161st ANNIVERSARY Convention
July 6-8, 2017
Marriott Boston Copley Place
CLICK HERE TO REGISTER FOR THE 161ST ANNIVERSARY CONVENTION
DELEGATES & GUESTS: CLICK HERE FOR OPTIONAL EVENING EVENTS TICKETS
NON-DELEGATES: CLICK HERE FOR TICKETS TO OUR MEAL FUNCTIONS
CLICK HERE TO MAKE A DONATION TO THE CONVENTION
Sigma Alpha Epsilon’s 161st Anniversary Convention is the largest business meeting of the organization. More than 400 delegates that represent chapters and alumni associations in good standing vote upon board candidates and proposals for the Fraternity Laws. Although each chapter and alumni association gets only one vote and may only designate one main delegate, groups may elect to send multiple delegates.
Chapters that do not send at least one delegate to convention are fined $1,500 for non-representation.
The Phi Alpha
The Phi Alpha serves as the official publication for the 161st Anniversary Convention. Hard copies of the booklet will be distributed to each delegate and guest during convention registration at the convention site.
The digital version of The Phi Alpha will be available in mid- to late-April 2017.
Registration Dates & Rates
Registration for convention is based upon a tiered structure.
Early Bird Registration: February 1, 2017 - March 15, 2017 - $425 for undergraduate members and $475 for alumni members.
Priority Registration: March 16, 2017 - April 30, 2017 - $475 for undergraduates members and $525 for alumni members.
Regular Registration: May 1, 2017 - June 6, 2017 - $525 for undergraduate members and $575 for alumni members.
Colony Members/Guests**: February 1, 2017 - June 6, 2017 - $275
Please Note: If a chapter registers more than one person, only one person can be designated as the voting delegate. Any other(s) will be considered an alternate delegate.
Registration ends on June 6, 2017, to allow processing time for credentials. Any registrations beyond June 6, 2017, must be handled in person at the convention site. On-site registration fees will increase to $600 for undergraduates, $650 for alumni and $350 for colony members or guests.
There will be a substitution fee of $100 for any substitutions made to any registrants.
**For colony members, that fee includes all official meals. For guests, the fee includes admission to the Guests Program events and to the final banquet with the entire convention delegation.
Credit cards are processed immediately. Members who use check or other form of payment – via the “Bill Me Later” option – must make arrangements for their payment during the time period in which they register. If payment is not received by the deadline date indicated below, the rate will be increased to the next tier.
Early Bird Registration: digital payment must be received by March 15, 2017, and mail-in payments must be postmarked by March 15, 2017.
Priority Registration: digital payment must be received by April 30, 2017, and mail-in payments must be postmarked by April 30, 2017.
Regular Registration: digital payment must be received by June 6, 2017, and mail-in payments must be postmarked by June 6, 2017. Failure to pay after this time will result in the rates increasing to their maximum of $625 for undergraduate members and $675 for alumni members.
Colony Members/Guests**: digital payment must be received by June 6, 2017, and mail-in payments must be postmarked by June 6, 2017. Failure to pay after this time will result in the rates increasing to their maximum of $375.
There will be a substitution fee of $100 for any substitutions made to any registrants. Substitutions will be accepted until June 6, 2017. In order to substitute someone for an attendee, please click HERE to complete a substitution form. On-site substitutions will incur a $200 substitution fee.
Cancellations will be accepted with refunds until June 6, 2017. We are sorry, but refunds are not available for cancellations after June 6, 2017. To cancel a registration, please click HERE.
The Boston Marriott Copley Place, located in the Back Bay and within walking distance of many great sites, is the official convention property. Our special rate of $169 per room per night plus tax has been offered from July 3, 2017, through July 10, 2017. If you arrive before the official start date of July 6 or stay past the departure date of July 9, please note that our rate is subject to hotel availability.
Delegates and guests may choose from one king room or one double-bedded room.
MAKE YOUR RESERVATION FOR OUR CONVENTION HOTEL ONLINE BY CLICKING HERE.
IMPORTANT: Our hotel block is currently sold out for Wednesday, July 5, so we have secured an overflow hotel block with a discounted rate for our members at the Loews Boston Hotel, which is less than a ten-minute walk from our main property.
TO MAKE YOUR RESERVATION AT THE OVERFLOW HOTEL FOR JULY 5, CLICK HERE.
In addition, we strongly urge attendees to make their reservations between July 6 and July 9 using the link below in order to secure a room during our main nights.
Please note, the cutoff date to book any rooms under our official block and at our rate is June 13, 2017. After that time, reservations and rates are subject to availability. Make sure to note the reservation’s cancellation/change policy, as the national headquarters is not responsible for individual hotel reservations or fees.
For questions or problems with lodging, contact Convention Manager Brandon Weghorst at email@example.com or at (847) 424-3038.
Voting delegates who attend the convention must be cleared through credentials before voting privileges can be extended. This typically requires delegates to be in good standing and to have filled out necessary reports, per Fraternity Laws.
Chapter, to complete the Eminent Archon Report, CLICK HERE.
Alumni associations, to complete the Alumni Association Annual Report, CLICK HERE.
To view the credentialing requirements for this year, CLICK HERE.
