The Five Star Regional Conference Guideline

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1 The Five Star Guideline s have become a focal point in regional bonding, as well as a standard for what great inter-chapter events should consist of. In the past few years, we ve seen the number of s nearly double in size and our goal is for Regional Conferences to mirror the experience of attending a National Convention. This provided a unique opportunity to set the standard and raise the bar for all regions, and so the Five Star Guideline was born. Stars will be awarded based on the diligence of the Regional Committee throughout planning, the quality of events, and completion of post- action items. Ratings are based on feedback from National Council, National Staff, Regional Committees and attendees. Regions receiving the Five Star Award will be recognized annually at National Convention. The goal of the Five Star Guideline is to recognize the success of many s and set the bar for all conferences now and into the future. Contact the Programming Coordinator at programmingcoordinator@phisigmapi.org with questions regarding the Five Star Guideline and/or planning. 1

2 Planning Regional Delegate Participation 5 Star 4 Star 3 Star Regional Delegates participate in Regional Committee meetings or find an alternate % of Regional Delegates participate in Regional Committee meetings 75-94% of Regional Delegates participate in Regional Committee meetings 50-74% of Regional Delegates participate in Regional Committee meetings Regional Delegates share updates with Chapters Biweekly Monthly Less than monthly Logistics 5 Star 4 Star 3 Star Regional Committee establishes goals for planning and the Regional Committee confirms site for the Regional Committee confirms dates for the Host Coordinator, with assistance from the Host Chapter, meets with venue(s) to determine insurance and contract requirements for the Host Coordinator, with assistance from the Regional Committee and Host Chapter, confirms housing for attendees Host Coordinator, with assistance from the Regional Committee, confirms food and beverage arrangements Host Coordinator, with assistance from the Regional Committee and Host Chapter, establishes a budget for the Regional Conference At least five months prior At least five months prior At least five months prior At least five months prior At least three months prior At least three months prior At least three months prior Less than four months prior Less than four months prior Less than four months prior Less than four months prior Less than three months prior At least two months prior to Less than two months prior conference date At least two months prior to Less than two months prior conference date 2

3 Planning Event Planning 5 Star 4 Star 3 Star Regional Committee establishes all events and At least three months prior At least two months prior to Less than two months prior activities for the conference date Scholarship Chair, with assistance from the Regional Committee, confirms the Guest At least three months prior At least two months prior to Less than two months prior Speaker conference date At least three months prior At least two months prior to Less than two months prior Regional Committee confirms itinerary conference date At least two months prior At least one month prior to Less than one month prior Host Coordinator reserves event locations to conference conference to conference Leadership Chair requests Leadership in Action events through the National Office At least two months in advance At least one month in advance Less than one month in advance. Marketing 5 Star 4 Star 3 Star PR Chair, with assistance from the Historian, At least three months prior Less than three months finalizes the save the date graphic prior Regional Committee shares save the date graphic with Collegiate and Alumni Chapters At least three months prior Less than three months within the Region prior PR Chair, with assistance from the Regional Committee, utilizes social media to announce and promote the At least three months prior Less than three months prior 3

4 Planning Registration Packet 5 Star 4 Star 3 Star Registration packet includes description of events and itinerary, housing options, Registration packet is missing one of the following: description of events and itinerary, housing options, Registration packet is missing two of the following: description of events and itinerary, housing options, Registration Coordinator, with assistance registration fee and items registration fee and items covered by the fee, dietary covered by the fee, dietary registration fee and items covered by the fee, dietary from the Regional Committee, finalizes the restrictions and restrictions and registration restrictions and registration packet registration directions directions registration directions Regional Committee distributes registration At least two months prior At least one month prior to Less than one month prior packet to Collegiate and Alumni Chapters conference date Registration Process 5 Star 4 Star 3 Star Attendees submit Roundtable Discussions topics Attendees can submit topics through registration form Attendees submit topics through the Regional Committee Attendees select topics the day of Roundtable Discussions Attendees can select Attendees select Leadership Attendees select Attendees select Leadership in Action events Leadership in Action events to attend through the registration form in Action events to attend through the Regional Committee Leadership in Action events to attend the day of the events Registration Coordinator submits an attendee At least one month prior At least three weeks prior to Less than three weeks list to the National Office conference date prior Risk Management 5 Star 4 Star 3 Star Host Coordinator completes online event At least one month prior At least three weeks prior to Less than three weeks planning process conference date prior Regional Committee reviews the crisis At least three weeks prior At least two weeks prior to Less than two weeks prior management procedure conference date 4

