P.E.O. Record
What you need to know about...
-
The Convention
- The Dates
-
The official days of Convention are Wednesday, Thursday and Friday, September 9, 10, 11, 2009. The closing banquet and entertainment are Friday evening, with checkout of hotels on Saturday.
Be advised that these days follow the Labor Day weekend, with Labor Day being Monday, September 7.
- Arriving
-
Delegates and visitors who are flying to convention will arrive at San Diego International Airport. The airport is three miles from downtown San Diego where the convention hotels are located.
On Tuesday and Wednesday, September 8 and 9, as you near the baggage claim area, look for P.E.O. committee members in bright red cobbler aprons. They will be there to greet you, help with luggage and direct you to taxis and shuttles.
- The Hotels You'll Use
-
Registered delegates, BILs and visitors will be housed at one of seven hotels–Omni San Diego, San Diego Marriott Hotel & Marina, Hilton San Diego Bayfront, Hilton San Diego Gaslamp, Comfort Inn Gaslamp, Ramada Inn and Courtyard by Marriott
- Transportation to Your Hotel
-
Busing is NOT provided by P.E.O. from the airport to the hotels. Shuttle, bus and taxi service is available at the Transportation Plazas across from Terminals 1 and 2.
The taxi ride from the airport to the convention hotels is about 10 minutes and should cost less than $20 including tip. With two or three sharing a cab, the cost goes down to $6-$7 per person.
You can arrange for a shuttle to pick you up by contacting one of the many companies serving the airport. Costs vary from $9-$15. You can get a direct link to the shuttle companies by going to the following website: http://www.san.org/airport/ground_transportation/shuttle_services.asp
If you need a handicapped accessible van, please arrange for that in advance.
- The Convention Location
-
The San Diego Conventino Center (from this point referred to as the Convention Center or the Center) is located downtown at 111 West Harbor Drive.
-
Convention Dress and Weather
The convention in general calls for appropriate casual dress–slacks, skirts, pantsuits, blouses, blazers and comfortable shoes. Even though it IS San Diego, casual shorts and jeans are discouraged for convention. In other words, plan to wear what you would wear to your regular P.E.O. meeting, most likely.
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 San Diego is close to perfect… the average high temperature in September is 78 degrees, and the low around 65 degrees. Do remember that meeting room temperatures can vary, however, and rooms may be cool. A sweater or light jacket may come in handy.
-
Convention Events and Networking Opportunities
- Meet Your Executive Board
-
Stop by and say hello to the members of the Executive Board of International Chapter. They’ll be on hand Tuesday, September 8 from 1:30 p.m.– 2:30 p.m. at the Center.
- Exhibits
-
Many educational and networking opportunities are available for delegates and visitors. Take a look at the preliminary At-a-Glance schedule on page 16 to help plan your days at Convention.
Displays for Cottey, ELF, IPS, PCE, PSA and P.E.O. Foundation will be open at the Convention Center beginning at noon on Tuesday. Trustees, executive office and Cottey staff members and the president of Cottey will be on hand throughout convention to answer your questions. And, you’ll meet actual project recipients, too!
- Seminars
-
Three required seminars will be presented concurrently on Wednesday. Attendance assignments for these are shown on page 16. Members from chapters in subordinate territory should attend within the appropriate alphabetized assignments. Although delegates from specific states must attend at their designated times, visitors may register for any session.
The required seminars are must-have information for voting members. Tickets for admission are required for anyone attending sessions, so be sure to check the boxes on the registration form.
Four Learning Labs will be presented on Wednesday afternoon, featuring dynamic speakers.
- Opening Night — Wednesday
-
Opening Night Ceremonies will be held on Wednesday night at the Convention Center, beginning at 7 p.m. This always inspiring evening will feature the color guard presentation, introduction of officers and members of board and committees, and the always impressive Parade of Flags. These will be followed by Projects Night. Projects Night gives us the opportunity to hear first hand from recipients of our loan, grant, scholarship and award projects as well as from Cottey. 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 Thursday, September 10, and end Friday afternoon, September 11. See pages 33-80 for the proposed amendments. Become familiar with these, so that you can carry out your role of delegate responsibly!
- Thursday 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 state officers since it does not conflict with any convention activities. A special reception for Past State Presidents will be held this evening. Advance registration is required for this event, and you will find space to do that on the registration form (pages 18-21).
- Closing Event–Friday
-
California Night, on Friday evening, marks the final activities for convention. Following the closing banquet at the Center, be prepared to be entertained Hollywood style by the fabulous entertainment planned by our hostess state!
- Getting from the Convention Center to Your Hotel
-
Limited busing will be provided only from the hotels in the historic Gaslamp Quarter (Comfort Inn, Ramada Inn, Courtyard by Marriott). 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 the hotels will be posted in their lobbies. All other hotels are within walking distance, and no buses will go to those hotels.
-
Registration and What's New About it!
All attendees must use the registration form published in the Record or available on the P.E.O. website
This Includes:
- Local Chapter Delegates
- Past State, Provincial and District (S/P/D)
- Presidents (Entitled & Unentitled)
- Current S/P/D Presidents and Organizers
- Visitors
- Volunteers (see below)
- Exception: Spouses (BILs) may piggyback on their P.E.O.'s form as the roommate
New & Improved Online Registration
Save time by registering online. An easy-to-use, step-by-step process takes you through the registration procedure making registration a breeze.Everyone can use the online registration. Submit it with a credit card or print and mail in the completed form with a check. Register online and immediately receive confirmation that your registration has been submitted.
- Volunteers
-
If you are a volunteer from the hostess state, you may register as a Volunteer or a Volunteer with Visitor options.
