Installation Weekend Preparation With National Office

 Finalize dates with National Office:      

 Confirm the Grand Council members who will be initiating and installing the chapter

     

 Send guest list to Installation Specialist for review

 Send invitations to Installation Specialist for review

 Compile final guest list (names and contact information) of initiated members attending initiation – send to Installation Specialist. She will assign them tasks during the Ritual.

 Compile final guest list for installation brunch – send to Installation Specialist.

 Send weekend agenda with locations, food, and costs to Installation Specialist for review

 Send completed “Initiation & Installation RSVP Form” for Installation Specialist (document provided by Director of Colonies)

 Secure lodging for all National Officers. Note: Grand Council’s lodging is paid for by National Office. Other National Officers will pay for their own lodging.

 Secure rides for National Officers from airport on Friday night. Assign to Colony Member(s).

 Secure rides for National Officers to initiation ritual and installation brunch. Assign to Colony Member(s).

 Secure rides for National Officers to airport in Sunday night. Assign to Colony Member(s).

 Send final lodging and travel arrangements for National Officers to Installation Specialist no later than 10 days prior to Installation Weekend. She will forward the information to all parties.

 All colony members have semi-formal white attire

 Date of Initiation:      

 Location of Initiation:      

 Ritual start time:      

 Initiation locations secured

 Room 1 – comfortable waiting room with chairs for all pledge sisters

 Room 2 – initiation room, without windows if possible, 6 foot table needed

 Room 3 – waiting room with chairs for all pledge sisters, with refreshments

 Sisterhood event planned for after initiation, with refreshments

 Location:      
 Date for Installation Brunch:      

 Time for Installation Brunch:      

 Location for Installation Brunch:      

 Meals selected – no alcohol Cost per person:      

 Program made. Content may include: Date, Time, Place, Membership roster, Thank You section, colony history, creed, agenda, etc.

 Academic awards made for members

 Agenda, including:

 Installation officer speech (certificates of initiation presented, charter presented, guest speakers, academic awards handed out by colony)

 Additional Colony Awards created

 Colony presentation of gift and certificate to Colony Advisor, Consultant, and

others key to success of colony

 Invitations sent to guests with the following info:

 Date:      

 Arrival time for INITIATED participants – should be at least two hours prior to initiation ceremony start time:      

 Location:      

 Date:      

 Start time:      

 Location:      

 Cost (National Officers and University Officials paid for by Colony):      

 Attire (business)

 RSVP request with the following info:

 Final date for RSVPs (should be at least two weeks prior to installation)

 Name & Title

 Email and phone number

 RSVP card included, in addition to an email that can be used for RSVPs

 Invitations sent to the following, at minimum:

 Colony Advisor

 Colony Consultant

 Big Sister Chapter

 Greek Advisor, or equivalent

 Faculty Advisor

 Dean of Students

 University/College Vice President of Student Organizations

 University/College President

 Representatives of all Greek Councils

 Representatives of other Greek organizations

 Theta Phi Alpha National Office

 Invited the following to give speeches:

 Greek Advisor Giving speech?  Yes  No

 Faculty Advisor Giving speech?  Yes  No

 Colony Advisor Giving speech?  Yes  No

 Colony Consultant Giving speech?  Yes  No

 Compile list of confirmed guests on RSVP due date

Total No. of guests:      

 Order or make favors for attendees of Installation Brunch (optional)

Installation Weekend
Installation Specialist: Remain available for calls
Colony: On-call colony members should be available to assist and should have cells phones with them at all times.
GENERAL

 Shipments received by National Office

 Purchase the following for Grand Council members in case luggage is lost or items forgotten:

 Travel toothpaste (2)

 Toothbrush (2)

 Travel shampoo (2)

 Travel conditioner (2)

 Travel soap/body wash (2)

 Pick up Installing Officer from:       at       on Friday

 Pick up other Grand Council member from:       at       on Friday

 Take National Officers to dinner at       on Friday evening, if possible, or provide dinner for them

Time:      

Location:      

 Transport National Officers to and from Initiation

 Transport National Officers to and from Installation Brunch

 Drop off Installing officer to       at      

 Drop off other Grand Council member to       at      
INITIATION

Days prior:

 Secure 2 portable CD players

 Purchase refreshments for 3^rd waiting room of initiation ritual

 Purchase light lunch for initiated initiation guests

 Purchase refreshments for sisterhood event after initiation

 Make two sets of index cards brought to Initiation Ritual, both including FULL name and the phonetic pronunciation of name of each colony member. Also indicate whether she is collegiate or alumnae initiate.

 Bring sets of index cards with names

 Organize alphabetically, with collegiate initiates before alumnae initiates

 Bring two portable CD players

 Provide refreshments for 3^rd waiting room of initiation ritual

 Provide light lunch for initiated initiation guests

 Provide refreshments for sisterhood event after initiation

INSTALLATION BRUNCH

 Colony President makes small speech congratulating colony and thanking advisor/consultant, during which gifts and certificates will be presented

 Make certificate of appreciation for Colony Advisor/Consultant and small gift for each

 Purchase/make name tags for all attendees

 Make Academic Awards

 Make other Colony Member Awards

 Print programs for all attendees
Day Of:

 Members arrive half an hour prior to start of event

 Bring programs

 Bring name tags

 Bring favors

 Bring Academic Awards and other Colony Member Awards

 Bring certificates and gifts for Colony Advisor and other recipients, if any

 Bring President’s speech

 Set up welcome table with name table with name tags and program

 Set up head table, if used, for Grand Council members, Colony Advisor/Consultants, Faculty Advisor, and other University/College attendees

 Podium at front of room for speakers

 Small table placed near podium to hold miscellaneous items