Chapter Summary Report Deadline – June 1

Hello sisters of the SED!

I know that things are getting very busy now with the end of the semester and exams coming up. Because of this, I wanted to make you aware of a deadline that is quickly approaching so that you have ample time to complete the paperwork.

The Chapter Summary Report is due on JUNE 1ST! This form can be found on the Online Membership Reporting System.

It should be fully filled out on the online system WITH both Director of Bands and Chapter Sponsor approval by this date.

If you have any questions about this process, please do not hesitate to ask me or either of the counselors!

We want to have all chapters in the SED complete the paperwork on time, so please help us reach this goal!

MLITB

TBS SED Council 2014-2015 Appointed Positions

Hey SED!

Your newly elected council is ready to get to work, and in order to do this we have a couple of positions that we need to fill. So, I have some exciting news to share with you! The council is now taking applications for TBS SED Appointed Positions!

Applications for these Appointed Positions (Historian, Parliamentarian, and Song Leader) will be accepted until Saturday, May 17th.

In addition to submitting the application, you will need to submit a letter of recommendation from your chapter. Please email sedpres@tbsigma.org with any additional questions that you may have.

I look forward to hearing from you!

MLITB,
Christa Hall

SED Survival Guide!

Greetings, SisTAUS!

Feel free to take a look at the Southeast District Convention Survival Guide!

In this guide, we have so much important information for our chapters in preparation for the upcoming Southeast District Convention! We are SO excited for this convention, and cannot wait to see everyone there! Go ahead, Southeast District. Flip it open, and enjoy! : )

SED Registration!

Hello SED!!!

Happy Monday, I hope you are getting whatever you need out of your day! But there is one thing that is a MUST DO on your list— register for SED Convention! There are only 3 days left (counting today) to register and be guaranteed a seat for banquet and a t-shirt! Georgia Tech and both of the SED Councils are hard at work getting the finishing details worked out for convention, but it won’t be the same if we don’t have you!!! Registration, with banquet and t-shirt ends on March 5, with money due by March 9th.

Please visit the website at sed2014.com to register, view the schedule, and to see all the fun stuff ATL has to offer! I cannot wait to see you there!

<3 MLITB : )

SED Cover Photo HYPE WEEK

Hey SED,

In preparation for SED and the final days of registration…. we have created a SED Hype Cover Photo! If you are attending SED, if you are excited about it, and if you want to share it with the world- prove it!!!

[You can download it HERE. Right-click on the photo and select “Save Image as…” (or whatever equivalent on your computer) to save it to you computer.]

Make this your cover photo on all your social media- Facebook, Twitter, Instagram, etc and tag us in it! Let’s get the word out about the best convention and the best district around! S E D- S E D- S E D!

Remember, registration deadlines are March 5th for guaranteed banquet seating and t-shirt, and March 9th fees are due!

<3 MLITB

SED Convention Paperwork!

Hello TBS SED,

Although I did not send out thirty thousand reminder emails, we had ALMOST all of our chapters fill it out! Which is great. BUT not all of them, so if your chapter is listed below, that means I have NOT received your Convention paperwork. This year it is a breeze because IT IS ALL ONLINE!!!! Please fill it out here ASAP, so I will know if you or someone from your chapter is attending convention. It is imperative that you attempt to get at least one person to convention, as important decisions are made here that do affect your chapters!

Missing SED Convention Paperwork
Beta Tau (Ole Miss)
Epsilon Lambda (NCCU)
Zeta Beta (Tuskegee)
Zeta Tau (Valdosta)
Eta Beta (UNA)
Theta Chi (Stillman)
Iota Gamma (FVSU)
Iota Rho (Spelman)

If you have any questions, please let me know!!! I cannot wait to see you all at SED!

SED!

Hello SED-ers,

I am so very excited to share with you-

We are only 3 weeks away from SED Convention!

But before then, you need to register!!!! Below are the registration dates, you will find they are quickly approaching.

March 5th: Register by this date to be guaranteed a seat at banquet and a T-shirt.
March 9th: Fees Due by this date. Register before 5PM to be guaranteed a seat at banquet. You will not receive a T-shirt.

The SED website and all the convention information can be found at sed2014.com.

If you have any questions at all, please contact a member of your district council!!! We cannot wait to see you there!!!

