Know Before You Go Guide - 194th Convention

-1-

PURPOSE OF CONVENTION RELATIONSHIP CULTIVATION The Annual Convention aims to strengthen the bonds of friendship among all Alpha Delts, Friends of the Fraternity and guests, and inspire their passion and commitment to Alpha Delta Phi.

BUSINESS OF THE FRATERNITY The Annual Convention will promote an ef cient model of governance that engages chapter, alumni, and the Fraternity leadership in establishing common organizational direction.

EDUCATION The Annual Convention will provide a high-quality educational experience focused on developing participants personally, and enabling them to own and carry out with clarity the mission and goals of the Alpha Delta Phi Fraternity.

INSPIRATION The Annual Convention will build pride in the organization’s achievements and empower all participants to take ownership of the Fraternity’s future.

RECOGNITION & CELEBRATION The Annual Convention will honor the organizational, individual and chapter achievements of Alpha Delta Phi in an aligned, engaging and celebratory fashion.

fi

-2-

TABLE OF CONTENTS Event Location & Contact Information

…………………………………………………

4

Deadlines & Event Timeline

…………………………………………………

5

Convention Registration

…………………………………………………

6

Delegate Information & Voting

…………………………………………………

6

Convention Fees

…………………………………………………

8

Who Should Attend Convention

…………………………………………………

9

Schedule of Events & Dress Code

…………………………………………………

10

Style Guide

…………………………………………………

12

Suggested Packing List

…………………………………………………

14

Convention Meals

…………………………………………………

15

Travel Information

…………………………………………………

16

SkyTrain Route & Map

…………………………………………………

18

Hotel Information

…………………………………………………

19

Cancellations & Changes

…………………………………………………

20

Safety Information & Tips

…………………………………………………

21

Hotel Map

…………………………………………………

22

Convention Planning Checklist

…………………………………………………

23

Convention Partners & Sponsors

…………………………………………………

24

-3-

EVENT OVERVIEW Alpha Delta Phi Fraternity, Inc. Annual Convention (August 6-9, 2026) serves as a catalyst for the Fraternity to conduct of cial business, educate our members, and strengthen our Brotherhood. For many of our attendees, Convention is THE highlight of summer! With educational and social programs, Alpha Delta Phi strives to offer activities for all our undergraduate, alumni, guest, and family attendees. This year marks the 194th Annual Convention, which will be held in Vancouver, British Columbia, Canada.

Grasping the double meaning of the word “convention” is important. The Convention refers to the ultimate governing body of the Fraternity: composed of one delegate from each undergraduate chapter and alumni chapter. Furthermore, the Annual Convention – referring to the event – is a three-day affair for our members and guests to experience and enjoy. Alpha Delta Phi’s Annual Convention convenes on an annual basis.

EVENT LOCATION & CONTACT INFO Pinnacle Hotel Harbourfront 1133 W. Hastings St. Vancouver, British Columbia V6E 3T3 Canada Questions about Convention registration and lodging should be directed to: convention@alphadeltaphi.org

fi

-4-

DEADLINES & EVENT TIMELINE DATES

DETAILS

January 2

Convention Registration Opens

April 15

Deadline to Submit Items of New Business

April 22

Items of New Business Sent to Chapters & Alumni

April 30

Early Bird Pricing Ends

June 1

Convention Registration Fees Increase

July 1

Deadline for Convention Registration & Hotel Reservations

July 15

Convention Registration Fee Increases

July 21

Convention Registration Closes

July 23

Student Delegate Training (7:00pm ET / 6:00pm CT)

August 6

Guest Arrivals

August 6

Convention Day 1

August 7

Convention Day 2

August 8

Convention Day 3

August 9

Guest Departures

September 1

Deadline to Submit Convention Travel Assistance Form

-5-

CONVENTION REGISTRATION All members, undergraduate or alumnus, will need to individually register themselves for Convention using the registration link on the Convention website (alphadeltaphi.org/194) or scan the QR code below.

You will be asked to complete personal information, rooming choices, and, select the type of attendee, choose any additional items for purchase (ex. Additional Convention t-shirt, add-on event tickets, etc.), and review information on your order summary page before completing your registration. Each chapter will receive an email from the Executive Of ce with an access code to unlock one free voting delegate ticket.

This ticket is valid for one-time use per chapter. All other members will need to pay the full cost of registration.

Following your registration, each undergraduate voting delegates will receive an email from the Executive Of ce regarding the pre-convention delegate town hall with instructions on how to register.

