2 90th Oklahoma DeMolay Conclave July 7 9, 2017 Oklahoma State University Stillwater, Oklahoma The Oklahoma DeMolay Association will be celebrating its 90 th State Conclave, to be held at Oklahoma State University on July 7, 8, 9, 2017. This year s conclave will be packed with the activities such as: Initiation Ceremonies Ritual Tournament Election of New State Officers Sweetheart Pageant Sweetheart Ball Scholarship Presentations Chevalier Investiture Legion of Honor Investiture Cross of Honor Investiture L.V. Orton Scholarship Interviews Awards Banquet Sports Advisors Meeting Mothers Club Meeting Fellowship Pizza Party 1. Conclave registration forms for Chapters are to be postmarked prior to 12:00 midnight, June 18, 2016 and must be sent to the Director of Conclave. Registration Fee: $175.00 (Fri., Sat., and Sun.) based on two people to a room. Candidates: $50.00 (applies to candidates initiated on or after May 1, 2016) Late Registration: $190.00 Cancellation Fee: $35.00 per Person (Applies After 12:00 Noon on July 1, 2016) Those requiring a single room or those Chapters with other than an even number of DeMolays or Advisors will be charged an extra $30.00 for the single room. 2. The majority of personnel from each chapter must be pre-registered on the registration form. 3. Late registration for people eligible to compete will be accepted up until midnight, July 1, 2017. 4. Large and Small Class Distinction for Conclave will be determined by the 2017 Chapter of the Year classes. Large Class Chapters (based on size and activities) will compete in the Large Class; Small Class Chapters will compete in the Small Class. Initiatory and DeMolay Degrees will have class distinctions only if 2 or more entries compete in the Small Class. Chapters may move up in class but may not move to the smaller class. Ritual Contests will be based on the Frank Marshall Championship Tournament. 1
5. The Exemplary Chapter at Conclave Award will be presented to a Chapter which excels in one or any of the following areas: Sportsmanship, Manners, Good Conduct, Participation, Neatness, Enthusiasm and Appearance. The winner is selected by an unannounced committee and the award may not be applied for. Your chapter can win by being on its best behavior. Last year's winner should bring the traveling trophy with them to Conclave. 6. Any DeMolay earning a Blue Honor Key between Conclaves receives free registration. (All ten petitions must be secured between Conclaves.) Please note on registration. 7. Remember to completely fill out room damage sheets provided by the University upon check-in. Damages occurring within rooms will be billed to the appropriate Chapters. Damages occurring in the hallways outside the rooms will be billed proportionally among those Chapters occupying that floor. Damages to elevators, lobbies, etc. will be billed proportionally among all Chapters in attendance. Vandalism to elevators and misuse of fire extinguishers is inexcusable, and will be dealt with accordingly. Squirt guns are not allowed in the dorms. Please leave them at home. 8. We will be staying at Kerr-Drummond Dorms and eating in the Scott-Parker-Wentz Dorm Cafeteria. 9. The conclave registration desk for payment of fees and acceptance of packets will be open at 8:00 A.M. to 3:00 P.M. at the Wes Watkins Center during the ritual competitions Friday afternoon Chapters bringing Sweethearts should make arrangements for the Sweetheart to arrive at 8:30 A.M. on Friday, location to be specified by Mom Shana Bench, Director of Sweethearts. All Chapters should be registered by 3:00 P.M. 10. Chapter Advisors may pick up dorm room keys from the dorm desk beginning at 9:00 A.M. Please note, this allows you to gain access to your rooms early. 11. No DeMolay may register without an advisor present. Advisors must bring their medical release forms for each registrant and must be able to provide a copy should it be requested. In fact, just bring your entire insurance notebook. 12. Remember that your bedding, towels, soap, etc., are provided for each registrant. 13. Additional banquet tickets for the Awards Banquet held on Sunday at the Wes Watkins Center at 11:00 A.M. are available from the Director of Conclave at the cost of $30.00 each. Tickets must be purchased before July 1, 2017. A very minimal number of additional tickets will be available at Conclave. 