The Dates
The official days of convention are Thursday, Friday and Saturday, September 29, 30 and October 1. The closing banquet and entertainment are Saturday evening, with checkout of hotels on Sunday.
Arriving
Delegates and visitors who are flying to convention will arrive at Lambert
Field. The airport is 12 miles from downtown Saint Louis where the convention hotels are located.
As you near the baggage area, look for P.E.O committee members and their BILs who will direct you to the baggage claim. They will be sporting welcoming smiles and signs.
Additionally, volunteers from the Saint Louis Convention and Visitors Commission will be on hand to provide airport information and assistance inside the terminal buildings.
Transportation to Your Hotel
Busing is NOT provided by P.E.O. from the airport to the hotels. Shuttle, bus, train and taxi service is available.
The average taxi fare from the airport to downtown is $40-$45. Save money by sharing a cab. You can arrange for a shuttle to pick you up by contacting Go Best Express, the shuttle company that serves the airport. Visit their website www.gobestexpress.com or call 877-785-4682.
The Metrolink light rail system operates between Lambert-St. Louis Airport and many city locations. Each terminal has its own train station. Trains run every 12-20 minutes throughout the day. One way tickets are $3.75.
If you need a handicapped accessible van, please arrange for that in advance.
Convention Location
The America’s Center (from this point referred to as the Convention Center or the Center) is located downtown at 701 Convention Plaza.
Housing
Registered delegates, BILs and visitors will be housed at one of the following hotels—The Hilton St. Louis at the Ballpark, the Renaissance Grand St. Louis or the Hyatt Regency at the Arch. Canadian headquarters is the Holiday Inn Downtown St. Louis and all Canadian delegates, visitors and BILs will be housed there. All volunteers will be housed at the Drury Inn & Suites Convention Center.
Convention Dress and Weather
The convention in general calls for appropriate casual dress – slacks, skirts, pantsuits, blouses, blazers and comfortable shoes. Casual shorts and jeans are discouraged for convention activities and hats are inappropriate during business meetings unless, of course, worn for health reasons. In other words, plan to wear what you would wear to your regular P.E.O. meeting.
For BILs, “business casual” attire is recommended. This includes slacks, khakis, dress jeans, golf shirts, blazers, etc.
Heels and dressy wear are not required for women and suits and ties are not required for men at any activities unless, of course you just feel like dressing up a bit!
The weather in Saint Louis is usually lovely at this time of year. The average high temperature in September is 81 degrees, and the low around 61. Do remember that meeting room temperatures can vary, however, and rooms may be cool. A sweater or light jacket may come in handy.
What You Need to Know about What’s Happening
Meet Your Executive Board
Stop by and say hello to the members of the Executive Board of International Chapter. They’ll be available Wednesday, September 28 from 2–3 p.m. at the Center.
Displays
Displays will be open Wednesday, Thursday and Friday. Displays will not be open on Saturday, so be sure to stop by early!
Displays for ELF, Cottey College, IPS, PCE, PSA, STAR and the P.E.O. Foundation will be open at the Center beginning at noon on Wednesday and will remain open Thursday and Friday. Trustees, executive office staff, Cottey staff members and the president of Cottey will be on hand throughout convention to answer your questions. And you’ll meet program recipients too! Look for them at the project display booths on Friday.
You’ll also find information booths sponsored by the Special Committee to Study P.E.O. Ceremonies and Meeting Procedures and the Special Committee for Membership Advancement!
Seminars, Workshops and Presentations
There will be many educational and networking opportunities available for delegates and visitors at convention. Take a look at the preliminary At-a-Glance schedule on page 22 to help plan your days.
Two required seminars will be presented concurrently on Thursday. These workshops are the Finance and Budget Workshop and the S & R Amendments Workshop. Attendance assignments for these are shown on page 22. Although delegates from specific states must attend at their designated times, visitors may attend any session.
The required seminars are musthave information. Attendance is on a first-come basis; no standing room is allowed in accordance with fire marshal rules. Be prepared to be f lexible.
Staff from Cottey College will offer four workshops on Thursday—topics include books, dance, genealogy and leadership. On Thursday afternoon programs
on decision-making, leading and cooking will be presented by three talented speakers.
Opening Night—Thursday
An opening night dinner is held at the Center in Hall 4 on the first floor, from 4:30–6 p.m. on Thursday.
Opening Night Ceremonies will be held on Thursday night at the Center, beginning at 7 p.m. This inspiring evening will feature the color guard presentation, introduction of officers and members of boards and committees, and the always impressive Parade of Flags. These events are followed by Projects Night.