VOLUNTEER–If you anticipate a busy schedule carrying out your volunteer duties, and do not plan to attend any part of the business meeting or seminars, you may register at a reduced fee as a Volunteer. The reduced fee is $10.
VOLUNTEER WITH VISITOR OPTIONS–Volunteers who decide to register for seminars or learning labs and wish to attend any part of the business meeting must register as a Volunteer-Visitor. These volunteers will pay a $30 fee.
Both categories of volunteers may register for meals and housing.
- Who's Who at Convention?
-
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 all Convention activities for delegates.
Past state president (entitled): According to a specific formula outlined in the Constitution (one for every eight living, active past state presidents as of March 1 in the year of Convention), a specified number of past state presidents have their housing and meals paid for by P.E.O., in honor of their years of service to the Sisterhood. A past state president is a voting member of Convention. State chapters have various methods by which they decide which member shall be entitled.
Past state 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 College Board of Trustees, and members of standing committees are all entitled to vote at Convention.
- REGISTRATION DEADLINES
-
EARLY BIRD REGISTRATION: $30
Postmarked or submitted electronically BEFORE Friday, May 15, 2009.REGULAR REGISTRATION: $40
Postmarked or submitted electronically ON OR AFTER Friday, May 15; BEFORE Wednesday, July 15, 2009.LATE REGISTRATION: $55
Postmarked or submitted electronically ON OR AFTER Wednesday, July 15 until July 31.ORDER MEALS IN ADVANCE:
Tickets are required for admittance to any and all meals. All meals must be ordered and paid for in advance, using the registration form in this issue or on the website. No meals are sold on-site.REFUNDS AND CANCELLATIONS:
Registration fees are non-refundable. Cancellation fees are $35 per cancellation.Registrations postmarked after Friday, July 31 will NOT be processed. You will have to register on-site.
* Attendees must submit a registration form in order to make hotel reservations
-
Convention Meal Schedule
WEDNESDAY Noon — 1 p.m. Box Lunch - Convention Center 4:30 p.m. – 6:30 p.m. Opening Night Buffet Dinners - Marriott Marina, Hilton Bayfront, Hilton Gaslamp and Omni hotels. Bus rides to dinners will be available for those staying at other hotels. THURSDAY AND FRIDAY 6:30 a.m. – 8 a.m. Continental Breakfast - Convention Center 12:15 p.m. – 1:30 p.m. Thursday and Friday Luncheons - Convention Center Thursday Evening On Your Own Friday Evening
7:30 p.m.California Night: Closing Banquet - Convention Center All meals are at Convention Center except for the Opening Night Buffets.
Tickets are required for admission to any convention meals, whether at the hotels or at the Convention Center. Your tickets will be in the registration packet you receive on site.
Day-trippers, if you plan to eat a convention meal, be sure to order your meal ticket ahead of time.
-
Who Pays for What
- Housing
-
International Chapter assumes the cost of housing for elected chapter delegates and other entitled members of convention for Wednesday through Friday nights, September 9, 10 and 11. (See page 10 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 state is billed for the registration fees for their delegation, based on when each delegate and Past State President (PSP) submits her registration.
- Meals
-
Meals International Chapter also assumes the cost of meals for entitled members of convention, beginning with a box lunch on Wednesday and ending with the Closing Banquet on Friday. 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.
-
What You Need To Know About Registration
- REGISTRATION TIPS
-
All members must complete the registration form in its entirety using either the online or the paper form.
- 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.
- Registration Category
-
All (S/P/D) Presidents, entitled or unentitled, provide the state, province or district and class of presidency. This will help us make sure you are correctly registered with the right delegation.
- 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.
- Hotel Reservation
-
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. Rates include applicable taxes.
Volunteers are asked to choose one of the Volunteer Hotels listed on the registration form.
Make sure to list the hotel check-in and check-out dates if they are different from your arrival and departure dates.
- 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.
- Seminars & Learning Labs
-
All entitled members (delegates and entitled PSPs) must register for the required seminars. Select the appropriate time based on the list provided in Convention At-a-Glance. All other members may sign up for times as they choose. BILs are welcome to attend the Planned Giving Seminar. All other seminars and learning labs are for members only.
- Payment Information
-
Entitled members 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.
- VOTING DELEGATES
-
- Do not register until immediately after your state convention. You are not "official" until your state convention has voted on the nominees for delegates.
- You do not need to include payment for your registration fee; your state will be billed for its delegation’s registration fees. The sooner you register following your state convention, the less your state will owe.
- CONVENTION SIGN-IN AND KIT PICK-UP
-
Convention sign-in begins at noon on Tuesday, September 8, in Lobby E on the ground floor of the San Diego Convention 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.
- ON-SITE REGISTRATION
-
Attendees may register on-site at the San Diego Convention Center. The fee for volunteers and BILs is $10. All others pay $40. No hotel reservations or meal tickets will be sold on-site.
- MEALS–Order in Advance
-
Day-trippers, if you plan to eat a convention meal, be sure to order your meal ticket ahead of time.
-
Questions?
- Housing or Meal Reservations Questions?
-
Ahn Peppers
P.E.O. Executive Office
3700 Grand Avenue
Des Moines, IA 50312-2899
515-255-3153, extension 3702
reservations@peodsm.org - General Convention Questions?
-
Anne Pettygrove
Chief Executive Officer and Convention Coordinator
P.E.O. Executive Office
3700 Grand Avenue
Des Moines, IA 50312-2899
515-255-7437
ceo@peodsm.org - Additional Questions?
- Check out the website.