2016 Texas State Conference Guide

“Respecting the PAST, Pressing toward the FUTURE”

Commerce, Texas

February 19th-20th, 2016

Host Chapters

Eta Zeta & Theta Mu Sigma

Table of Contents

I. Welcome Letter

II. Conference Registration

III. Program & Awards Forms

IV. Hotel Information

V. Texas State Constitution Change Form

VI. Vendor Application

December 4th, 2015

Greetings to the Brothers of Texas!

February is right around the corner and the Texas State Conference Committee, the Eta Zeta & Theta Mu Sigma Chapter are planning a wonderful conference for you. The 2016 Texas State Conference will convene on the Campus of Texas A & M University- Commerce, in Commerce, Texas.

Our theme for this conference is “Respecting the PAST, Pressing toward the FUTURE”. The conference will include workshops that will strengthen our chapters and motivate the brothers to continue to Move Forward in Building Wonderful Legacies in Phi Beta Sigma Fraternity, Inc. Additional workshops include how to complete and submit PIA reports, tips on professional networking for undergraduates, and much more.

We will highlight accomplishments from our collegiate and alumni chapters and award scholarships to deserving brothers in the state.

I would like to personally invite you to come and participate and experience the entire conference weekend.

We pray this new fraternity year is starting off positively for everyone. Please do not hesitate to contact me or any member of the Texas State Conference Committee for any assistance you may need.

Fraternally,

Brother Edmond Cordova

Texas State Director

Brother Courtney Smith

Associate State Director ~ Conference Executive Chair

(281) 226-3329

Bro. Jerry Fletcher

Eta Zeta Chapter President- Texas A & M Commerce

Bro. Lowell Alexander

Theta Mu Sigma Alumni Chapter President- Dallas Alumni

/ PHI BETA SIGMA FRATERNITY, INC.
2016 TEXAS STATE CONFERENCE

FEBRUARY 19th20th, 2016

Texas A & M University- Commerce

Commerce, Texas
“Respecting the PAST, Pressing toward the FUTURE” /

CONFERENCE REGISTRATION FORM

PLEASE PRINT OR TYPE

Name ______Chapter: ______

Address: ______Membership Number: ______

City: ______State: ______Zip Code: ______

Email: ______

Phone Number: ______Alternate Phone Number: ______

Life Member: Yes □ No □First Time Attendee: Yes □ No □

National/Region/State/Chapter Officer: ______

Alumni/Collegiate: ______Delegate? Yes □ No □ (Primary: Yes □ No □)

Committees:

I would like to volunteer in one of the following committees for the 2016-2017 year:

□ Awards□ Budget/Audit□ Credentials □ Law/Revisions

□ Scholarships□ Time and Place

____ (Collegiate/Alumni) ______chapter is interested in hosting the 2018 Texas State Conference here on the campus of ______in ______,

Registration Fees:

On-Line or Mail-In RegistrationOn-Site Registration

11/10/2015-02/01/201602/02/2015- 02/20/2016

Collegiate$30.00Collegiate$40.00

Alumni$40.00Alumni$50.00

Payments: Online payments will be made by credit card On-Site payment would be made via cash or check only or mail packets to: Jerry Brockington, c/o Phi Beta Sigma Fraternity, Inc. 1117 Pawnee, Waco, Texas 76705.

Refunds: Written requests for refunds shall be postmarked or e-mailed to no later than February 1st, 2016.

If you have any other questions/concerns, please contact Bro. Courtney Smith at , or Bro Edmond Cordova .

TEXAS STATE CONFERENCE AWARD FORM

PLEASE PRINT OR TYPE

Chapter Name ______

Chapter President/Program Chair: ______

Chapter: ______Alumni/Collegiate: ______

Chapter Address: ______

City: ______State: ______Zip Code: ______

Chapter Email: ______

Chapter Website: ______

Phone Number: ______Alternate Phone Number: ______

Chapter Advisor/E-mail (collegiate only): ______

Our chapter will participate in the following:

____Best Social Action Program*____ Chapter Website Competition**

____Best Education Program*____Best Special Event Program*

____Best Bigger and Better Business Program*____Chapter Advisor of the Year*

____ Highest G.P.A. (collegiate)***

* - In order to be considered for one of these awards, all chapters MUST submit all documentations via e-mail (doc or pdf format) to by January 15th, 2016 and to bring a hard copy of the report to the 2016 Texas State Conference.