Projects Night gives us the opportunity to hear from recipients of our loan, grant and scholarship philanthropies as well as a Cottey student. You will be truly inspired by their presentations as we see what can happen through “Women Helping Women Reach for the Stars.”
General Sessions
The Convention of International Chapter is a business meeting at which delegates vote on various proposed amendments, thereby helping to make decisions that will affect the entire Sisterhood.
The business session will convene on Friday, September 30, and end Saturday afternoon, October 1. See pages 39-49 for the proposed amendments on which delegates will vote.
Be sure to become familiar with these, so that you can carry out your role of delegate responsibly!
Friday Evening—On Your Own
All events on this evening are optional, to allow attendees to have a chance to see a bit of the city, visit with special friends, take a tour, or just relax.
This is the suggested evening for “class” events of s/p/d officers since it does not conf lict with any convention activities.
A special reception for past s/p/d presidents will be held this evening at the Renaissance Hotel. Advance registration is required for this event, and you will find space to do that on the registration form (pages 23-26).
Closing Event—Saturday
Missouri Night, on Saturday evening, marks the final activities for convention. Following the closing banquet at the Center, be prepared to be entertained “Branson-style” style by the fabulous entertainment planned by our hostess state!
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Plus! |
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The Missouri Room, showcasing our hostess “Show Me” state |
| The Hospitality Area…hosted by our Missouri P.E.O.s, will feature some fun tasty treats. On the second level of the Center, this is where you’ll want to sit down with a cup of coffee and give your feet a break. And guys, you’re welcome to stop in too, of course! Please do come over to see what convention is all about, check out the displays and then kick back in the Hospitality Room and visit for a while. |
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Under the Arch |
| You are definitely going to want to take home a souvenir from this convention and you’ll find a multitude of great items “Under the Arch,” the convention store operated by the Missouri hostess committee. |
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Getting from your hotels to the Center |
| Busing will be provided to and from the Center and the Hyatt and Hilton hotels. Buses will go to the Center each morning and return in the afternoon. Buses will also transport attendees at these hotels to and from evening activities. Schedules for busing will be posted in these hotel lobbies. All other hotels are within walking distance and no buses will be provided. |
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No-Smoking Policy |
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Smoking is not permitted at any P.E.O. convention functions and the America’s Center® Convention Complex is a smoke-free facility. |
What You Need to Know about Meals
Order in Advance
Tickets are required for admittance to any and all meals. These tickets will be in your registration packet, which you will receive when you arrive at the Convention Center to register. All meals must be ordered and paid for in advance, using the form in this issue or on the website. No meals are sold on-site.
There is no reserved seating or saved seating at any of the meals with the exception of the Closing Banquet. (See details below.)
Day-trippers…if you are planning to eat a convention meal while you’re there, be sure to get your meal ticket in advance!
International Chapter assumes the cost of meals for voting and other entitled members of convention, beginning with a box lunch on Thursday and ending with the Closing Banquet on Saturday.
Closing Banquet Ticket Exchange Procedure
Each preregistered convention attendee who has ordered a Closing Banquet meal will receive a ticket in the registration packet. Anytime after noon on Friday, ticket holders may come to the Ticket Exchange booth located near the general session ballroom. At this booth, International Executive Office staff will take your ticket (or several tickets) and in exchange will give you a ticket with a specific table number on it, depending on the remaining available tables. If you wish to reserve a table for a group, all of the group members’ tickets must be presented at once.
You are not required to exchange your ticket. Those who do not exchange their ticket in advance will be assigned a table at the door and will have an opportunity to make new friends over dinner!
Tickets are required for admission to all convention meals, whether at the hotels or at the Center. Your tickets will be in the registration packet you receive on-site.
| Convention Meal Schedule | |
|---|---|
| Thursday | |
| Noon – 1 p.m. | Box Lunch—Convention Center |
| 4:30 p.m. – 6:30 p.m. | Opening Night Dinner—Convention Center |
| Friday and Saturday | |
| 6:30 a.m. – 8 a.m. | Continental Breakfast—At Your Hotel |
| 12:15 p.m. – 1:30 p.m. | Luncheons—Convention Center |
| Friday evening | On Your Own |
| Saturday Evening 7:30 p.m. | Missouri Night: Closing Banquet—Convention Center |
What You Need to Know About Housing
S/P/D presidents DO NOT make housing arrangements for the entitled members of their s/p/d delegation. Instead, each and every member attending convention will submit her registration form to the International Executive Office in Des Moines. Each s/p/d president will receive an acknowledgement of everyone registered for her s/p/d from the executive office. Each delegate will receive a letter acknowledging her registration and confirming her hotel room. Confirmations will not be sent by hotels.