14. The Chevalier Investiture is Friday, July 7th at 8:30 P.M. at the Seretean Center. The Cross of Honor will be Friday night before the Chevalier Investiture. The Legion of Honor Investiture is Saturday, July 8 at 4:00 P.M., at the Seretean Center. The State along with the Conclave participants is invited to attend both the Chevalier and COH-LOH Investitures. 15. DeMolay not registered at Conclave may attend the Conclave Ball on Saturday night for a fee of $10.00. 16. Each chapter should select/elect 4 delegates to represent the Chapter at Conclave in the business meetings of the Oklahoma DeMolay Association. A suggestion (not a requirement) is that the delegates be the three councilors and one at-large delegate. Please note those delegates on the registration form. 17. Candidates for state offices may have no more than 2 campaign posters or banners. The signs are to be freestanding or attached by masking tape to glass, brick or tile surfaces (no painted surfaces.) 2
18. All Chapters should be completely checked out of the dorm before the awards banquet. As a reminder, this includes checking your Sweetheart out through Mom Bench. 19. Chapter registration will be emailed directly to the Chapter Advisors. 20. This year you will be issued a parking permit. The number of parking permits required should be indicated on your registration form. This permit does not provide free parking at the Union and is not campus wide. It is recommended that you use the Hotel parking to avoid parking tickets, especially on Friday. Oklahoma DeMolay is not responsible for any parking tickets. Do not forget to bring plenty of candidates for the low registration fee of $50.00. VERY IMPORTANT Chapter Dads, if one of your members comes early to compete in the Ritual Contest, the advisor with that young man should be prepared to register the Chapter and pick up their registration packets. This includes providing insurance/medical release forms, form 10s, and payment. Chapter Dads, since DeMolay International has gone to online registration for Form 10s, please bring a copy of the Form 10 as proof of a new member who has been initiated after May 1 st. For new members joining at Conclave you will have to go on-line and add the new member yourself. You must also have a medical release form for these gentlemen as well!!!! 3
CONCLAVE RULES 1. Curfew hours, unless revised by the State Advisors Association, will occur at the following times: Friday 1:00 A.M. Saturday 2:00 A.M. DeMolays should be in their rooms by the time of curfew. However, they may be on their Chapter floor or in the floor lounge, with the permission of an Advisor from your chapter. 2. The use of all Tobacco Products is prohibited on the Oklahoma State University Campus. Advisors will strictly enforce the Oklahoma law which prohibits under age possession of tobacco products. 3. Check your rooms immediately upon check-in and notify your Chapter Advisor of ANY damage to mattresses, window blinds, bulletin boards, etc. 4. Windows in the dorm rooms are to be CLOSED at all times as open windows put a strain on the air conditioners and makes it harder for the building to be cool. 5. Your meal card is computerized and if lost, can be replaced for $25.00. No one else can use your card, so if you find a lost one, please return it to the DeMolay registration desk. 6. Vehicles without University Parking Decals should not park in any restricted parking areas around the dorms or the Colvin Center. You will be ticketed or towed away. LOOK BEFORE YOU PARK. 7. The meal tickets and room keys must be presented at time of check-out. Charges for each missing item will be collected at that time. 8. Please remember that we must present a positive image, especially to those who provide the housing and meal services, since how we act reflects directly back on our organization. Be sure that DeMolay has a positive image! 9. All keys must be returned as part of the check-out process. The university charges a fee of $100 for each and every lost key. Please be sure to keep track of your key and don t forget to turn it in or you will be billed for the cost of replacing it. 10. No females are to be on the DeMolay floors and no DeMolay are to be on the sweetheart floor or in a female advisor s room. CHECK-IN AND CHECK-OUT PROCEDURES 1. Registration packets for DeMolays and Advisors housed on the DeMolay floors will be given upon arrival of the Chapter Advisor or his/her designate. Packets of room keys for the blocked room assignments of the Chapter will be issued by the university dorm desk to the Chapter Advisor or his/her designate. Floor diagrams for room assignments are to be returned to the desk by 2:00 AM. 2. Registration packets and room keys for Sweethearts and Chaperones will be given to those individuals by the Director of Sweethearts after checking in with her. 4
