Tau Beta Pi

The Engineering Honor Society

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2024 Convention

2024 Convention Logo
Tau Beta Pi's 118th Convention will be held in Rapid City, South Dakota, Thursday, October 24 - Saturday, October 26, at The Monument and hosted by the South Dakota Alpha Chapter at South Dakota School of Mines & Technology.
Expense Reports:

Collegiate | Alumni | Airfare

General Convention Information

Convention Registration

  • Registration will be held at The Monument on Wednesday, October 23 from 3:00 - 11:30 pm. Registration will continue on Thursday, October 24 at 7:00 am in the same location.
  • Voting delegates are required to present a photo ID. No ID, no vote! If at the last moment a duly-elected voting delegate cannot come and a non-voting delegate attends, the alternate automatically becomes the official voting delegate. All delegates must be members of Tau Beta Pi.
  • Tau Beta Pi will be using a 'guide' on the Guidebook app for the 2024 Convention. The app will include schedule, maps, social options, and much more. Be sure to allow push notifications, so that you receive Convention updates in real time. The app is free to download. You will receive an email in late July letting you know how to join our guide.

General

  • Each collegiate chapter MUST send one voting delegate to the Convention at the Association's expense. Chapters are also encouraged to send non-voting delegates and advisors at their expense.

Credentials, Online Registration, and Expense Reports

Logistics

  • EVENT: The Tau Beta Pi Association's 118th annual Convention
  • WHEN: Thursday, October 24 - Saturday, October 26
  • WHERE: The Monument, a 500,000- square-foot exhibition center in Rapid City, South Dakota, will be the location for on-site registration, Recruiting Fair, Business Meetings, Professional Development Sessions, most District & Committee meetings, Model Initiation, and all meals with the exception of lunch on Friday at Mt. Rushmore.
    The Monument is located within a five-minute shuttle ride from the following hotels that are reserved for our guests:
  • HOTELS: All reservations are handled by TBP HQ
    • Holiday Inn Rapid City Downtown Convention Center
      505 N 5th Street
      Rapid City, SD 57701
    • Hotel Alex Johnson
      523 6th Street
      Rapid City, SD 57701
    • Howard Johnson
      905 North Street
      Rapid City, SD 57701
    • The Rushmore
      445 Mt. Rushmore Road
      Rapid City, SD 57701
  • PARKING: Limited self-parking is available at each hotel at no charge.
  • TRANSPORTATION: Transportation will be provided from the airport to four hotels and The Monument

Schedule

In-Person Recruiting Fair

  • Thursday, October 24, from 10:15 am - 3:45 pm
  • Upload resumes by September 15 for recruiters.

Committees

  • All voting delegates are required to serve on a committee.
  • You will have the opportunity to select your committee preferences when you register online.
  • Review the committee charges here.
  • All voting delegates should plan to arrive on Wednesday. Registration opens Wednesday from 3:00 pm - 11:30 pm and will open on Thursday from 7:00 am - 5:00 pm. The First Business Meeting begins Thursday at 9:15 am followed by Committee Meetings at 10:30 am.

Professional Development Sessions

  • Professional Development Sessions information coming soon.

Objectives

The Convention serves as:

  1. The supreme governing body of Tau Beta Pi conducting 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.
  2. A training session for student delegates, most of whom are chapter presidents who will serve this year. The Chapter Development Program, including National Interactive Chapter Exchange (NICE) and District meetings, is designed to achieve this goal.
  3. An opportunity for delegates from all parts of the country to meet and socialize with each other. Chapter representatives are afforded an opportunity to meet with Association Officials and to learn first-hand about problems, solutions, and opinions on the role of TBP on the nation’s campuses.

Travel Information

If you drive

All voting delegates should plan to arrive on Wednesday, October 23. Non-voting delegates should plan to arrive Thursday, October 24. Credentials deadline is 9:00 am on Thursday, October 24. The First Business Meeting begins at 9:15 am with Convention Orientation and Welcome from the Association. Committee meetings begin at 10:30 am. Automobile allowances set by the 2023 Convention in accord with the Bylaws are 30¢ per mile for voting delegates, plus 5¢ per mile for each member-passenger (no limit on number of passengers).

