To the Demolays and Adult Advisors of Texas

Michael L. Sampson / Tommy F. Chapman
Executive Officer in Texas / Conclave Director
6807 Travis Street / 1313 Fannin
Manvel, Texas 77578 / Nederland, Texas 77627
(713) 504-9627 - Mobile / (409) 724-6332 - Home
Email: / (409) 201-2626 - Mobile
Email:

May 1, 2015

To the DeMolays and Adult Advisors of Texas:

Re: 85th Annual Texas State DeMolay Conclave in Austin, Texas, Thursday, July 16 - Sunday, July 19, 2015

The time for our Annual State Conclave is near. As your Executive Officer, I look forward to having all Chapters participate in this year’s activities in Austin. Please encourage your membership to attend their Texas State Conclave and to enter as many events as possible. This generates a great competitive spirit within our State and promotes DeMolay. For information regarding this year’s Host Hotel, see the registration package.

A reminder, your Chapter can raise funds to offset your Conclave expenses by selling ads for our Conclave Program. Details are on the Texas DeMolay Web Page. Do not miss a very excellent fund-raising opportunity to earn money. Remember, 50 % of your Chapter’s sales are retained by your Chapter’s Treasury.

A State-Wide-Initiation has not been scheduled at Conclave; however, all DeMolays who have not seen the actual degrees of the Order are encouraged to witness them during the State Ritual Competition. There will be State D. A. D. Training program provided. Registering for this class is a must and if no one registers in advance, it will be cancelled. Do not have someone show up asking about training if they have not pre-registered to be trained. The cost for the D.A.D. Training program is $25.00 per attendee.

All registrations, ritual, and athletic competition materials should be mailed directly to Chance Chapman, the Conclave Registrar, at the address listed on all of the forms. All forms must be postmarked by Saturday, June 13, 2015. Registrations postmarked after that date are subject to the late registration fee and availability on the schedule. All Conclave attendees MUST utilize the Host Hotel. Important: See the information regarding housing and how the Housing Chairman, Christian Moore, will handle all housing like last year. This is the same housing format for all Chapters as it was last year. PayPal is available for payments on line for your convenience.

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Should you have any questions concerning Conclave, contact Tommy F. Chapman, Director of Conclave at one of his numbers, or his email address shown above, or Chance Chapman, the Conclave Registrar, his phone number and email is on the Registration Package. There will be no refunds for cancellations made at the State Conclave. Cancellations must be made in writing to Chance Chapman, Conclave Registrar, prior to 5:00 p.m. on Friday, July 10, 2015. No cancellations or refunds will be acknowledged after the event has started. If someone is not going to be present that has already registered, this must be brought to the attention of the Registrar at the onset of the event.

“Declaration of Interest to run for any Elected Office in Texas DeMolay” and the required attachments (NOTE: some of the requirements have been changed so please read the requirement page carefully) must be submitted to me, postmarked no later than June 15th of the year you are wanting to run for office. All State Sweetheart Declaration Forms should be mailed directly to Angela Seymour, the Director of Sweethearts, at the address listed on the forms. The Declaration of Interest Form and requirements can be found on the Texas DeMolay Web page:

No late “Declarations” will be considered.

The dress code for each Conclave event is shown on the Tentative Schedule. Please be sure that each DeMolay and Advisor is aware of the dress code for that event. Those attendees not meeting the required dress code may not be admitted into the activities. Be sure that each DeMolay brings along a minimum of a dress shirt, coat, and tie.

I am asking each Chapter to provide an adult Advisor to be present during the Pool Party, to supervise this event.

All Conclave attendees are subject to the City of Austin’s curfew, which is 10 p.m. weekdays and 11 p.m. weekends. The Austin Police Department and the Travis County Sheriff's Department strictly enforce this. It applies to all youth under the age of 18 unless accompanied by an adult.

NOTE: If youare currentlySuspended or Expelled, from any Masonic Youth Organization, you will not be allowed to attend this function. Only Registered Persons or Invited Guests of the Executive Officer may attend the functions of Conclave.