5 The On-Site Logistics 5 Star 4 Star 3 Star Attendee folders are Attendee folders include missing one of the name badges, itinerary, following: name badges, local and regional contact itinerary, local and regional information, emergency contact information, services contact emergency services contact information and event information, and event tickets tickets Registration Coordinator, with assistance from the Regional Committee, assembles attendee folders Registration Coordinator, with assistance from the Regional Committee, organizes Check- in is organized at a check-in reserved location Dietary needs are met for all attendees Yes No All events follow National policies, local policies, university policies, and federal, state and local laws Yes No All chapters are represented at the Regional Conference Yes No Secretary, with assistance from the Regional Committee, finalizes an electronic Regional Conference evaluation An electronic evaluation is created and shared with attendees Missing two of the following: name badges, itinerary, local and regional contact information, emergency services contact information, and event tickets Check-in is unorganized in an unreserved location An electronic evaluations is neither created nor shared with attendees 5

6 The Scholarship Events 5 Star 4 Star 3 Star Scholarship Chair, with assistance from the Regional Committee, organizes Roundtable Discussions A list of topics are determined prior to the and included as a handout to attendees A list of topics are determined prior to the but a handout is not given to attendees Scholarship Chair, with assistance from the Regional Committee, establishes a timeline for Roundtable Discussions At least 90 minutes are dedicated allowing time to discuss topics equally Topics are selected during Roundtable Discussions Less than 90 minutes is dedicated not allowing enough time to discuss each topic equally Scholarship Chair offers an introduction to Roundtable Discussions An overview of the event and directions are An introduction is not Scholarship Chair offers a conclusion to the Roundtable Discussions Roundtable Discussions are wrapped up and notes are shared with the group A conclusion is not Scholarship Chair introduces the Guest Speaker A bio is shared and an overview of the topic is An introduction is not Scholarship Chair coordinates Q&A for Guest Speaker Yes No Scholarship Chair, with assistance from the Regional Committee, organizes an additional scholarship event An additional scholarship event such as a best ideas expo, alumni panel, recruitment workshop, or other scholarship event is to attendees An additional scholarship event is not to attendees 6

7 The Leadership Events 5 Star 4 Star 3 Star Leadership in Action - Regional Module is Yes No Leadership in Action - Local Facilitator Training is Yes No Service Chair offers an introduction to the service event An overview of the partnering organization and directions for the event are An introduction is not Service Chair, with assistance from the A hands on event partnered A more passive event Attendees bring a donation Regional Committee, plans and implements a with a philanthropy is benefiting a philanthropy is as the service event (i.e. leadership through service event hosted (ex: park clean-up) hosted (i.e. letter writing) supply drive) Fellowship Events 5 Star 4 Star 3 Star Fellowship Chair, with assistance from the Host Coordinator, plans an Opening Session Fellowship Chair, with assistance from the Regional Committee, plans fellowship events Fellowship Chair, with assistance from the Regional Committee, plans team building activities and additional fellowship opportunities Fellowship Chair, with assistance from the Host Coordinator, plans a Closing Session Attendees are welcomed and given an overview of the Two fellowship events are hosted to promote inter- Chapter connections, Brother bonding, and group development Team building activities and additional fellowship opportunities are throughout the Regional Conference Attendees are thanked and closing remarks are An Opening Session is not One fellowship event is No fellowship events hosted to promote inter- hosted to promote inter- Chapter connections, Chapter connections, Brother bonding, and group Brother bonding, and group development development Team building activities and additional fellowship opportunities are not A Closing Session is not 7

8 Post- Action Items 5 Star 4 Star 3 Star Registration Coordinator, with assistance from the Host Coordinator, destroys personal information for attendees Regional Committee holds a final meeting Secretary shares feedback from the evaluation Scholarship Chair thanks Guest Speaker Scholarship Chair shares Roundtable Discussions notes with Chapters Historian submits pictures to the National Office Service Chair submits service hours to the National Office Within 24 hours after Feedback is shared at the final Regional Committee meeting Within 48 hours after Feedback is shared after the final Regional Committee meeting More than 48 hours after Feedback is not shared 8