapter Advisors please disseminate the link to this packet to your respective Alumni and Collegiate chapter members.
Chapters are required to send at least one delegate to the Regional Conference each year.
Delegates are required to register via the Conference Delegate Registration Form.
Only delegates that meet the delegate registration deadline will be allowed to vote.
Friday, April 08, 2022: (Daytime) Sigma Business Attire – Dark Suit, White Shirt, and Royal Blue Tie. Appropriate business attire will be enforced.
(Evening) Sigma Blue and White – Sigma Paraphernalia
Saturday, April 09, 2022: (Daytime) Business Attire – Dark Suit, White Shirt, and Royal Blue Tie for Omega Chapter and Rededication Ceremonies. Sigma Casual for General Session. Appropriate business attire will be enforced.
(Evening) Sigma Blue and White – Sigma Paraphernalia
COVID-19 CANCELLATION & REFUND POLICY
Our concerns overall COVID-19 healthcare issues are certainly as magnified as yours; we care for each and every possible attendee at the Gulf Coast Regional Conference in Houston, TX!! We do not want concerns about the possible need for reimbursement of registration fees to prevent you from taking advantage of our great Early Bird rates. Should the current coronavirus pandemic continue, or a future COVID-19 outbreak makes it inadvisable or impossible for you and your family to travel to our Regional Conference, you will receive a refund of your conference registration fees, minus the cost of the Conference gift item. COVID-19 related refund requests must be received in writing to the Regional Secretary no later than March 12, 2022.
NON-COVID-19 CANCELLATION & REFUND POLICY
Should the current coronavirus pandemic no longer be a threat to the registrants of the Gulf Coast Regional Conference in Houston, TX we still have a cancellation policy that has always been in place and will continue with our Conference registrations. Attendees that must cancel their registration for reasons not related to the coronavirus will receive a refund of your conference registration fees, minus the cost of the Conference gift item. Non- coronavirus-related registration refund requests must be received in writing to the Regional Secretary no later than April 01, 2022.
Registration Check-In Materials
Gulf Coast Regional Conference Registration Check-In materials will be available at the member and delegate check-in section during the scheduled check-in times. Gulf Coast Regional Life Members, International Distinguished Service Chapter Members, and Gulf Coast Regional Distinguished Service Chapter Members are permitted to register at the Early Bird Registration Rate until February 10, 2022.
All Brothers desiring to register for the Gulf Coast Regional Conference as a member of Phi Beta Sigma Fraternity, Inc. must be financially active and in good standing at the International and Regional levels. All Brothers of Phi Beta Sigma registering for the Gulf Coast Regional Conference must do so at the approved Alumni and Collegiate non-guest rates.
Registration Rate Information
Registration Rates and links are below. There will be no on-site registration available.
Early Bird Registration Rate: Alumni: $210 Collegiate: $150 Guest: $120 (Ends February 14, 2022)
Regular Registration Rate: Alumni: $250 Collegiate: $150 Guest: $120 (Ends April 01, 2022)
Late Registration Rate: Alumni: $260 Collegiate: $150 Guest: $120 (Ends April 01, 2022)
International Officers Rate: $150
VENDOR REGISTRATION INFORMATION
Registration Fee: $250.00 Registration Deadline: April 01, 2022
(Vendor registration is available online via the conference registration link)
CHAPTER PREPARATIONS INFORMATION
It is important that each chapter and chapter delegate is prepared administratively to attend the Gulf Coast Regional Conference and maximize the opportunity to position their chapter for follow-on operations as best as possible. As such, this portion of the Gulf Coast Regional Conference Chapter Kit will provide some information for each chapter to consider as you prepare to complete your Gulf Coast Regional Conference information and competitions forms and send your chapter representatives to the Gulf Coast Regional Conference. The submission of all information, where applicable, must be in accordance with the most current editions of the International bylaws Phi Beta Sigma Fraternity, Inc., Gulf Coast Region bylaws along with all applicable conference deadlines, and procedures where applicable. All submissions, requests, and recommendations for consideration must be sent to all designated reception centers and to the attention of Bro. John Barlow, Gulf Coast Regional Secretary at firstname.lastname@example.org or 915-227-2205 if you have any questions.
Gulf Coast Regional Conference Attendance: All Gulf Coast Region Chapters are required to, at a minimum, have a representative registered at the Gulf Coast Regional Conference. This may be in the form of a Primary Gulf Coast Regional Conference Chapter Delegate. Any chapter that does not have a representative check-in for credentialing and conference accountability will not be counted as having sent representation to the Gulf Coast Regional Conference and will be assessed an absentee fee. Chapter Presidents, Collegiate Advisors, and Sigma Beta Club Advisors are expected to attend the Regional Conference.
Chapter Financial Assessments: Ensure that your chapter has fulfilled all chapter financial obligations at least 30 days prior to the start of the Gulf Coast Regional Conference. This includes the chapter’s annual assessment fee and insurance fee. Ensure that all absentee fees for the previous Conclave and Gulf Coast Regional Conference has been paid.
Reporting Submissions: Ensure that your Chapter Report is complete, submitted to the proper recipients, and available prior to the 1st plenary session of the Gulf Coast Regional Conference (preferably by the designated deadlines). Ensure your CSAF and all PIAs are submitted to the proper recipients, and available prior to February 9, 2022.
Chapter Delegate Representation: Ensure that your chapter has voted on and approved all primary and alternate delegates. Ensure that the Conference Delegate Form has been submitted to the attention of Bro. John Barlow, Gulf Coast Regional Secretary at email@example.com by the designated deadline. Only the delegates coordinated with the regional credentials committee will receive approval to represent their chapter during the regional conference. Your chapter may not exceed the number of applicable delegates based on your chapter’s membership strength as assessed 30 days (Monday, March 07, 2022), prior to the start of the Gulf Coast Regional Conference. All chapters are reminded that the completion and submission of a Conference Attendance Registration Form does not suffice as the completion and submission of a delegate registration. Any Brother registering as a delegate without the approval of their chapter/president will be refused that opportunity to represent their chapter as a delegate and will be reported to their chapter.
Chapter submissions: Ensure all chapter and Brother submissions are completed and submitted prior to the 1st plenary session of the Gulf Coast Regional Conference (preferably by the designated deadlines). Deadlines must be met for competition submissions to be valid. It is recommended to submit a copy of the Annual Report and all related documents via flash drive and email. Each chapter should have at least one hard copy of their chapter report available and on hand at the Gulf Coast Regional Conference. Send digital copies via email to the Gulf Coast Regional Director at firstname.lastname@example.org. Chapter submissions include all PIAs, CSAFs, Chapter Reports, demographics forms, competition forms and submissions, registration information, souvenir journal advertisement and sponsorship information, and any other relative information to the Gulf Coast Regional Director and/or applicable regional committees.