82nd South Central Regional Conference
Planning Kick-Off Meeting
October 6, 2013
Hilton Anatole, Dallas, TX
MEETING MINUTES
Chelle Luper Wilson, South Central Regional Director
Patricia Webb, 2014 South Central Regional Conference Chairman
Madelyn Butler, 2014 South Central Regional Conference Co-Chairman
Bertha Scott, 2014 South Central Regional Conference Co-Chairman
Meeting Minutes Recorded and Prepared by Yasmin Barnes, Conference Secretary
82ND SOUTH CENTRAL REGIONAL CONFERENCE
PLANNING KICK-OFF MEETING
Meeting Facili tator: Soror Patricia Webb , 2014 Regional Conf erence Chairman
M E E T I N G M I NUT E S
Meeting Called to Order (4:24 pm)
Soror Patricia Webb, 2014 South Central Regional Conference Chairman
Greetings and Welcome
Soror Bertha Scott, South Central Regional Conference Co-Chairman
Meditation
Soror Rosie Flanagan, South Central Regional Co-Cluster Coordinator
BIG Expressions
Soror Chelle Wilson, South Central Regional Director
 Thank you for your creative ideas for committee photos.
 Sorors all over the Cluster are excited about Regional Conference 2013.
 We are still the I in BIG and we all need to contribute
o Involvement
o Innovation
 New Committees
o Leadership Breakfast
 Special recognition for former Regional Directors, Supreme Basilei that reside in
the Region along with a military Soror who is the highest ranking Army officer.
 Chairman: Soror Jackie Waiters Lee
o New Thursday activities will encourage Sorors to arrive early
 Rotating workshops
 Relaxation and spa sessions
o South Central Regional Booth (Regional Boutique)
 Special accessories and South Central items.
 Chairman: Soror Kayla Odom
o Administrative Team (Announced by Soror Webb)
 Working on items to help facility smooth conference flow.
 Responsible for Regional Attire.
 Chairman: Soror Beverly Bolden; Co-Chairman: Soror Shawneequa Harris
Conference Theme Competition Overview
Soror Madalyn Butler, South Central Regional Conference Co-Chairman
 Conference Rules
o Contest submissions can only be submitted by Northeast Texas Chapters
o Only one submission allowed per chapter
o Submitted themes must not be trademarked or in use by another entity, organization or
group
2
o
o
o
o
o
o
o
In case of duplicate named entries, the first entry submitted will be declared the winner
Submissions will not be judged if not received by the deadline, below
Entries will be judged by current and former NETX SC Regional Directors: Sorors Chelle
Wilson, Shirley Fisher and Deralyn Riles Davis.
Judge's rule is final
One (1) Chapter will receive two Conference registrations to be raffled within the winning
chapter
Submissions should be emailed, by midnight on September 30, 2013, to:
2014SCRC@akasouthcentral.org with subject line: Conference Theme Competition
Winning Chapter will receive $1000 for program initiatives
Conference Theme Winner Announcement
Soror Madam Regional Director, Former Regional Directors Sorors Deralyn Riles and Shirley Fisher
 Theme: Destination Dallas: BIG in Global Leadership and Timeless Service
 Winning Chapter: Omicron Mu Omega Chapter
Special Committee Announcements & Committee Reports
*Report highlights provided below
 Awards & Exhibits
o Identical to Regional Conference 2012, awards will be distributed during the conference.
 Courtesies & Gifts
o Gift ideas for events will come from each committee’s budget, not the Courtesies/Gifts
Committee.
o All gifts and courtesies for VSGs will be Texas themed.
 Diamond/Golden/Silver Reception
o This year’s event will be a cocktail reception.
o Event will be on Thursday March 13 from 5-7pm.
o Cost: $45.
 Men’s Activities
o Tentative Friday Activity Ideas: Tour of Cowboy Stadium, NM Haberdashery
o Saturday: Golf Tournament, Brewery Tour, Tour of AAC
o Recommendation: Will request a masculine bag for registered Honey Do’s
 Photography
o Sorors can still take photos at BG locations.
o Send photos to communications@akasouthcentral.org.
o Must complete a request form to have a photographer at your event.
 Hospitality Suite
o Suite hours of Operation: Thursday – Saturday 7am to 12am.
o Fraternities: Alpha Phi Alpha, Kappa Alpha Psi, and Omega Psi Phi
 Transportation
o Will contract with an all-inclusive vendor for all transportation needs.
o Hostesses: The Pink Berets
o Concierge: Big Tex Style services for attendees
o Planning to have host tours, more information to come.

