Here is some information for the outstanding members of Tau Beta Pi who plan to attend the 2009 Convention on October 15-17 in East Brunswick, NJ. New Jersey Beta will host the meeting headquartered at the Hilton Hotel East Brunswick, (telephone 732-828-2000; 3 Tower Center Boulevard, East Brunswick, New Jersey, 08816).
First, as the supreme governing body of Tau Beta Pi, the Convention conducts the business of the Association. In this sense, it is the annual stockholders’ meeting of the corporation. The Convention alone has the power to grant new chapters, elect an Executive Council, and amend the Constitution (subject to chapter ratification) and the Bylaws.
Second, the Convention serves as a training session for student delegates, most of whom are chapter presidents who will serve this year. The Chapter Development Program, including Interactive Chapter Exchange, Engineering Futures, and District meetings, is designed to achieve this goal.
Third, the Convention provides an opportunity for delegates from all parts of the country to meet each other and to see another major engineering college. National officers are afforded a special opportunity to meet with chapter representatives and to learn first-hand about their problems, solutions, and opinions on the role of Tau Beta Pi on the nation’s campuses.
Each collegiate chapter must send one Voting delegate to the Convention whose expenses will be paid by Tau Beta Pi. Your chapter has already paid an assessment to help fund the expenses of the Voting delegates. (Bylaw I, Sec. 1.05.) No chapter can save a penny of its own money by not sending a delegate. Chapters are also encouraged to send Non-voting delegates and Advisors at their expense. On-site expenses of Advisors will be paid by Tau Beta Pi. If at the last moment the Voting delegate cannot attend, a Non-voting delegate who attends automatically becomes the reimbursed Voting delegate.
Chapter Voting delegates are required to be at the first business meeting at 3:00 p.m. EDT on Thursday, October 15, and to participate through official adjournment at 8:30 p.m. on Saturday, October 17. Delegates must register at the hotel for the Convention before 3:00 p.m. EDT on October 15.
Plan to arrive at the Hilton Hotel East Brunswick in East Brunswick to attend the Recruiting Fair (9:00 a.m.—3:00 p.m.), but no later than 2:00 p.m. on Thursday, October 15. Parking is available. Automobile allowances set by the 2008 Convention in accord with the Bylaws are 25¢ per mile for Voting delegates, plus 5¢ per mile for each member-passenger, to a maximum of 40¢ per mile. Chapters may take advantage of the mileage reimbursement to bring Non-voting delegates or Advisors to the Convention. A map is available here.
Plan to arrive in East Brunswick to attend the Recruiting Fair (9:00 a.m.—3:00 p.m.), but no later than 2:00 p.m. on Thursday, October 15 and return on Sunday, October 18. Transportation to and from the hotel is provided. Look for members of New Jersey Beta near the baggage-claim area at the Newark International Airport on Wednesday and Thursday to meet all flights (that’s why we need your travel plan). Transportation will depart for the airport on Sunday morning for the earliest flights. Please remember - if you have an early flight your bus will leave very early to allow sufficient time for airport security and check in.
Make your travel plans soon and please reserve your ticket before September 14. The travel expense allowance is specified in Bylaw I, Sec. 1.06 refers to “coach class travel by air” as an allowable Convention expense. This is interpreted as meaning the most economical, regularly-scheduled, confirmed-reservation air service available. Air travelers must use 21-day advance purchase economy class fare where available. A limited number of these seats are available on each flight, so make your reservations soon before they are all sold. Book your flight early. Low-cost tickets are usually non-refundable and can be used only by the person named on the ticket.
You may call our travel agent in Knoxville, World Ventures, who has served Tau Beta Pi well and will be happy to help you obtain the lowest fare available. Special fares on selected airlines are available only through World Ventures. Phone toll-free 800/225-4386 (except AK and TN) or 865/588-7426 between 8:30-5:30 EDT, M-F, and 10:00-4:00 EDT on Saturday and ask to speak to Stan, or visit its website. Correspondence about tickets should be sent to: World Ventures Travel - Tau Beta Pi Convention, Sequoyah Place, 6601 Kingston Pike, Knoxville, TN 37919. You may use your own travel agent. After you purchase your tickets, go online and submit your travel plan by September 14.
