AHEPA District 3 Convention Planning Criteria

Transcription

1 AHEPA District 3 Convention Planning Criteria The following criteria were used in determining which locations and hotels should be considered for the 2007 District 3 Convention: Philosophical Approach o Do it right in the AHEPA tradition of excellence! o Don t lose money. o Work closely with DOP. Availability of Desired Dates o Carefully consider an appropriate weekend that does not conflict with Church Festivals and major holiday weekends. Select Hotel Based on Best Value o This encompasses many factors, not the least of which are pricing considerations. However, while price is an important consideration, other factors like the overall quality of the facility, the suitability of the conference/meeting facilities and banquet facilities, etc. must also be considered. (More on this later...) o Include District Lodge as per Bylaws Proximity to Church o Friday evening events are typically held at a local church. A hotel in close proximity to the church has obvious benefits to visiting delegates and greatly simplifies logisitics. o The final event of the District Convention will be Church services...again, hotels within a certain radius will greatly facilitate attendance and be appreciated by visiting delegates. Golf Tournament - Thursday o A staple for most conventions and a great opportunity to start the week off with a significant fund raiser as well as an enjoyable day on the links. Friday Evening Event o A Friday evening event is typically held at local Church Community Center. Your options are open: Greek Nite or some other theme Consider things like a Dinner Cruise, Crab Feasts or other attractions unique to the local area. Registration o Establish Registration Fee Structure based on your costs and requirements Cost factors critical determine them early! Registration Fees, Ad Prices, Events (use attached registration fees worksheet) Don t under price and lose money! o Ensure streamline process Acquire registration materials, gift bags, gifts, etc. o Effective communications with Chapter and delegates are indispensable.

2 AHEPA District 3 Convention Planning Criteria Commemorative Album o Single largest source of revenue Produce a quality product Follow Album protocol (see handout) o Ad Sales Critical o Must launch aggressive campaign o Suggested/Tentative pricing: Gold page - $400, Full page - $200, Inside front & back covers - $750, Back Cover (color) - $1250 (varies by location and quality of Commemorative Album) o Consider Revenue Sharing Think outside the box District Convention Timelines o Refer to handout Hotel Negotiations o Refer to handout

3 Year Prior to Convention District Convention Time Lines 1. MAY: CONVENTION BUREAU contacted, to obtain packets from potential host HOTELS. 2. MAY: HOTEL review, to advise current year Convention attendees where they will be going next year, and to get HOTEL advertising material. FACILITIES reviewed for all functions. 3. MAY: HOTEL negotiations begin with best HOTEL choice. Make sure rooms are of sufficient size. (Room size and layouts should be included in a future document.) 4. JULY: HOTEL negotiations continue. 5. SEPTEMBER: HOTEL contract reviewed 1 st Draft. nd 6. OCTOBER: HOTEL contract reviewed 2 Draft. 7. OCTOBER: ADVISE members at a regular meeting, of the upcoming JUNE District Convention, so they will begin discussing it and be ready for Committee assignments. Discuss preliminary Convention Events. It is strongly recommended that the REQUIRED packet only include Friday s Grand Banquet, Saturday s Awards Luncheon, and Saturday s Greek Night. Additional events can be secured on an a la carte basis. 8. OCTOBER: CHAPTER OFFICERS meet and create the following Committees, and name the appropriate people to be Chairman: General Chairman Vice Chairman Banquet Chairman Reservations Chairman Greek Glendi Chairman Decorations Chairman Awards Luncheon Chairmen Chapter Chairman Golf Tournament Chairmen (if hosting a golf tournament) Program Ad Book Chairman Registration Chairmen Welcome Chairman Hospitality Room Chairman (optional) Facilities Chairman Opening Ceremonies Chairman Treasurer Publicity Transportation 9. NOVEMBER: HOTEL final contract signed. 10. Meeting with District Lodge.

4 Convention Year District Convention Time Lines 1. JANUARY: COMMITTEE MEETING. 2. JANUARY: LETTERS TO DIGNITARIES FOR COMMEMORATIVE ALBUM: Write letters to the President, Governor, Senators, Congressmen, local politicians, Archbishop, Bishop, parish Priest requesting letters and photos for the Convention Commemorative Album (don t call it an ad book). (Sample letters available upon request.) District Governor and Supreme President for their letters and photos. 3. JANUARY/FEBRUARY: DISTRICT CONFERENCE - Bring Convention marketing material, hotel brochures, event flyers, registration flyers, ad forms, to the District Conference. Have as many members as possible attend the Conference to informally promote the Convention. 4. FEBRUARY: LETTER sent to Chapter Presidents and Secretaries after the District Conference, welcoming all Brothers and Sisters to the JUNE District Convention and advising them of hotel information and nearby attractions. Include Convention marketing material, hotel brochures, event flyers, registration flyers, ad forms, etc. STRONGLY ENCOURAGE DIRECT COMMUNICATION TO DELEGATES AS THE BEST MEANS OF ENSURING MAXIMUM ATTENDANCE! 5. FEBRUARY: COMMITTEE MEETING. 6. MARCH: COMMITTEE MEETING. 7. APRIL: LETTERS sent to prospective donors of prizes, for the golf dinner. 8. APRIL: HOTEL walk-thru followed by COMMITTEE MEETING. Make sure rooms and room sizes are correct, and not changed. 9. APRIL: INSERTS FOR TRIO-Gram must be sent to the editors as soon as possible. Items such as event flyers for the Convention, Grand Banquet, Golf, hotel brochures, local attraction information, etc. Suggest an article including this information welcome all Brothers and Sisters to the District Convention and advise them of HOTEL information and nearby attractions. 10. MAY: Solicit promotional items for the Convention Packet. 11. MAY: COMMITTEE MEETINGS (2). 12. MAY: WEEKLY CHURCH BULLETIN NOTICE re. the District Convention. NOTICE continues through the JUNE District Convention. 13. MAY: SECURITY arranged if events are at the church or another location where they need security. For example, the golf dinner or the District Glendi. 14. MAY: INVITE CITY DIGNITARIES for opening ceremonies.