** - In order to be considered for this award, all chapters MUST submit the correct website address to and have a representative at the 2016 Texas State Conference to explain the operations of the website.

*** - In order to be considered for this award, all chapters MUST submit an active roster of the Fall 2015/Spring 2015 and submit in order to participate via e-mail to .

For more information about the awards, please refer to the 2016 Texas State Conference Registration General Information Guide.

2016 Texas State Conference Registration

General Information Guide

  • REGISTRATION:Chapters are highly encouraged to register online at early as possible. Registration can be done either through an individual or as a chapter. Payments must be done online and through debit/credit cards. If there is an issue with making payments online, please get in contact with either the Texas State Director or Texas State Treasurer.
  • Best Social Action Program: Two awards will be presented (best collegiate program and best graduate program.) Chapters may nominate multiple events for consideration. Each nominated program must have a separate nomination form. Only programs that comply with the national Social Action agenda will be eligible for consideration. (Programs submitted in the wrong category will not be transferred.) All nominations must be accompanied by valid documentation (example: Printed programs, new articles, etc.)
  • Best Education Program: Two awards will be presented (best collegiate program and best graduate program.) Chapters may nominate multiple events for consideration. Each nominated program must have a separate nomination form. Only programs that comply with the national Education agenda will be eligible for consideration. (Programs submitted in the wrong category will not be transferred.) All nominations must be accompanied by valid documentation (example: Printed programs, new articles, etc.)
  • Best Bigger and Better Business Program: Two awards will be presented (best collegiate program and best graduate program.) Chapters may nominate multiple events for consideration. Each nominated program must have a separate nomination form. Only programs that comply with the national Bigger and Better Business agenda will be eligible for consideration. (Programs submitted in the wrong category will not be transferred.) All nominations must be accompanied by valid documentation (example: Printed programs, new articles, etc.)
  • Best Special Event: Two awards will be presented (best collegiate program and best graduate program.) Chapters may nominate multiple events for consideration. Each nominated program must have a separate nomination form. This category was created primarily for programs that do not fit in the categories listed above. All events and projects nominated in this category will be considered. However, programs nominated in two categories will be eliminated (example: If a social action event is also nominated for Best Special Event, the event will only be considered for Social Action. However, if a social action program is ONLY nominated for Special Event, it will be considered.)

All nominations must be accompanied by valid documentation (example: Printed programs, new articles, etc.)

  • Website Competition: Each collegiate and graduate chapter may enter the website competition. A representative of the chapter must be available to discuss the site at the conference.
  • Highest G.P.A.: All collegiate chapters are recommended to enter this competition. The chapter would submit a chapter roster of the Fall 2015 and Spring 2015 semesters of all financially active brothers. Each chapter advisor would be advised on the submission for verification purposes. Once the rosters has been verified, we would request the chapter advisor to gather all G.P.A. information from the institution in order to compile an total G.P.A. of the chapter based on the Fall 2015 and Spring 2015 semesters (that would equal an semester year for this competition).
  • Chapter Advisor of the Year: This award will be given to the advisor that demonstrated the best of character toward his advisement of the sponsoring collegiate chapter. There would be a representative of the collegiate chapter (must be financially active) that will submit a letter of 250 – 300 words explaining why that advisor should be consider for the award. In addition, there should be a submission of a letter from the chapter president of the graduate chapter explaining what made this advisor a good role model for this sponsoring collegiate chapter.
  • Hosting a Conference: The process of selecting a host chapter for the 2018 Texas State Conference. All collegiate chapters interested in hosting the 2018 conference should state their interest on the registration form. Information about hosting requirements will be presented during the conference. The actual selection will be made at the end of the 2015 Texas State Conference.