I look forward to seeing each of you at the State Conclave. Have a safe trip to Austin.

Fraternally,

Michael L. Sampson

Executive Officer in Texas

GENERAL INFORMATION

Please read all of this information carefully. Enclosed in this registration packet are the following:

• General Information Sheet

• Registration Information

• Suggested Registration Procedure

• Registration Recap Money Sheets

• Texas DeMolay State Conclave Registration Form (please make copies of this Form as required)

• Special Events Order Form

• Hotel Information

• Tentative Schedule

• Ritual Information

• General Ritual Entry Form and Fee Schedule

• Ritual Entry Form for Individual Ritual Parts

• General Information Ritual Contests

• Athletic Information

• General Athletic Entry Form and Fee Schedule

• Entry Forms (Basketball, Bowling, Softball, Volley Ball, Dodge Ball, and Tennis)

• General Athletic Information

• Athletic Rules and Regulations

• Candidate Information

• See Texas DeMolay Website for details

• State Sweetheart Information Pages

• Chairman or Chapter Letter

• Chapter Sweetheart Letter

• Requirements for Running for State Sweetheart

• Declaration to Run for State Sweetheart

• Chapter Sweetheart Information Form

• Chapter Sweetheart Commonly Asked Questions Letter

• Conclave Program Ad Sales Information

• See Texas DeMolay Website for details

Each person attending the Conclave must be registered.All forms must be completed and sent to the Director of Registrations. There must be at least two Advisors for each Chapter, and if a Chapter has, more than twenty DeMolays registered at the Conclave you must have an additional Advisor for each additional ten DeMolays or portion thereof.

The Registration fee is $ 100.00 per person if paid before Saturday, June 13, 2015 A Late Registration fee of $35.00 per person will be added if paid on or after Sunday, June 14.The Postmark will determine assessment of late registration fees. You will be able to make substitutions at the registration table without being charged the late registration fee.

Carefully read each form before filling it out. You may make photocopies of any forms if you need extra copies. All forms must be typed or legibly printed. Any form that is not legible will be returned.

There will be no refunds for cancellations made at the State Conclave. Cancellations must be made in writing to Chance Chapman, Director of Registrations, prior to 5:00 p.m. on Friday, July 10, 2015.

All Conclave participants must utilize our Host Hotel, Holiday Inn Austin Midtown, 6000 Middle Fiskville Road, Austin, TX 78752. Phone: (512) 451-5757, Fax: (512) 206-3017. Parents should be given the hotel’s phone number for any emergency calls. Due to the success last year we had with Advisors helping with the after hours security detail, we will again ask for volunteers. Please sign up with Tommy Chapman during Conclave. In addition, this year we will impose an "In-Room" curfew that will start 30 minutes after the last event of the day. Curfew will be strictly observed. Any personal needs which might require leaving your room after curfew must be arranged in advance with your advisor. You are not allowed to leave and get anything (food, ice, games, rituals …). No food will be delivered after this time. Leaving your room for any reason after curfew and before it expires each morning is prohibited.

The dress code for each Conclave event is shown on the Tentative Schedule. Please be sure each DeMolay and Advisor is aware of the dress code. Those attendees who do not meet the dress code may not be admitted into the activities. Be sure that each DeMolay brings along a minimum of a coat and tie.ALL ATTENDEESmust wear theirID BADGES AT ALL TIMES, except during athletic events; THIS IS OUR SECURITY MEASURE...we must assumethatanyone not wearing anID badge,is NOTregistered with Texas DeMolayand is NOT part of our organizationand will be asked to leave.

If you have been suspended or expelled from any Texas Masonic Youth Organization, you may not attend Texas DeMolay Conclave.

SUGGESTED REGISTRATION PROCEDURE

1. Divide the forms into four groups: Athletics, Ritual, Sweetheart, and General Information.

2. Have each member of your delegation complete the Conclave Registration Form. Each Registration Form must be completed in its entirety. Make sure that each form is properly signed and that parents or guardians have signed where necessary.

