Comprehensive Guide to Hosting a Regional Meeting
Imagine bringing together passionate history students from across your region for a day of intellectual exchange, professional development, and meaningful connections. That's the power of hosting a Phi Alpha Theta regional meeting!
With approximately three dozen regional meetings held annually across the country, these gatherings are the heartbeat of our organization. They provide an invaluable forum where undergraduate and graduate students present their research, receive expert feedback, and build the professional networks that will shape their academic careers.
As a host, you'll create an experience that students remember for years—the conference where they presented their first paper, received encouragement from a faculty mentor, or discovered a new research direction. You'll strengthen Phi Alpha Theta's fellowship while advancing the historical profession, all while showcasing your institution and chapter.
National Headquarters provides funding, guidance, book awards, and a National Representative to attend your meeting—all at no cost to your chapter. You bring the vision; we help make it reality.
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.
The process is straightforward and collaborative:
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:
Critical Point: Your chapter should face zero financial burden. Between campus support and National Headquarters' $100 reimbursement, registration fees should cover all meeting expenses.
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:
National Headquarters can connect you with faculty advisors who've successfully hosted regional meetings. These experienced hosts are invaluable resources for practical advice, timeline guidance, and creative ideas. Don't hesitate to learn from their successes (and challenges)!
Create a straightforward budget that ensures financial sustainability:
Reserve your meeting spaces and coordinate with campus food services early. A typical setup includes:
Many accomplished historians will gladly speak at regional meetings without an honorarium. Start with your own campus—you may have award-winning scholars right down the hall! We're also developing a Speakers Bureau to connect hosts with willing presenters. The key is asking early and framing it as an opportunity to mentor emerging historians.
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:
Faculty advisor positions change frequently. If you receive no response from an invited institution, contact their department chair to inquire about the current Phi Alpha Theta advisor. Please notify National Headquarters immediately of any changes so we can keep our records current.
Your invitation should be clear, comprehensive, and inviting. Include these essential elements:
Emphasize in your call that regional meeting winners are eligible to present at the Phi Alpha Theta Biennial Convention and numerous historical association conferences. Outstanding papers may be considered for publication in The Historian, our peer-reviewed journal. These opportunities make your regional meeting a launching pad for academic careers!
While every regional meeting has its own personality, here's a proven framework you can adapt to create an outstanding experience:
These are the heart of your regional meeting. Consider organizing panels either:
This is prime networking time! A luncheon speaker is optional but can be a highlight:
These added elements make your regional meeting truly memorable:
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.
Choose topics that resonate with your attendees:
End on a high note by recognizing excellence!
The recognition students receive at regional meetings can be career-defining. Take time to explain how book coupons work (winners send them directly to The Historian's Book Review Editor for review copies). Emphasize the pathways forward: convention presentations, publication opportunities, and professional development. Your enthusiasm matters!
For each panel session room, ensure you have:
Fair, consistent judging is crucial to your regional meeting's success:
Recruiting evaluators from outside your region completely eliminates potential favoritism concerns and brings fresh perspectives to student work. Some successful regionals have made this their standard practice.
National Headquarters will assign a representative to attend your meeting at no cost to your chapter:
National Headquarters makes recognizing outstanding work easy and cost-free:
Beyond the tangible reward, book prizes connect students with our flagship publication, The Historian. They'll receive review copies of new historical works—the same books our journal reviews. It's a meaningful link to the broader scholarly community and our organization's mission.
Tailor your awards to your region's size and traditions:
We don't encourage cash prizes or speaker honoraria for several reasons:
Make sure all participants understand the pathways their regional meeting participation opens:
Within a week of your regional meeting, take care of these important tasks:
This is perhaps your most important responsibility! A strong tradition of succession ensures regional meetings continue thriving:
Announce the next host chapter during your closing ceremony. Even better, confirm hosts for the next 2-3 years. This advance planning helps chapters prepare properly and builds anticipation. If you've secured future hosts, be sure to introduce them during your meeting—let them observe and learn!
You're now part of an experienced network! Consider:
Take time to recognize what you and your chapter accomplished:
Use the energy from your successful regional meeting to:
By hosting a regional meeting, you've provided students with a professional forum to share their research, receive valuable feedback, and build confidence as emerging scholars. You've strengthened Phi Alpha Theta's fellowship and advanced the historical profession. Most importantly, you've created memories and opportunities that will shape academic careers. That's the real reward of hosting—and why we hope you'll consider doing it again!
12 months ahead: Volunteer to host, notify headquarters, secure campus support
9 months ahead: Set date, reserve facilities, create budget
6 months ahead: Send invitations and call for papers
3 months ahead: Organize panels, arrange judges, confirm speaker
1 month ahead: Finalize program, coordinate logistics
Registration fees should cover all chapter expenses
HQ reimburses up to $200 for food or room rental
Book prizes provided at no cost (up to 6)
National Rep travel covered by headquarters
No cash prizes or speaker honoraria needed
✓ Notify National Headquarters early
✓ Secure administrative support
✓ Reserve meeting rooms and food
✓ Recruit judges (no conflicts of interest)
✓ Request book coupons from HQ
✓ Confirm National Representative
✓ Select next year's host
National Headquarters provides guidance, funding, and support throughout the process.
Previous Hosts offer practical advice and proven strategies—we'll connect you!
Contact headquarters for current advisor lists, reimbursement forms, and more.