2016 TBP Convention
- WHERE: Town and Country and Convention Center- 500 Hotel Circle N., San Diego, CA 92108.
- WHEN: Thursday, October 6 - Saturday, October 8. Voting delegates must be registered by 2:50 pm PDT on Thursday, October 6.
- RECRUITING FAIR: Town and Country and Convention Center from 10 am - 3 pm on Friday, October 7.
- TRAVEL INFO: Flying: San Diego, CA (SAN); Driving: Go to hotel.
- SHUTTLES: Transportation to and from airport provided for all flights.
- HOTEL ROOMS: Reservations handled by HQ; $90
per night, double-occupancy.
- Voting delegates must have a photo ID to present at registration.
- Professional Development Sessions - Thursday and Friday. Detailed information TBA.
- Campus Tours (TBA).
- Email members' resumes in a zipped folder to ; click here for formatting details which must be followed.
- Dress is business casual Thursday & Saturday, business attire required for Friday. More information here.
- Review Professionalism Policy.
The Convention serves as:
- The supreme governing body of Tau Beta Pi conducting the business of the Association. In this sense, it is the annual stockholders’ meeting of the corporation. The Convention alone has the power to grant new chapters, elect an Executive Council, and amend the Constitution (subject to chapter ratification) and the Bylaws.
- A training session for student delegates, most of whom are chapter presidents who will serve this year. The Chapter Development Program, including Interactive Chapter Exchange (ICE), Engineering Futures, and District meetings, is designed to achieve this goal.
- An opportunity for delegates from all parts of the country to meet and socialize with each other. Chapter representatives are afforded a special opportunity to meet with Association Officials and to learn first-hand about problems, solutions, and opinions on the role of TBP on the nation’s campuses.
Each collegiate chapter must send one voting delegate to the Convention at the Association’s expense. Your chapter has already paid an assessment to help fund the expenses of the voting delegates (Bylaw 1, Sec. 1.05). Chapters are also encouraged to send non-voting delegates and Advisors at their expense.
Voting delegates must be registered by 2:50 pm PDT on Thursday, October 6 and participate through official adjournment Saturday afternoon. Early registration will take place Wednesday evening in the Town and Country Golden Ballroom from 3 - 10:30 pm. Click here for the Convention schedule.
Voting delegates will be required to present a photo ID at registration. No ID, no vote! If at the last moment a duly-elected voting delegate cannot come and a non-voting delegate attends, the alternate automatically becomes the official voting delegate. All delegates must be members of Tau Beta Pi. All attendees are required to sign the attendance slip indicating they have read and understood the Professionalism Policy. Copies will be available at registration.
Plan to arrive Thursday, October 6 unless you are serving on a committee. The Recruiting Fair (10 am - 3 pm PDT) and Professional Development Sessions (9 am - 5:30 pm PDT) are scheduled for Friday. All voting delegates must be registered by 2:50 pm. Parking is available at the hotel for $10 per day and will be covered for voting delegates. Automobile allowances set by the 2015 Convention in accord with the Bylaws are 30¢ per mile for voting delegates, plus 5¢ per mile for each member-passenger, to a maximum of 45¢ per mile. Chapters may take advantage of the mileage reimbursement to bring non-voting delegates or Advisors to the Convention. A map is available here.If you fly:
Plan to arrive on Thursday unless you are serving on a committee in which case you need to arrive on Wednesday. All delegates should make flight arrangements to ensure arrival no later than 2 pm PDT on Thursday. REMINDER: Please have your photo ID and arrive 90 minutes before your flight. Transportation to and from the hotel is provided; members from the host chapters will be at the airport to meet all flights. Travel time, by shuttle, from the airport to the hotel is 15 minutes. Transportation will depart for the airport on Sunday morning for the earliest flights. Shuttle details will be posted at the Convention on Saturday afternoon.
Make your travel arrangements soon and submit your travel plans by September 1. The travel expense allowance approved by the 2015 Convention means the most economical, regularly-scheduled, confirmed-reservation air service available. Remember, low-cost tickets are non-refundable and can be used only by the person named on the ticket. Do not purchase a ticket unless you are certain you can attend. Tau Beta Pi will purchase ONE ticket for a voting delegate. If a voting delegate cannot go and the ticket has been purchased, your chapter will be responsible for the purchase of the second ticket.You may purchase your ticket and be reimbursed or have HQ purchase it for you. If you purchase your ticket or make your travel arrangements, submit your travel plan by September 1 to ensure a room at the hotel. Tickets over $600 require preapproval from HQ.
Voting delegates, award recipients, and Association Officials may have HQ book and pay for their flights. All others may have tickets booked by HQ and, if your chapter approves, the chapter will be charged. Association Officials may make their own airline reservations. Expense reports can be submitted prior to the Convention for reimbursement of airfare.
To have HQ book a flight for you, use one of the following options:
- If you do not have a preference for a specific flight, use this Google Doc to indicate when you would like to arrive and depart.
- If you know which flights you would like to book, use this Google Doc.
Accommodations will be at the Town and Country. HQ will handle room reservations. DO NOT CALL THE HOTEL. You will be assigned a double occupancy room; extra charges for a single room are not reimbursed by TBP. Rates are $90 per person per night, double occupancy. Hotel check-in time is 3 pm and your room may not be ready when you arrive. Luggage storage is available.
When you submit your travel plan, indicate if you have a roommate preference and we will try to match you with your choice. If you do not, your roommate will be another delegate of the same gender.