5 District Convention Time Lines 15. MAY: AHEPA BUSINESS SESSIONS AGENDA is obtained from the District Lodge. Chapter prints it and puts it in the Convention Packet. 16. MAY: CONVENTION ADS CAMPAIGN - Push for Convention Ads in community and by calling advertisers from past Commemorative Albums. 17. MAY: CHAPTER MEETS WITH DISTRICT GOVERNOR for a final review. 18. MAY: DISTRICT LODGE ORDERS AHEPA PLAQUES from AHEPA Headquarters for official general purpose plaques or AHEPAN of the YEAR plaques and arranges for necessary engraving. 19. JUNE: COMMITTEE MEETINGS (3). 20. JUNE: COMMEMORATIVE ALBUM is created in Microsoft Publisher format and sent electronically to local printer will greatly facilitate this activity. Print a proof notebook, including a print out of the entire ALBUM to give them. You may also include a CD or DVD containing Adobe PDF files of every page of the book, but regardless you must include a proof printout on white paper (not scratch paper) of every page of the ALBUM. This will go a long way toward eliminate production surprises after the fact! 21. JUNE: BANQUET PROGRAM printed by local printer. 22. JUNE: PACKET PREPARATION is completed by the Committee. The local city convention bureau should have promotional bags or they must be purchased separately. The Convention Packets must include the Convention Album, Networking Directory (if used), and Schedule of Events. It is nice to include promotional items from local vendors including pens, letter openers, non-perishable food items (coffee or tea packets, granola bars), pads of paper, sticky note pads, etc. 23. JUNE: HOTEL arrangements reviewed for a few questions/problems. 24. JULY: THANK-YOU LETTERS sent to donors of prizes. 25. JULY: WRAP-UP MEETING

6 MAJOR TASKS CHECKLIST Publicity/Marketing Brochures for convention Brochures for golf tournament sponsors Weekly Church bulletin notices Welcome signs Communications Letter to chapters with convention info Registration Process Appoint Chairman Design Registration form Develop registration website Secure volunteers to man registration tables Secure delegate bags w/ Logos Promotional items for delegate bags Contact local Convention Bureau for delegate info Create event tickets to be put in each delegate's bag Order Lapel Pins Contact Delegates for their dinner preferences (if offering more than one entrée) Opening ceremonies Appoint Chairman Invite city/church dignitaries to opening ceremonies Secure Priest to deliver invocation Secure Color Guard for Opening Ceremonies/Grand Banquet Convention Affairs Choose Logo Secure Convention business sessions agenda Hotel Arrangements Submit Direct Billing application to Westin Determine intent of Dist Govs to hold separate affairs Have Convention link placed on Hotel Reservations site Determine Hospitality Suite refreshment requirements Determine Coffee Break Requirements Commemorative Album Appoint chairman for ad sales Appoint chairman for Ad book Meet with Printer Establish deadline for submission of ads Follow Protocol for Sequence of items in Album Send Letters to dignitaries for Commemorative Album Develop list of past/most likely advertisers and call them

7 MAJOR TASKS CHECKLIST Golf Tournament Secure Venue Develop Registration Forms Distribute fliers Secure prizes Develop/implement sponsorship/fundraising strategy Secure Sponsorship signs for each hole Basketball Tournament Secure gym Develop Registration Forms Secure referees Contact prospective teams Secure trophies for Winner/runner-up Determine ad pricing/sell Ads Determine if Tourney Winner qualifies for play at National Convention Friday Night Party - Church Choose a theme for the evening Appoint Chairman Secure Caterer Determine Menu Determine beer/liquor requirements Determine Decorations Secure Bartenders Assign people to main table at entrance Saturday Awards Luncheon - Hotel Secure Priest to deliver invocation Appoint Chairman Determine Menu Determine seating arrangements Assign people to main table at entrance Saturday Grand Banquet - Hotel Secure Priest to deliver invocation Secure Emcee Appoint Chairman Identify and invite Guest Speaker Determine Menu Develop Banquet Program Determine seating arrangements Assign people to main table at entrance

