Conclave
August 1-3, 2008
Hosted by
Mu Chapter
Houston, Texas
Introduction from the Director
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Greetings. On behalf of myself and my various committee’s I want to thank you for
your interest in conclave 2008 hosted by us, the great Mu Chapter! Let me first
start of by saying that in order for conclave to be a success, we need your help!
The following is a power point presentation of the
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1) Leadership structure,
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2) The various committees that you can be a part of
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3) The tentative time line of conclave weekend
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4) The tentative budget
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5) Future conclave meetings
I hope that this presentation will help to keep you informed and more importantly,
I hope it will encourage you to get involved. We hope to make this years conclave
one to remember but know that we can’t do it without your help! Enjoy!
Sincerely, Rockie Ventura; Mu Chapter Conclave Director
Leadership Structure
• Purpose of Directors and Committees
– To help with distributing work load evenly.
– Each committee will select a group leader (director) who reports to
the conclave director and/or Assistant in regards to progress.
– To focus on individual areas. This will help to improve efficiency.
Committee members are responsible for their area of work.
– To enforce and follow all timelines.
– Note: The Director and committee members must be responsible,
willing and able to attend all meetings and get things done in a timely
manner. If director or committee member cannot attend every
meeting it is still their responsibility to gather important updates and
complete all task assigned.
Mu Chapter: Conclave Committees
*Each committee will appoint a director
**You can only be on a maximum of 2 committees.
***Must be able to attend and/or be actively involved in all
meetings via minutes, in person, web cam, phone, etc.
Dir. of
Conclave
Assistant
Food &
Beverage
Recreation
Marketing
Entertainment
Internal
Affairs
Committee Descriptions:
Directors
• Dir of Conclave: (Rockie) Oversee committees ,
maintain budget control, assess and
implement risk management in all areas, and
ensure an overall successful conclave.
• Assistant Conclave Dir: (Sadie Gomez) Helps in
everything that the Director does and needs.
Food & Beverage Committee
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Responsible for creating the menu items (food choices) for 3 full meals and 2 light meals. The
sequence of the meals are as follows.
– A Friday evening welcome reception dinner at 7PM
–
Saturday (light) breakfast at 9AM
– Saturday lunch around 2pm
– Saturday dinner/awards ceremony at 7:30PM
– Sunday Brunch (light) at 11AM
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Also responsible for the set up of the environment; to include the decorations of the
facility/area, table, chairs, utensils, napkins, glasses, hygiene areas, etc .
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*Be creative and unique. Perhaps create a “theme” for each food event. Seek donations,
discounts, promotional offers, and oversee control on quality and quantity. For the full meal
options consider a BBQ, restaurant buffet, and/or catering. For light meals consider tacos, salad
bowl, fruit bowls, doughnuts, intercontinental type breakfast, etc.
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**The 3 full meals will be funded from 50 % of the total $40 conclave fee. The Budget for food
expense is $20 per person for three full meals. The 2 light meals will be paid by the chapter.
Please view cost break down on the cost break down slide.
Recreation Committee
• Responsible for all games and awards held on Saturday. (Registration
will begin at 10:00AM , games will start at11:00AM and end at
6:00PM)
• Will create a timeline of events along with a map of where all events
will be taking place. A large map should be available for view.
• Will create games with proper rules to each game. *** Be creative.
Use traditional games but also think outside the box. We can rent
sumo suits, huge inflated boxing gloves with ring, jousting pods with
stick, etc. Also, create both single player and team type games.
• Create tournament brackets for all to see and keep track of.
• Create a list of all items needed to be purchased and/or donated (i.e.
Football, basketballs, socer, sports gear, etc).
• Responsible for selecting location for all events.(work with director)
• Responsible for staying within the budget. (Tentative at $600 )
Marketing Committee
• Responsible for all marketing aspects to include promotions & advertising.
• The marketing team will create the complimentary gift bag in accordance
with the budget, and responsible for placing in it, all special memorable
items using a “Texas” and “Houston” theme. Consider shot glasses, music
CD’s of all Houston artist, Houston tour guide, shirt, etc.
• The marketing team will create a promotional DVD and distribute it to all
of the chapters in the hopes of increasing member participation. This will
be used as a marketing tool. DVD must be completed before May15th.
• The marketing team will create optional items to be sold at conclave; i. e.
Shirts, Tee-Kees, etc. in attempts to make money.
• Also responsible for creating the official brochure the has all vital
information and expectations upon arrival to Houston, Texas to include
timeline of events, “sites to see”, vital contact #’s , official theme, etc..
