Frequent Questions - Regional Conference

Frequently Asked Questions

We have developed these FAQs with the details that are currently known. These FAQs will be continuously updated with additional details.

Last updated: 9/9/2024

Registration

What does my conference registration fee include?

Conference materials, gifts/merchandise, LFS activities, and a banquet dinner meal on Saturday.

How do I make sure I’m fully registered?

After submitting the conference registration Google Form, you will also need to submit payment via the separate PayPal link. You should receive an email receipt from PayPal afterwards.

Is there a way to register my chapter as a whole?

Chapters will need to ask members to register individually. That way, we can ensure individual preferences are documented for each attendee.

Is there a way to pay for my chapters’ registration fees as a whole?

Yes, you can submit payment via PayPal for any size group. Please forward the PayPal receipt and a list of members that are covered in your single payment via email to the RC. We will document everyone as paid.

Is there a cash or check option?

We hope to have minimal contact at registration tables at the conference due to concerns surrounding the pandemic, so there will not be a cash option at regionals. If your chapter utilizes a school bank and needs to pay by check, please send the RC an email & we will provide instructions.

How do I request a refund for registration if needed?

Refunds will be available until 10/12. After that point, we will be unable to refund any registration payments. Please email our RC at region.h.chair@apo.org to request.

Hotels

How do I book my hotel room for the conference?

You can book directly through the hotel’s website by calling the hotel directly: (937) 247 - 5850

What types of hotel rooms are included in our group rate?

Standard King and Double Queen rooms are available in addition to accessible rooms.

What are the parking options?

The hotel has free parking

What amenities are available at the conference hotel?

On-site restaurant, Room Service

Indoor pool, fitnes center

Free parking, wifi

Is there anything around the hotel?

We recommend checking out the local Visitor’s Center websites for each host city to learn more about places to see & restaurants to try!

Is there a restaurant available inside the hotel or room service available?

Yes, and there are many restaurants close by

What time is check-in?

3:00PM

What time is check-out?

11:00AM

Schedule

When do we need to plan on arriving for conference?

Conferences will begin Friday evening at 7:00PM. Since folks will be traveling from out of town, we typically host relaxed fellowship activities throughout the evening so you can join at any time! Fellowship will run through 10:00PM.

When does the conference end?

The banquet dinner will end around 9PM on Saturday. Some chapters will stay overnight at the hotel that evening.

General Info

Is there a conference theme this year?

Yes! Join us as we Take Flight And Soar with Region H

Do we need to wear dress clothes or pack a costume for banquet?

You can wear whatever you’re comfortable with to the banquet dinner/awards presentation. We recommend business casual, but please feel free to dress in theme!

Do we need to pack anything special? What do you bring to an APO conference?

You should pack clothes, toiletries, and snacks for a typical weekend trip. Usually, members use this opportunity to wear their letters or APO merch. Conference materials will be provided (folder, paper/pen, etc), but feel free to bring a notebook or laptop if desired.

What meals do we need to plan for during a conference weekend?

Only light snacks and drinks will be provided Friday evening during fellowship activities, so plan on having dinner before you arrive if possible. Breakfasts on Saturday & Sunday and lunch on Saturday are the meals that you will need to coordinate. Typically, attendees will go out to lunch with their chapters or new friends during the break on Saturday & there’s several nearby spots for each campus host!

Did Gahn add an Easter Egg somewhere on the website?
Maybe, one may never know...

Voting Delegates

When does my chapter need to elect our voting delegates for conferences?

This should take place before the early registration deadline. At the very latest, please register delegates by the week before conference. Be sure to follow your Chapter Bylaws if that election process is detailed.

When are the meetings that delegates need to attend?

Voting delegates need to attend the following 2 meetings at each conference: Awards & Business (section or region).

What do I need to prepare for the Awards meeting?

Nothing ahead of time! Your Section Chair will provide the list of region awards and nomination letters for delegates to review & discuss during the meeting.

What do I need to prepare for the business meetings?

Nothing ahead of time! Your Section Chair will provide an agenda within a week of the conference for the section meetings. The Section Business Meeting’s priority is electing a Section Chair annually, approving the section’s budget and any policy revisions. Your Region Chair will provide the agenda within a week of the conference for the region meetings. The Region Business Meeting’s priority is approving the region’s budget and any policy revisions.

What if my chapter hasn’t elected voting delegates in time?

Every chapter needs to provide at least one voting delegate for sectional, regional, and national conferences to ensure your chapter has a voice. If an election hasn’t taken place yet, please reach out to your chapter president, advisor, and Section Chair ASAP. Chapter Bylaws and your voting delegate election process will need to be followed.

What if I can no longer attend or miss a meeting?

There unfortunately isn’t the option for last minute delegate substitutions once we get close to the conference weekend. You can notify your Section Chair ASAP to see if they can note your chapter as a single delegate/double vote.

I already registered, but now I’ve been elected as a voting delegate. How do I update my registration?

Simply send the RC an email and we can update our registration list.

Region H Chair: Sabrina Zurhorst

Email: regionhchair@gmail.com