8 Convention Album Protocol 1. Front Cover 2. Inside Front Cover 3. Title Page (Optional - photo of host chapter city and/or convention hotel.) 4. Convention Chairman Letter(s) and photo(s) 5. Convention Committee members 6. Convention Program 7. (Optional photo and listing of officers) 8. Host AHEPA Chapter Membership List (Optional photo of members) 9. Host DOP Chapter Membership List (Optional photo of members) 10. Host chapter introduction and history pages 11. Historical photos 12. Archbishop Letter and photo 13. Bishop Letter and photo 14. Parish Priest Letter and photo 15. AHEPA Supreme President Letter and photo 16. DOP Grand President Letter and photo 17. (Optional national liaison officer letters and photo) 18. AHEPA District Governor Letter and photo 19. DOP District Governor Letter and photo 20. (Optional - if he is not Convention Chairman) Host AHEPA Chapter President Letter and photo 21. (Optional - if she is not Convention Chairman) Host DOP Chapter President Letter and photo 22. Politician Letters and photos (President, Senators, Governor, Congressmen, State Senators, State Assembly, Supervisors, Mayor 23. Consul General of Greece Letter and photo 24. Optional - bio and photo of special award winners, if there are any. 25. Full page ads for Host Chapters, District Lodges, committees and foundations 26. Remaining Full page ads 27. Half page ads (Discourage their use as they complicate formatting) 28. Quarter page ads (Discourage their use as they complicate formatting) 30. Business card page ads (Discourage their use as they complicate formatting) 31. Sponsor ads 32. Note page if needed to balance out ad book 33. Inside Back Cover 34. Back Cover

9 th AHEPA Capital District 3 Convention Commemorative Album Revenue Sharing Plan Our intent is to produce a Commemorative Album that will be a top flight publication similar to the album many of you saw and commented on favorably during last year s Biennial Banquet. It will feature high quality glossy paper and a full color cover (front and back) as well. Only regular and gold full page ads will be sold as per the attached Commemorative Ad Order form. Our plan is a simple one, we want to expand our reach into your community and reward your efforts accordingly. The more ads you sell, the more money you will realize for your efforts. Here s how it works: If your Chapter sells: You will receive: 2 10 Ads 10% of the gross sales price Ads 20% of the gross sales price 20 or more Ads 33% of the gross sales price Example 1: (2 10 Ads = 10% yield) Chapter A sells: 7 regular full page ads (7 X 250 = $1,750). Gross sales of $1,750 X 10% = $175 in revenue sharing funds to the chapter. Example 2: (11 19 Ads = 20% yield) Chapter B sells: 14 regular full page ads (14 X 250 = $3,500). They also sell 3 gold page ads (3 X 400 = $1,200). Gross sales of $4,700 X 20% = $940 in revenue sharing funds to the chapter. Example 3: (20 or more Ads = 33% yield) Chapter C sells: 18 regular full page ads (18 X 250 = $4,500). They also sell 7 gold page ads (7 X 400 = $2,800). Gross sales price of $7,300 X 33% = $2,409 in revenue sharing funds to the chapter. Deadline for submission of Ads is May 31, All ads should be submitted in camera ready format and or in electronic format to facilitate the prepublishing process. Revenue sharing checks will be issued to participating chapters not later than June 30, Send the ads to: Peter N. Derzis Chapter Glen Carlyn Road Falls Church, VA or by to: jstoucker@cox.net

10 ORDER OF AHEPA PETER N. DERZIS CHAPTER 438 Progress Through Brotherhood OFFICERS PRESIDENT James E. Stoucker (703) VICE PRESIDENT Pierre Tavoularis (703) SECRETARY John Kiriakou (703) TREASURER Vasilios Fotopoulos (703) WARDEN Kyriakos P. Pagonis CHAPLAIN John Agnos CAPT. OF THE GUARD John Kiriakou SENTINEL John Papathanassiou PARLIAMENTARIAN Socrates Koutsoutis DEGREE COMMITTEE John Agnos, Chmn. Nick Karanikas Milton Sarris BOARD OF GOVERNORS Louis Cherpes, Chmn. John N. Agnos Aggie Capsalis Pete Chambers George Moshos Gus D. Moshos PAST SUPREME LODGE Peter N. Derzis, Sup. Pres.* Gus D. Moshos, Sup. Gov. John N. Agnos, BD. & Sup. Gov. Aggie Capsalis, Comptroller Art Dimopoulos, Sup. Counselor PAST DISTRICT LODGE George Johnson, Governor* Milton Sarris, Governor Socrates Koutsoutis, Governor Dennis Kacoyanis, Governor Frank Sofocleous, Governor PAST PRESIDENTS Nicholas Lampos* 1969 Alexander Kouts* Constantine Anthony 1972 Harry Brown* Mike J. Morphessis* Gus D. Moshos Louis D. Cherpes 1981 John N. Agnos Frank Sofocleous 1984 Milton M. Sarris 1985 James O. Stassinos* 1986 Aggie M. Capsalis 1987 Nicholas J. Thanos 1988 George N. Georgeadis Steven C. Stratos 1991 Dennis Kacoyanis 1992 Nick Zavolas Nick Karanikas 1995 Nicholas J. Agnos 1996 Nicholas Jougras 1997 Michael Sarris Louis Cherpes 2000 Spiro G. Roiniotis Nicholas P. Vamvakias Andreas Ioannou April 16, 2007 Archbishop Demetrios 8 East 79th Street New York, NY Your Eminence, The AHEPA Capital District 3 will hold its 76 th annual convention in Arlington, Virginia this year from June This important gathering of AHEPA s largest district will host representatives from 42 AHEPA and Daughter s of Penelope chapters from Maryland, Virginia, West Virginia, North Carolina and the District of Columbia. This year, our chapter has the distinct honor and privilege to serve as host for this annual meeting. We would be most grateful if you could provide us a letter commemorating this event for inclusion in our commemorative album. We are ever mindful and appreciative for your continued enthusiastic support of AHEPA s mission to promote Hellenism, Education, Philanthropy, Civic Responsibility, and Family and Individual Excellence. In order to meet our publishing deadlines, we respectfully request your letter arrive to us by May 30, Thank you for your consideration of our request. Sincerely, James E. Stoucker President *Deceased District 3 Convention June 15 17, Glen Carlyn Road Falls Church, VA Phone (703) Fax (703)