3. Decide the athletic events that you wish to enter and complete the appropriate entry form. Record the events entered on the "General Athletic Entry Form and Fee Schedule."

4. Follow the same procedure for ritual. There are two entry forms for the ritual events: individual, and team. They list the names of the competitors. They will be handed out at the Ritual Competitors Briefing held at the Conclave on Friday night.

5. Do not contact the Host Hotels directly to make your reservations. Reservations will be made with:

Christian D. Moore

Hotel Coordinator

Cell: (512) 887-0775

Work: (979) 263-5937

Only Registered Persons or Invited Guests of the Executive officer may attend the functions of Conclave.

All checks for the Hotel will be made out to: “Texas DeMolay Activities”

Only Registered Persons or Invited Guests of the Executive officer may attend the functions of Conclave.

6. Make sure that your Chapter Sweetheart receives the enclosed State Sweetheart information sheets and the appropriate forms are returned to the Director of Sweethearts:

Angela K. Seymour

Director of Sweethearts

20403 Weald Way

Spring, TX 77388

Phone: (281) 651-9631
Cell: (281) 782-2511

Only Registered Persons or Invited Guests of the Executive officer may attend the functions of Conclave.

7. Please give all Chevaliers, Chevalier designates, Legionnaires, Legionnaire designates, Parents, Sweethearts and your ladies an opportunity to order tickets to the various special events to be held during the Conclave. The list of events may be found on the Special Events Order Form.

8. Return all Registration, Ritual and Athletic Competition entry forms to:

Chance Chapman

174 Hilldale Drive

Nederland, TX 77627

Cell: (409) 201-5340

Only Registered Persons or Invited Guests of the Executive officer may attend the functions of Conclave.

9. Registration will begin at 8:00 a.m. - 5:00 p.m. on Thursday, July16th at the Host Hotel!

Holiday Inn Austin Midtown

6000 Middle Fiskville Road

Austin, TX 78752

Phone: (512) 451-5757Fax: (512) 206-3017

Only Registered Persons or Invited Guests of the Executive officer may attend the functions of Conclave.

HOUSING INFORMATION:

The Host Hotel is:

Holiday Inn Austin Midtown

6000 Middle Fiskville Road

Austin, TX 78752

Phone: (512) 451-5757

Fax: (512) 206-3017

It is located near the corner of I.H. 35 North, and Hwy. 290, north of downtown Austin. The rates are $104.00 per night, inclusive of hotel tax. Rooms will be reserved through the housing coordinator.

Pay special attention to the load limits on the elevator. Every person attending Conclave is responsible for making sure the elevators are not overloaded. If the elevator is stuck due to overloading, those on board can he held responsible for the cost of the service call by the hotel. That could be $500.00.

Download the Rooming List Excel Spreadsheet from the website with the following URL:

and fill it in completely. E-Mail the completed entire spreadsheet to:

to make your rooming request. Rooms will NOT be confirmed until payment is received. Once payment has been received, there will be NO REFUNDS!!

Discount Breakfast Coupons:

We have arranged with the Host Hotel for each paid registrant for a breakfast buffet. They will be given the opportunity to purchase breakfast coupons for each morning for $10.00 each. The regular price is $12.95 plus tax and gratuity. You will need to purchase one coupon for each day you plan to have breakfast at the Host Hotel.

ALL REGISTRANTS ARE REQUIRED TO LODGE AT THE HOST HOTEL.

Make checks payable to: “Texas DeMolay Activities” and send to:

Chance Chapman

174 Hilldale Drive

Nederland, TX 77627

Cell: (409) 201-5340

Hotel Registration Deadline is Saturday, June 13, 2015

Texas DeMolay Association

Paying by Credit Card

Note: PayPal account is not required to pay by credit card.

VERY IMPORTANT - Last step is to copy Receipt ID to the respective event document (Rooming list spreadsheet, money recap form,) otherwise receipt of payment will not be recognized.

