Guidelines for Hosting a Regional Meeting

Getting Started: From Idea to Commitment

Understanding Regional Meetings

Regional meetings are flexible by design. Your region might encompass a single state, a cluster of neighboring states, or even just one portion of a large state. Many regions develop strong traditions, with the same chapters participating year after year, but this continuity isn't required. We actively encourage interregional cooperation—students can present at multiple regional conferences, maximizing their opportunities for feedback and recognition.

How to Become a Host

The process is straightforward and collaborative:

• Volunteer Your Chapter: Regional conferences typically select next year's host (and ideally several years ahead) at the current year's meeting. It's a natural passing of the torch that builds community.
• Alternative Path: If no chapter volunteers, a Phi Alpha Theta representative will reach out to potential hosts in the region. Consider this an invitation to step up and shine!
• Notify Headquarters Early: Once you've volunteered, inform National Headquarters as soon as possible. This allows us to assign a National Representative and begin listing your event on our website.

Securing Campus Support

Begin by meeting with your department chair, dean, or other campus officials early in the planning process. Present hosting the regional meeting as an opportunity to:

• Elevate your department's visibility and reputation
• Demonstrate your institution's commitment to undergraduate research
• Foster connections with peer institutions
• Provide leadership opportunities for your students

Critical Point: Your chapter should face zero financial burden. Between campus support and National Headquarters' $100 reimbursement, registration fees should cover all meeting expenses.

Planning Your Event: Building an Exceptional Experience

Choosing Your Date Strategically

Your meeting can range from a focused Saturday morning session to a full-day conference or even an entire weekend symposium. When selecting your date, consider:

• Academic Calendars: Avoid spring breaks, finals weeks, and major holiday weekends
• Conference Conflicts: Check dates for major historical conferences like the OAH annual meeting
• Local Events: Be aware of other significant historical conferences in your area
• Weather Considerations: Think about travel conditions for your region's typical weather patterns

Budget Planning Made Simple

Create a straightforward budget that ensures financial sustainability:

• Registration Fees: Set fees to cover all chapter expenses, including lunch, morning refreshments, and any facility charges
• National Support: Remember that Headquarters reimburses up to $200 for food or meeting room rental (submit valid receipts)
• What We Don't Fund: Speaker honoraria, cash prizes, travel costs, or postage aren't covered—and we don't encourage cash prizes or paid speakers anyway

Food and Facilities

Reserve your meeting spaces and coordinate with campus food services early. A typical setup includes:

• Morning: Coffee, tea, juice, and doughnuts or pastries to welcome attendees
• Lunch: A sit-down meal that facilitates networking and conversation
• Meeting Rooms: Spaces for concurrent or sequential panel sessions
• Main Venue: A larger room for opening remarks and the luncheon speaker

Invitations & Outreach: Building Excitement

Reaching Your Audience

National Headquarters provides you with a current list of chapters and faculty advisors in your region. However, don't stop there! This is your opportunity to:

• Invite non-member institutions that might be interested in establishing chapters
• Reach out to departments even if they're not currently active in Phi Alpha Theta
• Build bridges with history programs at community colleges

Crafting Your Call for Papers

Your invitation should be clear, comprehensive, and inviting. Include these essential elements:

Event Logistics

• Date and exact location of the meeting
• Detailed campus map with parking information
• Complete schedule of events from registration through closing remarks
• Registration fees and payment instructions

Submission Guidelines

• Deadline: Set a firm deadline but be prepared for some late submissions—it happens!
• Paper Length: 10-12 double-spaced, typewritten pages designed to be read in 20-25 minutes (or less if panels include more than three papers)
• Membership Requirement: All presenters competing for awards must be current Phi Alpha Theta members, though you can include special sessions for non-members
• Biography Requirement: Request brief autobiographies to use when introducing presenters—this adds a personal touch and professionalism

Creating Your Program: A Model Schedule

While every regional meeting has its own personality, here's a proven framework you can adapt to create an outstanding experience:

Registration & Welcome (30-45 minutes)

• Check-in Station: Collect registration fees, distribute programs and name tags (include school names for networking!)
• Continental Breakfast: Coffee, tea, juice, and light refreshments—fuel for a day of intellectual engagement
• Welcome Area: Create a space where attendees can mingle and connect before formal sessions begin

Opening General Session (20-30 minutes)

• Official Welcome: Host chapter president or faculty advisor sets an encouraging, enthusiastic tone
• Introduction of National Representative: Let them share news and announcements from National Headquarters
• Logistical Overview: Orient attendees to room locations, schedule, meal times, and the day's flow

Paper Presentation Panels (Throughout the Day)

These are the heart of your regional meeting. Consider organizing panels either:

• Thematically: Group papers by common topics, time periods, or methodological approaches
• Concurrently: Multiple panels at once give attendees choices and accommodate more participants
• Sequentially: Back-to-back panels ensure everyone can attend all presentations

Luncheon with Keynote (60-90 minutes)

This is prime networking time! A luncheon speaker is optional but can be a highlight:

• Local Expertise: Faculty from your institution often make excellent speakers
• No Honorarium Necessary: Many scholars will speak for the exposure and travel expenses only
• Alternative Formats: Consider a panel discussion, roundtable, or even just extended networking time

Special Sessions & Workshops

These added elements make your regional meeting truly memorable:

New Faculty Advisor Meeting

This is a priority! With significant advisor turnover, dedicating time to welcome and orient new advisors strengthens the entire region. Cover chapter management basics, share successful strategies, and build support networks.

Student Development Workshops

Choose topics that resonate with your attendees:

• Innovative chapter activities and programming ideas
• Navigating the history job market and graduate school applications
• Starting a chapter journal or publication
• Overcoming challenges faced by student chapter officers
• Faculty-student dialogue on the state of the profession

Awards Ceremony & Closing

End on a high note by recognizing excellence!

