Cross & Crescent

In January 2008, the General Fraternity experienced awesome success with the third consecutive Winter Leadership Retreat. This event was hosted at the T Bar M Ranch in New Braunfels, Texas, and focused on two main objectives: convening the Council of Presidents; and providing a less formal setting for all interested chapter leadership to engage alumni volunteers and fraternity staff in discussions and training on issues facing them.

The feedback was tremendous, and by far our brothers found the intra-zeta interaction and opportunities to spend time with the Grand High Zeta, Master Stewards and staff to be authentic and most beneficial. The only drawback was that chapters did not have the ability to send more men.

The Winter Leadership Retreats were the latest incarnation of the regional meetings and Superclaves before them that sought a less costly capture the grass-roots efforts to bolster brotherly fellowship while providing invaluable educational programming.

So the General Fraternity deliberated on how the opportunities brothers’ value at the Winter Leadership Retreats, Leadership Seminars and General Assemblies could be offered to more men. It became clear that Lambda Chi Alpha did not need to create something new; we simply needed to return to our roots. And what a better time than our Centennial year to return to the time honored tradition of Conclaves.

A conclave many times serves as the only chance a man will interact with the “General Fraternity” besides the ELC visit. A typical General Fraternity function will attract 7-8 percent of the total undergraduate population, while a conclave can effectively target 40-50 percent of the regions totals.

Genesis of Conclaves

>As early as 1916, chapters participated in intra-zeta functions. These early regional events were loosely scheduled based on the host chapter’s plans during the school term. These regional events took on the title of Lambda Chi Alpha State Days in the 1920s, and these opportunities continued to be an excellent way for the majority of a chapter to interact with brothers from other campuses and alumni from throughout the country. Theta Kappa Nu also had regional events where chapters would come together to discuss issues facing campuses throughout the Fraternity.

Though these were effective, it became apparent that even after the merger in 1939, some states had more than a few chapters to come together and there were some states where being the lone chapter meant that the annual conferences were the most practical events to attend, so the Conclave came into being. In Lambda Chi Alpha, the term Conclave refers to a means of regionally grouping zetas together based on location; as well as the event itself where these collections of chapters meet.

By the 1940s, a more geographically proportionate division of chapters into conclaves meant that brothers from every chapter had the opportunity to participate in intra-zeta events. The men of Sigma Zeta sent a letter to Duke Flad upon returning from the 1949 Great Lakes – Ohio River Conclave asking to hold the 1950 session. With 20 chapters and one colony within 200 miles of Ann Arbor at that time, Duke guided the brothers on how to solicit the Grand High Zeta for the opportunity to host the event.

Conclaves as events began to take shape as integral events for the entire brotherhood to interact, exchange ideas and discuss the future. In the early fall 1950 edition of the Cross & Crescent the headlines read: “200 Lambda Chis Meet at Michigan,” “Texas Host to Southwest Conclave,” “Rocky Mountain Conclave Formed,” “Conclave Hears Oregon State Head.”

National Conclave Planning Committee

The General Fraternity recognizes that while these events were often very successful, poor planning and lack of mature guidance and support did contribute to some chapters suffering some hardships based on financial obligations and/or behavioral issues with an occasional member who failed to live up to his oaths of brotherhood.

So to ensure consistent stewardship and prudent planning, the General Fraternity created the National Conclave Planning Committee to help Conclave chairmen design, plan and execute the 2009 Conclaves.

To lead Centennial Conclave efforts, in conjunction with the Chapter Services management team, David Leathers (High Pi and Master Steward, Alpha Lambda Zeta at Oregon State University) and J Michael Kellar (High Pi, Theta Lambda Zeta at Simpson College) were appointed to serve as committee co-chairmen. The first course of action was to finalize the host chapters for conclaves, as the General Fraternity received many petitions from local Zetas hoping to host a Centennial Conclave on their campus.

After reviewing the petitions and conversations with local Zetas, it was determined that the following 14 host the spring 2009 Centennial Conclaves:

• Akron (Great Lakes)
• Arkansas State (Ozark)
• California Polytechnic (Pacific Southwest)
• Denver (Rocky Mountain)
• Florida Southern (Peninsula)
• Oregon State (Pacific Northwest)
• Purdue (Midwest)
• Rensselaer (Northeast)
• Simpson (Great Plains)
• St. Joseph’s (Atlantic)
• Texas – San Antonio (Gulf Coast)
• Troy State (Great South)
• Vanderbilt (Bluegrass)

Once the host chapters were established, a local conclave chairman was selected for each host Zeta, at which point they were provided with the Centennial Conclave planning guide.