Entertainment Committee
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Responsible for creating all of the “fun” for evening events.
Put together the Friday Reception/Welcoming ceremony : May include an opening dance, skit,
chapter roll call, stomp & stroll comp, etc.
• Create Friday and Saturday Evening events such as a club party, house party or perhaps both.
• Create Sunday events for those who stay: Perhaps the St. Arnolds brewery tour. This is open to all
ages and can be rented out on Sundays for decent price. Plus, the beer is free and we can bring
in our own food!
• Note: For the Evening entertainment you may want to consider D.J’s, Mariachi’s, live band(s),
karaoke, etc. Think outside of the box! Make it fun!
• Have a special ceremony for the recognition of our chapter founders and perhaps a recognition
(through slide show) of all of our members by name. The idea is to Introduce Mu Chapter to
everyone.
• Create a power point that highlights our chapter history and accomplishments.
• Create a videoraphy of conclave . Videos can either be given free or sold at conclave . (you
may want to consider hiring a videographer. There are students in communication building
who would do this for cheap and as a side job).
THINGS TO CONSIDER:
• *** Think of ways to unite our chapters and make the environment a social place.
• *** If you do a club theme than consider making money at the door since we are likely to pay a
door entrance anyway.
Internal Affairs Committee
• I will need 4 dedicated people for this.
• Responsible for all documents, accounts
receivables, medical records, exclusion of
liability forms, risk assessments, etc.
• Responsible for check ins and ensuring
everyone who has paid gets their gift bag.
• Works very closely with assistant director.
• Works closely with marketing to create
“packages” and gift bags.
Tentative Time Line
Fri Event
Time
Sat Event
Time
Sun Event
Time
Check In / Register
12:00 – 6:00 PM
Breakfast / Games set
up
9:00 a.m.
Brunch
11:00 a.m.
Reception Welcome
Dinner
7:00PM - 9:00 PM
Game Registration
10:00 a.m.
St. Arnolds Brewery
1:00 p.m.
The SMALL Party
10:00PM – 2:00 AM
A-Psi Greek Olympic
Games Ceremony
11:00 a.m.
Games begin
11:30 a.m.
Games end
6:00 p.m.
Awards Ceremony/
Dinner
7:30 p.m. 9:00 p.m.
The BIG Party
10:00 p.m. - ???
Thurs Event Time
Mon Event
Time
Club/ Bar hoping
REST REST REST
All Day!
10:00 p.m.
Tentative Budget
• Budget of funds allocated and approved by
Mu Chapter E-Board to be used for conclave
is: $4,000
• Estimated conclave fee per person:$40
• Estimated Attendance 100
• Estimated net income from fees : $4,000
• $4,000 allocated funds+ $4,000 estimated
income from conclave fees= Total Funds for
Conclave $8000
Cost Break down of $40 per person
• $20 food cost per person (is 50% of Fee)
• Food should not exceed these prices per person:
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Friday Dinner $7.50
Saturday Lunch $5.00
Saturday dinner $7.50
Saturday & Sunday Breakfast will be provided by chapter.
• If the $20 food budget expense is exceeded, the
exceeded cost will be covered by Mu Chapter.
• Gift Bag contents should not exceed maximum
purchase value of $20
• Total for food and gift bag expense not to exceed $40.
Price may come out to be cheaper depending on choice of food
selected and gift items . A BBQ could be cheaper. Buffets could be
cheaper, etc.
$4,000 Budget allocated from Chapter
• The following is a tentative disbursement plan
– Friday Party $1,000 to include all “entertainment” items.
– Saturday $2,00 to include all “entertainment” purchases,
Sport item purchases for games and breakfast
– Sunday $500 to rent the brewery & breakfast
– $500 For Miscellaneous
• * Note: All allocations are extremely exaggerated.
Actual cost of items have not been evaluated. While
the budget cannot exceed $4,000, the idea is to remain
conservative in our cost while providing the very best
options for guest.
Think Outside The Box!
Schedule of Future Conclave
Meetings
• Tuesday April 7th @ 7:30PM in University
Center - UC Spindletop (Rm 242)
– Review Survey II
– Finalize Committees & Directors
– Brainstom Ideas
– Establish working task; set Goals, implement due
dates for various task
• Tuesday May 6th @ 7:30PM in University
Center - UC Spindletop (Rm 242)
Thank You
• This concludes my update from the First
Conclave meeting. I hope to see you at our
next meeting. Have a great day!
• If you wish to help or donate in any ay then
please call me at 210-216-4509 or email me at
[email protected] .
• If you have any “connections” that could be
benificial to us please let me know. Thanks