Click on the drop down box and select the event fee you wish to charge.

Then click on Pay Now

The following window appears:

Enter the following:

Total dollar amount of the event fee selected.
Click "Update Total"
Users without a PayPal account will fill in the left side detail and click

Users with PayPal account will enter their email address and password and click Log In

The following window appears:

Verify event fee selection and dollar amount
VERY IMPORTANT - Click on "Enter Chapter/Assembly Name:"

Enter the chapter or assembly name
Verify payment method
Click "Pay $xxx Now"

The following window appears:

VERY IMPORTANT - Copy Receipt ID to the respective event document (Rooming list spreadsheet, money recap form,) otherwise receipt of payment will not be recognized.

DEADLINE: MUST BE POSTMARKED BY SATURDAY, JUNE 13, 2015

REGISTRATION RECAP MONEY SHEET

For Registration Use Only - Date Received:

Chapter:
Mailing Address:
City: / Zip:
Name of Person to Contact:
Home Phone: / Work Phone:
Email:
1. / REGISTRATIONS / Regular / x $100.00 / Late / x $135.00 / TOTAL
Conclave Registrant (DeMolay, Advisor, Sweetheart, Family, Friends)
anybody / everybody / # ______/ $100.00 / # ______/ $135.00 / $ ______
(includes: Friday (Pool Party/Burger), Saturday (Soup/Salad/Sandwich Lunch) & Saturday (Grand Banquet))
A. Registrations Grand Total / $______

DEADLINE: MUST BE POSTMARKED BY SATURDAY, JUNE 13, 20152

2. CHAPTER ACTIVITESName of Chapter: ______

Ritual Contests Entered:

# _____ / Initiatory Degree / x $25.00 = / $______
# _____ / DeMolay Degree / x $25.00 = / $______
# _____ / Magnificent Seven / x $10.00 = / $______
# _____ / Standard Fourth Section / x $15.00 = / $______
# _____ / Novice Fourth Section / x $15.00 = / $______
# _____ / Chapter Proficiency / x $25.00 = / $______
# _____ / Team Ceremony of Light / x $25.00 = / $______
# _____ / Standard Ceremony of Light / x $10.00 = / $______
# _____ / Novice Ceremony of Light / x $10.00 = / $______
# _____ / Standard Flower Talk / x $10.00 = / $______
# _____ / Novice Flower Talk / x $10.00 = / $______
# _____ / Individual Ritual Entries / x $ 5.00 = / $______
B. RITUAL GRAND TOTAL / $______

Athletic Contests Entered:

# _____ / Softball / x $25.00 = / $______
# _____ / Flag Football / x $25.00 = / $______
Senior Division /
Junior Division
# _____ / Basketball 3 on 3 / # _____ / x $25.00 = / $______
# _____ / Basketball 5 on 5 / # _____ / x $25.00 = / $______
# _____ / Dodge ball / # _____ / x $25.00 = / $______
# _____ / Tennis Singles / # _____ / x $6.00 = / $______
# _____ / Tennis Doubles / # _____ / x $9.00 = / $______
C. ATHLETIC GRAND TOTAL / $______

3. SPECIAL EVENTS

L.O.H. Dinner / # _____ / x $0.00 = / $0
Chevalier Luncheon for 2015 Designates / # _____ / x $0.00 = / $0
Chevalier Luncheon - Registered / # _____ / x $15.00 = / $______
Chevalier Luncheon – Non Registered / # _____ / x $30.00 = / $______
Grand Banquet – Non Registered / # _____ / x $40.00 = / $______
D.A.D. Training / # _____ / x $25.00 = / $______
Bowling (Per Person) / # _____ / x $12.00 = / $______
Breakfast Tickets
(Remember to buy a ticket for each person for each day of Conclave!) / # _____ / X $10.00 = / $______
D. SPECIAL EVENTS GRAND TOTAL / $______

DEADLINE: MUST BE POSTMARKED BY SATURDAY, JUNE 13, 2015

Name of Chapter: ______

*** MAKE 2 SEPARATE CHECKS FOR THE FOLLOWING ***

CHECK NUMBER 1for All Registrations - (This is only one check per Chapter.)

