Regional Site Chair Training National Conventions Regional Conferences (NCRC) Site Housing Task Force Antoinette M. Ward, Chair May 19, 2014

Training Agenda  Opening Prayer  Adoption of the Agenda  Welcome  Roll Call (NCRC Site Housing Task Force, HQ Meeting Planners and Regional Site Chairs)  NCRC Site Housing Task Force Purpose  Vision  Mission  Goals ΔΣΘ - Regional Site Chair Training 2

Training Agenda (ctd.)  Regional Site Committee  Chair & NCRC Site Housing Task Force  Site Committee Chair Roles/Responsibilities  Presentations for 2018  Announcement of 2016  Regional Site Selection Process  Role of the Chapter  Role of the Convention Bureau ΔΣΘ - Regional Site Chair Training 3

Training Agenda (ctd.)  On-site Process  Opening Plenary – Site Script Introduction of Committee Confirm presentation room & time  Regional Site Committee Presentation Day & Guidelines Liaison Role/Responsibilities Presentation Packet Requirements  Closing Banquet – Site Script  Final Report ΔΣΘ - Regional Site Chair Training 4

5 Vision The vision of the NCRC Site Housing Task Force is to serve as a resource and research arm of the Sorority by recommending top-tier cities with sufficient space and services to support national conventions and regional conferences and examining the feasibility of hosting national conventions and regional conferences at venues based on projected meeting space, hotel room requirements, racial climate of the city and amenities and attractions that will enhance the attendees’ and guests’ participation and experience.

6 Mission The mission of the NCRC Site Housing Task Force is to create a strong, ongoing relationship within the hospitality industry whereby Delta Sigma Theta Sorority, Inc. is respected as a premier convention and conference planning partner that leverages the best facilities, venues, and hotel selections, as well as service provider rates and customer service.

7 Goals  Implement standard requirements and procedures to enhance the site selection process across the Regions.  Develop an effective housing team infrastructure to troubleshoot on-site housing issues/concerns during the regional conference/national convention cycles.  Provide knowledge and expertise in conducting site visits and making recommendations for future site selections.  Ensure chapters have sufficient tools to participate in the RFP bidding process.  Recommend the best cities/locations to host a regional conference or national convention over a five-year period.  Collaborate with headquarters liaisons and members of the National Executive Board on a continual basis to ensure mission accomplishment.

Regional Site Committee Overview  Committee chairs appointed by Regional Director.  NCRC Site Housing Task Force and HQ meeting planners serve as liaison representatives.  Site Committee Chair roles and responsibilities:  Serves as main point of contact for on-site presentations with Alumnae Chapters and CVBs.  Presents opening script during opening plenary announcing day, time and room of on-site presentations. See Appendix A.  Participates in pre-conference site committee chair training and webinars.  Works closely with NCRC Site Housing Task Force to manage on-site logistics. ΔΣΘ - Regional Site Chair Training 8

Regional Site Committee Overview Chair roles/responsibilities contd.  Establishes guidelines on-site to hear presentations by Alumnae Chapters and CVB’s.  Reviews applications, RFPs, evaluates and finalizes the listing to submit to HQ for final site selection  Presents closing script during the closing proceedings, announcing the recommended city to host the next Regional Conference. See Appendix A  Completes official site committee report within two weeks from close of Regional Conference and submits to National HQ.  Sends committee evaluations, comments and site committee reports to NCRC Site Housing Task Force Chair within two weeks from close of Regional Conference. ΔΣΘ - Regional Site Chair Training 9

Presentations / Announcements  2018 Regional Conference Presentations  Held during 2014 Regional Conferences  2016 Regional Conference Announcements  South Atlantic Region – TBD  Eastern Region – TBD  Midwest Region – Indianapolis, IN  Central Region – Kansas City, MO  Southern Region – Nassau, Bahamas  Farwest Region – San Francisco, CA  Southwest Region – San Antonio, TX ΔΣΘ - Regional Site Chair Training 10

DST Regional Site Selection Process  Chapters express interest to host by discussing with and getting approval from chapter to proceed.  Chapter consults with Convention & Visitor’s Bureau (CVB) and jointly submits the “Application to Host a Regional Conference” form to National Headquarters (HQ), to the attention of HQ’s meeting planners.  Chapter receives notification of Presentation Date/Time to present; forwards information to CVB.  Chapter President and/or CVB representatives prepare 15 to 20 minute presentation to present to Site Committee during upcoming Regional Conference. ΔΣΘ - Regional Site Chair Training 11

DST Regional Site Selection Process  Regional Site Committee convenes to receive, evaluate and finalize listing to submit to HQ or final site selection.  Regional Site Chair gives report during the close of Regional Conference proceedings.  Two weeks after the close of conference, Regional Site chair forwards final report to HQ’s planners, Executive Director and NCRC Site Housing Task Force Chair.  NCRC Site Housing Task Force Chair presents the Site committee’s recommendations to the National Executive Board for final approval.  Approved Alumnae Chapter receives notification from the National President. ΔΣΘ - Regional Site Chair Training 12

ΔΣΘ - Regional Site Chair Training 13 Committee Presentation Packets  2 weeks prior to the conference Regional Site Chair will receive notification of number of presentations  Presentation Packets will include:  Regional Data Information  Completed Applications  Historical Data of Regional Conferences  Additional information requested

 Ask committee members to report 30 minutes prior to the first presentation.  Chair serves as the event moderator.  NCRC Site Housing Task Force liaison serves as greeter, receives packets and separates gifts/tokens until after ALL presentations have been completed.  NCRC Site Housing Task Force liaison does NOT vote or participate in the listing of the sites.  Chair finalizes listing to submit to HQ for final site selection.  Review/rehearse final script. Presentation Day

ΔΣΘ - Regional Site Chair Training 15 Presentation Guidelines  Upon arrival, presenting chapter representative (could be chapter president or her designee and/or bureau representative) are greeted by the liaison.  Liaison checks materials for distribution.  Liaison introduces presenters to Chair.  Liaison begins time ( minutes to present)  Chair thanks presenters.  Liaison escorts presenters out.  Note - Liaison may answer questions.

ΔΣΘ - Regional Site Chair Training 16 Final Report  Site Chair responsible for final report to National Headquarters within: 2 weeks at the close of the Regional Conference  Report should include: 1. names of committee members who participated on site. 2. chapter name and sites that presented. 3. listing of sites as presented in the closing report. 4. copy of each distributed packet. 5. thank you’s.

Q & A  Final Comments from participants  Closing Prayer ΔΣΘ - Regional Site Chair Training 17

NCRC Site Housing Task Force Committee Members Antoinette Ward, Chair – Southern Wanda Adams – Southwest Deloris Drakes – Eastern Lucille Frierson – South Atlantic Ruth Johnson – Eastern Rashanda Lowery – South Atlantic Terina Matthews – Midwest Shirley McKenzie - Eastern Dawn Boykins Owens – Farwest Denise Peterson – Southern Terri Rice – Central Terri Rivalte, National Treasurer, South Atlantic Eugenia Vance – Southwest Dyann Wilkerson – Southern Tamara Young-King – Midwest Patrea’ Logan – HQ Staff Liaison Vida Smith – HQ Staff Liaison ΔΣΘ - Regional Site Training 18