NPHC Western Region

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					“United in the 21st Century: Impacting Business, Education, Health, and Politics”

NPHC Western Region Conference

November 13-16, 2008 Sheraton San Diego Mission Valley 1433 Camino Del Rio South San Diego, CA 92108 619.260.0111

“United in the 21st Century: Impacting Business, Education, Health, and Politics”

NPHC Western Region Conference

Hello Fraters, Sorors, Advisors, and Friends: I’m delighted to invite you to attend the 10th Biennial Western Regional Conference of the National Pan-Hellenic Council, Inc. The San Diego NPHC Council and Executive Board has planned and prepared an empowering and educational conference. During our conference, you’ll enjoy expert panel discussions, presentations and dynamic speakers that will educate, inspire, and enhance your self-empowerment in NPHC and your respective organizations. Your presence will elevate us even higher. In today’s society we are being challenged to develop robust yet flexible strategies that will allow our organizations to thrive in a rapidly changing global environment in an optimistic manner. Attending this conference will provide the opportunity for your council to engage in positive and constructive discussions that bring on affective and positive changes in NPHC and throughout Greekdom. The Conference will be held at the Sheraton San Diego Mission Valley Hotel. When you make your reservations, please inform the hotel that you are attending the NPHC Western Region Conference. We know many of you belong to or utilize other organizations that can possibly provide lower hotel rates; however, please understand that your use of the negotiated hotel conference rate will save us thousands of dollars, help us meet our contractual agreement, and keep the region in good financial status. The following pages include general information about the conference, registration form, hotel, award nominations, advertisement solicitation, and vendor participation. Wishing everyone safe travel to the conference!!!!! In Greekdom, Jennifer A. Carter Jennifer A. Carter, Director NPHC Western Region

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“United in the 21st Century: Impacting Business, Education, Health, and Politics”
Thursday – November 13, 2008
7:00pm – 9:00pm Executive Board Meeting Awards Committee Meeting Conference Committee Meeting

NPHC Western Region Conference

Friday – November 14, 2008
9:00am – 9:30am 9:30am – 11:30am 11:30am – 12:00pm 12:00pm – 1:30pm 1:30pm – 2:45pm 3:00pm – 4:15pm 4:30pm – 6:00pm 7:30pm – 10:00pm 10:00pm – Until Opening Processional/ Roll Call General Session Break Undergraduate Lunch Workshop (Session I) Workshop (Session II) Workshop (Session III) Public Meeting NPHC Mixer (non-alcoholic function)

Saturday – November 15, 2008
9:00am – 10:15am 10:30am – 11:45am 12:00pm – 1:30pm 2:00pm – 3:15pm 3:30pm – 4:15pm 4:30pm – 5:30pm 7:00pm – 10:00pm 10:00pm – Until Workshop (Session IV) Workshop (Session V) Lunch (On your own) Workshop (Session VI) Workshop (Session VII) Workshop (Session VIII) NPHC Black & White Banquet NPHC Mixer (non-alcoholic function)

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“United in the 21st Century: Impacting Business, Education, Health, and Politics”
Sunday – November 16, 2008
8:30am – 10:00am 10:30am – 12:00pm Inspirational Breakfast/Omega Ceremony Regional Close-Out Meeting Regional Conference Close-Out Meeting

NPHC Western Region Conference

NOTE: The dress code for all workshop sessions, public meeting, and inspiration breakfast is
business casual to business (blue jean/denim material and tennis shoes will not be permitted). Attire for the closing banquet is semi-formal to formal.

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“United in the 21st Century: Impacting Business, Education, Health, and Politics” REGISTRATION GUIDELINES
All registration forms must be postmarked by October 15, 2008. Registration received after this deadline may be limited and convention amenities are not guaranteed. Forms postmarked after the October 15, 2008 deadline will be assessed a $25.00 LATE FEE.

