Conference Frequently Asked Questions
Does each chapter have to send someone? Who should it be?
Yes, each chapter must send an official delegate in order to remain in good standing nationally. This delegate is typically the new chapter president, but can be another chapter officer or member in his/her absence. The deadline to register is May 15 annually, with registration opening on March 15. Registrations received on or after May 16 will incur a late penalty fee of $75.
Can I find out whether or not my chapter has registered an official delegate?
Yes. Mortar Board periodically updates a list of chapters for which an official delegate is registered. This list is available online and lists the chapter, not the representative who will be attending. It may take up to three (3) business days for a new conference registration to appear on this list. If you have additional questions regarding your chapter’s status, please e-mail conference@mortarboard.org.
Do I have to pay to attend the conference?
NO, official delegates do not have to directly pay for the conference. Their conference costs, including travel and accommodations, are covered by the $200 conference fee each chapter is required to pay annually, as well as funding from Mortar Board, Inc. There are fees for additional chapter attendees, chapter advisors and alumni attending the conference:
- Official voting delegate: Free
- Additional chapter attendees: $245 (includes hotel accommodations, does not include travel)
- Chapter advisors: $310 if arriving on Thursday, $245 if arriving on Friday (includes hotel accommodations, does not include travel)
- Late fee for registrations received after May 15: $75
How can I complete my payment? Who should checks be written to?
All registration and single room fees must be paid within two weeks of registering for the 2010 Mortar Board National Conference. There are three options for submitting payment:
Online using PayPal
Please use this payment page.
Phone
If you need to pay by phone, please call 614-488-4094 ext. 103 or 1-800-989-6266 ext. 103.
Check
Checks can be made out to “Mortar Board, Inc.” and mailed to: Mortar Board National Office, 1200 Chambers Road, Suite 201, Columbus, OH 43212.
How do I handle travel accommodations? Do I make my own plans and do I get reimbursed?
Mortar Board covers the costs of transportation for all official chapter delegates. Once you complete your registration online, you will be e-mailed instructions about how to arrange your own flight plans through Mortar Board’s corporate travel account. If you live within a reasonable driving distance (within 200 miles) of Chicago and a flight from your location costs more than $200, you will be e-mailed driving directions along with a Driver Reimbursement Form. If you do not receive these e-mail instructions please contact the National Office.
Additional chapter delegates and advisors should make their own travel plans as Mortar Board does not cover these costs. If you wish to travel on the same flight as the official chapter delegate, please contact them to get their flight numbers so that you can book these flights on your own. If you are a driver, you are welcome to carpool with the official delegate.
Information regarding where to go upon arriving at the airport and on driving to the conference location are available in the Official Guide to the National Conference.
How are e-tickets used? How do I get my boarding pass?
Electronic tickets allow you to travel without a paper ticket, eliminating the worry of leaving your tickets behind. An e-ticket confirms your airline ticket purchase without requiring a paper record; the only record of an e-ticket sale is in electronic form in the airline's computer system. Your e-ticket will be sent directly to you by e-mail after your flight is booked. To log in and view your itinerary, please visit www.concursolutions.com.
When flying on an e-ticket, airport security and airline check-in locations require you to provide a government issued photo I.D., along with one of the following documents indicating a flight departure for the current date:
- A ticket receipt (including ticket number)
- An itinerary (including ticket number)
- A boarding pass
This information is required in order to enter the secured area beyond the security screening checkpoint. Passengers who do not need to check baggage and already have an approved document (outlined above) may proceed through the security checkpoint directly to the departure gate.
The printed documentation you present at the airport must include your airline ticket numbers. Ticket numbers are displayed on your itinerary as well as your e-ticket receipt, and are generally available within 30 minutes after you've completed your purchase. We also recommend that you check your itinerary online within 24 hours of your scheduled departure to ensure that the information that is displayed on your printed documents has not changed.
What do I do if I encounter a travel emergency?
In the event of a travel emergency for official delegates or national leadership who have booked their flights through Mortar Board's corporate travel account, please contact En Route Traveline at 1-800-860-7200 during business hours or 1-800-358-1263 after hours. Be sure to have your itenerary number available for maximum customer service.
In the case of an urgent conference question or request, please call the temporary direct Mortar Board conference line, available through July 25 at 614-961-7757. You may also choose to leave a message with the Chicago Marriott O'Hare front desk at 1-866-614-8407 if you are unable to reach a staff member by calling the temporary direct line.
Any important e-mails should be sent to conference@mortarboard.org, which will be checked periodically throughout the conference. E-mails sent to other mortarboard.org e-mail addresses (including staff e-mail addresses) during the conference may not be responded to until after the conference. Urgent issues should be dealt with via telephone.
Here are some helpful Web sites and phone numbers:
En Route Traveline
1-800-860-7200 (during business hours) or 1-800-358-1263 (after hours)
Chicago Marriott O'Hare
8535 West Higgins Road
Chicago, Illinois 60631
Phone: 1-866-614-8407 or 1-773-693-4444
Fax: 1-773-693-3164
What are the dates and times?