11 ORDER OF AHEPA PETER N. DERZIS CHAPTER 438 Progress Through Brotherhood OFFICERS PRESIDENT James E. Stoucker (703) VICE PRESIDENT Pierre Tavoularis (703) SECRETARY John Kiriakou (703) TREASURER Vasilios Fotopoulos (703) WARDEN Kyriakos P. Pagonis CHAPLAIN John Agnos CAPT. OF THE GUARD John Kiriakou SENTINEL John Papathanassiou PARLIAMENTARIAN Socrates Koutsoutis DEGREE COMMITTEE John Agnos, Chmn. Nick Karanikas Milton Sarris BOARD OF GOVERNORS Louis Cherpes, Chmn. John N. Agnos Aggie Capsalis Pete Chambers George Moshos Gus D. Moshos PAST SUPREME LODGE Peter N. Derzis, Sup. Pres.* Gus D. Moshos, Sup. Gov. John N. Agnos, BD. & Sup. Gov. Aggie Capsalis, Comptroller Art Dimopoulos, Sup. Counselor PAST DISTRICT LODGE George Johnson, Governor* Milton Sarris, Governor Socrates Koutsoutis, Governor Dennis Kacoyanis, Governor Frank Sofocleous, Governor PAST PRESIDENTS Nicholas Lampos* 1969 Alexander Kouts* Constantine Anthony 1972 Harry Brown* Mike J. Morphessis* Gus D. Moshos Louis D. Cherpes 1981 John N. Agnos Frank Sofocleous 1984 Milton M. Sarris 1985 James O. Stassinos* 1986 Aggie M. Capsalis 1987 Nicholas J. Thanos 1988 George N. Georgeadis Steven C. Stratos 1991 Dennis Kacoyanis 1992 Nick Zavolas Nick Karanikas 1995 Nicholas J. Agnos 1996 Nicholas Jougras 1997 Michael Sarris Louis Cherpes 2000 Spiro G. Roiniotis Nicholas P. Vamvakias Andreas Ioannou *Deceased April 16, 2007 Governor Timothy M. Kaine Office of the Governor Patrick Henry Building, 3rd Floor 1111 East Broad Street Richmond, Virginia Dear Governor Kaine: The American Hellenic Educational Progressive Association (AHEPA) was founded in 1922 and is the largest and oldest American-based, Greek heritage grassroots membership organization. Its scope is international with chapters in the United States, Canada, Greece, and Cyprus, Australia and New Zealand. This mission of this world-wide organization is to promote the ideals of Hellenism, Education, Philanthropy, Civic Responsibility, and Family and Individual Excellence. Throughout its history, the AHEPA family, including the ladies auxiliary known as the Daughters of Penelope, has contributed well over a billion dollars to charitable causes. Although a majority of the membership is composed of Americans of Greek descent, application for membership is open to anyone who believes in the mission of the organization. The AHEPA Capital District 3 will hold its 76 th annual convention in Arlington, Virginia this year from June This important gathering of AHEPA s largest district will host representatives from 42 AHEPA and Daughter s of Penelope chapters from Maryland, Virginia, West Virginia, North Carolina and the District of Columbia. This year, our chapter one of the largest in the country with an extended membership in excess of 1,500 families has the distinct honor and privilege to serve as host for this annual meeting. Since receiving its charter in 1969, the Chapter has been at the forefront of numerous public service activities within our community that have materially improved the quality of life for those around us. We would be most grateful if you could provide us a letter commemorating this event for inclusion in our commemorative album. We are ever mindful and appreciative for your continued enthusiastic support of AHEPA s mission. In order to meet our publishing deadlines, we respectfully request your letter arrive to us by May 30, Thank you for your consideration of our request. Sincerely, District 3 Convention June 15 17, 2007 James E. Stoucker President 3149 Glen Carlyn Road Falls Church, VA Phone (703) Fax (703)