A. Total Registration Fees (1.Registrations)$______

B. Ritual Fees (from 2.Chapter Activities)$______

C. Athletic Fees (from 2.Chapter Activities)$______

D. Special Events (from 3. Special Events)$______

Total Registration Fees (Registrations, Ritual, Athletics and Special Events)$______

Property Deposit

CHECK NUMBER 2for Required Property Deposit $50.00

(This one check per Chapter will be returned if you include a self

addressed stamped envelope. If not, it will be shredded!)

This is necessary for each Chapter or part of a Chapter that participates! There are no exceptions! It will be returned or shredded when everything clears with the E. O. after Conclave.

Make all checks payable to: "TEXAS DeMOLAY ACTIVITIES"

Return to:Chance Chapman

174 Hilldale Drive

Nederland, TX 77627

(409) 201-5340

DEADLINE: MUST BE POSTMARKED BY SATURDAY, JUNE 13, 2015

SPECIALEVENTSORDERFORM

NO tickets for these events will be available for sale at Check-In upon your arrival at Conclave

CHAPTER:

#of PricePer Total
Tickets Event Names Ticket Amount
Friday - LegionofHonorDinner
Attendees :
)) / 1.
2.
3.
4. / Menu price at a local restaurant / xxxxxxxxxx
Saturday - Parents/SweetheartBreakfast / Must buy a Breakfast Buffet ticket or have one. / $10.00 / $
Saturday – Chevalier Luncheon
2015 Designates : / 1.
2.
3.
4. / Paid by State Court / xxxxxxxxxx
Saturday – Chevalier Luncheon
Registered guests :
1.
2.
3.
4. / 5.
6.
7.
8.
9.
10. / $15.00
($30.00 minus the cost of the Saturday Soup/Salad/ Sandwich Lunch)
Saturday – Chevalier Luncheon
Non-Registered guests : / 1.
2.
3. / $30.00
Saturday – Grand Banquet
Non-Registered guests / $40.00
Breakfast Ticket / Remember to buy a ticket for each person for each day of Conclave / $10.00
Advisor D.A.D.Training / $25.00 / $
TOTALAMOUNT / ------/ $

REGISTERED GUESTS: For those who have paid the full registration price, the following events are included in the price: Friday (pool party/burgers), Saturday (Soup/Salad/Sandwich luncheon) and the Saturday (Grand Banquet).

PARENTS/SWEETHEARTBREAKFAST: TheParent’s/ SweetheartBreakfastisopentoallParent’sClubMembers,Parents,Sweethearts,Duchesses,Princesses,Advisors,orGuestsof theExecutiveOfficer.

LEGIONOFHONORDINNER:TheLOHDinnerisopentothosewho havereceivedorbeenelectedtoreceivetheLegionofHonor,ortheGuestsoftheExecutiveOfficer.

ADDITIONAL GRAND BANQUET TICKETS: For those that have not paid the Conclave registration fee. You musthave a ticket to attend the Grand Banquet. Chapters need to order all extra Banquets tickets with their registration to ensure you are seated together. Chapters will be assigned to tables this year. Late additions will be assigned to higher numbered tables.

CHEVALIERLUNCHEON(NEWCHEVALIERS): ListthenamesoftheChevalierswhowereelectedwiththeHonoratthe2015Supreme CouncilSession andwho will be attendingtheChevalierLuncheon atnochargethisyear.Thereisnochargetoa new2015 Chevalierforthis luncheon,but youMUSThavehisnameonthis listinorderforhimtoattend.TheChevalierLuncheonisopento thosewhohavereceivedorbeenelectedtoreceivethedegreeofChevalier,ortheGuestsoftheExecutiveOfficer.