All Award Submissions are Due Friday January 15th, 2016 to

Hotel Information

Magnuson Hotel

2207 Culver St.

Commerce Tx 75428

903-866-4777

Room Rate

“SIGMA STATE CONFERENCE”

$87 Single/ Double

TEXAS STATE CONSTITUTION

CHANGE REQUEST FORM

I/We,______, of the ______Chapter, wish to amend the Texas constitution or bylaws.

Please circle the appropriate number: (only one per form)

  1. Inserting “certain words” in a “specific” place within the “existing“ text.
  2. Deleting “certain words” from a “specific” place within the “existing” text.
  3. Deleting “certain words” from a “specific” place within the existing text and in their place inserting “certain new words.”
  4. Inserting a new paragraph (which does not now exist) between two existing paragraphs with the subsequent necessary renumbering.
  5. Deleting existing paragraph with the subsequent necessary renumbering.
  6. Substituting an already existing paragraph with an entirely new paragraph.

Current wording in the constitution or bylaws:

Article______, Section______, Paragraph______, subsection______, states the following:

Suggested changes to constitution or bylaws and its rationale:

Please return this form and the above information professionally presented on
a separate document via OR electronic mail by January 1st, 2016 to:

Bro. Edmond Cordova, Texas State Director at

Failure to adherence to the above deadline will result in your constitutional amendment being forfeited for this Conference.

2600 South Neal Commerce, Texas 75428

VENDOR BOOTH APPLICATION

APPLICATION DEADLINE – Friday, February 5th, 2016

Contact Information: Courtney Smith

281-226-3329

APPLICANT INFORMATION

Business Name:

Type of Vendor: Merchant Information

If Merchant, list items to be sold:

Contact Person:

Phone:Fax:Email Address:

Mailing Address:

City: State:Zip:

What special requests or needs do you have? You may attach extra pages if necessary. PLEASE NOTE that the fulfillment of these requests and needs is not guaranteed.

BOOTH SPACE RENTAL

ALL BOOTH SPACE includes

  • 72” table
  • 2 chairs

BOOTH FEES:Merchant Vendors$200.00

Please check the appropriate box:

I would like to utilize ALL provided rentals

Please provide me with only (please specify):

I am self-contained and do not require the provided rentals

Please make money orders payable to: Phi Beta Sigma Fraternity, Inc.

Signature: Date:

VENDOR CHECKLIST

The following will serve as a quick reminder of the documents and information you will need to submit in order to participate in the 2016 Phi Beta Sigma Texas State Conference.

PLEASE RETURN THIS APPLICATION WITH REQUIRED DOCUMENTS AND MONEY ORDERS TO:

Phi beta sigma fraternity, inc

1117 Pawnee St.

Waco, Texas 76705

APPLICATION DEADLINE – Friday February 5th, 2016

MERCHANT VENDORS

Signed Application

List of merchandise to be sold

Special requests (if any)

FEE: $150.00

BOOTH DÉCOR

We request that you display your goods as colorfully and tastefully as possible. Please use the tables and/or display fixtures in a manner that enhances the attractiveness of your booth. Signage and decoration of your booth is encouraged as long as it is in good taste and does not interfere with the neighboring vendors.

CONFIRMATION

Confirmation of Acceptance will be mailed out within one (1) week of receipt of check and COMPLETED Application.

REFUNDS

Booth fees are 100% refundable if cancelled by January 30th, 2016. No refunds will be provided for cancellations made after February 5, 2016. (ALL cancelations need to be emailed to )

EVENT HOURS/SET-UP/BREAKDOWN

The Event will operate from 5:00PM until 11:00 PM on Friday February 19th, 2016 at the Magnuson Hotel 2207 Culver.

8:00 A.M. until 5:00 P.M. on Saturday, February 20th, 2016 (Booth Availability-8:00AM-5:00PM)

Set up time will be at 7:30 a.m.

Breakdown time will be at after 5 p.m. (After 5p.m. if you would like to stay longer that is your discretion)

CLEAN-UP

The clean up of the booth area is the responsibility of the vendor. It is the responsibility of each vendor to keep their area clean and dispose of any waste, etc. at the conclusion of the event.

THANK YOU FOR PARTICIPATING IN THE 2016 PHI BETA SIGMA FRATERNITY, INC. TEXAS STATE CONFERENCE!!!

1