Monday, February 24, 2014

Monday, February 24, 2014

MEMORANDUM FOR GRAND KNIGHTS, GRAND LADIES, COMMANDERS, COUNSELORS, DELEGATES, MEMBERS Subject: Ninety-Ninth Annual National Convention

The Ninety-Ninth Annual National Convention of the Knights of Peter Claver and the Eighty-Fourth Annual National Convention of the Knights of Peter Claver Ladies Auxiliary will be held In Mobile, Alabama on July 25-30, 2014. The convention hotels are the Renaissance Mobile Riverview Plaza Hotel and The Battle House Renaissance Mobile Hotel & Spa. All meetings and events will be held at the adjacent Arthur R. Outlaw Convention Center, #1 S. Water St, Mobile, AL 36602.

The National Council and Court Boards of Directors cordially invite the members of all Councils and Courts to register to attend the 2014 National Convention. The National Convention is a means for ongoing education and professional development, and provides an opportunity for attendees from different states and districts to network with one another. The annual convention is also a perfect opportunity to share ideas for programs in support of our noble objectives. We ask that all delegates plan to stay until the close of the convention on Wednesday afternoon, July 30, 2014.

CONVENTION INFORMATION

1. Unit Eligibility. All Councils and Courts must be financial to participate in the Convention. Because only active members will be permitted to participate, Grand Knights and Grand Ladies are responsible for ensuring that each delegate is financial. Please consult the Constitution and Bylaws for eligibility information of delegates for the convention as there is no provision for visitors, or non-members.

2. Registration. All Council and Court representatives must be registered in order to participate in business meetings and to serve on convention committees. The registration fee is $200.00 per person which includes one badge, one official tote bag, one banquet ticket, and one ball ticket. Registration confirmation will be sent via email in advance. All registrations must be received either online or postmarked by the United States Postal Service (USPS) or overnight courier no later than Monday, June 2, 2014. After this established deadline, the registration fee will be $250.00 per member without exception. Please adhere to the fixed registration deadline. There will be no onsite registration.

a. Online Registration. Online registration will be available at www.kofpc.org beginning on March 17, 2014. We encourage all members having computer access to register online. Individual members as well as Councils and Courts may register their delegates and members as a group online by means of credit or debit card and electronic check. Please call the National Office at 504.821.4225 if you need assistance with or have questions regarding how to register online.

b. Registration by mail. For those choosing to register via U.S. mail, completed registration forms must be accompanied by a Council or Court check, money order or cashier’s checkmade payable to the Knights of Peter Claver, Inc. No personal checks or credit cards will be accepted for registration received by mail.

c. Cancellations. Convention registration must be cancelled in writing, by either electronic mail or mailed to the National Office, and postmarked by Monday, June 16, 2014. Refunds after this date will be accessed a $50 surcharge. No cancellations will be accepted after Monday, June 30, 2014.

d. Registration check-in at Convention. The registration check-in area will be managed by Event Ready, Inc. Each member must pick up their own convention registration packet. In order to receive the packet, you must present your registration confirmation email or photo ID. Grand Knights and Grand Ladies are not allowed to pick up registration packets for their members.

Self-check-in kiosks will also be available to expedite the registration process for those that provided valid email addresses when registering. Prior to the convention attendees that registered online or provided valid email addresses will receive an email from Event Ready confirming the details of your registration and onsite registration instructions.

3. Credentials. Online credentials will not be available this year as the system is currently undergoing further development. Traditional credential forms for both Knights and Ladies are to be postmarked no later than May 15, 2014, please follow the instructions of the National Secretaries regarding Credentials. Additional questions regarding credentials should be directed to Knights National Secretary Athanase Jones at [email protected] and Ladies National Secretary, Debra Gray-Bridges at

[email protected].

4. Hotel Reservations. Reservations should be made by contacting the hotels listed below, please contact them directly for questions regarding deposit requirements, check out times, cancelations and special needs. The group room rate for both hotels is $119.00 per night plus 14% tax for single/double/triple/quad rooms. All guest rooms include free wireless internet service.

You may also make reservations online at www.kofpc.org by clicking on the “National Convention & State and District Conferences” link located on the home page. Reservations may also be made by calling the numbers below and asking for the Knights of Peter Claver group room block.

1. Renaissance Mobile Riverview Plaza Hotel 64 South Water Street, Mobile, AL 36602

Phone: 1-800-922-3298, reservations or 251-438-4000, hotel

2. The Battle House Renaissance Mobile Hotel and Spa 26 North Royal Street, Mobile, AL 36602

Accommodations for persons with disabilities: The hotels have limited numbers of rooms that will accommodate wheelchairs and have roll-in showers. The hotel also has rooms to accommodate the hearing impaired. Rooms are assigned based on availability and upon check in.