• Award Announcements: Celebrate the outstanding papers and presentations
• Book Prizes: National Headquarters provides up to six book coupons for awards (mailed to you several weeks in advance)
• Future Opportunities: Remind winners they can present at the Biennial Convention and submit to The Historian
• Next Year's Host: Announce (or confirm) next year's host chapter—keep the momentum going!
• Group Photo: Capture the moment for social media and chapter websites

Event Logistics: The Details That Matter

Room Setup Checklist

For each panel session room, ensure you have:

• Furniture: Table for presenters and chair, seating for approximately 25 attendees (adjust based on expected attendance)
• Podium: With microphone for larger rooms
• Table Skirting: Adds professionalism to presenter tables
• Water and Cups: For presenters and panel chairs
• A/V Equipment: Laptop connection, projector, screen; ability to darken room if necessary
• Sound Isolation: Minimize audio bleed from adjacent rooms

Judging and Evaluation

Fair, consistent judging is crucial to your regional meeting's success:

Key Principles

• Avoid Conflicts: Faculty advisors should never judge their own chapter members
• Multiple Options: Use attending faculty as judges, or recruit faculty from non-attending institutions
• Blind Review: When possible, send papers to judges without author or institution information
• Dual Evaluation: Consider both written content and oral presentation quality

Critical Questions to Address

• When does evaluation occur? Before the meeting, during presentations, or both?
• What specific criteria will judges use?
• How will scores be compiled and winners determined?
• Will judges provide written feedback to presenters?

National Representative Coordination

National Headquarters will assign a representative to attend your meeting at no cost to your chapter:

• Contact Early: Reach out as soon as your date is set
• Program Role: Reserve time for them to make announcements and answer questions
• Reimbursement: We handle their travel expenses—not your chapter
• Alternative: For some locations, headquarters may ask you to make announcements instead of sending a representative

Day-of-Event Essentials

• Contact Person: Designate someone to take calls about delays, problems, or directions
• Campus Navigation: Provide detailed maps, clear signage from parking areas to your building, and directional signs inside the building
• Photographer: Assign someone to capture the day—group photos are especially valuable for your website and social media
• Emergency Supplies: Keep extra programs, name tags, markers, adapters, and extension cords handy

Awards & Recognition: Celebrating Excellence

Book Prize Program

National Headquarters makes recognizing outstanding work easy and cost-free:

• Book Coupons: Request up to six coupons from headquarters
• Delivery Timeline: Coupons arrive several weeks before your meeting
• Redemption Process: Winners mail coupons directly to The Historian's Book Review Editor to receive review copies

Award Categories to Consider

Tailor your awards to your region's size and traditions:

• Best Paper (Overall)
• Best Undergraduate Paper
• Best Graduate Paper
• Best Presentation
• Best Paper by Time Period (Ancient, Medieval, Early Modern, Modern)
• Best Paper by Geography (U.S., European, Asian, etc.)
• Best Paper by Methodology (Social History, Digital History, etc.)

Our Stance on Cash Prizes

We don't encourage cash prizes or speaker honoraria for several reasons:

• They're not covered by our reimbursement program
• Book prizes connect students to the scholarly community more meaningfully
• Financial awards can create unnecessary budgetary pressure on host chapters
• The real value lies in feedback, recognition, and professional opportunities

Beyond the Awards: Maximizing Student Success

Make sure all participants understand the pathways their regional meeting participation opens:

• Biennial Convention: Award winners are eligible to present at our flagship international conference
• Historical Association Conferences: Many regional conferences accept presentations from Phi Alpha Theta regional meeting winners
• Publication Opportunities: Outstanding papers may be considered for The Historian
• Graduate School Applications: Regional presentations strengthen applications and demonstrate research skills
• Professional Network: Connections made at regional meetings often lead to mentorship, collaboration, and career opportunities

After the Event: Completing the Circle

Immediate Follow-Up

Within a week of your regional meeting, take care of these important tasks:

Documentation & Reporting

• Meeting Report: Submit the official report form to National Headquarters (available from headquarters)
• Program Copy: Send your final program (can be emailed as PDF)
• Photography: Share group photos for our website and social media—tag us and use #PhiAlphaTheta!
• Next Year's Host: Confirm and report which chapter will host next year's regional (ideally several years ahead if possible)

Reimbursement

• Submit Receipts: Send valid receipts from food-service vendors for up to $200 reimbursement
• Payee Information: Indicate exactly whom the check should be made payable to
• Eligible Expenses: Food and meeting room rental only (not honoraria, prizes, travel, or postage)

Selecting Next Year's Host

This is perhaps your most important responsibility! A strong tradition of succession ensures regional meetings continue thriving:

Mentoring Future Hosts

You're now part of an experienced network! Consider:

• Creating a brief "lessons learned" document for the next host
• Offering to answer questions as they plan their event
• Sharing your successful program structure and timeline
• Providing contact information for reliable vendors, speakers, or judges

Celebrating Your Success

Take time to recognize what you and your chapter accomplished:

• Chapter Recognition: Highlight hosting the regional meeting in your chapter newsletter, website, and social media
• Student Leadership: Recognize chapter members who contributed to planning and execution
• Campus Visibility: Share the event's success with your administration—great PR for your department and institution
• Department Newsletter: Write an article for your department's communications highlighting student presentations and scholarly exchange

Building on Momentum

Use the energy from your successful regional meeting to:

• Recruit new chapter members who were impressed by what they saw
• Encourage your own students to present at future regionals
• Strengthen connections with neighboring chapters
• Plan collaborative activities throughout the year
• Inspire your chapter to attend (or host!) the Biennial Convention