All expenses other than those paid by International Chapter will be the responsibility of the delegate at checkout. Be prepared to furnish the hotel with your credit card information when checking in for billing of these incidental expenses. This will greatly facilitate the checkout procedure when you leave.
Who Pays for What...
Housing
International Chapter assumes the cost of housing for elected chapter delegates and other entitled members of convention for Thursday through Saturday nights, September 29, 30 and October 1. (See the “Who’s Who” box on this page for definitions of convention attendees.)
- Sharing a room with a BIL or other non-delegate? That person pays for his/her half of the room for each day.
- Requesting a single room? You pay for one-half of the room rate for each day you are there.
- Have someone coming in to share your room, but not for the entire time? That person is responsible for one-half of the room for all the time you have the room. Once checked in, changing rooms is not permitted.
- After convention, each s/p/d is billed for the registration fees for their delegation, based on when each delegate and past s/p/d president (PSP) submits her registration (on time, late or very late).
Meals
International Chapter also assumes the cost of meals for entitled members of convention, beginning with a box lunch on Thursday and ending with the Closing Banquet on Saturday. All registrants, whether entitled to meals or not, must indicate which meals they actually plan to attend. For instance, if you do not really plan on eating breakfast, do not check that box. International Chapter has paid for these meals and money and food are wasted if meals are prepared that no one is going to be eating.
All expenses other than those paid by International Chapter will be the responsibility of the delegate at checkout. Be prepared to furnish the hotel with your credit card information when checking in for billing of these incidental expenses. This will greatly facilitate the checkout procedure when you leave.
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Who’s Who at Convention? |
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Delegate: An elected, voting member of Convention. There is one delegate for every seven local chapters. P.E.O. pays for this delegate; she, in turn, attends al l Convention activities for delegates. Past S/P/D President (entitled): According to a specific formula outlined in the Constitution (one for every eight l iving, active past s/p/d presidents as of March 1 in the year of Convention), a specified number of s/p/d presidents have their housing and meals paid for by P.E.O., in honor of their years of service to the Sisterhood. A past s/p/d president is a voting member of Convention. S/P/D chapters have various methods by which they decide which member shall be entitled. Past S/P/D President (not entitled): This sister pays her own way to Convention and is not entitled to paid housing and meals. She is entitled to vote by virtue of her service to the Sisterhood. Visitor: A P.E.O. who chooses to attend and to pay her own way to Convention. She is entitled to attend all Convention events and functions but has more flexibility. She does not vote. BIL: A spouse of a P.E.O. is invited to attend opening ceremonies, Celebration of Life, meals, tours and evening entertainment events. BILs may not attend business meetings. Other voting members of Convention: Members of the International Executive Board, past presidents of International Chapter, boards of trustees of P.E.O. projects and P.E.O. Foundation, P.E.O. members of the Cottey Col lege Board of Trustees and members of standing committees are al l entitled to vote at Convention. |
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Volunteers |
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If you are a volunteer from the hostess state, you may register as a Volunteer at a reduced registration fee of $10. Volunteers may register for any meals and housing. The volunteer headquarters hotel is the Drury Inn. Volunteers are advised not to register for the Convention Breakfast listed on the registration form. Volunteers will not be able to pre-register for any workshops and seminars. However, if space is available, they will be allowed admittance to any of the workshops and seminars after pre-registered members are seated. Past Presidents of Missouri who are also volunteering for Convention must register as a Past S/P/D President. |
What You Need to Know about Registration
There are new things to know this year, so please read these pages carefully!
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All members must use the registration form |
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Includes: Local Chapter Delegates, Past S/P/D Presidents (Entitled & Unentitled), Visitors, Volunteers, S/P/D Presidents and Organizers.
Updated Online Registration—Save time by registering online. Easy-to-use, step-by-step process takes you through the registration procedure making registration a breeze. Delegate? Past S/P/D President? Visitor? Volunteer? Everyone can use the onl ine registration. Submit it with a credit card or print and mai l the completed form with a check. Register online and immediately receive confirmation that your |
Delegates, Entitled Past S/P/D Presidents, S/P/D President & Organizer:
You should have received information in February from the incoming S/P/D president about how to register. Find out from your S/P/D president:
- If travel arrangements have been made for you or if you need to make your own.
- When you need to be in Saint Louis.
- If a roommate will be assigned to you or if you need to find your own roommate.
If bringing your BIL, register him on the same form as yourself. Submit payment for his expenses only.
All entitled voting members must register for the Required Seminars— see “Convention At-a-Glance” (page 22) for S/P/D assignments.
