The Thirty-Second State Leadership Conference will be held in Williamsburg, Virginia

 March 16-18, 2012.  The conference program includes highlights such as  the VA HOSA annual delegate sessions, workshops, competitive events, a banquet on Saturday evening , entertainment event on Saturday evening,  and awards session on Sunday.  The conference will take place at Williamsburg Marriott Hotel, 50 Kingsmill Road, Williamsburg, Virginia.  The conference officially begins at 10AM, Friday, March 16, 2012.  Telephone: 757.220.2500. 

 

Please review the following 2012 VA HOSA State Leadership Conference information and materials. Respond as indicated in the directions. Close attention to the deadlines and procedures  will expedite the conference process.

 

1.         Hotel Registration: The Williamsburg Marriott, Williamsburg, Virginia will be the site of the 2012 State Leadership Conference. All group reservations must be guaranteed.  Cost is $99.00 plus 10% tax per room per night, plus flat occupancy fee $2.00 per night for single, double, triple, quadruple occupancy rooms.

 

            Hotel room with tax is $110.90 per night.  As with any cost, taxes may be subject to change.

 

The hotel reservation with deposit (to include room rate plus tax) for first night per room must be made  by February 17, 2012 to the Hotel.  Please call 800-442-3654, the group is listed in the system under VA HOSA Attendees.  Online group booking code  is heoheoa..  A credit card will be needed to hold the room (s).  When reserving rooms, use the words “female or male”, do not use the word “student”.  The hotel does not accepts PO’s as payment for sleeping rooms.  The schools can send a check with the advisor for payment when the advisor registers at the hotel.  

 

Check-in time is 4:00pm; checkout time is 12PM. 

 

 

2.         Conference Registration Form:  The registration fee is $115.00 per person attending.. All individuals attending the conference are classified as delegates. Registration fees will include all conference materials, Saturday breakfast, Saturday lunch, Saturday formal banquet, and Sunday breakfast, as well as entertainment and awards.  Participants should be active members of VA HOSA or guests.  Please send one check payable to the PVCC-VA HOSA for each chapter. Please send a copy of the conference payment form and check to Ann Craddock, HOSA Specialist, 209 Saint Ives Road, Charlottesville, Virginia 22911 by February 1, 2012.

 

 3.        Medical Liability Release and Code of Conduct Forms:  These

forms must be completed and returned with the conference registration form no later than February 1, 2012. A medical liability and code of conduct form must be completed and returned for each student, advisor, guest, and alumni delegate attending the conference.   Please duplicate the forms as needed.  Please emphasize to all participants to follow the guidelines of the Code of Conduct.  We must follow courtesy and respect during all aspects of the conference.  The Williamsburg Marriott has a strict non-smoking policy.

 

4.         Workshops:  Workshops will cover such topics as leadership, medical occupations, and other healthcare concepts.  Attendance is based on first come at the conference.  Due to speakers’ schedules, specific times have not been confirmed.  More information concerning workshops will be forthcoming during February.

 

5.                  Voting Delegates: Information concerning Voting delegates is enclosed.  Have your chapter select voting and alternate voting delegates per chapter quota. It is mandatory that each chapter have voting delegates.   Please read information closely.  Voting Delegate Orientation and Business Meeting will be held  Friday.  Voting Delegate Session will be held Saturday afternoon.

           

6.         HOSA Spirit at Opening Session. We will announce each chapter and have them stand.  The Executive Council is also asking chapters to bring noisemakers, banners, lights to show their spirit when their chapter is announced. 

 

7.         Courtesy Corp Representatives:    Please designate a minimum of two delegates to serve on the Courtesy Corp from your chapter.   Courtesy Corp is needed to monitor general sessions, meals and entertainment.  Participation of a minimum of two delegates per chapter is essential to the successful operations of the conference.  Any competing delegates will be scheduled for courtesy corps activities around their competition schedules.  Write the names of your chapter courtesy corps representatives on the 2012 Activity Event Form and indicate times they will be available.  Courtesy Corps members receive a ribbon and certificate for their services.   Orientation will be conducted Friday.

 

8.         National Leadership Conference Theme Competition:  Each chapter is encouraged to submit a theme for the National Leadership Conference Theme Competition.  The awarded theme will be selected by the voting delegates.  The awarded theme will be announced during the awards session Sunday morning.  The awarded theme will be submitted for competition at the National Conference in June.  Deadline is February 1, 2012.

