NACURH is very important to our schools. We believe we put a lot into the organization and we know that we got a lot in return. The most visible membership benefit is the right to attend regional and national conferences. These conferences not only give us the opportunity to visit campuses and residence halls all over the country and learn about all the new and different happenings and ideas, but we also get to show off YOUR school to the rest of the country!! We cannot fully express the level of learning and sharing that occurs when hundreds of delegates get together -- we simply encourage you to attend and participate!!!

So, you've decided to send delegates to the upcoming conference! But what's this talk about delegations, spirit, awards, roll call, program sessions and the like? Confused?? That's understandable. A NACURH affiliated conference will bring you to one of the highest energy levels you'll ever know -- so much goes on in such a short time that anyone's head could easily be set to spinning!! This section of the NCC Handbook has been compiled in order to give you, the NCC and official delegation head, some ideas to help you maximize the conference experience for yourself and your delegates.

Conferences provide more opportunities for personal growth, leadership development and learning than any other program done for residence hall students. Sending delegates to any conference is an investment in the future of your residence hall government, so you should be careful in deciding who is to represent your school. To end up with a strong, unified and prepared group you must start early. Announcing the conference to your residence hall government, hall council and Residence Life Staff meetings is a good start. Have sign-up sheets to keep track of those persons interested in going. Use these meeting times to inform the groups about the purpose of attending the conference, as well as getting delegates.

If transportation is no problem, you may decide to take everyone who is interested. If you need to limit the number of delegates, you should find a fair method of doing so. Those who will get the most out of the conference and who will be around in the future are high priority candidates. These may include you (as NCC), residence hall government executives, hall council Executives and Advisors. The level of the conference (state, regional or national) and the needs of your school will help you determine who should go. Some schools have all interested persons fill out an application stating why they want to go, what they plan to get out of the event and how active they plan to be the coming year.

Now that your delegation has been selected, they can begin by helping you with many tasks that need to be done. In addition to helping you, the "pre-conference" work/play will help to build a strong, unified group. Some schools set up weekly delegation meetings several months before the event so there is time for work and team building.

You will also need this "prep time" to determine your funding. You will have registration fees and transportation expenses at the very least. Often your residence hall government will help with all or part of the expenses. Housing is another good source (vending money, video revenue, etc.). Some delegates may get money from their hall councils or their own pockets. Your group may decide to hold some fund raisers. Revenue sources need to be determined early because registration forms and money will be due several weeks before the conference.

Now that you've decided who's going and you have some idea of your funding, how are you going to get everyone there? This question is closely related to how many people can go. Set a realistic budget for travel. Many modes of transportation are available. If there are only a few people going, you may use a personal vehicle -- but you should consider insurance and wear and tear on the car. If your school or organization has access to vans or buses they are a good alternative. Be sure someone in your group is authorized to drive a university vehicle! Larger delegations will often charter a bus or look into group rates for a train or plane. If your school can't fill a bus alone, contact other schools in your area. State associations or RCCs are great for this type of communication! Distance may be a factor in your choice of transportation -- there's quite a difference between a four-hour drive and a 28-hour journey!! BE PREPARED WITH MAPS TOO!!!!

Since the National Conference is held in the late spring/early summer, many schools are out of session. Be sure to get correct addresses and phone numbers for all delegates before they leave campus. In you delegation meetings during the semester you should decide where everyone is to meet or to be picked up on the way to the conference. REMEMBER -- have correct summer addresses and take them with you to the conference!!!

In order to be a strong delegation at the conference you need to start at home. Once you know who your delegates are you can and should call a delegation meeting. These pre-conference meetings will enable you to begin building the unity that will hold your group together through the conference and the coming year. This will also enable you to get volunteers for the many task we mentioned earlier. Begin your meetings with an icebreaker so everyone gets to know each other. Let those who have been to other conferences share their experiences. You might also let EVERYONE share their expectations of the conference so you can spot and correct any misconceptions. Perhaps you'll have each person write a short bit about why they are going and what they want to get out of the conference. You could seal these up and send them to the delegates after you return! These meetings are an excellent time to explain your residence hall government 's expectations of every delegate -- remember, they are representing your school!!! For instance, you may want to obtain and share information on the conference's and state's policies on alcohol. As a group, your delegation may decide to use the conference time to research specific topics, such as cross-cultural environments and programming, alcohol awareness, fund-raising, etc. Be sure to have behavioral and organizational expectations clear.

In addition, you should take the time to explain the roles of certain delegates (your Advisor, NCC, residence hall government President, etc.). This will be especially helpful for the new delegates. Your group may also appoint special leaders (i.e. "Yell Leader," etc.). Inform your group about the region and NACURH so they have a comfortable understanding of the organization and can feel a part of the whole NACURH family!!!!!

We have mentioned some major expenses involved in getting your delegations to and from conferences. The amount of money may not be difficult for you and your school but for others it will be a task to collect. Regardless, we suggest that one individual be responsible for collecting funds and the payment of registration fees, travel costs, etc. This could be you as NCC (but you'll be pretty busy!) or your residence hall government's Treasurer.