Protocol
3










o Will work with all committees to ensure that protocol is enforced at all times.
o Committee structure: subcommittees and liaisons
Ecumenical Service
o This year there will only be a worship service; no breakfast.
o Communion will be offered at the end of the service
o Speaker is a surprise.
Registration
o Will offer online registration and online registration booklet.
o Onsite registration will include bar code check-in.
o BIG pictures may be placed in registration booklet.
o Everything that is to be included in the registration booklet is due October 30th.
Kits & Souvenirs
o Responsible for registration bags and contents.
o Will work closely with the Registration Committee to ensure all attendees receive their
bags when they register.
EAF AKApollo
o Theme: From the BIG Screen to the BIG Stage
o Asking that all entries are movie/big screen based.
o Decorations/Offerings: oversized popcorn buckets and clap boards, and photo booths.
Soror Services
o Focusing on communication, Soror assistance, lost/found, workshop stamps.
o Dedicated Soror Services room from Thursday – Sunday; close during plenary.
o Need Sorors to work at least 2-hour shifts.
o Dell will provide computers and a printer
Souvenir Booklets/Printing
o Magazine style book, different size/paper quality/layout.
o Content will include VSG/elected official letters, maps, ads, committee listings.
o Committee will design all ads; all will be in color, specific submission requirements.
Program Initiative
o Program project focus will be to assist those who have aged out of the Foster Care
System.
Music
o AKA music throughout hotel during the conference (i.e. elevators).
o Working on Regional Conference theme song and forming a female band.
o Regional Conference Choir: want at least 82 Sorors to join.
Closing Gala
o Theme: Destination BIG D: Globally Recognized for Timeless Service
o Location: Trinity Ballroom, expecting 3200 guests
o Seats will be assigned, music will be provided by a band, dancing to follow dinner.
Undergraduate Luncheon
o Theme: Stepping Up to Leadership Through Service
o Use local high school talent and undergraduate talent.
o Each undergraduate Basilei will be included in the program.
4











Technology
o Will receive and coordinate all AV requests from committees.
o Will provide rehearsal and day-of support if needed.
o Will be asking for scripts from committees to ensure technology assistance is seamless.
Thursday Night Welcome Gala
o Theme: Pearls, Pumps and Paparazzi
o Food: Taste of the states represented in Region
o DJ Don Juan will provide music.
o Entertainment: New York Fashion Week style show, models needed
EYL Youth Summit
o Date: March 14th
o Theme: Started from the Bottom Now We’re Here
o Four workshop tracks have been defined, there will be AM/PM speakers.
Legacy Breakfast
o Theme: Breakfast at Ivy’s, Legacy in Style
o Attire: Sunday Best
o Program will include spoken word, legacy creed, legacy family showcase, and video.
Public Luncheon
o Nine potential sponsors have been identified.
o Prelude to Barack Obama Leadership Academy Assembly, one song by soloist, and
additional entertainment.
o Preparing for 600-700 people.
o All honorees will be related to Program Initiatives.
Decoration/Flowers
o Responsible for centerpieces and decorations for each committee.
o Have met with all committees to discuss ideas and budget.
Tellers
o Responsible for administering the election process (voting and tally).
o Will be working closely with the Elections Committee.
Signs & Banners
o Signs/banners will be placed at the airport and throughout the hotel.
o Committees should complete a Signs/Banners request by December 1st.
o Sorors will be able to scan barcodes at designated locations for activity location
information during the conference.
Children’s Activities
o Target age is 4-12 years old.
o Registration fee will be $35.
o Hospitality Suite will host face painting, games, and more.
o Tours and activities will be offered including Texas Discovery Gardens.
Friday Morning Welcome
o Theme: WIP, Women in Pearls based on Men in Black
o Attire: Black suit, pencil skirt, white shirt, pearls, and shades
Saturday Morning Workshops
o Workshops will provide information on Alpha Kappa Alpha Sorority, Inc. policies and
procedures and leadership development.
o Invitations will go out to potential presenters in mid-December.
5



Logistics
o Function detail form has been placed on Basecamp.
o All committees needing logistics assistance must complete the form no later than October
15th.
o All committees should assign someone to work directly with their assigned Logistic
Liaison.
Sponsorships
o All Sorors who have suggestions for sponsors should first talk to Soror Pat Webb to
ensure that the company has not already been approached and to develop a sponsorship
proposal.
Regional Director’s Dinner
o Event will be held on Friday March 14th at an off-site location hosting 200 guests.
Budget Process
Soror Ruth Hightower, Regional Conference Budget Coordinator
 Three stages of budget development process
o Preliminary Budget – committees should look at budget provided and establish desired
budget.
o Proposed Budget – will be developed after all committees have submitted their proposed
revised budget.
o Approved Budget – final budget that will be distributed.
Next Steps
Soror Webb and Soror Carisma Ramsey, Regional Conference Project & Basecamp Manager
 Project plan has been approved and will be uploaded on Monday October 7th.
 Chairmen are asked to post discussions and items in the designated located.
 There will be an additional Basecamp tutorial offered soon.
Question/Answer/Comments
1. None
Announcements
 None
Meeting adjourned at 6:51pm
*Next Meeting Date: Sunday, November 17th, 4pm at the Hilton Anatole
6