Voting delegates and those few Advisors invited at full Association expense may ask World Ventures to direct-bill Headquarters. Non-voting delegates and all other Advisors may have your tickets direct-billed to Headquarters only if your chapter approves. Headquarters must be notified of this arrangement; your chapter will be charged, and you can repay it directly.
Because of airline rules and airport security, bring a picture identification to the airport (two if possible; e.g., driver’s license, student ID, passport) and arrive an hour before your flight. Be patient and allow some extra time.
Please submit your travel plan by September 14 to ensure a room at the hotel. If you later are unable to attend, please let Headquarters know immediately to cancel your room reservation and conserve Tau Beta Pi’s assets.
Housing will be at the Hilton Hotel East Brunswick. Headquarters will handle your room reservations. Do not call the hotel. Rather, direct any questions to Headquarters. You will be assigned to a double room; single-room charges will not be paid by Tau Beta Pi. Room rates for Non-voting delegates and alumni are $80 per person per night, double occupancy, or $160 per night, single. You will receive your pre-assigned double–occupancy room when you check in at the hotel. Please note that hotel check-in time is 3:00 p.m. and your room may not be ready when you arrive. Should this occur, luggage storage and changing rooms will be available.
When you submit your travel plan, please indicate whether you have a roommate preference. We will try our best to match you with your choice. If you do not indicate a preference, your roommate will be another delegate of the same gender.
Expenses will be paid for the one Voting delegate from each chapter up to the limits approved by the 2008 Convention. Non-voting delegates’ expenses are not paid by Tau Beta Pi. Exceptions are reimbursement at the same rate as Voting delegates for the few District Director selected Non-voting delegates (deadline July 15) and one Non-voting delegate per chapter may be reimbursed for 20% of airfare up to a maximum of $200. Lodging expenses for Wednesday night will require prior approval from Headquarters to be reimbursed.
A ticket book covering registration fee and five meals, excluding breakfasts, will be given to the one Voting delegate from each chapter, selected Non-voting delegates, all chapter Advisors, and National Officials. All Non-voting delegates must purchase a ticket book to attend. Other members must register for $80 and should purchase the five meals for $240. Non-member guests may purchase any meal tickets they choose and will be welcome at all meals.
For Non-voting delegates, petitioner’s representatives, and alumni, a special package is available from Headquarters and includes for $545; this includes registration, three nights’ double-occupancy accommodations (Thursday-Saturday), three dinners, and two lunches. An additional charge of $80 will add a double occupancy room for Wednesday evening. All members must pay the registration fee. You must register by July 31 to take advantage of the special package. After that date, the cost of a three-day package will increase $25 to $570. Full refunds are available if you cancel on or before October 13; otherwise your first night’s room cost is forfeited.
Meals are part of the Convention. No refunds will be made for meals.
Those of you not paying in advance should be prepared to buy a ticket package at the door. Everybody should be prepared to pay any personal expenses (e.g., phone calls or pizza) charged to your room upon checking out.
Since the rooms, meals, and registration fees for collegiate and alumnus Voting delegates, Advisors, and National Officials are being provided by Tau Beta Pi and billed to one master account, the only cash expenses you should incur will be for breakfasts, and personal items. You should come to the Convention with funds to cover these!
Voting delegates and Advisors who arrive Wednesday will incur out-of-pocket meal expenses which may be entered on your expense reports as reimbursable items if approval has been given and you provide receipts.
Expense reports for collegiate chapter Voting delegates and selected Non-voting delegates will be mailed and are available online at the Chapter’s website. You may download and print out the .pdf file. It should be completed immediately after you have returned home from the Convention. Make a copy for your chapter’s file, and promptly mail the other to Headquarters even if you had no reimbursable expenses (graded report). Remember to include receipts. Your chapter will be credited with the amount of the Voting delegate’s expenses.