The hotel does not have loaner wheelchairs available and recommends contacting one of the following vendors for your mobility and medical equipment needs:

Azalea Health Care Inc. 251.344.9443 Saads Health Care 251.343.9600 Automobile Parking:

Renaissance Mobile Riverview Plaza Hotel and

• Valet Parking: $19.00 per day

• Self-Parking: $14.00 per day

The Battle House Renaissance Mobile Hotel and Spa

• Valet Parking only $19.00 per day Bus Parking:

Limited bus parking is available at the Arthur R. Outlaw Convention center, #1 S. Water St Mobile, AL. Please call the convention center parking manager at 251.208.7486 for parking information.

5. Transportation. Mobile Bay Transportation 251.476.7711, www.mobilebaytransportation.com

$25.00 each way from Mobile International Airport, reservations are required.

6. Souvenir Booklet Advertisement. All candidates for National Offices, Councils, Courts, Inter-Councils, Central Committees, Coordinating Councils and Courts, District/State Conferences, Assemblies, and Chapters, are encouraged to purchase an advertisement in the Souvenir Booklet. Souvenir Books will be included in your convention tote bag.

New this year, the publisher, Faith Catholic will design your ad at no additional charge. Those opting to utilize the complimentary design services will be required to submit via email the editable text and images to [email protected]. All Advertisements must be submitted by May 15, 2014, please refer to the enclosed Souvenir Booklet Advertisement Form for rates, submission and payment instructions.

7. Vendors. The Booth Rental Fee is $500.00 plus a refundable Clean-Up Fee of $50.00. Vendors may register and pay in full by credit card or e-check online at http://kofpc.org/vendors or by mailing a check or money order to the Knights of Peter Claver, Inc. 1825 Orleans Avenue, New Orleans, LA 70116. Vendor agreement forms are available at www.kofpc.org under forms and documents. Space must be reserved and paid for no later than Monday, July 14, 2014.

8. General Information/ recommended attire.

a. Activities. Opening Convention Mass, all daily Masses, and Business meetings of the National Council, National Court, and Fourth Degree Conclave, the Annual Charity Dinner, the Convention Banquet, and the Convention Ball will be held in the Arthur R. Outlaw Convention Center, #1 S. Water St, Mobile, AL 36602

b. Sunday Convention Mass. Official Third Degree and Fourth Degree turnout dress including regalia. All Papal Honorees are welcome to wear their respective attire at the Sunday Convention Mass. Please email Ms. Debra Frazier at the National Office, of your expected attendance at [email protected] or 504.821.4225.

c. Daily Mass. Business attire, except on Wednesday July 30, 2014. [Note to Clergy: All members of the clergy are extended a special invitation to concelebrate at the Sunday and daily Masses.] d. Special Charity Gala. “The Founders Gala” will be held on Saturday, July 26, 2014 at 7:00 pm,

tickets must be purchased in advance for $40 per person or $375 per tables of 10. All members are encouraged to attend; the net proceeds from The Founders Gala will benefit Catholic Education. Attire: Black Tie/After 5

e. Business Meetings. Business attire as per the bylaws, except on Wednesday, July 30, 2014. f. Convention Banquet. To be held on Monday, July 28, 2014 at 7:00 pm. Attire: Black Tie/After 5 g. Convention Ball. To be held on Tuesday, July 29, 2014 at 8:00 pm Attire: Formal

All Convention forms will be emailed to official KPC email addressed and available on line www.kofpc.org. If there are additional questions, please contact the Executive Director by telephone at 504.821.4225 or email at [email protected].

Grant A. Jones Executive Director

Enclosures

2014 CONVENTION REGISTRATION FORM (PER PERSON PER FORM -PLEASE PRINT)

NAME OFFICE HELD (if any)

ADDRESS TELEPHONE

( )

CITY, STATE, ZIP EMAIL

UNIT NAME UNIT No. (Please Check One)

KNIGHT LADY CLERGY

DELEGATE NON-DELEGATE

NATIONAL OFFICER GUEST

Please specify Council or Court

CONVENTION EVENTS

EVENT # EVENT LOCATION - DAY PRICE QT

Y TOTAL CR-001 Convention Registration Convention Center *$200.00 1 200.00 SA-001 Ladies of Grace Gospel Extravaganza Convention Center- Fri $10.00

SA-002 4th Degree/ L.O.G Conclave Registration Convention Center- Sat $20.00 SA-003 4th Degree Awards Luncheon Convention Center- Sat $40.00 SA-004 Founder’s Gala - Individual Tickets Convention Center- Sat $40.00 SA-004 Founder’s Gala - Table of 10 Convention Center- Sat $375.00 SA-005 Earl Harvey Kidney Foundation Bingo Convention Center- Sun $10.00 SA-006 Extra Third Degree Banquet Ticket Convention Center- Mon $75.00 SA-007 Extra Convention Ball Ticket Convention Center- Tue $35.00

GRAND TOTAL

*Convention registration fee will be $250.00 if registration is received after June 2, 2014.