IRS Form 990
In an effort to track and oversee the completion in accordance with IRS requirements, and as approved by the 157th Anniversary Convention, copies of all 990 filings must be submitted to the Fraternity Service Center on an annual basis by each chapter, house corporation and alumni association. Groups with less than $50,000 of gross receipts that qualify to file a 990-N return must provide a copy of the confirmation of completion received from the IRS. Convention credentialing requires this as part of the right to vote. If your group’s exempt status has already been “revoked,” proof of progress and planned timeline toward reinstatement must be submitted.
Forms 990 must be filed by the 15th day of the fifth month after the end of your organization’s fiscal year. For example, if your organization’s fiscal year ends on June 30, the Form 990 is due by November 15 but can be filed earlier. Failure to file with the IRS can result in late fees and penalties and can put your exempt status in jeopardy. For additional information, CLICK HERE.
If the Form 990 process is new to you, and you cannot work through it yourself or call upon your tax adviser, please call or e-mail Dan Stanczak, Staff Accountant, at (847) 424-3005 or at firstname.lastname@example.org.
Submissions to fulfill the Fraternity Laws requirement can be made electronically to Dan Stanczak using the e-mail address listed above or by traditional mail to his attention at 1856 Sheridan Road, Evanston, IL 60201. Alumni associations that do not maintain an Employer Identification Number (EIN) and operate out-of-pocket for activities will not be able to file a 990. Without the ability to file a 990, any such alumni associations will need to directly petition the Convention Credentialing Committee on site at the convention for the right to vote. To file your petition, CLICK HERE.
Proposals to Amend the Fraternity Laws
All of the proposals to amend the Fraternity Laws will be listed in the Phi Alpha. During convention business, delegates vote on proposals during the plenary (business) sessions.
Schedule of Events
The tentative schedule of events can be found HERE.
For more details about the optional evening events organized by our Boston Host Committee or about the Guest Program, see the respective sections below.
The preferred and closest airport to our convention hotel is Logan International Airport (BOS). Our property does not run an airport shuttle but can be accessed easily via taxi or rideshare options.
Convention Mileage Fund
As defined in our Fraternity Laws, a delegate from each chapter, as well as Past Eminent Supreme Archons and Province Archons, will receive a proportional mileage allowance for the distance he travels in relation to the total distance traveled by all delegates. The calculation is based on Google Maps® to determine one-way mileage from the city in which the group or person is located to the Boston Marriott Copley Place. The mileage-fund reimbursement for this year's convention is 18 cents per mile for one way only, per Fraternity Laws.
Alumni associations, colony members, guests and spouses are not eligible for mileage-fund reimbursement.
To view the mileage chart for this year, click HERE.
Optional Evening Events
The Boston Host Committee for our 161st Anniversary Convention is offering a selection of optional evening activities that will allow you to enjoy the dynamic history of Boston during your visit to our biggest chapter meeting of the year. You can find more details, including the dates, times and costs, listed below. In order to make purchases for any of these options, simply add them to your cart during registration.
CLICK HERE TO PURCHASE TICKETS FOR OUR OPTIONAL EVENING EVENTS
Please note, these events are not included in your registration cost.
Thursday, July 6
Boston Harbor Sunset Cruise
7:00 - 8:30 pm
Collegiate Members: $10
Alumni Members & Guests: $25
Join us as we head to the waterfront to witness the magnificent sunset behind Boston's skyline from the city’s harbor and waterways. During a 90-minute tour, our group will sail past islands, cultural landmarks and lighthouses, culminating with a stop near the USS Constitution as she fires her cannon and lowers her flag.
Friday, July 7
Boston Red Sox Fenway Park Guided Tour
6:00 - 7:00 pm
Collegiate Members: $10
Alumni Members & Guests: $25
Although the Sox are out of town during our convention, Fenway Park is always open for business. Experience one of the oldest and most noteworthy neighborhood ballparks in the nation. Plus, it's located only a few blocks from our hub of activity in the Back Bay. The tour gives delegates and guests a way to understand the park's history and to hear stories and see areas behind the scenes you can't get from sitting in the bleachers.
9:30 pm - 12:00 am
Collegiate Members, Alumni Members & Guests: Free
Guests will be able to participate in a brotherly matchup to see who can dominate the table and come out on top as the Eminent Supreme Champion. Join us for this returning popular event from Leadership School and previous conventions.
Each convention includes a Guest Program for spouses, significant others and guests of brothers who attend the event. The registration for the program is an option when members register online.
This year’s program includes the following:
Thursday, July 6
Meet & Greet Coffee & Tea – 10:00 am
Free Time for Prudential Center Shopping – 10:30 am
Opening Luncheon* – 12:00 noon
Old Town Trolley Bus Tour (Hop On/Hop Off) – 2:00 pm
Friday, July 7
Lunch at the Harvard Club – 11:30 am
Harvard University Walking Tour – 2:00 pm
Saturday, July 8
Trinity Church Tour – 10:00 am
Lunch at Union Oyster House – 11:30 am
Faneuil Hall or Self-Guided North End Walking Tour (Old North Church; Paul Revere House) – 2:00 pm
Closing Gala Banquet* – 7:00 pm
*joint event with convention delegation
Exhibiting and vending opportunities are available for our convention, and exhibitors may take advantage of our special room rate, subject to availability. If you wish to register as an Exhibitor/Vendor, please register HERE. Questions should be directed to Convention Manager Brandon Weghorst at email@example.com or at (847) 424-3038.