DELEGATE INFORMATION & VOTING All undergraduate delegates are expected to attend the pre-convention delegate town hall on Thursday, July 23, 2026 at 7:00pm ET / 6:00pm CT. Click here to register and to add to your Google calendar. During the town hall, delegate will review important items of new business, learn what you need to know before you go, and ask questions that will help make your Convention experience great!

fi

fi

-6-

SUBMITTING ITEMS OF NEW BUSINESS All items of new business must be submitted to the Executive Of ce via email (of ce@alphadeltaphi.org) before the deadline. In accordance with the Rules of Convention, all proposed new business must be submitted before April 15. Following a review by the Board of Governors, all new business submissions will be sent to the chapter and alumni presidents before April 22. This allows your chapter adequate time to discuss and review the material to make an informed decision when you arrive at Convention. During the preconvention delegate town hall on Thursday July 23, students will be given the chance to ask questions.

ATTENDANCE Voting delegates are required to attend all Convention Sessions. If student delegates leave the Convention early or do not attend Sessions, their Convention travel assistance subsidies may be reduced or denied by the Executive Of ce.

RULES OF DEBATE Robert’s Rules of Order shall be used as a parliamentary guide, except that all questions of procedure shall be resolved by the Parliamentarian of the Convention unless delegates, by two-thirds vote shall otherwise determine. Due to the pressure of time, debate may be cut off by a majority vote, unless the Presiding Of cer rules it an important question where two-thirds vote is required for closure.

VOTING The right to vote and second motions is restricted to accredited voting delegates only. Voting delegates must be in attendance in person (no delegate may vote virtually or by proxy on matters of fraternity business).

fi

fi

fi

fi

-7-

REGISTRATION FEES All members, undergraduate and alumni, will need to individually pay a registration fee to attend the Convention. Since one registration fee per undergraduate chapter is included in Annual Organization Fee, one student delegate per chapter has their registration fee covered each year. The Convention registration fees are used to off-set the cost of the event and provide each guest with meals, meeting materials, and Convention branded gifts. The earlier you register, the lower the cost! All registration fees are listed below: DATES

UNDERGRADUATE

ALUMNUS

SPOUSE/FAMILY

January 1

$350

$450

$275

April 1

$450

$550

$275

July 1

$500

$600

$275

August 1

$550

$650

$275

-8-

WHO SHOULD ATTEND CONVENTION? CHAPTER OFFICERS Chapters are required to send at least one representative to the Convention. This person will serve as the voting delegate to represent the chapter’s interests. It is strongly recommended that this person be a chapter of cer - preferably the chapter president.

OTHER UNDERGRADUATE BROTHERS All undergraduate brothers are welcome to attend the Convention. Undergraduates-at-large may attend meals, social events, and all educational and business sessions but only the delegates may vote.

ALUMNI & CHAPTER ADVISORS Alumni Associations are required to send at least one representative to the Convention. It is strongly recommended that this person be an of cer - preferably the alumni president.

Programming for alumnus brothers is more meaningful for those who are involved, or at least familiar, with the day-to-day operations of their undergraduate chapter.

OTHER ALUMNI BROTHERS Any alumnus brother are welcome to attend the Convention. Alumni-at-large may attend meals, social events, and all educational and business sessions but only the delegates may vote.

SPOUSES, PARTNERS, & FAMILIES The fraternity encourages and welcomes brothers to bring their spouses/partners and families to the Convention.

fi

fi

-9-

SCHEDULE OF EVENTS & DRESS CODE Note: The Executive Of ce will be closed August 4-5, 2026 to allow staff to travel and prepare for the Convention.

DAY/DATE

EVENTS

DRESS CODE

Thursday, August 6

• Board of Governors Meeting at 11:00am • Registration Area Opens at 12:00pm • Hotel Check-In at 4:00pm • Welcome Reception/Dinner at 5:00pm

Campus Casual CONVENTION: DAY 1 Guest Arrivals

Reception & Kickoff (12:00pm - 9:00pm) College branded t-shirt/polo shirt, jeans or chino/golf shorts, & clean sneakers.

Professional Casual

Friday, August 7 CONVENTION: DAY 2

• Breakfast at 8:00am • Registration Opens at 8:00am • Call to Order at 9:00am • Roll Call of the Delegates at 9:20am • Business Session at 9:30am • Workshop Sessions at 11:15am • Lunch at 12:30pm • Excursion: Chapter House Tour at 2:00pm • Evening of Thanks at 6:00pm (invite only)

fi

- 10 -

Business & Educational (9:00am - 2:00pm) Button-up dress shirt or polo shirt, khaki/chino pants, belt, closed-toe shoes, and socks.

Jacket optional.

Smart Casual / Casual Brotherhood Events (2:00pm - 5:00pm) Button-up shirts or polo shirt, jeans or khaki/chino shorts, & sneakers.

