COLLEGE FAIR INVITE

“Each year's VSCA Convention attracts the best young student-leaders and highly motivated adult advisors from across the Commonwealth. You will most certainly want to be a part of this engaging experience as the next bunch of tomorrow's leaders assemble in Williamsburg for a weekend full of seminars, hands-on workshops, and leadership training. Please consider making an investment in the future...now!“

Jeff Schutte VSCA Advisor

Woodgrove High School

IN THIS PACKET

Letter from the VSCA

Director Andrea Vail

Convention-at-a-

Glance

Exhibitor Guidelines

Exhibitor Application

and Contract

Electrical Service

Order Form

90th Annual State Convention The VSCA Annual Convention is the flagship of all VSCA functions. Nationally known keynote and seminar speakers, exciting seminar topics, multimedia presentations, a forum with the Virginia Board of Education, and a formal banquet are just a few of the highlights of the three-day Annual Convention. The convention is designed to bring students and advisors from throughout the commonwealth to a setting in which they can learn to become more effective leaders, to understand the responsibilities of leadership, to identify specific skills as they pertain to particular council offices, and to practice the democratic process. The elections for state officers and regional representatives/directors are the culminating events of the convention.

The VSCA College Fair is restricted to all students and advisors attending the 90th Virginia Student Councils Association State Convention, April 8-10, 2016, at the DoubleTree by Hilton Hotel, Williamsburg, Virginia. The purpose of the College Fair is to allow students to interact with admission representatives from a wide range of postsecondary institutions. VSCA welcomes the wide range of professionals who facilitate the student transition to higher education. Above all else, representatives from the field of postsecondary admission are instrumental in the process of recruiting and enrolling students —transforming the college dream into a reality.

These professionals consist of admission officers, assistant and associate directors of admissions, and senior-level administrators, deans, and directors of admission. VSCA recognizes that admission professionals fill myriad roles, work in a variety of different institutional settings, and serve student populations as diverse as our professional community. As such, we are dedicated to providing you with a wide range of resources to enhance your core skills and knowledge of the college admission landscape.

Virginia Student Councils Association April 8 – 10, 2016

SCA student leaders pictured with the Virginia Board of Education

Virginia is for Lovers Leaders!

“By attending the VSCA Convention, Virginia colleges and universities have an amazing opportunity to meet and recruit the brightest, most motivated student leaders in the Commonwealth. With elementary, middle, and high school students in attendance, colleges and universities may plant the first seed in a young leader’s mind about their future collegiate plans.“

Robin Waldron VSCA Advisor

Liberty High School

Dear Admissions Officer:

Since 1905, the Virginia Student Councils Association (VSCA) has been motivating students to make their schools and communities a better place. VSCA's goal is to help student leaders and their advisors gain the knowledge and skills necessary to run effective student councils in their schools, and to strengthen the bond between student leaders and their communities.

Each year VSCA hosts a state convention for student leaders to come together and share ideas and learn new skills and strategies. Our state convention is attended by over 400 students, the majority of which are high school students. All are dedicated leaders who strive for excellence both in and out of the classroom.

To celebrate our 90th annual convention, we would like to implement a College Fair for our opening day to help the students envision their bright futures. This year’s College Fair will start on Friday, April 8 at noon at the DoubleTree by Hilton Hotel, 50 Kingsmill Road, Williamsburg, Virginia 23185, and we are inviting you to attend! If you have any questions, please do not hesitate to contact the VSCA State Office at admin@scaleader.org, or (804) 355-4263. Sincerely, Andrea Vail Director Virginia Student Councils Association (804) 658-9425 avail@scaleader.org

2015 VSCA President

89th Annual VSCA Convention

Convention-at-a-Glance Preliminary Schedule

Friday, April 8

11:30 a.m.-12:00 p.m. VSCA Officer School Luncheon 11:30 a.m.-12:00 p.m. College Fair Booth Set Up 12:00-3:00 p.m. College Fair 12:30-3:00 p.m. Hotel Registration/Check-In 1:30-2:00 p.m. Elections Committee Meeting 2:00-2:50 p.m. Advisory Committee Meeting 3:00-3:30 p.m. College Fair Tear Down 3:00-4:00 p.m. Opening General Session 4:00-5:00 p.m. Regional Meetings 5:00-5:15 p.m. Prepare for Dinner 5:15-6:15 p.m. VSCA Dinner 6:15-7:25 p.m. Regional Meetings 7:30-9:15 p.m. 2nd General Session 9:20-9:45 p.m. Meet the Candidates 9:45-9:55 p.m. Regional Meetings 10:00-10:40 p.m. Pep Rally 10:40-10:55 p.m. Reflection 11:00 p.m. In Rooms/Quiet Time