Each collegiate Voting delegate and selected Non-voting delegate should be reimbursed by the chapter after returning home, unless an advance was obtained from the chapter treasurer. Chapters lacking sufficient funds to prepay their delegates’ expenses should borrow money from Headquarters, interest-free but subject to prompt repayment after the fall initiation.
We must recommend to the Financial Affairs Committee, which reviews delegates’ expenses, that the 21-day discounted, round-trip airfare from your city be the maximum travel reimbursement allowed. Requests for reimbursement for unusual expenses, including the need to obtain a non-discounted fare, may be submitted either to the Executive Council through Headquarters for prior approval or directly to the Committee.
Please extend to your family member(s) our personal invitation to enjoy this combination of our Convention and area attractions. Our hosts will suggest entertainment options for guests during the day before returning for the evening dinners. Guests will meet with members of the host chapter after the welcoming dinner.
Tau Beta Pi’s policy permits casual dress for Thursday and Friday similar to many corporations. This allows for a more relaxed atmosphere while still maintaining professionalism. Business attire must be worn on Saturday. The weather can be cool. You may wish to bring an umbrella. Appropriate attire is defined as follows:
Convention business will be handled through nine committees appointed in July and instructed in August to permit members to learn their responsibilities. Every Voting delegate will be asked to serve on a committee. If you have a preference, please let Headquarters know before July 20; otherwise, you will be appointed where you are most needed. The President and Secretary-Treasurer have prepared an order of business in accord with the Bylaws.
Seven standing and two ad hoc committees have been appointed, and national officials have been named to each to assist in its work. Each committee will select its own chair during its first meeting. Only Voting delegates appointed to committees may participate in votes of committees. Any Tau Beta Pi member, however, may participate in the discussion of a committee if recognized by its chair. Committee members receive detailed information. An outline of 2009 Convention business is given below:
The Bylaws require that Tau Beta Pi’s President open the Convention and preside over reports from the National Officers and the adoption of the Order of Business. The permanent Convention Chair will then assume the chair and preside for the remainder of the meeting. The Secretary-Treasurer is, by Bylaw provision, the Secretary of the Convention.
If you are interested in reviewing the background information prepared for any committee, you may obtain it from Headquarters in mid-August. The minutes of recent Conventions are posted on the website.
The Chapter Development Program will consist of an orientation on Thursday, a presentation on Headquarters’ operations and the election/initiation process on Friday, Interactive Chapter Exchanges (ICE) on Friday. Chapter advisors are invited to serve on the Chapter Advisor Committee. The Headquarters’ display will provide additional information of interest.
Meetings led by outstanding District Directors will be held on Thursday and Friday. Major topics will include projects, District activities, and resources. Bring your chapter’s problems and find excellent solutions from others who have resolved the same problems as we keep improving.
Engineering Futures meetings will be held on Thursday and Friday to provide additional in-depth leadership development skills for non-voting delegates, who should attend these rather than committee meetings.
Numerous companies and graduate schools will have representatives on-site Thursday 9 am to 3 pm to discuss employment opportunities and and graduate programs. Local chapter members in East Brunswick may also attend. Bring at least six copies of your resume and your chapter’s resume book, if available. Headquarters will be preparing a CD of chapter resumes for the corporate recruiters. Be sure yours is included. Companies scheduled to attend include CH2M Hill, EMC Corporation, ITT, International Paper, Raytheon, Sandia National Labs, and U.S. Patent & Trademark Office. Graduate schools include Claremont Graduate University, Iowa State, Lehigh, Purdue, Rensselaer Polytechnic, and University of Michigan. Check the website as more companies and schools sign up to attend.
The Convention should be a terrific experience for each of us where you will meet some of the finest new friends in the world. You are in for a wonderful and busy time. Bring your copy of the Constitution and Bylaws and your President’s Book. Bring your spouse because an enjoyable holiday is promised in East Brunswick. Our hosts are working hard to make this an excellent national meeting!
Please register online by July 31, and purchase your airline ticket early. Please submit your travel plan with all information by September 14!
Thank you, safe travel, and let’s go enjoy The Garden State, New Jersey, in outstanding Tau Beta Pi fashion!
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