Please tell us what your occupation is below:

Occupation Description

CONVENTION INFORMATION

KPC/KPCLA Members Only – Please check  all that apply:

Special Needs Requirements (please describe):_______________________________________ First Time Attendee to the National Convention

Emerging Leader (age 18-35)

I will participate in the Emerging Leaders local community service project (July 26, 2014)

Payment Information

Only Council and Court Checks and Money Orders or Cashier’s Checks will be accepted for mailed convention registrations.

Please make payable and mail to: Knights of Peter Claver, Inc. 1825 Orleans Avenue

2014 CONVENTION TOURS

TOUR NAME

DATE

INCENTIVES

PRICE

KPC Historic Site Tour

10:00 a.m.

7/25/2014

Continental Breakfast

Lunch

$30.00

Tanger Outlet

10:00 a.m.

7/26/2014

Free Coupon Booklet

$20.00

Hard Rock Casino

6:00 p.m.

7/27/2014

Free Slot Tournament

$15.00 Free Play

$20.00

Wind Creek Casino

6:00 p.m.

7/29/2014

$10.00 Free Play

Free Buffet

$20.00

TOTAL:___________________

Name___________________________________ Phone ( ) _______________

City_________________________State______________________Zip__________

Hard Rock Casino Card #___________________Date of Birth_________________

(Advance info needed to acquire a card)

Wind Creek Casino Card #_______________________Date of Birth_____________

**PLEASE MAIL THIS FORM AND MONEY ORDER, COUNCIL OR COURT CHECK

PAYABLE TO:

KPC Gulf Coast District Zone 1

P.O. Box 70183

Mobile, AL 36670

**DEADLINE: JUNE 13, 2014**

For questions contact: Gracious Lady Wanda V. Madison (251) 648-4593 or

Arthur R. Outlaw Convention Center

#1 S. Water Street

Mobile, Alabama

Saturday, July 26, 2014

7:00 PM – 1:00 AM

Join us for a night of fun that will include: Dinner, Live Entertainment and a Mobile Style

Mardi Gras Parade

$40 per person

$375 per table of 10

(After 5 Attire Preferred)

Proceeds from this event will benefit Catholic Education

The keynote speaker

EARL

D.

HARVEY,

JR.

BINGO

Bene

fi

ng

the

Na onal

Kidney

Founda on,

Inc.

The Late Sir Knight Earl D. Harvey, Jr. served on the Na onal Council Board of Directors of the Knights of Peter Claver,  Inc. as the Na onal Secretary and the Director General of the Junior Knights. Although he was stricken with kidney  disease and received a kidney transplant, he remained a faithful member of the Knights of Peter Claver. 

A special charity bingo event is planned for Sunday, July 27, 2014 from 7:00pm to 9:00pm. The net proceeds from  this event will be presented as a dona on to the Na onal Kidney Founda on, Inc. in honor of Brother Harvey. 

You may also send your dona on to the Knights of Peter Claver, Inc. Na onal Headquarters, 1825 Orleans Avenue,  New Orleans, LA 70116, indica ng that the dona on is for the Earl Harvey, Jr. Kidney Disease Fund. 

Knights of Peter Claver  

and

Ladies

Auxiliary

99

Annual

Na onal

Conven on

Silent Auction and Baby Shower “on the Bay”

Please Donate Suitable Auc on Items: 

Artwork   Sculptures   Home Decor       Jewelry   Gi  Baskets   Gi  Cards   Monetary Dona ons (Accepted Onsite) 

Baby Shower items are requested 

(Infant to Young Adult):  Clothing ‐ Newborn to size 5X 

Toiletries ‐ Soap, Lo on, Shampoo, Toothpaste etc.  Baby bo les, Diapers and Wipes 

Shoes, Slippers, Socks  Blankets and Pillows 

Prizes will be awarded to the Unit collec ng 

the most items and/or monetary dona ons     For more informa on or ques ons, please contact

Lady Pamela Barnes 

[email protected] or Cell: 251‐639‐9169

Knights

of

Peter

Claver

and 

Ladies

Auxiliary

99

Annual

Na onal

Conven on

Ball

Bene

fi

ng the Na onal Scholarship Fund

Presents 

Mardi Gras in Mobile

with a live band 

Tuesday Evening

 July 29, 2014 

9:00 pm to 1:00 am 

Arthur

R.