If you fly

Tau Beta Pi has hired a to purchase tickets. This can be done by completing registration. Collegiate chapter voting delegates and award recipients should use the travel agent to book their flights.

You may purchase your ticket and be reimbursed by HQ. If you purchase your ticket or make travel arrangements, complete the online registration by September 30 to ensure a room at a hotel. Tickets over $600 require preapproval from HQ. You may complete the online expense report for reimbursement of airfare.

The approved travel expense allowance means that you must make the most economical, regularly-scheduled, confirmed-reservation air service available. Remember, low-cost tickets are non-refundable and can be used only by the person named on the ticket. Do not purchase a ticket unless you are certain you can attend. Tau Beta Pi will purchase/reimburse ONE ticket for a collegiate chapter's voting delegate.

Airfare Cancellation Policy

Voting Delegate for Collegiate Chapters

If Tau Beta Pi purchases your airfare as a voting delegate, these tickets are non-refundable and non-transferable. If Tau Beta Pi purchases an airline ticket for you and you are unable to attend due to illness, bereavement, or weather, please contact HQ immediately. Chapters will be charged for airfare purchased on behalf of their members IF cancellations are made less than 48 hours prior to the event without a valid excuse.

Non-Voting Delegate for Collegiate Chapters

Unless otherwise noted, only ONE non-voting delegate from each collegiate chapter will be reimbursed 20 percent up to $200 of the airfare purchased.

REMINDER: Photo ID is required and arrive 90 minutes before your flight. Airport transportation to and from the four hotels is provided. Travel time from the airport to the hotels is approximately 15 minutes. Transportation will be available for all return flights beginning on Sunday morning. Transportation details will be posted at the Convention on Saturday afternoon. Wait times for departing transportation may vary.

Hotel Rooms

Accommodations will be at Holiday Inn Rapid City Downtown Convention Center, Hotel Alex Johnson, Howard Johnson, and The Rushmore. HQ will handle room reservations. You will be assigned a double occupancy room; extra charges for a single room are not reimbursed by TBP. Rates are $65 per person per night, double occupancy or $130 per single room per night. Check-in time at all four hotels is 3:00 pm. If your room is not ready, there will be accommodations to store luggage, if needed.

When you complete your online registration, indicate if you have a roommate preference and we will try to match you with your choice. If you do not, your roommate will be another delegate of the same gender. Single room requests are honored on a first come and first served basis. A request for a single room by a collegiate chapter member must be approved by HQ and is subject to availability.

Expenses

Travel

Travel expenses will be paid for the one voting delegate from each collegiate chapter up to the limits approved by the 2023 Convention. Non-voting delegates' and advisor's travel expenses are not paid by TBP except for one non-voting delegate per chapter who will be reimbursed for 20 percent airfare up to a maximum of $200.

On-site Package:

On-Site package includes: registration; three or four nights' double occupancy room, and full meal package for Thursday/Friday/Saturday.

  • $705: registration, four nights' double occupancy, and all meals
  • $640: registration, three nights' double occupancy, and all meals
  • $305: meals only
  • $140: registration
  • Individual Banquets:
    • Thursday Dinner: $50
    • Friday Dinner: $50
    • Saturday Awards Lunch: $30
    • Saturday Dinner: $60

Voting delegates, award recipients, and Association Officials will receive the three or four-night on-site package. Chapters may pay for the on-site package (including registration, lodging & meals) for non-voting delegates and advisors will be billed after the Convention. Others may purchase an on-site package or the individual pieces outlined above.

Attendees are responsible for any personal expenses (pizza, snacks, etc.). Voting delegates may incur out-of-pocket expenses (Wednesday, Thursday, Friday, Saturday, and Sunday); ensure you have funds to cover these charges (which will be reimbursed when you submit your expense reports, with receipts). Credit cards are accepted.

