TO: Mortar Board Chapter Officers
FROM: Susan Caples, Mortar Board National President
RE: Changes in effect for the 2012 Mortar Board National Conference
DATE: November 17, 2011
We have some important news to share with you about the Mortar Board National Conference. As you know, the conference is a vital part of helping prepare new chapter officers for their leadership role.
There are some big changes for next year’s conference. We have already shared this with advisors, and you can find additional information in the FAQs, below.
Please also feel free to contact your Section Coordinator or the National Office if you have any questions.
CHANGES TO THE 2012 NATIONAL CONFERENCE
- The conference fee for 2012 will be $250.
- The National Council is asking chapters to cover the travel costs of their delegate (as well as any other chapter members who attend the conference).
- As a national Society, it is absolutely imperative that each chapter send a delegate to the conference! The Council also encourages chapters to send additional representatives. It’s more fun for everyone from the chapter, and several representatives can “cover” the conference more effectively than just one.
FAQs ABOUT CONFERENCE CHANGES
Why was the decision made to change the funding of conference travel for official delegates?
This decision was made after careful evaluation and analysis, and many different funding models were considered to ensure the fairest decision about who absorbs the cost of the conference. Dramatic fluctuations in travel costs have made budgeting for conference travel a nearly impossible task. Directing fewer national resources to travel costs will also allow Council to focus more on conference programming and ongoing chapter support.
What if our chapter treasury is low and we can’t afford to cover travel this year?
For the 2012 conference, you may request a reimbursement from Mortar Board, Inc. for up to $250 for air travel or $100 for car travel for the chapter’s official delegate after the conference. We request that chapters that can afford to do so absorb all of their travel costs so that more subsidies are available for chapters struggling financially.
We recognize that some chapters, due to geographic location or budget structure, may face an undue burden in paying for conference travel costs. If you feel this is the case for your chapter, please contact your Section Coordinator and the National Office so that we can help you formulate a fundraising plan. There may be additional funding for these situations available on a limited, case by case basis.
What if it is more cost-effective to send a delegate who is not the president?
We encourage you to send delegates to the conference based on geography – so sending the officer who can get the best travel rates, even though that person may not be your chapter president, is okay. This means the conference will be more inclusive for all chapter officers.
Why is the conference fee increasing?
Mortar Board covers the cost for double occupancy room fees and all meals for each delegate attending the conference. Though the $250 conference fee paid by the chapter helps defray this cost, national Mortar Board absorbs a great deal of the actual cost.
Are there any changes for additional chapter representatives that we send to the conference?
Additional representatives from a chapter pay one registration fee (also $250), which includes all conference programming, double occupancy rooms and meals during the course of the conference.
What are the plans for future conferences?
As of now, these changes will only affect the 2012 conference. Council will make an effort to continue to select conference sites that present affordable transportation options and are easily accessible for our members. The 2013 conference will be held in Atlanta, August 2-4.
Who can I contact if I have questions?
We encourage you to ask questions and work with our national leadership to ensure your chapter is represented at the conference. You can speak with your Section Coordinator or you can email or call Jane Hamblin at the National Office at jhamblin@mortarboard.org, (614) 488-4094. We welcome your feedback.
Thank you for the time and effort you share with Mortar Board, and for working with us to be good stewards of our Society’s resources.
Yours in leadership,
Susan Herndon Caples
Mortar Board National President
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