Outlaw

Conven on

Center

VENDOR AGREEMENT FORM

CONVENTION VENDOR RULES AND REGULATIONS

COMPANY NAME: ADDRESS:

CITY: STATE: ZIP:

TELEPHONE: __ EMAIL ADDRESS:

DECRIBE TYPE OF MERCHANDISE OFFERED:

1. BOOTH RENTAL. The Booth Rental Fee is $500.00 plus a refundable Clean-Up Fee of $50.00. Payment in full can be made by credit card or e-check online at http://kofpc.org/vendors or by mailing a check or money order to the Knights of Peter Claver, Inc. 1825 Orleans Avenue, New Orleans, LA 70116. Space must be reserved and paid for no later than Monday, July 14, 2014.

2. VENDOR BOOTH STAFFING. Authorized representatives must staff Vendor booth(s) during all hours. Vendors are asked to be at the event for the six-day period when the Convention is open for the Convention attendees. If you cannot attend the entire event, please make arrangements prior to the Convention. The requirement for everyday staffing will only be waived based on religious circumstances. A non-staffed booth is totally at the risk of the Vendor.

3. VENDOR SETUP AND TEAR DOWN POLICY. The 2014 Convention’s Vendor Fair will be held at Arthur R. Outlaw Convention Center, #1 S. Water St, Mobile, AL 36602. All vendor booths must be dismantled by Wednesday, July 30, 2014 at 5:00pm. Vendors may only move in or move out during the designated time periods. Vendors may not set up their booths after the convention has opened. Vendors may not pack their products or tear down their booth(s) before the convention closing. The set-up and sales schedule is as follows:

DATE SETUP SALES

Friday, July 25, 2014 1:30pm-3:00pm 3:00pm-9:00pm Saturday, July 26, 2014 8:00am-10:00am 10:00am-6:00pm

Sunday, July 27, 2014 8:00am-10:00am 10:00am-6:00pm Monday, July 28, 2014 8:00am-10:00am 10:00am-6:00pm Tuesday, July 29, 2014 8:00am-10:00am 10:00am-6:00pm Wednesday, July 30, 2014 8:00am-10:00am 10:00am-4:00pm

Because of the Knights of Peter Claver (KPC) concern for potential liability, we cannot accept vendors who cannot comply with this policy. Vendors who disregard this policy shall be excluded from future KPC Conventions until reinstated by KPC. If an early departure becomes necessary due to an emergency, we must be informed in advance prior to booth tear down and arrangements will be made to assist you without endangering the public if the Convention is open.

4. VENDOR DISPLAY POLICY. A booth consists of two eight (8) foot table and two chairs. There will be a charge for additional tables. Vendors may not exceed the booth area reserved by the Vendor. Vendors will not be permitted to put on demonstrations unless the KPC is notified in advance and sufficient aisle space exists to support an audience. Vendors are strictly prohibited from making any requests to the convention center staff. All vendor requests will be made through the KPC staff representative.

5. BOOTH DISPLAY INTERFERENCE. No Vendor may interfere with or block a neighboring Vendor. Display material exceeding three feet in height above a table may not extend more than four feet from the back of the booth without permission from the neighboring Vendor. Vendors who have end or corner booths may not exceed the three-foot height limitation on the back or side rail without permission from the neighboring Vendor. Display materials at the back of the booth may not exceed the eight-foot height of the drape.

6. SAFETY PROVISIONS. Vendor must provide the necessary shielding or safety items to protect attendees, Vendors and all others from equipment that may cause bodily harm. Electrical wiring and equipment must meet the standard electrical codes. All costs for electrical equipment (cords, power strips, etc.) that are supplied by the convention center will be borne by the Vendor.

7. PROMOTIONS AND LITERATURE DISTRIBUTION. Booths are for the sales of merchandise only (no food items other than cakes, cookies, and candy). Promotions and commercial literature distribution by a vendor is restricted to the confines of the vendor's booth area. Vendors are not permitted to use other persons to distribute materials at other locations on the convention premises.

8. MOVING SAFETY. Please note for safety reasons during the move in and move out periods, KPC and the Arthur R. Outlaw Convention Center do not permit children less than 18 years of age in the Convention Vendor area unattended by an adult.

9. INDEMNIFICATION. Vendor shall defend, indemnify and hold the KPC harmless from any claim or lawsuit arising from any act or omission on the part of the Vendor, its agents, employees or assigns that may cause harm to others, including but limited to any and all claims or lawsuits arising from or concerning retail licensing and licensing, copyrights and patents of the merchandise sold by Vendor. In the event the KPC takes legal action to enforce this provision and prevails, Vendor shall be responsible for the payment of all costs, expenses and attorney fees incurred by the KPC in pursuit of such enforcement.

10. POINT OF CONTACT. The Knights of Peter Claver point of contact for all vendors is Grant Jones, 504.821.4225 or [email protected].

Printed Name of Vendor Representative Executive Director, Knights of Peter Claver