The 2010 Mortar Board National Conference will be held from Friday, July 23 through Sunday, July 25 in Chicago, Ill. Specific times for arrivals and departures will be announced at a later date.
Can multiple people from my chapter come?
YES, multiple members from a chapter are welcomed. Please note that the entire cost is only covered for the official delegate. The fee for additional chapter attendees and advisors is $245 and includes hotel accommodations. Sorry, but travel arrangements for these types of attendees are not covered financially or arranged by Mortar Board.
Do I need to rent a car or take a cab to get from the airport to the hotel?
NO, you do not need to rent a car , take the subway or a cab from O'Hare airport to the Chicago Marriott O'Hare hotel. Complimentary shuttles will transport you to the hotel.
Below are detailed instructions regarding how to locate the Bus/Shuttle Center for complimentary transportation to the conference hotel. Many conference participants will be greeted in the airport by a Mortar Board conference assistant, who will direct you the hotel shuttles.
- From your gate, go to baggage claim.
- Follow the signs labeled “Bus/Shuttle Center” to the nearest underground pedestrian walkway.
- In the elevator, press the “Bus/Shuttle Center” button.
- Once in the center, wait by Door 2.
- The Chicago Marriott O’Hare and Rosemont shuttle operates daily from 6 a.m. to 11 p.m. at 20-minute intervals and on an as-needed basis overnight. If you arrive outside of this timeframe, please use the courtesy phones in the center to call for the shuttle.
The hotel is just three miles away from O'Hare and 20 miles away from Midway airport. More information regarding travel and arrival is provided in the Official Guide to the National Conference.
Always arrive about 1 and one-half hours before your flight for both arrival to and departure from Chicago. Allow an additional 30 minutes for travel between O’Hare airport and the conference hotel.
What should I wear?
- Friday - Dress casually! All we ask is that you wear a t-shirt with your college name on it. There is a tropical theme party on Friday evening, but special apparel for the theme is not necessary.
- Saturday - Dress is business casual for Saturday’s sessions and meetings. For the evening’s candlelight banquet, attire should be semi-formal.
- Sunday - Feel free to dress casual and comfortably for the travel home. This would be a great day to wear your official conference t-shirt or other Mortar Board attire. Please note that we do not suggest wearing pajama bottoms or other incredibly casual items for the morning’s meetings.
- Note about weather-appropriate apparel - If you plan to attend the bus tour of Chicago on Friday morning or visit entertainment spots in the city on Saturday evening, you should be aware of Chicago weather. Daytime summer temperatures average 85 degrees and nightly lows dip below 70 degrees. If you are used to warmer climates, a light jacket may ne necessary.
Please note that there is a fitness facility and swimming pool onsite for those who choose to work out or swim during the conference. More detailed information on items to pack is available below or in the Official Guide to the National Conference.
What do I need to know?
You should download and completely read the Official Guide to the National Conference, which can help ensure that you arrive prepared to make the conference the best possible experience.
You should be aware of your chapter’s status, including your voting status, which stems from being in good standing with appropriate reports and fees submitted to the National Office. The National Office will contact you with this information via e-mail prior to the conference. Chapters who have not submitted all fees and forms will not be permitted to vote at the conference, one of the biggest responsibilities of the year! If you would like to inquire about your chapter's voting status, please inquire by calling 800-989-6266 ext. 103 or e-mailing mortarboard@mortarboard.org.
You should also try to familiarize yourself with Mortar Board as a national organization by browsing this Web site. Additionally, talk to former officers and your chapter advisor to learn about any issues, trends or challenges facing your chapter so you can determine what types of sessions to attend. Identifying areas where your chapter needs help or information (such as membership selection, publicity, service, etc.) can also help you determine the best sessions to help your chapter succeed.
Official delegates have the power to vote at the conference to make changes in the national governing documents.
You should know that each year, one student is voted on by all the delegates to become a student representative on the National Council for a two-year period. It is a wonderful experience and can lead to further national involvement with Mortar Board. Feel free to contact the current student representatives to learn more about this position.
What should I bring?
- Official Guide to Conference - This guide has everything you'll need to know about the conference, and includes emergency contact information for the hotel and National Office staff for help with any delayed flights or travel problems.
- College t-shirt - It is always best to dress comfortable if you are flying or driving, so we encourage you to wear a t-shirt with your school name on Friday, July 23.
- Books for young adults - To support the national "Reading is Leading" literacy initiative, national Mortar Board will be collecting books to donate to a local program for elementary school children. The attendee (or chapter) who brings the most books will be rewarded!
- Supplies for your chapter display - Each chapter is given the opportunity to create a display at the conference using a tri-fold board (provided upon arrival) and materials they bring. If you have not already done so on your registration form, please e-mail conference@mortarboard.org to reserve your tri-fold board in advance.
- Business casual attire - Be prepared for the temperature inside the hotel, which is maintained at 68° F. Short shorts and tank tops are not appropriate at any time during the conference.