12 ORDER OF AHEPA PETER N. DERZIS CHAPTER 438 Progress Through Brotherhood OFFICERS PRESIDENT James E. Stoucker (703) VICE PRESIDENT Pierre Tavoularis (703) SECRETARY John Kiriakou (703) TREASURER Vasilios Fotopoulos (703) WARDEN Kyriakos P. Pagonis CHAPLAIN John Agnos CAPT. OF THE GUARD John Kiriakou SENTINEL John Papathanassiou PARLIAMENTARIAN Socrates Koutsoutis DEGREE COMMITTEE John Agnos, Chmn. Nick Karanikas Milton Sarris BOARD OF GOVERNORS Louis Cherpes, Chmn. John N. Agnos Aggie Capsalis Pete Chambers George Moshos Gus D. Moshos PAST SUPREME LODGE Peter N. Derzis, Sup. Pres.* Gus D. Moshos, Sup. Gov. John N. Agnos, BD. & Sup. Gov. Aggie Capsalis, Comptroller Art Dimopoulos, Sup. Counselor PAST DISTRICT LODGE George Johnson, Governor* Milton Sarris, Governor Socrates Koutsoutis, Governor Dennis Kacoyanis, Governor Frank Sofocleous, Governor PAST PRESIDENTS Nicholas Lampos* 1969 Alexander Kouts* Constantine Anthony 1972 Harry Brown* Mike J. Morphessis* Gus D. Moshos Louis D. Cherpes 1981 John N. Agnos Frank Sofocleous 1984 Milton M. Sarris 1985 James O. Stassinos* 1986 Aggie M. Capsalis 1987 Nicholas J. Thanos 1988 George N. Georgeadis Steven C. Stratos 1991 Dennis Kacoyanis 1992 Nick Zavolas Nick Karanikas 1995 Nicholas J. Agnos 1996 Nicholas Jougras 1997 Michael Sarris Louis Cherpes 2000 Spiro G. Roiniotis Nicholas P. Vamvakias Andreas Ioannou *Deceased April 3, 2007 Brothers, Sisters and Friends of AHEPA: It is with great pleasure that I forward to you this package regarding the forthcoming 76 th Annual Capital District 3 Convention to be held in Arlington, Virginia June 14 June 17, The convention will be held at the Westin Arlington Gateway Hotel. The accommodations are outstanding, reasonably priced and we feel certain everyone will find this venue very pleasant. Enclosed you will find everything you need to register for the convention as well as additional information to help make your stay productive and pleasurable. Delegates may also register, make hotel reservations and render payment online by accessing our website at For golfers, the convention begins on Thursday, June 14 with the District Convention Golf tournament held at a renowned course designed by Arnold Palmer, the Penderbrook Golf & Country Club. The convention begins in earnest on Friday and the day s activities close out with our Glenti at St. Katherine s Community Center that evening. Saturday s activities will include the Award s Luncheon and culminate with the Grand Banquet in the hotel ballroom. We are most pleased to announce the popular Greek band Zephyros will perform for your listening and dancing pleasure at both affairs on Friday and Saturday evenings. For the young at heart and those of us not ready to admit otherwise an after hours party will also be held after the Grand Banquet at an exclusive local DC night club. We invite everyone to attend the Divine Liturgy at St. Katherine Greek Orthodox Church on Sunday morning. This is not your father s Capital District 3 Convention. This year s event will be a departure from past conventions in several ways. As a means of cultivating the next generation of AHEPANS and involving a group not normally associated with our conventions, we have organized a 16 team Capital Clash Basketball Tournament for AHEPA sponsored teams. We anticipate upwards of 150 or more additional convention attendees and their guests and look forward with great anticipation to what we hope will become a yearly event. Also, for the first time, we have implemented a revenue sharing concept that will offer each chapter the opportunity to generate revenues from the sale of ads for the Convention Commemorative Album, which will be the same high quality product many of you saw at last year s Biennial Banquet. Team registration forms, ad forms and details on the revenue sharing program are enclosed. I encourage everyone to view this as an opportunity for a family getaway weekend, particularly given our proximity to the nation s capital as well as our many historic attractions in Virginia. Information on tourism and other pleasant diversions within the national capital region will be provided in the welcome package of those who request it. We trust you will seize the opportunity and bring your families with you to enjoy our area. Months of planning have gone into the preparation for this convention and we look forward to a very successful and enjoyable gathering of our Capital District 3 AHEPA family. Please contact me directly if I can answer any questions. We eagerly await your visit! Fraternally, District 3 Convention June 15 17, 2007 James E. Stoucker President 3149 Glen Carlyn Road Falls Church, VA Phone (703) Fax (703)

13 th AHEPA Capital District 3 Convention Arlington, Virginia June 15 17, 2007 Located only a few hundred feet across the Potomac River from Washington, D.C., Arlington s proximity to our nation s capital has created a common history, connecting it to Washington, D.C. from the very day the city was first conceived. Originally part of the 10-mile square boundary of the Capital City, Arlington played a central role in the birth of our nation s capital, and in the formation of our country. But few are aware of deep ties that bound Arlington to Washington, and the unbroken thread that wove its way through our national fabric, beginning with our founding fathers, and ending with our modern-day heroes. This is the story of Arlington. Experience genteel Virginia and the many attractions of our nation s capital. Westin Arlington Gateway This year s convention will be hosted by the area s newest address for upscale accommodations. With 336 luxuriously appointed rooms featuring the Heavenly Bed, the Heavenly Bath, flat screen hi-def TV, high-speed Internet access, complimentary Starbuck s coffee and a plush robe. At the Westin Arlington Gateway, you ll find fine dining and welcoming amenities in a warm, contemporary setting that s as inviting as it is relaxing. Located in Arlington s vibrant Ballston area, the hotel is the centerpiece of a new urbanism community with upscale eateries, trendy shopping and nightlife right outside your door. A short walk from the MetroRail and only minutes from Reagan National Airport, The Westin Arlington Gateway puts you in touch with all of the historic sites and attractions of the national capitol region. Room Rates & Accommodations We have secured extremely favorable room rates of $ single/double occupancy. Reservations may be made by calling or by accessing the special convention reservations link on our home page Please ensure the hotel knows you will be attending the AHEPA Capitol District 3 Convention. Deadline for room reservations is May 30, Your brothers from the Peter N. Derzis AHEPA Chapter 438 are your hosts for this year s convention. We look forward to welcoming you and helping you in any way possible.