If you have even been to or seen people return from a conference you've no doubt seen every variety of school T-shirts, stickers, buttons, hats, boxers, banners, flags, etc. -- you name it!!! One of the highlights of the personal interaction is trading school items. If your delegates decide to make their school's name known, this is a great way to do it!!!!

Someone in your delegation may want to take the responsibility of assembling "delegate packets" containing any of the following:

• T-Shirts: Wear them to show unity, spirit and to trade
• Buttons: Advertise a theme, program, school and to trade
• PR: Banners, flags, announcement signs or placards
• Stickers: To stick on delegate badges, conference folders and to trade
• Etc.: Unique things like cowbells, painter hats, bumper stickers, noise makers, suspenders, Mascot heads, boxer shorts, face paints, etc.

Be creative - what unique things to do you have at your school?? Centering things around the conference theme is always a winner.

On a more serious note, you may want to institute some sort of delegate accountability. This can be accomplished by issuing each delegate a notebook with a note pad, pen and session report sheets. The session report sheets will encourage each delegate to take notes on each session they attend, and the notes would be returned to you for inclusion in a conference booklet. This helps ensure that your delegates, who are being financially supported by your school, attend sessions and report on the content. You might also require an extra set of all handouts to keep on file.

During your "pre-conference" delegation meetings you may decide to create a school display or banner. This is a perfect opportunity to show off your school, your residence hall government, the individual residence halls, special programs and events, and the campus itself. The display can be as simple as a tri-folded matte board or as complex as a free standing one with integrated slide presentation. Be sure to include pictures and explanations of life on your campus and in your residence halls, as well as copies of newsletters, brochures and other materials that other delegates can take home. Check with the conference host school about size limitations for banners. There are school display and banner competitions at the regional and national conferences.

Before you leave try to get as much sleep and studying (if applicable) done as possible. Believe us, there is little sleep during your travels and practically none during the conference itself!!

The trip will give you the perfect opportunity to practice the songs, chants and cheers developed by your delegates. Caution -- be careful not to upset the driver!! BE SURE your delegates have money for food along the way. If the trip is long, you may want to include mini-exercise sessions during food and rest stops. The excitement will build along the way, but try to prevent burnout. This may be accomplished by periods of quiet time to facilitate rest/relaxation, quiet talks and think time.

It isn't possible to visit everything one might need or want at a conference. IT IS IMPERATIVE that you study the materials sent out by the conference staff; they will tell you what kind of weather to expect, whether or not linens/towels will be provided, etc. We have assembled a partial list of often-left-behind items:

As previously mentioned, the conference will lift you and your delegation to one of the highest energy levels ever!!! People will have come from all over the region and nation to attend this conference -- anywhere from 200 delegates at a regional conference to 3,000 at the National Conference!!! Again, getting some sleep before you arrive is necessary!!! You'll probably arrive only an hour or so before the start of the conference -- you might want to be sure everyone is freshened up at the last food/rest stop. You, as NCC, will get the delegates registered. Be sure everyone has his/her delegate packet and room key. BE SURE YOU RECORD EVERYONE'S ROOM NUMBER AND PHONE, IF PHONE SERVICE IS IN OPERATION!!! You'll have a much easier time keeping track of everyone if you know where they "live." During the day your time will be filled with sessions, meals, meetings, speakers and unique activities. The evenings will have structured, unique and fun activities. Many people choose to sample the local night-life. You, as NCC, need to make your expectations clear. Everyone needs to know your school's stand on alcohol, and you must be aware of the conference and host school policies and OBEY THEM. NACURH Policy states that all NACURH-related events will be alcohol & drug free. Also, be aware of local and state laws. Don't jeopardize the reputation of the school hosting the conference or your school's image either!!! Instill school pride and responsibility in your delegates early and continue to reinforce it throughout the conference.

The NCC business meetings you will be attending are an important part of your job. It's crucial you prepare ahead of time and read any material sent to you by your Regional Director. At regional meetings you may have bids or legislation to read overnight before the meeting starts the next day. Be sure you take time to read everything thoroughly -- in between dances, meeting new people and SLEEPING! Some of the decisions you may be making -- electing a directorship, selecting a conference sight or selecting award recipients -- will have a big impact on your region in the next year, so please give the bids the consideration they deserve. In some regions meetings can last well into the night, so NCCs are encouraged to bring toys with them so they don't get bored. REMEMBER: Bring things that entertain your hands, not your mind, since you'll still need to pay attention. Things like play-dough, silly-putty, bubbles and crayons are good things to bring. Check with your Regional Director about meeting etiquette.

You'll do well to schedule delegation meetings throughout the conference -- good times are at each meal and before evening activities. This gives you, as NCC, a chance to share information and get feedback from your group. This is also a good time to raise your group spirit with songs and cheers!!!

After everyone is home and recuperated, plan a reunion to share pictures -- maybe build a scrapbook for your residence hall government! Then everyone can turn in session reports, share their experiences and compare the experience with their earlier expectations. Chances are, they'll be ready to sign up for the next conference!!! !!!