- Semi-formal attire - Banquet apparel is best for the Candlelight Banquet on Saturday evening, one of Mortar Board's most esteemed events.
- Fitness and swimming apparel - The hotel offers a fitness center and pool, so bring appropriate attire if you're interested.
- Weather-appropriate apparel - If you plan on attending the trolley tour of Chicago on Friday morning or enjoying the entertainment options the city has to offer on Saturday evening, you should be aware of Chicago weather. Daytime summer temperatures average 85 degrees and nightly lows dip below 70 degrees. If you are used to warmer climates, a light jacket may ne necessary.
- Your camera - Photos will come in handy nationally and make wonderful additions to your chapter Web site.
- A credit card - The hotel requires a credit card as a deposit against any charges that might be made to your hotel room.
- Spending money - You may need additional money for social outings (meals on Friday evening, all day Saturday and Sunday morning are provided), Mortar Board merchandise, professional group photos, etc.
- Flight information and government-issued photo I.D. - for current regulations on permitted and prohibited flight items, visit http://www.tsa.gov/travelers/airtravel/prohibited/permitted-prohibited-items.shtm
How can I find out more about the Chicago Highlights Tour?
Here is some information you may find helpful regarding the Chicago Highlights Tour hosted by the Chicago Trolley Co. The Chicago Highlights Tour is currently sold out for 2010.
Prior to the official start of the conference, members and friends are invited to enjoy a bus tour of Chicago for $26. This entertaining and informative two-hour tour will begin promptly at 10 a.m. on Friday, July 23. All bus tour attendees should complete conference registration early and meet in the hotel lobby no later than 9:45 a.m. The tour will pass by Chicago’s historic landmarks, classic movie locations and amazing attractions including:
- Willis (formerly Sears) Tower: Skydeck, Board of Trade, Union Station
- Millennium Park: Cloud Gate (The Bean), the Park Shop
- Wacker South: Trump Tower, Wrigley Building, boat tours
- Theatre District: State Street shopping, Picasso, Garrett Popcorn Shop
- Art Institute: Grant Park, Millennium Park, Orchestra Hall
- Hilton Towers and Hotel: Buckingham Fountain
- Field Museum of Natural History: Shedd Aquarium, Adler Planetarium, Soldier Field
- Sheraton Chicago: NBC Tower, AMC Theater, Riverwalk
- Navy Pier: Shopping, dining, boat tours, family attractions, and more
- Magnificent Mile: Wrigley Building, Tribune Tower, Nordstrom’s, Apple Store, Nike Town
- Hancock Center: Hancock Observatory and Signature Room, Bloomingdale’s, Cheesecake Factory, Oak Street shopping
- Water Tower: American Girl Place, Water Tower Place shopping, Chicago Visitor Center, Lookingglass Theatre, Mag Mile shopping
- River North: Hard Rock Cafe, Rainforest Cafe, Ed Debevick’s, Portillo’s, Retro McDonald’s, Pizzeria Uno, ESPN Zone
The tour takes place on a trolley and will operate rain or shine. Please meet in the hotel lobby at 9:45 a.m. Refunds will not be granted after July 1. The Chicago Highlights Tour is sold out for 2010.
How can I attend the bus tour if I did not originally select this option on my registration form?
The Chicago Highlights Tour is sold out for 2010.
How do I contact the Mortar Board National Office?
Beginning July 22, the Mortar Board National Office staff members will be out of the office and on site at the conference. Therefore, members who need to contact the Mortar Board National Office regarding the conference should use the numbers below to best reach a helpful staff member:
- Pre-conference line (Prior to July 22): 1-800-989-6266, ext. 104
- Direct conference line (July 22 - 26): 614-961-7757
All general questions regarding the conference can be sent to conference@mortarboard.org. This e-mail address will also be checked periodically during the conference. Messages sent to other mortarboard.org e-mail addresses during the conference may not be responded to until after the conference. All urgent issues should be dealt with via telephone.
Please note that calls made directly to the Mortar Board National Office at 1-800-989-6266 during the conference will may not be answered after July 21, when most staff members are away from the office. Voicemail will be checked periodically, although it is not recommended to call these lines. All urgent conference issues that occur July 21 - 26 should be addressed by phone at 614-961-7757.
Some other helpful phone numbers are:
En Route Traveline
1-800-860-7200 (during business hours) or
1-800-358-1263 (after hours)
Chicago Marriott O'Hare
1-866-614-8407 or 1-773-693-4444
In the event of a travel emergency for official delegates or national leadership who have booked their flights through Mortar Board's corporate travel account, please contact En Route Traveline at 1-800-860-7200 during business hours or 1-800-358-1263 after hours. Be sure to have your itenerary number available for maximum customer service.
I can't find my question here...
Do you have a question not listed here regarding the national conference? Downloading the Official Guide to the National Conference and reading it thoroughly can help prepare you for the conference. Additionally, you can e-mail the National Office at mortarboard@mortarboard.org with your question or call 1-800-989-6266.