DAY/DATE

Saturday, August 8 CONVENTION: DAY 3

Sunday, August 9 Guest Departures

EVENTS

DRESS CODE

• Breakfast at 8:00am • Registration Opens at 8:00am • Call to Order at 9:00am • Keynote Session at 9:00am • Workshop Sessions at 11:30am • Memorial Luncheon at 12:30pm • Workshop Sessions at 2:00pm • Closing Remarks at 3:15pm • Group Photo at 5:30pm • Reception at 6:00pm • Banquet & Awards at 7:00pm

• Travel Home - Consider wearing your Convention T-Shirt!

Professional Casual Business & Educational (9:00am - 4:00pm) Button-up dress shirt or polo shirt, khaki/chino pants, belt, closed-toe shoes, and socks.

Jacket optional.

Formal Attire / Black Tie Reception & Banquet (6:00pm - 10:00pm) Suit jacket and matching pants, button-up shirt, tie, dress shoes, ΑΔΦ badge or classic black tuxedo.

Alpha Delt Casual Convention t-shirt, jeans or shorts, & comfortable shoes

OPTIONAL EXCURSION: CHAPTER HOUSE TOUR As an optional convention activity, attendees and guests are invited to visit the University of British Columbia campus and tour the chapter house. Transportation will be provided from the convention hotel (from 2:00pm - 5:00pm), offering a convenient opportunity to explore the chapter’s history, facilities, and role within the university community. The visit will include a guided walkthrough, time for photos and questions, and an opportunity to connect with local alumni and undergraduates.

- 11 -

STYLE GUIDE Thursday - Campus Casual

Friday - Professional Casual

Welcome Reception (6:00pm - 9:00pm) College branded t-shirt/polo shirt, jeans or chino/golf shorts, & clean sneakers.

Business & Educational Sessions (9:00am - 2:00pm) Button up dress shirt or polo shirt, khaki/chino pants, belt, closed-toe shoes, and socks. Jacket optional.

Friday - Smart Casual

Friday - Casual

Evening of Thanks (5:30pm - 9:00pm) Button-up shirts or polo shirt, jeans or khaki/chino shorts, & sneakers.

Brotherhood Events (2:00pm - 12:00am) T-shirt/polo shirt, jeans or shorts, & sneakers/sandals.

- 12 -

Saturday - Professional Casual

Saturday - Formal Attire / Black Tie

Business & Educational Sessions (9:00am - 4:00pm) Button up dress shirt or polo shirt, khaki/chino pants, belt, closed-toe shoes, and socks. Jacket optional.

Reception & Banquet (6:00pm - 10:00pm) Suit jacket and matching pants, button-up shirt, tie, dress shoes, ΑΔΦ badge or classic black tuxedo.

Saturday - Casual

Sunday - Alpha Delt Casual

Post Banquet (10:00pm - 12:00am) T-shirt/polo shirt, jeans or shorts, & sneakers/sandals.

Departures Convention t-shirt, jeans or shorts, & comfortable shoes

Note: This style guide is meant to help you visualize what is expected during the Convention. It is not required that you bring these speci c items but please plan on packing similar items that t within the speci ed dress code for each event.

fi

fi

fi

- 13 -

SUGGESTED PACKING LIST CLOTHING

TOILETRIES

TECH & MISC.

Alpha Delt clothes for travel days - arrival & departure

Toothbrush, toothpaste, oss

Alpha Delta Phi Badge

College logo t-shirt or polo shirt for Convention: Day 1

Soap/body wash, shampoo, conditioner, face wash, etc.

Laptop/tablet, phone, camera + Chargers and adapters

Activewear, sleepwear, swim suit, underwear, socks

Deodorant, cologne

Credit cards, debit card, cash

Belts, ties, watch, etc.

Brush/comb, hair products

Driver’s license/ID or passport

Professional casual clothes for Convention sessions (2 days)

Razor, shave cream/gel, etc.

Umbrella, rain poncho

Formal wear for banquet - either Medications, eyeglasses/ suit/tie or tuxedo contacts, etc.

Gum, mints, snacks

Casual clothes for brotherhood and social events

Sunscreen, chapstick, etc.

Re llable water bottle

Shoes (dress shoes and sneakers), sandals, etc.

Skincare items, lotion

Passport (required for International travelers)

Weather Note: August in Vancouver is typically warm, comfortable, and one of the city’s driest months. Daytime temperatures generally range from 70–80°F (21–27°C), while evenings can be cooler.

