163rd ANNIVERSARY Convention

June 20-22, 2019
Louisville, KY
Louisville Marriott Downtown

Sigma Alpha Epsilon’s 163rd 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 as per Fraternity Laws. 

Scroll down for information on various aspects of our convention for logistical information.

Registration for the 163rd Fraternity Convention is Now Open!
Login to your mySAE account to register

 

Where and when is Convention taking place?

The 163rd Anniversary Convention will be held at the Louisville Downtown Marriott, 280 W Jefferson St, Louisville, KY 40202, June 20-23, 2019.

Do I have to book a hotel room?

Yes. Attendees are responsible for booking their own hotel rooms. You are not required to stay in the Convention hotel. The rate per night per room is $171 before tax. It is roughly $198 per room per night after tax.

You may book your hotel room HERE. You may also call 800-533-0127 and say you are with the SAE Convention in order to book your room. To book multiple rooms online, you must repeat the registration process. This is a function of the hotel's website. If the website does not work for you, please call the number listed above. Our hotel block closes on May 22, 2019. After that time, reservations and rates are subject to availability.

Please be sure to note the hotel’s cancellation/change policy for reservations, as the national headquarters is not responsible for individual hotel reservations or fees. Rooms are available on a first-come, first-served basis. We are sorry, but if the block fills, you are on your own for your accommodations.

When do I need to arrive?

The Convention begins at 12:00pm, June 20, with the opening luncheon. All delegates should plan to arrive that morning at the latest to check-in.

How do I register and pay?

To register, you must login to your MySAE Account. Payment is due at the time of registration. Please note that registration closes on May 20 at 10:00 p.m. Central, and there is no on-site registration.

Who has to attend?

Every chapter is required by Fraternity Laws to send at least one delegate. 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.

How much does it cost?

Regular Registration: April 1 - May 1, 2019 at 10PM Central - $500 for undergraduate members, $550 for alumni members.

Late Registration: May 1, 2019 at 10PM Central to May 20, 2019 at 10:00PM Central - $550 for undergraduate members, $600 for alumni members.

Colony Members/Guests: April 1 - May 20, 2019 - $350

NOTE: Registration closes on May 20, 2019 at 10:00PM Central. Registration will not be available at the Convention site for undergraduates, alumni, or guests. Please plan accordingly.

What’s included in my registration fee

The following is included in your registration fee:
● Your registration materials
● Lunch Thursday
● Churchill Downs Event and Dinner Thursday evening
● Lunch Friday
● Dinner Saturday

When does the Phi Alpha come out?

We are pleased to announce that The Phi Alpha is now available. This is the official 2019 Convention guide, and it is available as a downloadable PDF, an interactive PDF, and via Guidebook. In an effort to be more environmentally friendly, we will only be printing a limited number of The Phi Alpha for Convention, and those will be available upon request, on a first-come, first-served basis.

We strongly encourage you to download and utilize the Guidebook app for the Convention. This will allow you to engage with attendees in more exciting and dynamic ways and have access to the Phi Alpha at all times. To access Guidebook:

1) Download the app from the app store for your phone.
2) After installing the app, select “Find Guides” and select “Have a passphrase?”
3) Enter the passphrase sae163.

How do I cancel my registration?

Cancellations will be accepted with refunds until May 20, 2019. In order to cancel, the person must login through their MySAE account and submit a change request, indicating their desire to cancel.

I can’t go anymore - how do I change who is registered?

There will be a substitution fee of $100 for any substitutions made to any registrants. Substitutions will be accepted until May 20, 2019. In order to substitute, the person must login through their MySAE Account and submit a change request, indicating the person that will be replacing them at the program.

Who can represent my chapter or alumni association?

For a chapter, the member must be an undergraduate in good standing. For an alumni association, they must be a member in good standing, be a member of the alumni association, and if it is an area alumni association, live within that area. For full details, please see the credentialing requirements HERE or contact James Irwin at 847-424-3032 .

What is credentialing and how do I get credentialed?

Voting delegates who attend the convention must be cleared through credentials before voting privileges can be extended. The requirements for each voting delegate are available HERE.

Below are some helpful links relating to credentialing:
Eminent Archon Report
Alumni Association Annual Report
Province Archon Report
Alumni Association Roster Report

What’s the IRS Form 990 and how do I know if my group is cleared?

As per Fraternity Laws, chapters, colonies, and alumni associations must file and submit copies of the Form 990 as required by the IRS. 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. If your group’s exempt status has already been “revoked,” proof of progress and planned timeline toward reinstatement must be submitted. Failure to file with the IRS can result in late fees and penalties and can put your exempt status in jeopardy. For additional information, please visit https://www.irs.gov/charities-non-profits.

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 Juan Faria, Staff Accountant, at (847) 424-3022 or at jfaria@sae.net.

Submissions to fulfill the Fraternity Laws requirement can be made electronically to Juan Faria 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, please visit HERE.

What is the schedule for the Convention?

The schedule of events for convention is available HERE.

What is the Guest Program?

The Guest Program is for partners of attendees or for other members who wish to come to Louisville, but not be a voting delegate. The cost for the program is $350, and includes the activities on this schedule.

How do I get to Louisville?

Fly: The preferred and closest airport to our convention hotel is Louisville International Airport (SDF). Our property does not run an airport shuttle, but can be accessed easily via taxi or rideshare options.

Drive: You may drive and park at the hotel. Parking at the hotel is available at a rate of $29 daily for self-park, $34 daily for valet.

What about the 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 Louisville Downtown Marriott. The mileage-fund reimbursement for this year's convention is 18 cents per mile for one way only.

Alumni associations, colony members, guests, and spouses are not eligible for mileage-fund reimbursement.

The mileage chart is available HERE.

How can I experience Louisville?

Our host committee is excited to offer several experiences to attendees: Thursday, June 20, 2019 A Night at Churchill Downs
All convention attendees will be able to go to Churchill Downs (bus transportation provided) to experience the iconic track and see actual horse races! SAE will be sponsoring one of the races, so be sure to cheer when you hear our name.

Dinner will be provided that evening at Churchill Downs in our SAE-exclusive area. Note that there is a dress code that must be followed:
Jackets and blazers optional, vests, shirts with collars, sweaters, dresses, pantsuits, dress jeans, dress shorts and slacks are appropriate. Cargo shorts, t-shirts, halter tops, athletic wear, frayed or torn denim or shorts and tennis shoes are not permitted in these areas. The dress code, although encouraged, does not apply to children under the age of 12.

Friday, June 21, 2019
The Host Committee has reserved the Eagle Room at The Sports & Social Club, part of the 4th Street Live! Downtown area. Access to this event is an additional $20 and includes a commemorative 163rd Convention Louisville Slugger Souvenir Bat.

I would like to setup a booth to sell my products or services for Convention.

Exhibiting and vending opportunities are available for our convention, and exhibitors may take advantage of our special room rate, subject to availability. Questions should be directed to Convention Manager James Irwin at jirwin@sae.net or at (847) 424-3032.

f you wish to reserve a table at our convention, please complete the following registration form, available here.

 
 

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1856 Sheridan Road · Evanston, IL 60201