2015 TBP Convention

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 Interactive Chapter Exchange (ICE), Engineering Futures, 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 a special 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.

Each collegiate chapter must send one voting delegate to the Convention at the Association’s expense. Your chapter has already paid an assessment to help fund the expenses of the voting delegates (Bylaw 1, Sec. 1.05). Chapters are also encouraged to send non-voting delegates and Advisors at their expense. The on-site expenses of one Advisor per chapter will be paid by TBP.

 

SCHEDULE, CREDENTIALS & REGISTRATION 

Voting delegates must be registered by 3:00 pm ET on Thursday, October 29 and participate through official adjournment Saturday evening. Early registration will take place Wednesday and Thursday evening at the Convention Center.

Voting delegates should be prepared to present a photo ID at registration. 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. All attendees are required to sign the attendance slip indicating they have read and understood the Professionalism Policy. Copies will be available at Convention.

TRAVEL INFORMATION

If you drive:

Plan to arrive Thursday, October 29. The Recruiting Fair and Professional Development sessions are scheduled from 9 am —3 pm EDT and we encourage you to attend. All voting delegates must be registered by 3 pm. Parking is available at the hotels. Automobile allowances set by the 2014 Convention in accord with the Bylaws are 30¢ per mile for voting delegates, plus 5¢ per mile for each member-passenger, to a maximum of 45¢ 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.

If you fly:

Plan to arrive as early as Wednesday evening to attend the Recruiting Fair, campus tours, EF and professional development sessions on Thursday. All delegates should make flight arrangements to ensure arrival no later than 2 pm EDT on Thursday. Please note that travel time from the airport to the hotel is 15 minutes. Transportation to and from the hotel is provided; members from the host chapter will be at the airport to meet all flights. Transportation will depart for the airport on Sunday morning for the earliest flights. Shuttle details will be posted at the Convention on Saturday afternoon.

Make your travel arrangements soon and submit your travel plans by September 25. The travel expense allowance approved by the 2014 Convention means 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 go. Tau Beta Pi will purchase ONE ticket for a voting delegate. If a voting delegate cannot go and the ticket is already purchased, your chapter will be responsible for the purchase of the second ticket.

You may purchase your own ticket and be reimbursed or complete and email an airfare request form to Sherry King (sherry@tbp.org)to have Tau Beta Pi purchase your ticket for you (read carefully for explanation of charges).

Go online and submit your travel plan to ensure a room at the hotel.

All Association Officials should make their own airline reservations. Expense reports may be submitted prior to the Convention for reimbursement of airfare.

Voting delegates, District Directos, selected non-voting delegates, and Advisors invited at full Association expense may have HQ book and pay for their flights. All other non-voting delegates and Advisors may have tickets booked by HQ and, if your chapter approves, have the chapter charged.

REMINDER: Please have your photo ID and arrive 90 minutes before your flight.

HOTEL ROOMS

Accommodations will be at three hotels: The Hilton Providence, Omni Providence Hotel, and Providence Biltmore. HQ will handle room reservations. DO NOT CALL THE HOTEL. You will be assigned a double room; extra charges for a single room are not reimbursed by TBP. You will be notified two weeks before Convention which hotel you will be assigned. Rates are $90 per person per night, double occupancy. Hotel check-in time is 3 pm and your room may not be ready when you arrive. Luggage storage is available.

When you submit your travel plan, 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.

EXPENSES

Full expenses will be paid for the one voting delegate from each collegiate chapter (on-site only for alumni chapters) up to the limits approved by the 2014 Convention. Non-voting delegates’ expenses are not paid by TBP. Exceptions include reimbursement for those non-voting delegates chosen by the Executive Council. Information on the process was included in the April eNotes. In addition, one non-voting delegate per chapter may be reimbursed for 20 percent airfare up to a maximum of $200.

On-site Package:

On-site information will be provided after January 1, 2015

Expense reports:

Expense reports should be completed immediately and emailed to HQ with scanned 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 GRADED REPORT and is due by November 14. Expense reports submitted after the deadline will not be processed unless an extension was requested/granted.

REIMBURSEMENT 

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

Voting delegates: [expense report: collegiate | alumni]
A) Collegiate chapter - Transportation, on-site package, on-site breakfasts, and en route meals.
B) Alumni chapter - on-site package and on-site breakfasts.