Reimbursement

Tau Beta Pi will pay/reimburse only the following expenses:

    • Transportation:
    • Economy coach class airfare or mileage at 30¢ per mile for delegates (see below), plus 5¢ per mile for each member-passenger (no limit). Baggage fees (one checked bag each way) are covered for voting delegates.
    • Voting delegates:
    • Collegiate chapter members - Transportation, on-site package, on-site breakfasts, and en route meals.
    • Alumni chapter members - on-site package.
    • Non-voting delegates:
    • One non-voting delegate per chapter - 20 percent of the economy coach airfare, up to a maximum of $200.
    • Non-voting delegates traveling by car with voting delegates allows voting delegates the additional 5¢ per mile.
    • Advisors:
    • Advisors traveling by car with voting delegates allows voting delegates the additional 5¢ per mile.
    • Laureates, Outstanding Advisor, McDonald Mentor, Distinguished Alumnus:
    • Transportation, on-site package, on-site breakfasts, and en route meals.
    • One guest ticket for the meal where award is presented and one shared hotel room for your guest(s) will be provided.
    • Association Officials:
    • As outlined in the Travel Policy.
    • On-site package:
    • Registration fee (three meals Thurs/Fri/Sat), and three nights (four nights only for those required to arrive on Wednesday) double occupancy hotel room. Those requesting a single room will be required to pay the difference.
    • En route meals:
    • $16 for breakfast, $19 for lunch, and $33 for dinner, maximum.

Expense Reports

Expense reports should be completed online immediately and emailed to HQ with scanned PDF receipts. Keep a copy for your chapter's file. All voting delegates must submit an expense report even if no expenses were incurred. THIS IS A REQUIRED REPORT and is due by November 11. Expense reports submitted after the deadline will not be processed unless an extension was requested/granted.

Maximum Reimbursement

We must recommend to the Financial Affairs Committee, which reviews delegates' expenses, that the economy coach 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 to HQ for prior approval.

Guests

You may purchase meals for your guest(s) at on-site registration. You will be responsible for the (additional) room cost per night for your guest.

Mt. Rushmore

HQ has planned a trip to Mt. Rushmore on Friday, October 25. Attendees will be bused to Mt. Rushmore beginning at 9:00 am, where lunch will be provided and the group photo will be taken.

Attire

Tau Beta Pi's policy permits business casual, business professional, or appropriate traditional native dress. Thursday and Friday business casual and Saturday business professional is required.

Business casual: suits, dress slacks, khakis, dresses, collared shirts, dress shoes and casual shoes.

Business professional: Suits, dress slacks, sport coats, blazers, dress shirts and ties, skirts and blouses, sweaters, dress shoes, or traditional native dress.

Business

Convention business is handled through committees. During the online registration, voting delegates may indicate their committee preferences. Association Officials will be appointed to each committee to assist in its work. Each committee will select a chair during its first meeting. Only voting delegates may participate in votes of their appointed committees. Any TBP member may participate in committee discussions if recognized by its chair.

Committee materials will be provided via links to web pages and Google Drives. An electronic copy of the Officer's Handbook and the Constitution and Bylaws will be included. BRING YOUR LAPTOP or TABLET. Paper copies of the C&B will be available. Text based voting will be used. The cell phone number you provide during online registration will be entered into the system and will be verified at on-site registration. Voting delegates without cell phones will be seated together at business meetings to vote by paper ballots.

The President and Executive Director will prepare an Order of Business in accord with the Bylaws. The President will open the Convention and preside over reports from the officers and the adoption of the Order of Business. The permanent Convention Chair will then preside for the remainder of the Convention.

Professional Development

Information forthcoming.

Recruiting Fair

There will be a Virtual Corporate and Graduate School Fair on October 10 for all members of Tau Beta Pi and an in-person Corporate and Graduate School Fair at the Convention on October 24. There is no charge for members to attend the recruiting fairs but attendees may register in advance for the Virtual Fair, beginning on September 1. Most recruiters purchase access to our online resume "bank," so be sure to upload your resume.

If you and/or your company/school are interested in recruiting, please contact Pat McDaniel. Booth prices can be found here.