14 th AHEPA Capital District 3 Convention Registration Form (One form per person please) Name: Address: Chapter No: Member No: City: State: Zip: Tel: Cell: Please mail to: Peter N. Derzis Chapter 438, 3149 Glen Carlyn Road, Falls Church, VA or register and pay online at: Check ( ) One: Optional Activities Check ( ) all applicable: Total: AHEPA DOP MOA Delegate/Alternate Pkg. Includes: Friday Glenti/Dance Sat. Awards Luncheon Grand Banquet/Dance Saturday After Hours Party $160 Non-Delegate /Guest/ Spouse Pkg. Includes: Friday Glenti/Dance Sat. Awards Luncheon Grand Banquet/Dance Saturday After Hours Party $160 Basketball Pkg. Includes: Friday Glenti/Dance Player fee Saturday After Hours Party Basketball Guest/Spouse Pkg. Includes: Friday Glenti/Dance Saturday After Hours Party $95 Golf Tournament Thursday Includes: Green Fees/Cart Box Lunch & Dinner Dinner Handicap $100 Golf Tournament Thursday Includes: Green Fees/Cart Box Lunch & Dinner Handicap $100 Golf Tournament Thursday Includes: Green Fees/Cart Box Lunch & Dinner Handicap $100 Golf Tournament Thursday Includes: Green Fees/Cart Box Lunch & Dinner Handicap $100 AHEPA Governor s Breakfast - Saturday Honoring Past District Governors, Past Supreme Governors and Past Supreme Lodge members. Open to all. $30 AHEPA Governor s Breakfast - Saturday Honoring Past District Governors, Past Supreme Governors and Past Supreme Lodge members. Open to all. $30 A la Carte (per person): N/A A la Carte (per person): Friday Glenti $40 Sat. Awards Lunch $40 Grand Banquet/Dance $90 $ A la Carte (per person): Grand Banquet/Dance $90 $90 A la Carte (per person): Grand Banquet/Dance $90 $40 $90 $ I want to bring my family Please include information regarding sight seeing and tourist activities in my convention package. TOTAL: $ Remit this amount by Credit Card 1 or check payable to: AHEPA 438 $ Remit this amount by Credit Card 1 or check payable to: AHEPA 438 $ Remit this amount by Credit Card 1 or check payable to: AHEPA 438 $ Remit this amount by Credit Card 1 or check payable to: AHEPA 438 Deadline: Form & fees MUST be postmarked by Tuesday, June 5, Registrations after this date will include a $25 late fee. Refund Policy: Refund requests MUST be received in writing by Tuesday, June 5, If received by this date, a refund will be issued less a $35 administrative fee. No refunds will be issued after June 8, Delegate Committee Preference: 1 Please charge my credit card as indicated: Officer s Report Audit & Budget VISA Master Charge Scholarship Resolutions & Constitution National Project Athletics Name Exp. Date Auxiliaries Trio-Gram Card No. Security Code 2 Cyprus/Hellenic Affairs Convention City District Awards Signature 2 3-digit number on back of the card For hotel reservations, call (703) TODAY or book online at

15 th AHEPA Capital District 3 Convention Schedule of Events Date Start Time End Time Function Location/Room Thursday, June 14 Friday, June 15 Saturday, June 16 Sunday, June 17 9:00 AM 7:00 PM Golf Tournament Penderbrook GC 9:00 AM 12:00 PM Registration Pre-Function AB 12:00 PM 5:00 PM AHEPA General Session F. Scott Fitzgerald AB 12:00 PM 1:30 PM DOP Dist Gov Luncheon TBD 12:00 PM 5:00 PM DOP General Session F. Scott Fitzgerald C 3:00 PM 3:30 PM Break PM Pre-Function AB 8:00 PM 12:00 PM Glenti/Dance Saint Katherine Community Center 9:00 AM 5:00 PM Basketball Tournament George Marshall High School Games 8:00 AM 9:15 PM AHEPA Dist 3 Gov Breakfast TBD 9:15 AM 5:00 PM AHEPA General Session F. Scott Fitzgerald AB 8:00 AM 5:00 PM DOP General Session F. Scott Fitzgerald C 10:30 AM 10:45 AM Break Pre-Function AB 12:00 PM 1:30 PM Awards Luncheon TBD 3:00 PM 3:30 PM Break PM Pre-Function AB 7:00 PM 11:00 PM Grand Banquet/Dance F. Scott Fitzgerald Ballroom 11:30 PM 3:00AM After Hours Party Ultra Bar, 9 th & F St. in Wash., DC (Metro Accessible) 10:00 AM 11:30 AM Divine Liturgy St. Katherine Greek Orthodox Church 1:00 PM 4:30 PM Championship Basketball George Marshall High School Game All functions, times and dates are subject to change. A final schedule of events will be included in your registration package.