3. Registration Packets for Mothers, Advisors not housed with the DeMolays, State Officers, Ritual Judges, and other adults will be given upon their arrival at the Conclave desk. Their room key can be picked up at the university dorm desk. 4. Check-out for DeMolays and the advisors housed on the DeMolay floors will start at 9:30 AM on Sunday. Advisors are to go to the dorm desk when ready to check-out and inform the university personnel, present the meal tickets and surrender the room keys. The university representative will follow you to your assigned floor and inspect the rooms for damage and lock each room after being inspected. Chapters will then need to pay for damage, missing keys, or missing meal tickets. You may make arrangements with the University for storing luggage and miscellaneous items in one room, if needed. 5. Check-out for Sweethearts (and removal of luggage) and Chaperones should be handled before the awards banquet between 9:30 AM & 10:30 AM. Room check-out is under the direction of the Director of Sweethearts. 6. Check-out for all registrants not housed on DeMolay or Sweetheart floors is at your discretion. Your meal ticket must be turned in with your room key, or you will be charged for either missing item. Should you have any questions, please contact: Dad David Epperly ODA, Director of Conclave 12220 SE 64 th Street Oklahoma City, OK 73150-6305 Cell: 405-922-3491 Email: director_conclave@okdemolay.com 5
SCHEDULE OF EVENTS FRIDAY, JULY 7, 2017 8:00 AM Conclave Registration, Wes Watkins Center Oklahoma DeMolay Ritual Tournament, Wes Watkins Center Ritual Judges Briefing, Wes Watkins Center Ritual Advisors Meeting, Wes Watkins Center Chapter Check-in, Wes Watkins Center Specific times for Degrees will be posted at the Wes Watkins Center and will be furnished to each Chapter registered. The State Mother s Club will be serving lunch to chapter who order lunches. Make sure your chapter orders from the State Mother s Club. 9:00 AM Sweetheart Practice, Seretean Center 5:45 PM Chevalier Designate Practice, Seretean Center 6:30 PM Oklahoma DeMolay Statewide Initiation, Seretean Center 8:30 PM Cross of Honor Investiture, Seretean Center 8:45 PM Chevalier Investiture, Seretean Center 9:30 PM Kickball, Practice Fields North of Colvin Center SATURDAY, JULY 8, 2017 7:00-7:45 AM Breakfast, Kerr-Drummond Cafeteria 8:30-11:30 AM Oklahoma DeMolay Association Business Meeting and Caucus*, Ag. Hall, Room 101 *Note: All DeMolays are required to attend 8:30 AM State Advisors Association Meeting, Ag. Hall, Room 201 9:00 AM Sweetheart Rehearsal, Seretean Center 12:00 PM Lunch, Kerr-Drummond Cafeteria 6
1:00 AM State Mothers Club Meeting, Wentz Lounge 1:30 PM Basketball Tournament, Colvin Annex 1:30 PM Orton Scholarship Interviews, Wes Watkins Center, Room 107 2:30 PM Legion of Honor Practice, Seretean Center 2:30 PM Dignitary Hospitality, Student Union, French Lounge invitation only 3:00 PM Sweetheart Interviews, Dorm Floor Lounge 3:00 PM Legion of Honor Private Investiture, Seretean Center, (LOH, HLOH and designates only) 4:00 PM Legion of Honor Investiture, Seretean Center 5:00 PM Dinner, Kerr-Drummond Cafeteria Executive Officers Reception, Student Union, French Lounge, invitation only 6:30 PM Sweetheart Pageant, Seretean Center 9:00 PM State Sweetheart Ball, Wes Watkins Center, International Exhibit Hall (Admission with Conclave Badge) Coat and Tie Required SUNDAY, JULY 9, 2017 8:30 AM Business Session*, Election of State Officers, State DeMolay Dad, and State DeMolay Mom, Ag. Hall, Room 101 *Note: All DeMolays are required to attend 9:30-10:30 AM Checkout, Wentz Desk 11:00 AM Awards Banquet, Wes Watkins Center, International Exhibit Hall 7