 

9.         Officer Candidate Application and Adviser Support Statement: Information is enclosed.

            Officer Candidates may design campaign material to distribute during the SLC.  There will be a table for candidates to display their picture and campaign material.  Officers usually meet five times a year.  All expenses for meals and lodging are incurred by VA HOSA for meetings.  Advisors must accompany all secondary students to meetings.  Candidates must be in good standing academically and professionally.  Interviews and orientation will be conducted Friday afternoon.  Deadline for submission is February 1, 2012.  The State Officers will be meeting February 11^th to review candidate forms.

 

 

10.       Chinese Auction:  The annual Chinese Auction will be conducted again this year to raise money for the VA HOSA Scholarship fund.  This is our main fundraiser for scholarships. We are counting on each chapter to donate two new items to be auctioned during the State Leadership Conference. Thank you in advance for participating in this endeavor.

 

11.       VA HOSA Scrapbook: Each chapter is requested to prepare a

Scrapbook page depicting the chapters' activities during the past year.

 Scrapbook pages will be displayed at the SLC. The scrapbook page measures 11 3/4" x 14 1/4". Please send your chapter page to VA HOSA, c/o Ann Craddock 209 Saint Ives Road, Charlottesville, Virginia, 22911. Deadline is postmarked by February 1, 2012.  Those chapters meeting this deadline will have select seating at the Appreciation Gala Saturday evening as well as receive a certificate.

 

13.       VA HOSA Scholarship:  Information concerning the VA HOSA Scholarship application is enclosed.  Deadline is February 1, 2012.

 

14.       Activity Registration Form:  Please complete and submit by February 1, 2012.

 

 

15.       Refund Policy:  Refunds will be handled in the following manner: 

 

1.         All room reservation cancellations and refund requests should be handled directly with the hotel.

2.         Notification of cancellation for conference registration may be received by telephone, but requests for refunds must be in writing and postmarked by the specified deadline dates to the HOSA Specialist or by email at abc@vahosa.org.

3.         All refunds will be processed after the state leadership conference.

4.         Chapters will be invoiced for conference registration for the total amount listed according to the registration form.

5.         According to the VA HOSA  Policy and Procedures, refunds must be in writing by the local advisor or designee.  The refund schedule is as follows:

 

Cancellation Postmarked Dates/Email                        Refund

 

Post marked on or before February 25, 2012             100%

Post marked  by March 3, 2012                                  50%

Post marked by March 8, 2012                                   25%

                        Post marked March 9, 2012 or later                            No Refund

 

16.  A formal banquet will be held Saturday evening.  Delegates may wear the HOSA uniform, business attire, semi-formal, or formal wear.  Chapters that participate in scrapbook page, HOSA Week, and National Service Project will have special seating at the banquet.

 

17. Regional Award Ceremonies.   This year the awards are limited to chapter student members only.   The regional award ceremonies are designed to allow regions to come together to honor members that have contributed to HOSA during 2011-2012.  Categories will be sent to advisors in a separate mailing.

 

18.  Saturday Night Social time.  Social time will take place after the Appreciation ceremonies until curfew Saturday evening.  The Executive Council is planning a fun evening of games, Karaoke, and a dance.  More information will be forthcoming.

 

19.  Competitive Events Awards Sunday morning.  SLC Competitive Events winners first  through fifth place will be recognized secondary and post-secondary respectively. 

 

20. Parking. There is no charge for parking.  Space is available for cars and buses.

 

21.  Dress Code.  The State Leadership Conference is a professional event.  All attendees are required to wear the HOSA uniform or business attire at conference events.  Jeans, shorts, or other casual wear are not permitted.  Pajamas, curlers, robes are not allowed at breakfast.  Attendees going to the pool are required to wear a bathing suit cover.  Fun night on Saturday evening, attendees may wear jeans.  Please review VA HOSA Dress Code.  Students wearing inappropriate clothing will be sent back to their rooms.

 

22.  Conduct.  Please emphasize the Code of Conduct.

Attendees at  General Sessions are to be courteous and respectful.  All electronic devices must be turned off or on vibrate as not to distract others.  Talking and moving about are unacceptable behaviors.  If a chapter does not abide by the Code of Conduct, its privileges to attend any other general functions may be denied.

Attendees are not to loiter in hallways.   This is a safety hazard.

At curfew all students are to be in their designated hotel rooms.   It is the responsibility of the advisor(s)  to be sure students are safe and secure.  As a reminder other guests will be using the hotel premises as well so noise should be kept to a minimum.