NPHC Western Region Conference

Registration and Payment Information/Instructions:
      Print last name, first name and middle initial. Include Council affiliation (i.e., CSU – Long Beach NPHC or NPHC - Denver). Please include the Council President’s email address, if available. DO NOT SEND CASH OR PERSONAL CHECKS. Registration payment may be made by money order, certified check or college/university check. For two or more people, please submit one form of payment per council or university, however; individual registration forms must be attached to form of payment with council registration form. Registration will be confirmed by US mail and/or email. If you have not received your confirmation one week prior to convention, contact the Regional Director Jennifer A. Carter at Jennifer@betarhosigma.org or call (303) 885-9854. Make payable to: Mail to: NPHC Western Region Conference Jennifer A. Carter, NPHC Western Region Director 4330 Eugene Way, Denver, CO 80239

Registration Fees:
     Check the appropriate registration category, all registration forms and fees must be postmarked by October 15, 2008. Conference registration fees include admission for scheduled conference meals and functions, exceptions are noted on the conference schedule. One-day registration rates will not be available. Registrations can be transferred to another attendee from the same council. On-site registration may be limited and convention amenities are not guaranteed.

Refund Policy:
In the event (that) the registrant cannot attend, request for refunds of pre-paid registration fees will be assessed if presented in writing and sent to the Regional Director at least 20 days prior to the Conference and a $20.00 processing fee will be taken out. All refunds will be sent within 30 days after the closing of the conference.

Please be advised: Individual members of councils remitting dues less than 30 days prior to a conference/convention will not be eligible to run for elected office. NOTE: If your council has not paid required
regional assessments in addition to National dues and assessments, YOU ARE NOT A FINANCIAL COUNCIL. Non-financial councils are ineligible to vote.

PLEASE KEEP A COPY OF ALL SUBMITTED FORMS

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“United in the 21st Century: Impacting Business, Education, Health, and Politics” REGISTRATION FORM – PART 1
Council Information: (Please type or print legibly) Council Name: Address: City: Council President: Telephone: Email: Cell: State: Zip:

NPHC Western Region Conference

Name of Council Members Attending: Delegate(s)

Alternate(s):

PLEASE SUBMIT THE INDIVIDUAL REGISTRATION FORMS OF COUNCIL MEMBERS ATTENDING THE CONFERENCE WITH THIS DOCUMENT EACH COUNCIL IS ALLOTTED TWO VOTING DELEGATES. INDICATE DELEGATE STATUS ON INDIVIDUAL FORMS.

PLEASE KEEP A COPY OF ALL SUBMITTED FORMS
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“United in the 21st Century: Impacting Business, Education, Health, and Politics” REGISTRATION FORM – PART 2
Registrant Name Address: City: Council President: Telephone: Email: Council Name: Personal Information: (Please type or print legibly) Do you currently hold a position in your council? Yes If so, which position? Are you a delegate for your council? Are you an alternate delegate for your council? Do you plan to attend all meal functions? If not, check the meal function you will not attend: Undergraduate Luncheon Banquet Yes Yes Yes No No No Cell: State: Zip:

NPHC Western Region Conference

No

Inspirational Breakfast

All vegetarian meal requests will be the vegan meal option. If you wish a vegetarian meal please check the box for this option: Vegan (no animal products) Please indicate any medical concerns of which we should be aware or a need for wheelchair accessibility or listening devices, etc.

Registration Fees Registration (Postmarked by October 15, 2008) Late Registration (Postmarked after October 15, 2008)

G-$210 G-$260

UG-$185 UG-$235

All fees and registration forms should be sent to: Jennifer A. Carter, Western Region Director 4330 Eugene Way, Denver, CO 80239

TOTAL ENCLOSED

$

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“United in the 21st Century: Impacting Business, Education, Health, and Politics” HOTEL REGISTRATION INFORMATION

