Gulf Coast Regional Director
As we celebrate 107 years of our Fraternity, on behalf of the Gulf Coast Regional Board and host chapter Eta Rho Sigma, I am excited to invite you to join the men of Phi Beta Sigma in Houston, TX on April 15-18, 2021 for our 47th Annual Gulf Coast Regional Conference.
This year we will have a leadership format conference designed to position the Gulf Coast Region and our chapters to further advance the conscious and positive impact on the communities we serve.
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 hotel details, entertainment highlights, registration & award forms, and more. Please review carefully then submit all forms timely according to established deadlines.
The Executive Board, Conference Planning Team, and Host Chapter 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 16, 2021: (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 17, 2021: (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 over all COVID-19 healthcare issues are certainly as magnified as yours; we care for each and every possible attendee at the 2021 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 make 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 2021 Conference gift item. COVID-19 related refund requests must be received in writing to the Regional Secretary no later than March 12, 2021. We experienced the same need to process registration refunds for our 2020 Regional Conference.
NON-COVID-19 CANCELLATION & REFUND POLICY
Should the current coronavirus pandemic no longer be a threat to the registrants of the 2021 Gulf Coast Regional Conference in Houston, TX we still have a cancellation policy that has always been in place and will continue with our 2021 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 2021 Conference gift item. Non- coronavirus related registration refund requests must be received in writing to the Regional Secretary no later than April 2, 2021.
Registration Check-In Materials
2021 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, 2021.
Attendee Special Considerations
The 2021 Gulf Coast Regional Conference Planning Committee requests that registered members with special case allergies please indicate so on the Special Needs and Consideration Registration Form, including the nature of their special allergenic/medical considerations (e.g. nut allergy, seizures, etc.). This information is needed for the 2021 Regional Conference Planning Team to work with the hotel to ensure proper assistance can be provided.
All Brothers desiring to register for the 2021 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 level. All Brothers of Phi Beta Sigma registering for the 2021 Gulf Coast Regional Conference must do so at the approved Alumni and Collegiate non-guest rates.
Registration Rate Information
Registration Rates and link are below. There will be no on-site registration available.
Early Bird Registration Rate: Alumni: $200 Collegiate: $150 (Ends January 17, 2021)
Regular Registration Rate: Alumni: $250 Collegiate: $150 (Ends March 20, 2021)
Late Registration Rate: Alumni: $275 Collegiate: $225 (Ends April 01, 2021)
VENDOR REGISTRATION INFORMATION
Registration Fee: $275.00 Registration Deadline: April 01, 2021
(Vendor registration is available online via the conference registration link)
SOUVENIR JOURNAL ADVERTISING FORM INFORMATION
ADVERTISING OPTIONS COST
Back Cover – Color: (7” width x 10” depth) $400.00
Inside Front Cover – Color: (7” width x 10” depth) $300.00
Inside Back Cover – Color: (7” width x 10” depth) $300.00
Full Page – Color: (7” width x 10” depth) $100.00
Half Page – Color: (7” width x 10” depth) $75.00
Full Page Bleed Ads: 8.75” x 11.25” – Trim size of the page is 8.5” x 11” (must include crop marks to show bleed)
Full Page Ads: 7”x10” LIVE AREA. A white border will print around the entire ad.
The trim size of the page is 8.5” x 11” (no bleed)
Half Page Ads: 7.5” x 5” LIVE AREA (no bleed)
Finished Edition Format: 8.5” x 11”, glossy, saddle sticking, with pictures, profiles and advertisements.
All ads must be submitted camera-ready. A 25% premium will be charged to advertisers who require art or graphic reproduction of their advertisements.
The preferred file format is a high-resolution PDF file. (no image compression, embed all fonts and include crop marks).
Additional acceptable image formats are high resolution JPG (300 DPI or higher), PNG, and WORD.
Advertisements should be submitted electronically to the attention of Ramsey Cooper at email@example.com and marked with the subject line: GCRC 2021 Ad.
Sponsorship & Advertising Agreement is attached for you to reserve your ad.
CHAPTER PREPARATIONS INFORMATION
It is important that each chapter and chapter delegate is prepared administratively to attend the 2021 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 2021 Gulf Coast Regional Conference Chapter Kit will provide some information for each chapter to consider as you prepare to complete your 2021 Gulf Coast Regional Conference information and competitions forms and send your chapter representatives to the 2021 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.
2021 Gulf Coast Regional Conference Attendance: All Gulf Coast Region Chapters are required to, at a minimum, have a representative registered at the 2021 Gulf Coast Regional Conference. This may be in the form of a Primary 2021 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 2021 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 2021 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 2020 Chapter Report is complete, submitted to the proper recipients, and available prior to the 1st plenary session of the 2021 Gulf Coast Regional Conference (preferably by the designated deadlines). Ensure your 2020 CSAF and all 2020 PIAs are submitted to the proper recipients, and available prior to February 9, 2021.
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 16, 2021), prior to the start of the 2021 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 2021 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 2021 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.
2021 Gulf Coast Regional Conference Information: Ensure your chapter reviews the 2021 Gulf Coast Regional Conference Information at www.pbsgulfcoastregion.org. Additionally, ensure that your chapter reviews with the chapter delegates the information that they are desired to return from the conference with.
GULF COAST REGIONAL CONFERENCE SPIRIT AWARDS
The following awards are presented by the Regional Conference Credential Committees based upon registration information.
The Oldest Sigma in Attendance
This award is presented to the brother in attendance at a Regional Conference or Conclave with the most Sigma Service Years. This is award is based on registration information and is presented by the Regional Conference or Conclave Credentials Committee.
The Youngest Sigma in Attendance
This award is presented to the newest brother in attendance at a Regional Conference or Conclave. This award is based on registration information and is presented by the Regional Conference or Conclave Credentials Committee.