Travel expenses will be paid for the one voting delegate from each collegiate chapter up to the limits approved by the 2015 Convention. Non-voting delegates’ and advisor's travel expenses are not paid by TBP except for one non-voting delegate per chapter who may be reimbursed for 20 percent airfare up to a maximum of $200. Non-voting delegates or advisors driving with the chapter's voting delegate will increase the allowable mileage rate for the voting delegate.On-site Package:
A list of Convention prices is now available. The on-site package includes registration fee, three or four nights double occupancy room, two lunches, and three dinners; the three night package is $690 and the four-night package is $780.
Voting delegates, award recipients, and Association Officials will receive the three or four-night on-site package. Chapters may pay for the on-site packages for non-voting delegates and advisors at registration or be billed after the Convention. Others may purchase an on-site package or the individual pieces outlined here.
Meals are part of the Convention and no refunds will be permitted. Non-voting delegate’s chapters will be billed after Convention for the options(s) selected at registration. Others should be prepared to purchase an on-site package or individual pieces at registration; credit cards are accepted. Attendees are responsible for any personal expenses (pizza, snacks, etc.). Voting delegates may incur out-of-pocket expenses (Thursday lunch); ensure you have funds to cover these charges (which will be reimbursed when you submit your expense reports, with receipts).
Tau Beta Pi will pay/reimburse only the following expenses:
Voting delegates: [expense report: collegiate | alumni]
A) Collegiate chapter - Transportation, on-site package, on-site breakfasts, and en route meals.
B) Alumni chapter - on-site package and on-site breakfasts.
Non-voting delegates: [expense report: 20 percent airfare]
A) One non-voting delegate per chapter - 20 percent of the discounted coach airfare, up to a maximum of $200. B) Non-voting delegates traveling by car with voting delegates allows voting delegates the additional 5¢ per mile.
A) Advisors traveling by car with voting delegates allows voting delegates the additional 5¢ per mile.
Laureates, Outstanding Advisor, McDonald Mentor, Distinguished Alumnus: [expense report] Transportation, on-site package, on-site breakfasts, and en route meals. One ticket for the meal where award is presented and shared hotel room for your guest will be provided.
Association Officials: [expense report] As outlined in the Travel Policy.
On-site package: Registration, two lunches, three dinners, and three nights (four nights for those required to arrive on Wednesday) double occupancy hotel room. Wrist bands will serve as meal tickets for all categories of attendees listed above. Those requesting a single room will be required to pay the ($90) difference.
On-site breakfasts: A breakfast will be available Friday morning during the Recruiting Fair and at the individual's option on Thursday and Saturday morning. For 2016, Tau Beta Pi will reimburse those provided on-site packages up to $15 for breakfast and lunch each day.
Expense reports should be completed immediately and emailed to HQ with scanned receipts. Keep a copy for your chapter’s file. All voting delegates must submit an expense report even if no expenses were incurred. THIS IS A REQUIRED REPORT and is due by October 22. Expense reports submitted after the deadline will not be processed unless an extension was requested/granted.Maximum reimbursement:
We must recommend to the Financial Affairs Committee, which reviews delegates’ expenses, that the discounted coach airfare from your city be the maximum travel reimbursement allowed. Requests for reimbursement for unusual expenses, including the need to obtain a non-discounted fare, may be submitted to HQ for prior approval.
Tickets for meals will be available for purchase at registration. You will be responsible for the (additional) room cost per night for your guest.
Tau Beta Pi’s policy permits business casual for Thursday and Saturday; business attire, or appropriate traditional native dress, is required for Friday.
Business casual: suits, dress slacks, khakis, dresses, collared shirts, dress shoes and casual shoes. No jeans, t-shirts, sleeveless shirts, shorts, mini skirts, athletic wear, etc.
Business attire: Suits, dress slacks, sport coats, blazers, dress shirts and ties, skirts and blouses, sweaters, dress shoes, or traditional native dress.
Convention business is handled through committees. When they register, voting delegates may choose to serve on a committee and indicate their preferences. Those voting delegates serving on a committee will need to arrive on Wednesday to begin committee meetings at 8 am on Thursday morning. Committee materials will be emailed on September 1. Association Officials will be appointed to each committee to assist in its work. Each committee will select a chair during its first meeting. Only voting delegates may participate in votes of their appointed committees. Any TBP member may participate in committee discussions if recognized by its chair.
Business materials will be provided on a flash drive given to all attendees at registration. An electronic copy of the President’s Book and the Constitution and Bylaws will be included. BRING YOUR LAPTOP or TABLET. A few paper copies will be available. Text based voting will be used this year. The cell phone number you provide online will be entered into the system and will be verified at registration. Voting delegates without cell phones will be seated together at business meetings.
The President and Executive Director will prepare an Order of Business in accord with the Bylaws. The President will open the Convention and preside over reports from the officers and the adoption of the Order of Business. The permanent Convention Chair will then preside for the remainder of the Convention. The Executive Director appoints and will serve as the Secretary of the Convention. Minutes from the 2015 Convention are available here.
The Professional Development Program consists of personal and chapter development sessions on Thursday evening and Friday. The Convention orientation will be held on Thursday afternoon during the First Business meeting. District Directors meet with their chapters on Thursday, Friday, and Saturday to discuss major topics which include projects, district activities, and resources.
Numerous companies and graduate schools will have recruiters on-site Friday from 10 am - 3 pm to discuss employment opportunities and graduate programs. Any member from nearby schools may attend. BRING AT LEAST TEN COPIES OF YOUR RESUME TO THE FAIR. TBP will prepare a DVD of chapter resumes for recruiters; email yours and your chapter’s resumes in a zipped folder to by September 12. Visit this web page for mandatory formatting instructions. Some of the companies planning to attend include ACCO Engineered Systems, Eaton, Illumina, Intel, Micro Systems Engineering, Northrop Grumman, Sandia National Laboratories, U.S. Navy, and ViaSat. Visit the 2016 sponsors page for the full list of companies and graduate schools that have signed up to attend.