The guide, which had sat unused for a number of years, was redeveloped to meet the needs of today’s students, as the electronic landscape of today’s environment is no more prevalent than in our undergraduate brothers.

Here is a breakdown of everything the host chapters are taking into account as they plan and execute our 14 Centennial Conclaves:

Print vs. Electronic Communication

In today’s electronic environment, there are unlimited resources when it comes to communicating conclaves. The use of email, chat rooms, bulletin boards and social websites (for example, Facebook, MySpace, LinkedIn, on-line calendars, etc.) provide an inexpensive and effective means to communicate with the entire brotherhood. Pre- and post-event communication includes pre-invitation teasers, official invitations, ongoing updates, RSVP reminders, confirmation messages, and reminder notices, not to mention follow-up messages once the event is complete.

On-Site Meeting Materials

Based off the significant number of items considered in preparing meeting materials for conclave participants, it was clear conclave planning chairmen needed direction on how to plan and create logistics, as well as meet the needs of all brothers once they are on site. Planning materials included logistics grids, information on securing space, change management procedures, plans for facilitator needs, how to create the overall conclave agenda, and necessary contact information. Participant materials were also identified for planning chairmen, to include the welcome kit, including the program workbook, participant agenda, and giveaways.

Meeting Logistics

In addition to planning materials, the logistical needs for conclave chairmen were identified and resources were created to ensure chairmen were aware of the level of detail required to manage such an event. Logistical information included pieces on pre-conference meetings (meeting space, A/V needs, meals, event walk-thrus, etc.), post-meeting steps, door and event signage, room/meal setups, and how to work with the various audiences needed to execute each step.

Hotel Accommodations

As conclaves neared there end in the 1990s, a number of chapters were losing money, due to room block minimum guarantees that were not filled by participating brothers from area chapters. Whether campus facilities or local hotel properties are used, planning chairmen received significant follow-up, and contracts are being reviewed by the General Fraternity’s senior staff, to help ensure subordinate Zetas are in good shape with third-party vendors.

Online Registration

To make things not only easy for conclave chairmen, but to all create a uniform registration process among all conclaves, the General Fraternity is utilizing the same online registration system it has used for the past few years. Once conclave chairmen confirm budgets, locations, agenda details, etc., a separate registration site will be built for each individual Centennial Conclave.

Hospitality Desk

Similar to our international General Fraternity functions, consider multiple tables where brothers/alumni can register via their last name, pick up their registration packets and be given directions on where to go and what to do.

Educational Programming

Many workshops and educational programming opportunities have been identified for conclave chairmen. These workshops will be facilitated by Master Stewards, General Fraternity staff, and local chapter advisers. The following list shows a number of opportunities, and conclave chairmen were encouraged to identify other programs that would benefit the brotherhood:

• Theta Kappa Nu ritual workshop
• Cole Recruitment
• Call to Brotherhood – an Associate member education
• Exoteric Mysteries workshop (pre-initiation)
• True Leader/Faithful Stewardship
• Finance and budgeting
• Officer roundtables
• SAC/CoP presentation
• Lambda Chi Alpha history
• Oaths of Initiation review
• Ritual exemplification
• ZAX jeopardy
• Dodge ball tournament

Working with Facilitator and VIPs

As each conclave will have at least one member of the Grand High Zeta on site, as well as Master Stewards, General Fraternity staff, and local campus officials, ensuring everyone is aware of roles and responsibilities is paramount. The General Fraternity has worked with conclave chairmen to engage the Grand High Zeta and utilize campus administrators as much as possible, as it was key to lock in these two groups early with calendars filling up quickly.

Conclave Awards

In the past, conclaves offered awards for chapters who excel in key area. Not to replace awards offered at the General Fraternity level, these awards encourage chapters who excel locally, as compared to chapters at the international scale. Awards could include the man-miles award, host chapter recognition, recruitment, retention, and GPA.

See You at the Conclaves!

In a matter of days, as we ring in the New Year, Lambda Chi Alpha can also proudly proclaim 100 years of excellence. Be it our unprecedented growth, our ritualistic foundation and inspiration, the vision of Warren Cole, or any of our countless successes; the Centennial Conclaves offer large numbers of our brothers to come together on campuses throughout North America to celebrate and grow in Lambda Chi Alpha.

Alumni and Undergraduate alike should feel the excitement of what we all share and the opportunities this spring to live it.