Although rain is less common in August, a compact umbrella or light rain layer is always a good idea.

fl

fi

- 14 -

CONVENTION MEALS Per your Convention registration, most meals are covered throughout the weekend. Below is a listing of all meals that are and are not covered throughout Convention for attendees (meals are contingent on registration. Ala carte ticket options and nearby off-site dining options are also available.

DAY/DATE Thursday, August 7 CONVENTION: DAY 1

Friday, August 8 CONVENTION: DAY 2

Saturday, August 9 CONVENTION: DAY 3

Sunday, August 10 Departures

MEALS • Dinner - Buffett meal provided

• Breakfast - Buffet meal provided • Lunch - Buffet meal provided

• Breakfast - Buffet meal provided • Lunch - Buffet meal provided • Dinner - Plated meal, provided

• No meals provided

- 15 -

TRAVEL BOOKING TRAVEL: WHO’S RESPONSIBLE? You are! Each attendee is responsible for getting themselves to Vancouver. The fraternity encourages you to collaborate and plan with other chapter members and alumni who are attending.

WHEN TO ARRIVE & DEPART You should plan to arrive as early as possible on Thursday, August 6. This will give you the opportunity to check in for Convention and get settled before the Welcome Reception at 5:00pm. Departures should be planned for any time on Sunday, August 8, as the closing banquet on Saturday will not conclude until very late in the evening.

AIRPORT INFORMATION Vancouver International Airport (Code: YVR) is the main airport servicing Vancouver and the surrounding area. All major airlines can be found at YVR.

DRIVING TO VANCOUVER Please be sure to plan accordingly for safety. Ensure the driver of your vehicle has had an adequate amount of sleep when driving to and from Convention. It is also important to perform maintenance checks on your vehicle to ensure that it is t for highway and interstate travel. Reach out to neighboring chapters to see about options for carpooling to Convention!

PARKING Self-parking and valet options are available at the Pinnacle Hotel Harbourfront for an additional per night fee. Overnight off-site parking is also available at nearby garages.

fi

- 16 -

CANADA LINE SKY TRAIN The Sky Train is the fastest way to travel from YVR to downtown, taking approximately 25-30 minutes. Trains run daily from 5:00am - 1:00am directly from the airport terminal to Waterfront Station, with fares typically costing between $5–$10 CAD. See page 18 for more information.

RIDE-SHARE & TAXI If you are ying, you may nd that the use of a ride-share (ex. Lyft, Uber) is the most convenient option to get from your airport to the hotel. The Vancouver airport also offers easily accessible taxi should you prefer that option.

UPGRADED AIRLINE TICKETS While upgrades are tempting for the common traveler, Alpha Delta Phi will not approve or reimburse upgraded airline tickets of any kind. First class tickets are never allowed under any circumstance unless paid by the individual brother. All upgrades and airfare add-ons are the responsibility of the individual brother.

VOLUNTARY CANCELLATIONS Any ight that is voluntarily cancelled causing the individual brother to not attend a preregistered meeting, convention or conference shall not be reimbursed. Individuals will also be responsible for any additional rebooking fees charged by the airline.

TRAVEL ASSISTANCE / EXPENSES One student delegate per chapter is entitled to submit travel expenses for travel assistance funds from the fraternity. Air travel must be made at the lowest possible fare, and the ticket booked at least 21 days prior to departure. The total cost of the ticket must not exceed $400 unless prior approval has been granted in writing by the fraternity. If the total cost exceeds $400, the fraternity will only reimburse $400. All travel expenses, with receipts, must be submitted before September 1, 2026.

fi

fl

fl

- 17 -

SKYTRAIN MAP - CANADA LINE From YVR Airport, follow signs in the baggage claim area to the Canada Line SkyTrain. Buy tickets at a kiosk then board the Waterfront-bound train. Trains run daily from 5:00am 1:00am. From Waterfront Station, the Pinnacle Hotel is a 0.4 mile (700 m) or 10 minute walk.

- 18 -

CHECK-IN / CHECK-OUT Hotel check in is at 4:00pm and check out is at 11:00am. Guests arriving before 4:00pm will be accommodated as rooms become available. Hotel staff can arrange to check baggage for guests arriving early, as well as on departure days for those with late afternoon/evening ights.

HOTEL RESERVATIONS All hotel rooms are booked by the Executive Of ce using the information provided during the convention registration process. Single and double rooms are $315 USD per night + tax.

Given the demands of the Convention schedule, all convention attendees are highly encouraged to stay at the of cial Convention property. Space in the hotel block is limited and will ll up. Rooms for delegates is guaranteed. Non-delegate rooms (both alumni and students) are rst come, rst serve. Don’t delay in completing your Convention registration to ensure you get a room!