Saturday, April 9

7:45-8:30 a.m. VSCA Breakfast 8:30-10:00 a.m. 3rd General Session 10:10-10:35 a.m. Learning Lab—Session 1 10:45-11:10 a.m. Learning Lab—Session 2 11:20-11:45 a.m. Learning Lab—Session 3 11:55 a.m.-12:15 p.m. School Caucuses 12:20-1:15 p.m. VSCA Luncheon 12:45-1:30 p.m. Voting 1:25-2:00 p.m. Swap Shop 2:10-3:15 p.m. 4th General Session-Forum with Virginia Board of Education 3:20-3:55 p.m. Resolutions Workshop 4:00-5:15 p.m. 5th General Session—Resolutions 5:15-6:30 p.m. Prepare for Banquet 5:15-6:30 p.m. Tie-Breaker Voting 6:30-8:30 p.m. VSCA Banquet and Awards Ceremony 8:30 p.m. Installation Practice 9:00-11:00 p.m. VSCA Dance Party

Sunday, April 10

7:45-8:30 a.m. VSCA Breakfast 8:30-10:30 a.m. Closing General Session and Installation of Officers

VSCA EXHIBITOR GUIDELINES

Exhibitors at the annual Virginia Student Councils Association State Leadership Convention can play a major role in the success of our programs. The Virginia Student Councils Association (VSCA) and its sponsor, the Virginia Association of Secondary School Principals (VASSP), along with members of the VSCA Advisory Committee, are responsible for creating a professional and safe environment for the delivery of the VSCA College Fair Exhibition. Basic exhibitor guidelines include:

Arrive at least 30 minutes prior to the start of the fair and stay for the entire program.

Exhibitors are expected to follow the cancellation policy. VASSP will follow up with schools that are no-shows.

VSCA recommends professional attire. Dress to best represent your school and wear a name badge. If you do not have a name badge, one will be provided to you at the VSCA registration desk. No more than three representatives may staff a booth at one time.

Recruitment and distribution of literature is restricted to the parameters of the booth.

Audio-visual volume should be kept to a minimum as not to interfere with other exhibitors.

Demonstrations such as food preparation, mascots, drawings (raffles), competitions, or similar activities are not permitted.

Items may not be attached to any structures in the facility including columns, walls, floors, etc.

In order to ensure all attendees and exhibitors have a positive experience, please notify the VSCA representative at the Convention Registration Desk if you encounter solicitors or any unauthorized activity.

Complete the exhibitor evaluation after the fair. A link to the online survey will be emailed to the primary contact of your institution.

Failure to adhere to these guidelines will result in your institution being asked to vacate your booth and the VSCA College Fair Exhibition.

Cancelation and Refund Guidelines: All VSCA College Fair Exhibition cancelations must be submitted in writing on institutional letterhead by either email at admin@scaleader.org or by faxing to (804) 355-4262. All refunds and credits are subject to a $25 processing fee. Registrations that are canceled are subject to approval and are assessed cancelation fees. If a VSCA College Fair Exhibition is canceled by circumstances beyond the control of VSCA - such as acts of God, war, government regulations, disaster, civil disorder, or curtailment of transportation facilities - to the extent that such circumstances make it illegal or impossible to allow VSCA College Fair Exhibition to occur, the registrant agrees that they will not hold VSCA or its sponsor, VASSP, liable for the cancelation and/or disruption of the program.

VSCA College Fair Exhibition Cancelation/Refund Timeline: - By March 15, 2016: Full credit/refund (minus $25 processing fee) - After March 15, 2016: 50% credit/refund (minus $25 processing fee) - Within one week of fair date (April 1, 2016): No credit/refund

.

Application and Contract for Exhibit Space 2016 VSCA State Convention Mail Contract & Check to:

The DoubleTree by Hilton Hotel VSCA Exhibits

Williamsburg, Virginia 4909 Cutshaw Avenue

Show Date: April 8, 2016 Richmond, Virginia 23230

Exhibit booth applications are due no later than March 25, 2016. Show space is limited. Please reserve your booth as soon as possible. Applications are accepted on

a first-come- first-served basis.

College/Organization

Street Address _________________________________ City ____________________State ______ Zip

Representative (one name only) __________________________________________Phone ( )

Name __________________________________________________ Title

College/Organization

Phone ( )__________________________________ Fax ( )

Street Address ____________________________ City ____________________State ______ Zip

Email Address (required for confirmation)

What is your focus/purpose for exhibiting at our convention?

Organization Representatives who will need name badges (up to 2 free; $25 for each additional badge):

_________________________________________ _____________________________________

_________________________________________ _____________________________________

Electrical Requirements for Booth: _____ Yes _____ No (See Electrical Power Order Form)

Please check all that apply:

o I am interested in sponsoring an activity at the convention. Please have VSCA call me. o I am willing to commit approximately $ ____________ to sponsor an activity, speaker, etc. o My college/organization will provide a door prize as a giveaway. Each booth will consist of a 6ft. draped table with two chairs located in the VSCA Convention registration grand foyer (Promenade) from noon until 3:00 p.m. This time frame ensures exposure to all students attending the convention.

