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 : )

A round of applause is due…

Southeast District of Tau Beta Sigma and Kappa Kappa Psi,

Thank you.

No really, thank you. From the district officers, to you, we applaud every late night, every early morning, and every sweat stained t-shirt in service to the college bands here in the SED and beyond. This school year so far, we have seen an enormous amount of effort from chapters of BOTH organizations to turn in paperwork on time, to contact and bond with chapters and ITB around you, and lastly, and most importantly, to serve your bands to the best of your ability.

We are thankful.

We are proud.

And we are the SED- Strength, Excellence, Diversity.

We could not possibly recognize all the accomplishments of every single chapter in the SED- there are too many. However, we do want to spotlight 3 individual chapters who have gone above and beyond, and continue daily to work for the SED.

This year’s Eighth Note host, began working immediately after being awarded the bid. You will be getting information from them soon concerning the BRAND NEW “rolling submission” process for Eighth Note articles, as well as an updated Eighth Note look! Please join us in congratulating and thanking the Alpha Omega chapter of Tau Beta Sigma and the Gamma Nu chapter of Kappa Kappa Psi from THE Florida State University for hosting the 2013-2014 SED Eighth Note publication!

The next chapter and event we would like to proudly announce is the 2014 SED District Leadership Conference. We had an INCREDIBLE amount of interest in hosting this event this year, and after much discussion, the Joint Council has selected the Iota Lambda chapter of Tau Beta Sigma and the Mu Eta chapter of Kappa Kappa Psi from the University of North Carolina- Chapel Hill! We are excited to announce the 2014 SED DLC will be hosted in Chapel Hill, North Carolina on February 8, 2014. Please add this event to your calendars for it is one you certainly will not want to miss!

Last, but certainly not least, we cannot thank the next chapter enough for their continued work on the biggest project the Southeast District has… Southeast District Convention. The brothers and sisters of the Iota chapter of Kappa Kappa Psi and the Epsilon Theta chapter of Tau Beta Sigma have been diligently working since the 2013 SED Convention to make this year’s convention the best yet! Without their hard work and expertise of the Atlanta area, the 2014 SED would be nothing. However, since they have put in spectacular work so far, we would like to again announce the 2014 SED Convention will be held in Atlanta, GA from March 21-23, 2014.

Again, thank you for all of your hard work this fall, for your individual chapters and schools, and also for the betterment of the two national organizations. If you are ever in any need of assistance, we are always reachable at the below email addresses.

MLITB, always!

Belinda Baker
Tau Beta Sigma
Southeast District President
sedpres@tbsigma.org

Kyle Sullivan
Kappa Kappa Psi
Southeast District President
sedpresident@kkpsi.org

5 Reminders on the 4TH Day of the Week. : )

Greetings Sisters of the Southeast District!

I hope your school year/football/marching band season is off to a spectacular start! I wanted to take a few minutes on this lovely Wednesday to remind you of a few things that are upcoming…

#1- Eighth Note bids are due to myself (sedpres@tbsigma.org) and Kyle Sullivan(sedpresident@kkpsi.org) on September 20th! See previous email, Facebook, or either organization’s website for further guidelines and details!

#2- Chapter Personnel Reports and National Dues are due to National Headquarters via the Online Membership & Reporting System (report) and via mail (dues) on September 30th! If you have any questions, please see me or any other council member. Please remember, any report submitted is not counted as “on time” unless approved by both your Sponsor and Director of Bands by the aforementioned deadline (September 30th)!!!

#3- Service in Music Month occurs every year during the month of October. Your SED VPSP (Shannon Matthews) will be releasing the details of the month shortly, however, start looking at your calendars and brainstorming different service projects you can accomplish for your band, music department, university, and community! As a service organization, we should take pride in the month of October, as it is based fundamentally around one of the Tau Beta Sigma pillars.

#4- DLC bids are due to myself (sedpres@tbsigma.org) and Kyle (sedpresident@kkpsi.org) on October 4th. See previous email, Facebook, or either organization’s website for further guidelines and details!

#5– The details and information regarding the 2013-2014 Concerto Competition have been sent out, posted on our website, as well as posted on the SED Facebook groups. Please support this project by advertising in your music department as well as in your chapters! Applicants do NOT have to be members of Tau Beta Sigma or Kappa Kappa Psi to apply, nor will membership boost the possibility of winning. Please contact Shannon Matthews (sedvpsp@tbsigma.org) with any questions you may have!

That’s all I have for today. I hope you are as excited about this year as I am— for I KNOW the Southeast District is going to SHOW UP AND SHOW OUT!

If you ever need anything, my phone is always on (334-663-0979) and my email inbox (sedpres@tbsigma.org) is always open… and I like Facebook 🙂

Have a great day!

Eighth Note Bids!

To the Southeast District of Kappa Kappa Psi and Tau Beta Sigma,

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. The joint SED Councils are now accepting bids for the 2013-2014 Joint Publication- the Eighth Note. 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 year, the Joint Councils have formulated more modern guidelines for the publication and production of the Eighth Note; you can find the guidelines listed below. Also, please see the attachment for the bid requirements.

Guidelines for the 2013-2014 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 www.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 2014 SED Convention on March 21-23, 2014 at Georgia Tech in Atlanta, GA. 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))

Please electronically submit bids to both Kyle Sullivan (sedpresident@kkpsi.org) and Belinda Baker (sedpres@tbsigma.org) by September 20, 2013.

MLITB!