ROOMMATES & ROOM SELECTION To limit costs for the fraternity all student voting delegates will be paired with a student roommate from another chapter. Students who wish to room with someone from their chapter or have their own room will not have their hotel room paid for by the fraternity. Alumni and nonvoting student attendees will be placed in a hotel room based on their preferences made during the convention registration process. Guests who need special accommodations for their sleeping rooms should indicate that when they register.

WIFI ACCESS Complimentary WiFi is available in all guest rooms and public spaces. WiFi will not be provided in the Convention meeting spaces.

fi

fi

fi

fi

- 19 -

fi

fl

HOTEL INFORMATION

CANCELLATIONS & CHANGES REGISTRATION CHANGES Attendees may make changes to their registration prior to July 1. To make changes to your registration, please contact convention@alphadeltaphi.org. Depending on the timing and the type of change, the Executive Of ce may not be able to accommodate your request.

DELEGATE SUBSTITUTIONS Chapters are allowed to substitute voting delegates (swapping one person for another) prior to July 1 with no additional cost. Substitutions can only be made between registered attendees, meaning, both guests must be registered prior to requesting a substitution. To request a substitution, please contact convention@alphadeltaphi.org.

CANCELLATIONS Cancellation options depend on when the cancellations occurs. Cancellations prior to July 1 will be accepted with no additional costs. Refunds may also be requested. Cancellations for delegates after July 1 will incur a $50 fee and no refunds will be granted. All fees will be charged and posted to the chapter’s account on August 1. To cancel your registration, please contact convention@alphadeltaphi.org.

NO-SHOW FEES In accordance with the Rules of Convention, chapters who have student members register but do not attend (“no-show”) the Convention will be charged for the actual per person cost of the Convention - including, but not limited to, meals, hotel rooms, conference space, printed material, off-site events, and marketing costs. All fees will be posted on the chapter’s account within 14 days following the end of Convention.

fi

- 20 -

SAFETY INFORMATION & TIPS Vancouver is generally very safe, especially in major tourist areas like Coal Harbour, Yaletown, and Stanley Park. However, the city faces challenges with street disorder and property crime.

When visiting, please keep in mind these common sense safety practices during your visit: • •

Travel in groups and avoid walking alone on dimly lit streets at night.

Pay attention when walking and using your smartphone as these devices have been the target of thieves nationwide.

Do not leave your backpack, briefcase, or purse unattended.

Be on the lookout for pickpockets. Consolidate your wallet. Do not bring every credit card when you go out for the night. Move you wallet to your front pocket or wear a cross-body bag rather than a shoulder strap to keep your belongings in front of you.

Do not display large amounts of cash in public places.

Remove your Convention badge when leaving the hotel or meeting venue.

When using a ride-share service, con rm the identity of your driver before getting into the car.

If you are intoxicated, please take a taxi, Uber, or Lyft instead of walking or driving.

Trust your gut instincts. If someone or something seems suspicious, leave the area, and alert a police of cer if necessary.

If approached by a stranger(s) for con games, such “I bet I can tell you where you got your shoes”, do not participate. Simply smile and walk past them.

Lock car doors. Stow valuables out of sight in your vehicle.

Ensure that your hotel room door is fully closed and locked at all times.

Do not leave your drink unattended and do not accept drinks from strangers.

• •

• • • • • • • • •

fi

fi

- 21 -

HOTEL FLOOR PLAN

- 22 -

CONVENTION PLANNING CHECKLIST Read the Convention Know Before You Go Guide!

Check your US Passport to make sure it’s still valid. If not, renew it immediately. immediately!

Put the dates for Convention and registration deadlines on your personal and chapter calendars.

Let your family and work know that you’ll be at the Convention in Vancouver in early August.

Determine who will be attending as the voting delegate with your chapter.

Make an alternate plan in case the voting delegate can’t attend.

Example: If the chapter president will the out of the country during Convention, who is the best person to take his place?

Review the proposed items of new business, discuss them with your chapter, and come to Convention prepared to ask questions, proposed amendments, and vote in the best interest of your chapter and the fraternity.

Update your chapter budget to include Convention travel costs.

Connect with other brothers who are attending, including alumni, to coordinate travel to Vancouver. Sharing ride-shares helps keeps cost lower and saves you and the fraternity money!

Register! To register, visit: alphadeltaphi.org/194 and do it before July 1.

Read the Convention email communication sent to registered guests to stay informed and prepare for your trip to Vancouver.

- 23 -

CONVENTION PARTNERS & SPONSORS Alpha Delta Phi would like to thank our partners, sponsors and hosts who helped make this event possible!

- 24 -

NOTES

- 25 -

- 26 -