Alpha Kappa Alpha – Alpha Xi Omega Chapter Retreat Logistics Subcommittee Meeting (Detailed Notes)

Retreat Overview

• Event: Chapter Retreat for Alpha Kappa Alpha, Alpha Xi Omega Chapter
• Date & Time: 08/02/2025, 8 AM – 3 PM
• Venue: Crowne Plaza Dallas (Stemmons Freeway / Dallas Market Center near Love Field)
• Current registration count: $372$ Sorors (late-registration window still open; goal/upper capacity ≈ $380$–$400$)
• Ballroom usage: Ballrooms 1 & 2 for plenary/workshops/meals; Ballroom 3 held in reserve for vendors only (to avoid opening additional ballroom sections unless attendance exceeds capacity).

Attendance & Technical Notes

• Meeting opened at 7 : 05 PM with prayer/meditation.
• Chair: Soror Deborah (Logistics)
• Key participants referenced: Sorors Dana (agenda sharing), Brittany (signage), Regina (decor), Beverly Calhoun (vendors), Beverly Randall (registration), Gwen Spencer (A/V), Jackie (hostess coordinator), Tiffany, Danielle, Paula, Justina, et al.
• Recurring Zoom issues acknowledged (video freezes, audio drops); fallback to phone/iPad when necessary.

Parking Plan

• Hotel can absorb full load even if all $372$ registrants drive individually.
• Discount rate: $\$8$ per car.
• Procedure:
  1. Driver pulls ticket at garage entrance.
  2. MUST present that ticket at registration.
  3. Registration desk hands back an $\$8$ validation pass.
  4. Driver uses pass when exiting.
• Goal: Single-step distribution to prevent two-line congestion (contrast with Founders Day experience).
• "Know Before You Go" e-blast will remind Sorors to bring the ticket inside.

Registration Process

• Four simultaneous tasks at desk: check-in, armband issue, gift distribution, parking pass distribution.
• Two registration zones:
  • General population – two 8-ft tables, 8 staff, goal four lines.
  • Golden/Former Basilei – two 6-ft tables, 6 staff, split alphabetically (A–L / M–Z).
• Logistics sub-team will hover to keep flow moving and physically hand out parking passes.
• Early check-in Friday night for hotel-stay Sorors requested (pending confirmation).

Venue Layout & Tables

• Floor: Second-floor lobby hosts registration & breakfast buffet.
• Buffet configuration – two parallel, staggered lines (four pick-up lanes) to minimize bottleneck.
• Current table math:
  • Originally $37$ ten-tops.
  • Event planner will intersperse 8-tops to hit ~$380$ seats while preserving aisle width.
  • Exact ratio TBD; decor team preparing for up to $40$–$48$ tables.
• Stage remains at traditional "front" orientation (not sideways); adequate wings left/right.
• Dedicated ADA section will be blocked and signed (wheelchairs, walkers).

Meals & Refreshments

• Breakfast (continental): pastry/muffin/Danish + juice & coffee.
• Lunch: hot buffet (two mirrored lines).
• Dietary restrictions: must be emailed this week to Soror Beverly Randall so hotel can finalize counts.
• Vendor meals: one free meal per vendor table; extra meals available at cost (vendors already informed).
  • Options under review: (a) separate vendor buffet, (b) box lunches, (c) early or late pass through main buffet.

Audio/Visual & Technology

• Soror Gwen Spencer received nine PowerPoint/Keynote slide decks; will preload to house system.
• Music cues also being compiled; run-of-show (ROS) awaiting Basileus approval for distribution.
• Inquiry: confirm presence of dedicated hotel A/V tech or internal Tech Team lead.

Decor & Signage

• Lead: Soror Regina (Golden Star) with Soror Tiffany.
• Materials:
  • Chapter retreat pop-up, “Welcome” Alpha Xi Omega sign, large “Registration” sign.
  • Six easels requested; ten will be brought to ensure coverage.
  • Lobby welcome poster based on retreat flyer; additional sign downstairs; interior placement TBD after site walk-through.
• Table tents required: Golden, Diamond, Pearl, Former Basilei (two), “Reserved,” “Participants,” plus numbered table cards.
• Brittany handling design/print of all tents + vendor name cards.

