GUIDELINES FOR HOSTING
TEXAS-NEW MEXICO KAPPA CAUCUS MEETING
The purpose of these guidelines is to simplify the task of hosting a Texas-New Mexico
Kappa Caucus (T-NMKC) meeting by providing information on arrangements which,
based on previous experience, have proven to achieve satisfactory results for meeting the
needs of this Caucus. Moreover, the following recommendations can be subject to
alterations based on circumstances, which might be encountered locally in the
provisioning of meeting facilities and lodging accommodations.
At the time a volunteer chapter offers to host a meeting, it is requested that they confer
with the Caucus Planning Chairman to take advantage of any pointers he may have and to
share their general objectives. It is also highly recommended that one speak with
previous hosts to find out the more practical aspects of making arrangements.
As a general background to these guidelines, it is the desire of the Executive Committee
to minimize the expense associated with hosting Caucus meetings.
In order to host the Texas-New Mexico Kappa Caucus Meeting, all bids need to be
postmarked to the Caucus Secretary/Treasurer prior to October 30. Bids will be solicited
from any Chapter that would like to host the Annual Texas-New Mexico Kappa Caucus
Meeting. Bids need to include ALL of the following information:
Hotel names, address, telephone number(s), fax number and tentative date.
Cost of single/double rooms.
Room reservation procedures and requirements.
Airport-to-hotel transportation options, including approximate costs; driving
directions, including a sketch map if required.
The host’s contact information.
Commitment letter or proposed contract from host hotel indicating that the
conference dates is “penciled in.”
Flyers or brochures outlining/picturing the hotel facilities.
Meeting room breakdown/chart.
Banquet/catering menu package.
A. Awarding of Bids:
The Bids will be studied and discussed between the Caucus Chairman and the Executive
Committee. Specific Bid Hotel will be contacted to discuss various contracts, proposed
meetings, dates, etc. to confirm the Bid information supplied. The Bid that is selected to
go before the body will be the one that is most affordable and has the most to offer to the
members of Texas-New Mexico Kappa Caucus.
B. Conference Dates:
The Caucus Meeting must take place at least one month prior to the Provincial Council
C. Conference Host:
The Caucus Meeting rotates amongst the Area Clusters. If a Area Cluster does NOT
have a viable chapter in their Cluster, then that year’s Caucus bidding is then made an
open bidding period and any Area Cluster in the Caucus may then bid on that particular
FACILITIES AND SERVICES
In planning the arrangements for a Caucus meeting, the following factors should be taken
into consideration by hosts:
A. Meeting Location:
The host chapter has the option of determining the meeting location. However, it is
advantageous for a meeting location to be within, at the very most, a one-hour drive from
a major airport. Also, locations in central urban areas have proven to be ideal for
minimizing the need for rental cars by providing convenient access to public
transportation and a variety of eating establishments within walking distance.
B. Guest Rooms:
It is desirable that arrangements be made for the reservation of hotel rooms at group
discount rates. It is recommended that the host chapter from the previous Caucus
meeting also be contacted in order to obtain current information for estimating the
number of rooms needed.
C. Conference Facilities:
Approximately 30-50 overnight rooms with an average expense in the $50-80
Banquet room for either a sit-down or buffet-style banquet serving 100-150
people. A buffet is preferable.
Meeting Room Space Requirements:
o Friday – 1 room is required for the T-NMKC Executive Committee
Meeting, seating 15 around one large table or boardroom style. It is used
on a Friday (normally) and should be accessible from 7pm to 9pm.
o 1 room set up in classroom or rounds for 30-50.
o Saturday – 1 room set up in theater for 40-90
o Head table should be provided to accommodate four persons with a
podium. An AC power outlet at the head table for the powering of
computer equipment is desirable.
o Microphones should be provided for Caucus meeting. One microphone
should be placed at the head table and one on the floor level for use by the
The meeting space will be needed from Friday 5pm till Saturday 5pm. The exact
room requirements can be adjusted and/or modified depending on hotel set-up.
o Handicapped rooms that meet ADA requirements.
o Heated pool and Jacuzzi is a plus, but not required.
o Restaurant(s) on premises or within walking distance.
o Audio-visual equipment, Computer Room and Copy Services available.
D. Meeting Schedules:
The purpose of these generic schedules is to provide a guideline to the hosts for making
advanced arrangements for meeting facilities. Final meeting schedules and agendas will
be available approximately two months prior to each meeting. For most meetings, the
actual schedules will align very closely to the following:
Friday 5:00pm – 10:00pm
5:00pm – 8:00 pm (Registration)
5:00pm – 8:00pm (Dinner)
6:00pm – 8:00pm (Executive Committee Meeting)
8:00pm – 10:00pm (Workshops or Caucus Student of the Year Program)
10:00pm – until (Social Events)
Saturday 8:00am – 5:00pm
8:00am – 10:00am (Registration)
9:00am – 11:30am (Caucus Meeting)
12:00pm – 1:30pm (Lunch)
1:30pm – 2:00pm (Caucus Group Picture)
2:00pm – 5:00pm (Caucus Meeting)
Arrangements should be made for refreshments in the form of coffee (regular and
decaffeinated), tea and soda at the start of the meetings, at about mid-morning, and at
mid-afternoon. Continental breakfast, rolls, fruit, etc. and afternoon snacks are optional.
The meeting notice should state what arrangements have been made, such that delegates
may be prepared.
The cost for refreshments may be reduced considerably as part of negotiating the room
rates with the hotel. (The host of course should review the resulting increased room rate
against what is reasonably expected by T-NMKC attendees.)
A. Caucus Planning Chairman:
It is the responsibility of the Caucus Planning Chairman to oversee the running of the
entire Caucus Bidding and hosting process in conjunction with the current Caucus
Chairman. The Caucus Planning Chairman will work with the Host Committee to
manage the manpower requirements for the Caucus Meeting and any other local contact
work related to T-NMKC. The Caucus Planning Chairman will work with the Host
Committee to set up all programming, panelists, merchandising and registration process
for the Caucus Meeting. He will request assistance from the host chapter for help/input
with various phases of the running of the Caucus Meeting. All registration records, bills,
and contracts are to be kept on file with copies being supplied to the Caucus Planning
Chairman and Caucus Secretary/Treasurer on a regular basis.
Depending on their level of experience in running conventions, some host groups will be
given more control over the planning process than others. This will be up to the Caucus
Chairman and Caucus Planning Chairman and may vary from year to year.
Host groups are encourage trying new things. Don’t feel like you are not allowed to
innovate! However, keep in mind that the primary purpose of the Caucus Meeting is to
take care of T-NMKC business.
B. Host Committee Chair and Host Chapter:
It is the responsibility of the Host Committee Chair to serve as the liaison between the
Caucus Planning Chairman and the local committee. The local committee will oversee
the manpower requirements for the running of the Caucus Meeting. They should also be
available for setting up a communication line and transportation system for visiting
brothers. Host Committee members may also be requested to help with local logistics for
banquet, programming, hotel arrangements, etc.
All Finances are to be run through the Office of the Caucus Secretary/Treasurer.
Payment of disbursements with appropriate records must be maintained and forwarded to
the Caucus Secretary/Treasurer for record keeping and filing. Caucus registrations and
chapters’ assessment will be sent to the Host Chapter. Upon conclusion of the Caucus
meeting a check will be provided to the Caucus Secretary/Treasurer regarding the
chapters’ assessment. The host Chapter shall assess each brother a registration fee not to
exceed $20 for Undergraduate and $40 for Alumni.