16 th AHEPA Capital District 3 Convention Commemorative Album ADVERTISEMENT ORDER FORM Please Support the AHEPA Capital District 3 Convention by placing an advertisement in our Commemorative Album Name: Address: City: State: Zip: Phone: Chapter No. District: Credit Sale to Chapter No. YES, I would like to place the following ad: Ad Deadline: May 30, 2007 Gold Page ($400) Front / Back Inside Cover ($750) Individual Listing ($100)* (see below) Full Page ($250) Rear Cover Full Color ($1,000) PLEASE SUPPLY CAMERA READY ART WORK (8 1/2 X 11 size) ELECTRONIC FORMAT PREFERRED your electronic files to: jstoucker@cox.net. Information for Individual Listing *Please Print Wording THIS IS NOT A DISPLAY ADVERTISMENT Name (30 Characters Maximum) Payment: Check # Amount Paid Payable to: AHEPA Chapter 438 MasterCard VISA Name on Card Card Number Security Code Signature Exp. Date Mail Form & Check to: AHEPA Capital District 3 Convention Fax Form To: (703) Peter N. Derzis Chapter Glen Carlyn Road Falls Church, VA 22041

17 th AHEPA Capital District 3 Convention Commemorative Album Revenue Sharing Plan Our intent is to produce a Commemorative Album that will be a top flight publication similar to the album many of you saw and commented on favorably during last year s Biennial Banquet. It will feature high quality glossy paper and a full color cover (front and back) as well. Only regular and gold full page ads will be sold as per the attached Commemorative Ad Order form. Our plan is a simple one, we want to expand our reach into your community and reward your efforts accordingly. The more ads you sell, the more money you will realize for your efforts. Here s how it works: If your Chapter sells: You will receive: 2 10 Ads 10% of the gross sales price Ads 20% of the gross sales price 20 or more Ads 33% of the gross sales price Example 1: (2 10 Ads = 10% yield) Chapter A sells: 7 regular full page ads (7 X 250 = $1,750). Gross sales of $1,750 X 10% = $175 in revenue sharing funds to the chapter. Example 2: (11 19 Ads = 20% yield) Chapter B sells: 14 regular full page ads (14 X 250 = $3,500). They also sell 3 gold page ads (3 X 400 = $1,200). Gross sales of $4,700 X 20% = $940 in revenue sharing funds to the chapter. Example 3: (20 or more Ads = 33% yield) Chapter C sells: 18 regular full page ads (18 X 250 = $4,500). They also sell 7 gold page ads (7 X 400 = $2,800). Gross sales price of $7,300 X 33% = $2,409 in revenue sharing funds to the chapter. Deadline for submission of Ads is May 31, All ads should be submitted in camera ready format and or in electronic format to facilitate the prepublishing process. Revenue sharing checks will be issued to participating chapters not later than June 30, Send the ads to: Peter N. Derzis Chapter Glen Carlyn Road Falls Church, VA or by to: jstoucker@cox.net

18 th AHEPA Capital District 3 Convention Golf Tournament Penderbrook Golf Course Fairfax, Virginia Thursday, June 14, a.m. Shot Gun start Come early Registration starts at 9:00 a.m. Play Format: Captain s choice $100 Entry Fee includes: o Green Fees o Cart o Coffee & Donuts o Box Lunch o AHEPA Souvenir o Dinner Winning foursome and runner up foursome in Youth and Senior Flights Prizes for Long Drive, Closest to Hole Win a car for a hole in one! 50/50 Raffle Gold Tees for Seniors (60 & over) Registration Deadline (inc. payment): June 6, 2007 Make Checks Payable to AHEPA 438 Directions from I-66: Take Exit 57, Fair Oaks and Winchester (Rt 50 North) West Ox Road North Right at first traffic light which is the entrance to Penderbrook and Penderbrook Drive Follow this to the end, past apartments, townhouses, condos, and single family homes Road turns into Golf Trail Lane Golf Club is straight ahead at the end From the Beltway: Take I-495 to I-66 West and follow above directions Individual Player Registration: Individual Player Fees $100 $ Would you care to sponsor a hole? Joint Sponsorship $250 $ Full Sponsorship $500 $ Would you care to buy an ad in our Commemorative Album? One Line entry (30 Characters) $100 $ Full page Black & White Ad $250 $ Full page Gold Ad $400 $ TOTAL (Remit this amount) $ Name Handicap Phone Send Checks, Pairings request and Handicaps to: Steve Nicholakos 6605 Little Falls Rd., Arlington, VA Tel or snicholakos@cypressllc.net.

19 th AHEPA Capital District 3 Convention Golf Tournament To benefit AHEPA Charities including: Cooley s Anemia Research AHEPA Has Heart CPR Training AHEPA Scholarships AHEPA Affordable Housing TOURNAMENT DETAILS at Penderbrook Golf Course Thursday, June 14, 2007 Format: Team foursomes will play a best ball format. Team scores from each foursome will be posted and calculated to determine the lowest overall score. The Course: Penderbrook Golf Club, 3700 Golf Trail Lane, Fairfax, VA SPONSORSHIP OPPORTUNITIES Platinum Level $1,500 Includes: Sponsorship of Beer Cart including Logo & Company Name Two foursomes Inside rear cover ad in Convention Album Gold Level $1,000 Includes: Sponsorship of one hole including Logo & Company Name One foursome Full page Gold ad in Convention Album Silver Level $750 Includes: Sponsorship of one hole including Logo & Company Name One foursome Full page B&W ad in Convention Album Bronze Level $250 Includes: Joint Sponsorship of one hole One Twosome One Line entry in Convention Album Hole Sponsorship only $500 Hole Sponsorship only (Joint) $250 For more information contact Steve Nicholakos at or snicholakos@cypressllc.net