_______ $230.00 Exhibiting Space (1-6’ draped table) _______ $360.00 Exhibiting Space (2-6’ draped tables) _______ $500.00 Exhibiting Space (3-6’ draped tables) _______ $_______ Amount Contributed for Sponsorship Activity of

Appropriate recognition for activity will be printed in the final convention program.

$__________ Total Payment Enclosed

The undersigned hereby authorizes the Virginia Student Councils Association (VSCA) to reserve the exhibit space at the DoubleTree by Hilton Hotel

for use by the above college or organization during the 2016 Virginia Student Councils Association Convention. The undersigned hereby

acknowledges receipt of and agrees to abide by the Exhibit Rules and Regulations and to all conditions under which exhibit space at the DoubleTree

by Hilton Hotel is leased to the VSCA. Space assignments will begin March 28, 2016. To validate this contract, the undersigned agrees to pay the full

exhibit rental fee at the time application is submitted.

Authorized Signature Title

Print Signature Date

Type or print information exactly as it should appear in printed program:

Confirmation should be mailed to:

Please indicate your electrical needs on this form and return with your VSCA Exhibit Contract to VSCA. DO NOT return to the DoubleTree by Hilton Hotel. Order form and full payment must be received no later than March 25, 2016. No refunds for electrical service will be made after April 1, 2016. The DoubleTree by Hilton Hotel cannot guarantee service on late requests. The DoubleTree by Hilton Hotel charges $50.00 service charge on all late requests, in addition to normal charges. Day-of show requests will be charged at an additional $100.00 for service. Also, a minimum $25 service fee will be applied to any equipment requiring on-site wiring.

Electrical Service Order Form

College/Organization:

Contact Name:

Address:

City: State: Zip:

Phone: ( ) FAX: ( )

For Office Use Only

Booth #:

Outlet Item No. Needed Regular Price Late Order Price

110 Volt Each/10 Amp Standard $55 $105

220 Volt Each/20 Amp Standard $155 $310

Power Strip $20 $40

Extension Chord $15 $30

ELECTRICAL NEEDS:

Additional electrical requirements (prices to be determined by the DoubleTree by Hilton Hotel):

TELEPHONE NEEDS (check all that apply):

Hotel extension with local/long distance capability - $60.00 per day, plus calls T-1 line (high-speed internet line requiring network internet card) - $100.00 per line, per day

AUDIO VISUAL NEEDS (check all that apply):

VHS/ VCR / DVD - $115.00 per day LCD Monitor (32”) - $310.00 per day LCD Monitor (46”) - $620.00 per day

VSCA POLICIES:

A. All charges must be pre-paid by check. Please make checks payable to VSCA. Return form to address below. B. VSCA must give this order to the DoubleTree by Hilton Hotel no later than 14 days before the opening of the college fair. C. All floor orders receive service on a first-come-first-served basis after advance orders have been completed. D. Telephone service (direct dial, modem, fax, etc.) may be arranged directly through the DoubleTree by Hilton Hotel. Please

contact the VSCA Exhibits Manager at (804) 355-4263. E. Rates quoted for all connections cover only the bringing of service to the booth in the most convenient manner by standard

receptacle and does not include connecting or special wiring. F. Flexible cords and cables less than #14 gauge wire shall not be permitted. The use of lamp cord, cube taps or similar devices

are not permitted. G. No spring type-clamp spot fixtures of holders will be allowed. Only fixtures of screw-in type clamps will be allowed with #14-3

wire S.J. cord. H. Prices are subject to change without notice. I. Form must be completely filled out or order will not be processed. J. Wall, column and permanent building utility outlets are not part of booth space and are not to be used by exhibitors unless

specified otherwise. K. Credit will not be given for connections installed and not used. L. All equipment regardless of source of power must comply with all federal and local safety standards.

All charges must be prepaid by check payable to “VSCA”. Return check for electrical charges with signed VSCA Exhibit

Contract and booth rental fee to: VSCA Exhibits ▪ 4909 Cutshaw Avenue ▪ Richmond, VA 23230

TOTAL ELECTRICAL COST ENCLOSED : $

Contact Us

Give us a call for more

Information.

Virginia Student

Councils Association

4909 Cutshaw Avenue

Richmond, VA 23230

(804) 355-4263

kcahill@scaleader.org

Visit us on the web at

www.scaleader.org

This is your invitation to exhibit at the 90th Annual VSCA Convention

Hosted at the

DoubleTree by Hilton Hotel

50 Kingsmill Road ▪ Williamsburg, VA 23185

COLLEGE FAIR DATE: APRIL 8, 2016

NOON to 3:00 p.m.

APPLICATION DEADLINE: MARCH 25, 2016

Register early! Booth assignments will go quickly!

Virginia student leaders and advisors look forward

to seeing you in April.

Virginia Student Councils Association

4909 Cutshaw Avenue

Richmond, VA 23230

PLACE STAMP HERE

Virginia is for Lovers Leaders!