Vendors

• Coordinator: Soror Beverly Calhoun.
• Confirmed vendors: $12$ (capacity requested $15$).
• Setup: six-foot tables, black cloths, two chairs each; signage provided.
• Dedicated buffet or boxed-meal decision pending Basileus.

Hostesses & Flow Management

• Jackie leading hostesses.
• Positions:
  • Hotel entrance – direct to elevators.
  • 2nd-floor lobby – guide to reg desks, maintain breakfast line.
  • Buffet zone – keep four-line flow, discourage "triple-pastry" syndrome.
• Logistics members will fill gaps as needed.

Supplies & Materials

• Complete “meeting kit” coming from storage: scissors, tape, markers, extra table tents, registration signs, easels, ADA sign, etc.
• Logistics team members on-call for last-minute store runs.

ADA Considerations & Reserved Seating

• ADA table (or cluster) with clear sightlines and aisle access; sign reads “ADA Seating.”
• Reserved areas:
  • Golden Sorors
  • Diamond/Pearl
  • Former Basilei
  • Speakers/Program participants
• Wristbands visually differentiate registrants; alternate wristband color or badge for vendors under review.

Communication & “Know Before You Go”

• Will be distributed via Ivy Rose Connection & The Vine THIS WEEK.
• Contents:
  • Parking instructions (bring ticket).
  • Dress code – flyer states “sundress,” some squads erroneously heard “T-shirts”; clarification forthcoming.
  • Dietary-needs deadline reminder.
  • On-site registration hours (Fri 5 PM–10 PM; Sat 7 AM–??).
  • Items supplied vs items to bring (e.g., no laptops needed, but personal refillable water bottle optional).
  • Spiritual tone (“clean hearts, clean minds”) reiterated.

Timeline & Key Dates

• Week of meeting (now): finalize AV, décor counts, dietary list, vendor logistics.
• Friday 08/01/2025
  • 5 PM–10 PM: Setup, décor placement, tech check, early badge pick-up for hotel guests.
• Saturday 08/02/2025
  • 7 AM – 7 : 30 AM: Logistics, décor & hostess call-time; open doors.
  • 8 AM sharp: program start.
  • 3 PM adjourn; 3 : 30 PM–4 PM venue clear-out.
• NEXT Logistics Subcommittee Zoom: 08/26/2025 @ 7 PM (post-mortem / wrap-up).

Open Issues & Action Items

Connections & Practical Notes

• Learned lessons from Founders Day: single-station parking validation, parallel buffet lanes, early registration, wider aisles.
• Ethical/Sisterly emphasis: foster patience, avoid food hoarding, ensure bereaved/sick Sorors are lifted in prayer, maintain inclusivity (ADA seating, dietary accommodation).
• Professional development: many volunteers practiced Canva, Zoom troubleshooting, and event-planning workflows; chair encourages "productive procrastination" when skill-building.

Philosophical/Spiritual Layer

• Meeting anchored in prayer focusing on service, unity, clean hearts/minds, and placing “God’s business first, AKA business second.”
• Emphasis on sisterly behavior in logistics decisions (ease for elders, fairness in lines, calm communication).

Numerical Recap (LaTeX)

• Registered Sorors: $372$ (target $\le 380$)
• Registration tables: $2$ (general) $+2$ (Golden/Former)
• Parking fee: $\$8$
• Vendor tables: $12$ confirmed, capacity $15$
• Seating target: $\approx 380$ chairs via mix of $10$-tops & $8$-tops.
• Setup window: $17\,00$–$22\,00$ (5 PM–10 PM) on 08/01/2025.

Final Reminder

Sorors should:

1. Read the upcoming “Know Before You Go” fully.
2. Bring the garage ticket inside for $\$8$ validation.
3. Arrive early (7 AM) in full sisterly spirit and preferred sundress attire unless otherwise instructed by official chapter communication.