20 th AHEPA Capital District 3 Convention Golf Tournament Registration Form Date: To: Steve Nicholakos Fax: (703) From: Phone: Hole Sponsorship Only ($500) Joint Hole Sponsorship Only ($250) Individual Player Sign-up ($100 per person) Name Title Handicap Sponsor Foursomes Company: Platinum Gold Silver Bronze ($1,500 two foursomes) ($1,000 one foursome) ($750 one foursome) ($250 one twosome) Name Title Handicap Name Title Handicap Name Title Handicap

21 th AHEPA Capital District 3 Convention CAPITAL CLASH Basketball Tournament June 15, 16 & 17, 2007 Metro Washington, DC / Westin Arlington Gateway Hotel George Marshall High School, Falls Church, VA OPEN TO All-SENIOR TOURNAMENT AHEPAN sponsored teams and those affiliated with the Greek Orthodox Faith Baskettballll Tournamentt Team Regiisttrattiion Team Name: Mailing Address: Contact Person: Phone: Alternate Phone: address: Team Members REGISTRATION DEADLINE June 10, Each Registered Player will receive: Friday Night Glendi Dinner Dance featuring Zephyros* Pairing and Game Time Lottery (Pairings and the Game Times will be announced at the Glendi) - Attendance Required Saturday Lunch* Social Hour, Westin, Arlington* After Hours Club, Ultra Bar Night Club, formally HOM Sunday Final Games with 1 st, 2 nd, and Consolation Trophies Enclosed is $295 Team Registration Fee plus $95 per player fee Additional: Friday Night Glendi Dinner Dance tickets: $35 each. Saturday Night A la Carte AHEPA Grand Banquet: $90 each Total Payment: $ Payment form: check payable to AHEPA Chapter 438 or credit card (VISA, MC) Mail form, signed waivers, and check to: Peter N. Derzis AHEPA Chapter Glen Carlin Road Falls Church, VA Name on card Card Number Exp. Date Billing Address on Card City State Zip Signature of card holder Security Code Web Docs / Details on all AHEPA Capital District 3 Activities available at For more information: Steve Stratos at: Steve.Stratos@cox.net, Mobile

22 A signed waiver for each player and the registration fee MUST be received before a team s registration can be processed. Registration of teams is on a first come, first served basis. Once we have 16 teams, additional teams will be placed on a waiting list if they so desire. RELEASE OF LIABILITY AND WAIVER I am aware that the game of basketball is an athletic activity which poses potential serious risks of injury to the participants. I am aware of the intrinsic danger of playing basketball. I understand that I may be injured or die as a result of my negligence, the negligence of others, or through no fault of myself or anyone else, because of the nature of the activity in which I am going to be engaged. With the knowledge of the foregoing, and as an inducement for the AHEPA Chapter # 438 and Capitol District 3 to allow me to play basketball in their Capital Clash basketball tournament, I hereby agree to waive or release any and all rights that I or my heirs may have to make any claim against the AHEPA or any members of its Board of Directors, employees, members and participants, arising from any damages, injury or death which I might sustain. I further agree to indemnify and hold harmless all of forgoing from any claims which I might make or which might be made on my behalf by others or which might be made against me by others arising from playing basketball. Furthermore, I agree to indemnify the AHEPA, its Board of Directors, members or employees, for any injury, death, loss or damage to any personal property which might occur during the course of this activity. Team Name: Printed Name Signature Date Mobile Phone &

23 th AHEPA Capital District 3 Convention CAPITAL CLASH Basketball Tournament June 15, 16 & 17, 2007 Metro Washington, DC / Westin Arlington Gateway Hotel George Marshall High School, Falls Church, VA OPEN TO ALL SENIOR TOURNAMENT AHEPAN sponsored teams and those Affiliated with the Greek Orthodox Faith Round Robiin Baskettballll Tournamentt A Teams B Teams C Teams D Teams SATURDAY Round Robin Court 1 Winner / Score Court 2 Winner / Score Court 3 Winner / Score 9:00 A 1 vs A 2 9:00 B 1 vs B 2 9:00 C 1 vs C 2 10:00 D 1 vs D 2 10:00 A 3 vs A 4 10:00 B 3 vs B 4 11:00 C 3 vs C 4 11:00 D 3 vs D 4 11:00 A 1 vs A 3 12:00 B 1 vs B 3 12:00 C 1 vs C 3 12:00 D 1 vs D 3 1:00 A 2 vs A 4 1:00 B 2 vs B 4 1:00 C 2 vs C 4 2:00 D 2 vs D 4 2:00 A 1 vs A 4 2:00 B 1 vs B 4 3:00 C 1 vs C 4 3:00 D 1 vs D 4 3:00 A 2 vs A 3 4:00 B 2 vs B 3 4:00 C 2 vs C3 4:00 D 2 vs D 3 All Teams Play 3 Games Saturday Tie Breaker Formula: (1st) Best Record * (2nd) Head to Head * (3rd) Least Total Points Allowed all 3 games * (4th) Coin Toss SUNDAY Championship 1:00 A/B SEMIFINALS Best Record A vs 2nd Best Record B - (Court 1) Best Record B vs 2nd Best Record A - (Court 2) 2:00 C/D SEMIFINALS Best Record C vs 2nd Best Record D - (Court 1) Best Record D vs 2nd Best Record C - (Court 2) 3:00 FINAL FOUR A/B Semifinals Winners - (Court 1) C/D Semifinals Winners - (Court 2) 4:00 CHAMPIONSHIP A/B and C/D Final Four Winners 5:00 AWARDS CEREMONY