SED Convention Forms

Hey Southeast District,

Another email, another topic. This year, I have worked all of the SED Forms and paperwork we need from your chapter to be DIGITAL!!! WHOOOHOOOO. This is very cool in several ways:
1. You can do it easily
2. You can fill it out quickly
3. You do not have to worry about postage
4. I get your response as soon as you are complete!
So, I would like to remind you that Convention is in ONE MONTH AND ONE WEEK!!!!! AHHH!
Looking forward, in order for me to start working on our committee assignments, committee chairs, etc, I am asking that this form is filled out and submitted to me by THIS FRIDAY, February 21 (one month from convention)!
  • If you are attending convention, the form will ask you questions like who you delegates might be, what committees you are interested in, and other fun facts about your chapter.
  • If you are not attending convention (I might cry), but also, it will only ask you to fill out the forms I need from you (chapter proxies).
Please have this form filled out to me as soon as you possibly can, I will be in touch with the individual chapters who have not completed said forms.
You can find the forms on the SED website (tbssed.org) OR on the SED Convention website (sed2014.com) under Register/Forms/TBS.
 
I can’t wait to see you all in March!!!
<3 MLITB

How to Bid for SED 2015 or the 2015 Eighth Note

Hello Southeast District,

Yes, I will be spamming your inboxes and Facebooks’ with information today that is imperative you read through for SED Convention on March 21-23, 2014! I apologize in advance for the length of this email, but it contains important information for any chapter interested in hosting either the 2015 SED Convention or the 2014-2015 Eighth Note!

If your chapter is interested in hosting the 2015 SED Convention, you must:

1. Obtain clear consent and support from the Chapter Sponsor and Director of Bands to host Convention before beginning to put together your packet.

2. The Chapter must present, via hard and electronic copy, to both Joint Actions Committee Chairs, the information contained in the bid packet, at the first Joint Opening (Friday night)
a. The bid packet must contain the following:

  • i. Budget & Cost of Convention which should contain:
    • 1. Banquet Costs
    • 2. District Convention Mailings, copies, paper, envelopes, etc.
    • 3. Computer/AV/Audio costs during Convention
    • 4. T-shirt or other gift items
    • 5. Equipment rentals (for events, dances, instruments, entertainment, misc.)
    • 6. Room costs for meeting space
    • 7. Any other items that may cost money to run Convention
  • ii. Location, Maps, Parking
    • 1. The following are the minimal requirements for meeting rooms:
      • a. Joint Session – Enough seating for all participants (based on Convention attendance) with a head table for business.
      • b. Separate Sessions – Enough seating for all separate participants in the Fraternity or Sorority (based on Convention attendance) with head tables for business.
      • c. Exhibits and Sales – space for tables so that schools can display scrapbooks, chapters can sell merchandise, and vendors can sell National Supplies and Jewelry, etc. Please check with the University, Hotel or Venue for rules regarding exhibits, jewelry, and merchandise prior to putting in the bid.
      • d. Committee Rooms – Enough rooms to conduct committee business in your District. For closed committee such as Nominations, Convention Bid, etc, make sure you have appropriate venues for privacy.
    • 2. Host Chapters Must Work with the District Councils on the following items:
      • a. Convention Schedule
      • b. Rooming for meeting space
      • c. Reading Band/Concerts/Musical Performances
      • d. Banquet DetailsHost Chapters cannot make final decisions on the above mentioned items without the approval of District Governors & Counselors and sharing with District Councils.
    • 3. Other Locations that may be necessary
      • a. Banquet – large enough for a head table (for the District Councils) and seating for all the paying participants. Room and catering must be considered.
    • 4. A map of the area surrounding the Convention site listing local restaurants and entertainment venues. The map should also contain directions to/from the Convention site to/from the hotel
  • iii. Dates & Times
  • iv. Hotel location & costs
    • 1. Hotel costs per room per night will be separate from the Convention Registration Costs because the attendees will pay for this separately.
    • 2. If there are multiple hotels for Convention, make sure all location and room costs are clearly advertised and communicated in all of the materials for bid presentation
    • 3. Answer the following questions:
      • a. What is the price for 4 persons in a room? What are the applicable taxes?
      • b. Does housing in the same facility as the meetings make the meeting rooms free?
      • c. Does having the banquet in the same facility make the meeting rooms free?
      • d. What is the check-in time? Check-out time?
      • e. How close is it to the meeting rooms and banquet?
      • f. How much is charged for overnight parking?
      • g. Will the hotel / student union provide brochures with information on the facility for the chapter to mail out with registration forms, etc.?
  • v. Outline of the host chapter membership and financial status
  • vi. Registration Fee based on number of attendees
    • 1. The number of attendees varies from year to year for District Convention; include a cost breakdown for various amounts of attendees. For example:
      • a. 400 attendees may cost “x” amount of dollars per person
      • b. 500 attendees may cost “y” amount of dollars per person
      • c. 600 attendees may cost “z” amount of dollars per person
    • 2. The fee must cover the Banquet and chapter Convention expenses. Do not separate the registration cost from the Banquet expense.
    • 3. The fee should cover mailing out pre-Convention packets to all the chapters in the District, including the cost of copying registration forms, fliers, etc.
    • 4. The fee cannot cover entertainment in any form. That must be provided by the host chapters at their own expenses.