All members will receive a packet at the convention sign-in, which will contain a name badge (necessary for admittance to all events and meals), convention program, purchased meal tickets and other pertinent information.
Registration fees are nonrefundable.
Advance Registration is open until Monday, August 15. PLEASE NOTE, however, that there is a sliding scale for registration fees.
The absolute final deadline for Housing & Meals reservations:
Must be postmarked on or before August 15.
Registrations postmarked after Monday, August 15 will NOT be processed. You will have to register on-site.
Regular Registration Fee: $40
Postmarked or submitted electronically BEFORE Friday, July 9, 2011.
Late Registration: $65
Postmarked or submitted electronically On or After Friday, July 9; BEFORE Monday, August 1, 2011.
Very Late Registration: $100
Postmarked or submitted electronically On or After Monday, August 1.
Cancellation fees are $35 per cancellation.
Attendees must submit a registration form in order to make hotel or meal reservations.
All hotel reservations must be made through the P.E.O. Executive Office–Convention Registration. Hotels will not make reservations for individual P.E.O.s. Do not contact the hotels. The hotels will not send confirmations. All confirmations will be received from the P.E.O. Executive Office–Convention Registration.
Convention Sign-In & Kit Pick-Up
Convention sign-in begins at noon on Wednesday, September 28, on the ground floor of the St. Louis America’s Center. All members will sign in at the same location at tables arranged alphabetically by last name.
Each registrant must present a current P.E.O. membership card and sign the convention roster before receiving her materials. Members may not pick up another member’s packet. Members will be allowed to pick up their BIL’s packet.
Each voting member will receive a tote bag containing her convention packet of materials (badge, meal tickets and program). Each visitor will receive her convention materials and may purchase a tote bag if desired. The local hostess committee provides these tote bags and determines the number available for sale.
On-Site Registration
Attendees may register on-site at the St. Louis America’s Center. No hotel reservations or meal tickets will be sold on-site through Convention Registration. The only way to reserve housing or meals is to register in advance.
Registration Tips
All members must complete the registration form in its entirety.
Step 1: Registrant Information
The membership ID# is a 7-digit number that can be found in the address block of your P.E.O. Record. You can also use the new online Membership ID Search available on the P.E.O. website.
Do not submit changes of address on your registration form.
Step 2: Registration Category
All past presidents, entitled or unentitled, provide the s/p/d and class of presidency. This will help us make sure you are correctly registered with the right delegation.
Step 3: Travel Information
Do not submit your registration forms until you have your travel arrangements in place.
Delegates and past presidents: Make sure you check with your s/p/d president before making any travel plans. She may have special requests for members of the delegation.
Step 4: Hotel Reservation
If you are requesting a hotel room, you must submit your registration BEFORE August 15.
Hotel reservation requests received after August 15 will be processed on an as-available basis.
A $200 deposit per room is required with the registration form. See the registration form for more information on how to calculate the amount you may need to submit.
Volunteers will be assigned a room at the Drury Inn.
Rates include applicable taxes.
Make sure to list your hotel check-in and check-out dates if they are different from your arrival and departure dates.
Step 5: Roommate Information
If you know who you want to room with, be sure to list them on the form. If you need a roommate, check the box to have a roommate assigned to you.
Step 6: Seminars, Workshops & Presentations
All voting members (delegates and all past s/p/d presidents, entitled and unentitled) must register for the required seminars. Select the appropriate time based on the list provided on the Convention At-a-Glance on page 22.
All other members (visitors and BILs) may sign up for the times as they choose. BILs are welcome to attend any of the workshops or featured presentations, with preference being given to delegates and visitors.
Step 7: Convention Meals
Entitled members are entitled to all convention meals (not including the Past S/P/D Presidents Class Reunion Reception) and the cost of those meals is covered by International Chapter. Please sign up for only the meals you plan to attend. Entitled members may purchase extra tickets and will need to submit payment for those tickets with their registration form.
All past s/p/d presidents wishing to attend must purchase a ticket for the Past S/P/D Presidents Class Reunion Reception and submit payment for this event with their registration form.
Step 8: Payment Information
Voting members and entitled past s/p/d presidents do not need to submit payment for any part of the registration except for those attending the Past S/P/D Presidents Class Reunion Reception or purchasing extra meal tickets.
Payment must be received with the registration form. Members with a balance due will not be allowed to pick up their convention materials and meal tickets at International Convention until the balance is paid.
On-Site Registration
Attendees may register on-site at the America’s Center. The fee for volunteers and BILS on any day is $10.
All others pay according to this schedule: $30 on Wednesday and Thursday; $20 for those registering on-site Friday and $10 for anyone registering on-site on Saturday.
