To ensure that the national fraternity chooses a site for our National Council meeting that is most conducive to us having a successful meeting; we put forth the following minimum requirements for a host chapter to be chosen.
If you are interested in hosting an upcoming National Council Meeting, you should write a letter to Central Office which indicates your desire to host the meeting and, in general terms, speaks to how well your chapters meets the items in the REQUIREMENTS and CONSIDERATIONS sections below. That letter should be sent to: ALPHA PHI DELTA FRATERNITY - CENTRAL OFFICE, 257 E. Camden-Wyoming Ave, Unit A, Camden, DE 19934. Or it can be emailed to firstname.lastname@example.org. Note: If your chapter is selected, you will be directed to produce a more specific and detailed proposal to allow the fraternity to move forward.
Again: This information is due by 2/1/14! This deadline is set early to give the national president an opportunity to announce the date/location of the following year’s meeting at the time of his election. This also allows the entire national fraternity to make plans accordingly a full year in advance.
When considering the selection of the National Council site, the National President will look to see how many of the following qualities are present in the chapter's applying for hosting privileges:
- A positive relationship with school administration
- A supportive/active alumni presence
- A volunteer willing to serve as a Council Meeting Supervisor that will report directly to the National Secretary.
- The host chapter must be in good standing with the fraternity and the chapter president(s) must be responsive & communicate efficiently.
The following are general requirements that the Council will need to hold its meeting at your school. Ask yourself if your school can accommodate these?
- A hall type classroom with audio/visual capabilities (computer, projector/smart board) as well as 4 microphones – with seating for 200-250.
- Five classrooms in a general vicinity for separate break-out sessions – Undergraduate Coordinating Committee meeting (50-100 attending), Alumni Coordinating Committee meeting (25-50 attending), Foundation (15-25 attending), Mass (150-200 attending), Budget (5-10 attending), etc.
- A cafeteria or food service on campus that is ready to serve a light breakfast, lunch and possibly dinner for the delegates – the cost of this will be paid or defrayed by the Fraternity. The host chapter is only responsible for making arrangements.
- Potential host chapters should be able to identify the name, address, phone number, website of hotels for the delegates with price information (see attached sample from 2008).
- Several hotels for suggestions to our Undergraduate brothers
(they should be inexpensive and within a 15 mile radius)
- A campus map must be provided (see attached sample from 2008)
- A welcome itinerary (See attached sample from 2008) should be created for all of the delegates.
- Proof of communication & confirmation with the events planner on campus that the Hall, Break-out classrooms and school catering services will be available for Feb/March of the following year – please provide the names of the rooms on campus
- A planned dinner for the Sat evening of the Council meeting with tiered pricing (that is, with the Undergraduates paying less than the alumni and preferably having the dinner (if possible) hosted by the local alumni club.
Upon selection, the host chapter has two weeks to get all council details confirmed and in writing to Central Office. Best of luck and thanks for your interest in hosting the “Greatest Meeting” of the “Greatest Fraternity in the World!”