Non-voting delegates: [expense report: 20 percent airfare | full]
A) One non-voting delegate per chapter - 20 percent of the discounted 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.
B) Non-voting delegates selected by District Directors (deadline June 1) - Transportation, on-site package, on-site breakfasts, and en route meals.

Advisors: [expense report: on-site only | full]
A) One Advisor per chapter - On-site package and on-site breakfast. Advisors traveling by car with voting delegate provide the voting delegate the additional 5¢ per mile.
B) Advisor selected by District Directors (deadline June 1) - Transportation, on-site package, on-site breakfasts, and en route meals.

Laureates, Outstanding Advisor, McDonald Mentor, Distinguished Alumnus: [expense report] Transportation, on-site package, on-site breakfasts, and en route meals. One ticket for the Saturday banquet and shared hotel room for your guest.

Association Officials: [expense report] As outlined in the Travel Policy.

Transportation: Discounted coach class airfare or mileage at 30¢ per mile for delegates, plus 5¢ per mile for each member-passenger, to a maximum of 45¢ per mile. Baggage fees are covered.

On-site package: Registration, two breakfasts, three lunches, three dinners, and three or four nights double occupancy hotel room. Name badges will serve as meal tickets for all categories of attendees listed above. Those requesting a single room will be required to pay the difference of $80 per night.

En route meals: up to $6 for breakfast, $8 for lunch, and $10 for dinner.

Maximum reimbursement:

We must recommend to the Financial Affairs Committee, which reviews delegates’ expenses, that the discounted 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 either to HQ for prior approval.

GUESTS

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. Tickets for meals will be available for purchase at registration. You will be responsible for the room cost per night for your guest.

ATTIRE

Tau Beta Pi’s policy permits business casual for Thursday, Friday, and business attire for Saturday’s events, which are similar to many corporations. This allows for a relaxed atmosphere while still maintaining professionalism. However, business attire is required for the Saturday Initiation Ceremony and Awards Banquet.

Business Casual: suits, dress slacks, khakis, dresses, collared shirts, dress shoes and casual shoes. No jeans, t-shirts, sleeveless shirts, shorts, mini skirts, athletic wear, etc.

Business Attire: Suits, dress slacks, sport coats, blazers, dress shirts and ties, skirts and blouses, sweaters, dress shoes.

BUSINESS

Convention business is handled through committees. Each voting delegate will be assigned to a committee and related materials will be distributed by email in September. 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.

Business materials will be provided on a flash drive given to all attendees at registration. An electronic copy of the President’s Book and the Constitution and Bylaws will be included. BE SURE TO BRING YOUR LAPTOP or TABLET. A few paper copies will be available. Text based voting will be used again this year. The cell phone number you provide online will be entered into the system and will be verified at registration. Voting delegates without cell phones will be seated together at business meetings.

The President and Secretary-Treasurer will prepare an Order of Business in accord with the Bylaws. The President will open the Convention and preside over reports from the Program Directors and the adoption of the Order of Business. The permanent Convention Chair will then preside for the remainder of the Convention. The Secretary-Treasurer serves as Secretary of the Convention. Minutes from the 2014 Convention will be available here.

PROFESSIONAL DEVELOPMENT

The Professional Development Program consists of personal and chapter development sessions on Thursday morning and afternoon before Convention begins. The Convention orientation will be held on Friday afternoon. Interactive Chapter Exchanges (ICE) will be conducted on Saturday afternoon. Chapter Advisors are invited to serve on the Advisor Committee. District Directors meet with their chapters on Thursday, Friday, and Saturday to discuss major topics which include projects, district activities, and resources. The award-winning Engineering Futures sessions will be held for non-voting delegates on Thursday and Friday.

CORPORATE AND GRADUATE SCHOOL RECRUITING FAIR

Numerous companies and graduate schools will have recruiters on-site Thursday from 10 am—3 pm to discuss employment opportunities and graduate programs. Any member from nearby schools may attend and does not need to register for the Convention. BRING AT LEAST TEN COPIES OF YOUR RESUME TO THE FAIR. TBP will prepare a DVD of chapter resumes for corporate recruiters. To be sure yours is included, email yours and your chapter’s resumes to by October 8. Visit this web page for formatting instructions. Some of the companies that attended in 2014 include Aerotek, NextEra Energy, Raytheon, Sandia National Laboratories, and Schweitzer Engineering Lab. Visit the 2014 sponsors page for the full list of companies and graduate school that participated in 2014. Check the website as more companies and schools sign up to attend in 2015.