NPHC Western Region Conference

Host Facility: Sheraton San Diego Mission Valley 1433 Camino Del Rio South San Diego, CA 92108 619.260.0111 Hotel Rate: $129.00 Single/Double The hotel does not offer complimentary transportation to/from the airport. Registration fees do not include hotel accommodations. You are responsible for making your own hotel arrangements. To make reservations call the Hotel reservations department at (619) 260-0111. All reservations should refer to the National Pan-Hellenic Western Regional Conference. Reservations by attendees must be received on or before Friday, October 17, 2008. The hotel will determine whether it can accept reservations based on a space-and rate-available basis after this date. Please be sure to use the official hotel for NPHC Western Region, as your stay directly impacts the bottom line of the conference budget. By selecting another hotel or not utilizing the conference rate, our ability to negotiate group discount for future conferences/conventions is greatly diminished.

Our hotel is o Centrally located just minutes from San Diego’s many major attractions, including Qualcomm Stadium, San Diego State University, the San Diego Zoo, local beaches, the historic Gaslamp District, and more. o Mission Valley’s two premier shopping malls are nearby as well. o Internet Access in Guest Rooms o Guestrooms Have Coffee Makers and Refrigerators

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“United in the 21st Century: Impacting Business, Education, Health, and Politics” AWARD INSTRUCTIONS
o o o o o o o

NPHC Western Region Conference

The nominating council must be financial with the NPHC at all levels. All award statements must be documented. Programs, receipts, newspaper clippings, photographs, etc., are acceptable. Documentation should be affixed to sheets no larger than 8-1/2” x 11” and secured to the nomination form. All nomination forms must be typed and signed by the Council President and Secretary. Nomination forms and materials will not be returned. Councils should submit copies from their files. The award form may be duplicated. All scrapbooks and award nominations should be brought to the Conference Office by Thursday, November 13, 2008, by 5:00pm.

Outstanding Council Scrapbook (one graduate and one undergraduate award)

The graduate and undergraduate council whose program and activities during the past two (2) years best exemplify the purposes of the NPHC for impacting its local area or community through political, social and/or economic thrusts. (content 6 pts/cover 4 pts).
Exemplary Council Project or Program (one graduate and one undergraduate award)

Council sponsored project or program, consistent with the goals of NPHC for affecting positive change in local areas or communities.
Outstanding Council President (one graduate and one undergraduate award)

This award recognizes an individual who has exemplified outstanding leadership and service in the local council, served as a positive change agent in the community and demonstrated sustained consistent support for growth and success of the local Council and the Region. (Please address each of the above areas on the Nomination Form).
Outstanding Advisor (Campus Advisor/Council Graduate Advisor)

This award recognizes an individual who has gone above and beyond the call of duty in supporting the growth and success of the local Council, and the Region, bridging the gap between undergraduates, graduates and the university/college.

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“United in the 21st Century: Impacting Business, Education, Health, and Politics” AWARD NOMINATION FORM
Council Name Address: City: Check One: Council President: Telephone: Council Secretary: Telephone: E-mail: E-mail: Graduate Council State: Zip: Undergraduate Council

NPHC Western Region Conference

Award Nomination (complete separate nomination form for each category)
: :

Outstanding Council Scrapbook Outstanding Council President

Exemplary Council Project or Program Outstanding Advisor

Explanation/Description (use an additional sheets, if needed)

College/University Attended/Degree/Major/Year Completed:

Signature of President 10

Signature of Secretary

“United in the 21st Century: Impacting Business, Education, Health, and Politics”
EXTRA TICKETS FORM

NPHC Western Region Conference

Name: Council Name or Affiliation: Address: City: Daytime Phone: State: Evening Phone: Zip:

Price Undergraduate Luncheon Awards Banquet Inspiration Breakfast $45 $60 $30

Quantity

Total

Total:

No personal checks (only certified, college/university issued or money order) should accompany this form. Make payable to the NPHC Western Regional Conference and forward to: Jennifer A. Carter NPHC Western Region Director 4330 Eugene Way, Denver, CO 80239

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“United in the 21st Century: Impacting Business, Education, Health, and Politics”
ADVERTISEMENT CONTRACT
Contact Name: Company/ Affiliation: Address: City: Telephone: E-mail: State: Fax: Zip:

NPHC Western Region Conference

Full Page Half Page

$100.00 $55.00

Please mail camera-ready copy of the ad along with this form. Booklet size is 8 ½ by 11. Make certified check, college/university issued checks and money orders payable to the NPHC Western Regional Conference and send to: Jennifer A. Carter NPHC Western Region Director 4330 Eugene Way, Denver, CO 80239 DEADLINE for ads is October 13, 2008

THANK YOU FOR YOUR PATRONAGE AND SUPPORT

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“United in the 21st Century: Impacting Business, Education, Health, and Politics”
VENDOR APPLICATION
VENDOR/EXHIBITOR FEES/TELEPHONE/ELECTRICITY: An assessment of $100.00 has been established for each assigned space. Special requests such as telephone and electricity must be requested by October 31, 2008. All expenses relating to telephone, electrical installation, and any hotel equipment will be borne by the vendor. GREEK PARAPHERNALIA: Vendors who sell affiliate paraphernalia displaying the “logo” or “shield/escutcheon” of any affiliate organization must be on the approved list of the organization for which the items are being sold. No authorization is required for vendors selling general merchandise. AREA ASSIGNMENT: A six foot table will be assigned to each Vendor/Exhibitor. Special furniture or backdrops are the responsibility of the vendor. Space is very limited and setup will need to be approved by NPHC. CONTRACT APPROVAL: This contract must be signed and returned along with the registration form and payment no later than October 15, 2008. Upon receipt, review and approval of the vendor registration application and contract, each vendor/exhibitor will be notified in writing of his/her acceptance and a packet will be sent with additional information by October 31, 2008. Applicants not approved will be notified in writing and original check or money order canceled. Make payments of $100.00 in the form of cashier’s check or money order payable to NPHC Western Regional Conference and send to: Jennifer A. Carter, Director NPHC Western Region 4330 Eugene Way, Denver, CO 80239 CANCELLATION POLICY: Cancellations will not be honored after November 1, 2008. EXHIBIT HOURS: Set-up will begin 8:00am Friday, November 14, 2008 and all exhibits must be removed by Noon, November 16, 2008. SHIPPING/HANDLING: All displays and/or materials and supplies shipped to the hotel in advance of the conference must be paid in full at time of arrival.

NPHC Western Region Conference

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“United in the 21st Century: Impacting Business, Education, Health, and Politics”
VENDOR/EXHIBITORS APPLICATION FORM
SECURITY/LIABILTY: Security will be arranged for the assigned room for vendors/exhibitors during non-operational hours. This room will be secured during off hours. Vendors/Exhibitors assume the entire responsibility and hereby agree to protect, indemnify, defend the Western Region – National Pan-Hellenic Council and its employees and agents harmless against all claims, losses, and damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by Vendors/Exhibitors installation, removal, maintenance, occupancy, or use of the display premises or part thereof, excluding any such liability caused by the sole negligence of the NPHC, its employees, or agents. In addition Vendors/Exhibitors acknowledge that the NPHC does not maintain insurance covering Vendors/Exhibitor property and that it is the sole responsibility of the Vendor and/or Exhibitor to obtain business interruption and property damage and/or loss insurance. HOTEL ACCOMODATIONS: Vendors/Exhibitors are responsible for making their own hotel reservations and are entitled to the Western Region National Pan-Hellenic Council Group rate of $129.00. AGREEMENT: The above rules and regulations become a part of the contract between the Vendor/Exhibitor and the Western Region – National Pan-Hellenic Council, Inc. All areas not covered in the above regulations are subject to the decision of the NPHC. AGREED and ACCEPTED as per stated rules and regulations. For Vendor/Exhibitor:

NPHC Western Region Conference

Print Name

Signature

Date

Signature of Western Region Director

Date

PLEASE KEEP A COPY OF THIS DOCUMENT FOR YOUR RECORDS

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