b. Documentation showing the Chapter Sponsor and Director of Bands approves and supports hosting Convention
c. All necessary documents from your college or university Office of Student Activities in support of hosting convention
d. After consulting with sponsor and DOB, Chapters found to be in need of financial support must submit an application to the Rainy Day Fund

3. Be prepared to discuss all sections of the packet with the Joint Actions Committee and the Joint Delegation (if need be)
__________________________________________________________________________________

If chosen to host Convention, the host Chapter must meet the following National deadlines:
1. December 1 – Preliminary Budget from Host Chapter(s)

2. January 1 – District Convention Fact Sheet from Host Chapter(s)

3. January 15 – Convention Website Live & Mailers from Host Chapter(s)

4. May 5th – Final Budget from Host Chapter(s)

If your chapter is interested in hosting the 2015 Eighth Note, read below:
The Eighth Note is a resource publication, provided for the SED and the nation, which both monitors and showcases the outstanding work done by our Kappa Kappa Psi and Tau Beta Sigma chapters. We encourage you to work jointly with the Kappa Kappa Psi or Tau Beta Sigma chapters at your school or in your surrounding area.

This past year, the Joint Councils formulated more modern guidelines for the publication and production of the Eighth Note; you can find the guidelines listed below.

Guidelines for the Eighth Note:

1. There will be only one printed edition of the Eighth Note this year, specifics of that can be found below. However, due to this, the main Eighth Note responsibilities will now be electronic, via the website (currently at tbssedpublications.com a site hosted through WordPress). Hosting the Eighth Note online will require the chapter(s) to:

  • Update the website with host chapter and contact information
  • Encourage chapters in the SED to contribute articles year-round discussing (an) inspiring or complex experience(s) at their school or chapter
  • Host and advertise contests throughout the year to further encourage article submissions and photo submissions for the website
  • Begin a “from the editor” column reporting news and activities by the host chapter(s), giving readers an inside look at both the Eighth Note creation and other events held by the host chapter(s)
  • At the start of each month, post quotes or selections from “featured articles” to capture reader’s attention and bring people to the Eighth Note website
  • Update the website bi-weekly with article and photo submissions

2. Compile one “Year in Review” Edition of the Eighth Note. This edition must be printed for dispersing at the next SED Convention. This edition must include:

  • A letter from a National Officer from both KKPsi and TBSigma
  • A letter from both the KKPsi and TBSigma SED Presidents
  • A selection of the “best” articles from the year, chosen by the host chapter and approved by the District Councils
  • A letter from the Editor (the host chapter(s))

I am so sorry for the length of this post, but the information is pertinent to any chapter interested in hosting the 2015 SED Convention or the 2014-2015 Eighth Note! Please get in touch with any member of your district council (or recent host) with any questions you may have!

<3 MLITB : )

Running for District Office

Hello Southeast District,

One of the greatest services you can perform within the Southeast District, outside of your own chapter, is to be a member of the Southeast District Council. The elected positions are: President, Vice President of Membership, Vice President of Special Projects, Secretary, and Treasurer.

The requirements to run for any elected office are as follows:
1. Be an active member of Tau Beta Sigma in good standing and an active member at the time of election and serving the university band during the term.

2. Be at least a sophomore or a second-year student at a college or university.

3. Create a packet to be submitted to the Nominations Committee Chair at the first separate session of SED Convention which contains:
a. Letter of Intent – this should state name, chapter, and the office
b. Tau Beta Sigma resume – this should include anything of relevant sorority experience for the office
c. Goals for the office
d. Biography and professional head shot
e. A letter of recommendation from the Chapter
f. A letter of recommendation from the Chapter Sponsor

4. At least 8 copies of the packet (details above) need to be brought to an interview with the Nominations Committee at SED Convention on Saturday.

5. Any officer elected in their final semester of college must obtain Life Membership by their graduation date
***Please note, this is not what our current constitution says, however the National Constitution was changed this summer at NatCon2013, therefore the SED Constitution this year will be revised to reflect this change.***

Also, an additional (but not mandatory) publicity opportunity for any potential candidates wishing to preview their documents on the SED website, before SED Convention, may email their information to Belinda Baker (sedpres@tbsigma.org) by March 7th, 2014 (two weeks before SED).

If you are interested in running for a specific office on the Council and have questions, a great contact is the person who currently holds that office or any previous officers! Please do not hesitate to ask questions and seek information as you prepare to broadcast your ideas to the whole of the SED at convention in March! I cannot wait to see the future leaders that step up for the SED, if you have any questions, please contact anyone who you see fit to ask for help and barter ideas with! You can also find the duties of each office in the SED Constitution, which can be found on the SED Website (

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