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Conference Survival Guide

Conference 101
This section will outline the nuts and bolts of Conference, from checking in to getting where you need to go.

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First Stop: Registration

When you arrive, head straight for the registration table! It will be on your left as you enter the Grand Ballroom. OSEA staff will be at the table to help you check in and provide assistance throughout Conference.

Note: The registration table is different than the Holiday Inn Concierge desk in the lobby! If you are staying at the hotel, you will need to check in to your room separately.

Conference materials: When you check in, you will receive a packet of Conference materials, which includes the full resolutions, the proposed budget and other documents you will need during business sessions.

Name badges: You will also receive your name badge when you check in. Name badges must be worn at chest level while on the Conference floor and when entering the election room. They should also be worn during meals and other Conference activities.

Name badges are color-coded to identify the zones and classifications of Conference delegates.

Accommodations: We want everyone to be able to fully and comfortably participate in Conference. Let staff know if you need any accommodation. Before Conference, email OSEA Office Coordinator Rena Smith or call (800) 252-6732. During Conference, come to the registration table.

Delegate changes: Visit the registration table to make last-minute changes to your registration.

Payment center: If you did not pay your Conference registration fee in advance, staff will assist you with it when you check in. Staff will also accept payments for items won in the silent auction between 12-2:15 p.m. on Saturday.

Medical alerts: Please complete the emergency contact information on the back of your name badge. If you have a medical concern, staff at the registration will be able to arrange assistance for you.
Lost and found: Lost and found is also at the registration table.

Essential Information

The Conference Committee is happy to help all weekend! If you need help finding an event, have a question about the program, or just feel a little lost, committee members can provide directions and other general information. We are easy to spot in our blue vests!

First timers: Is this your first Conference? Stop by the orientation table in the Grand Ballroom! Conference committee members will be there to answer any questions. You’ll also be entered in a drawing!

Candidate and committee displays: Learn more about state committees and the members running for Board positions by checking out their displays in the hallway outside St. Helens Ballroom.

Announcements: The Conference Committee chairs read announcements before each business session begins. Announcements are also posted at the back of the Grand Ballroom.

Snacks: You are welcome to bring your own snacks to business sessions. Please clean up any messes that occur.

Smoking and drinking: Smoking and vaping are not allowed inside the hotel or within 20 feet of the doors. Alcoholic beverages are not permitted on the Conference floor.

Tipping: OSEA pays the gratuity for catering staff at Conference, so additional tips are not expected. Servers appreciate kind words for doing their jobs well.

What to wear: Casual clothing is appropriate; make sure you are comfortable during long business sessions. The temperature in meeting rooms can fluctuate so it’s a good idea to bring layers. There is a dress theme for each day and opportunities to dress up in the evening – check the “Conference Fun” section for details!

Terms to Know

Business session: Official meeting in which delegates conduct the formal business of Conference. Only delegates and registered guests may be present.

Conference chair: Presides over business sessions as a moderator to ensure business is conducted appropriately. OSEA’s state president acts as Conference chair.

Conference rules: A set of guidelines on how Conference runs. Delegates will approve the “Rules for the Conduct of Business” at the start of Conference.
Constitution: OSEA’s Constitution is the highest law of our union, providing the foundation for day-to-day operations and expressing the values and vision of our membership.

Credentials report: The count of delegates who have reported to Conference. The report is used to determine if there is a quorum, i.e., sufficient delegates are present to conduct business. It is updated and voted on at the beginning of each business session.

Delegate: An OSEA member elected by their chapter to represent the chapter membership at Conference.

Floor: The right to speak during a business session. A delegate has the floor after being acknowledged by the Conference chair.

Good of the order: An agenda item under which delegates may make statements or have discussions about topics related to the organization that do not pertain to Conference business.

Minutes: The official record of the proceedings of a meeting.

Motion: A formal proposal to the assembly for an action to be taken, such as conducting a vote or amending a resolution.

Parliamentary procedure: A set of rules for the orderly conduct of business at meetings. It is used to ensure every delegate can be heard and decisions can be made without confusion. OSEA uses Robert’s Rules of Order, Newly Revised as a manual for parliamentary procedure.

Point of order: A question about whether the correct procedure is being followed.

Recognition: The chair’s formal acknowledgment that a delegate has the floor.

Resolution: An amendment to OSEA’s Constitution, Board Policy, Standing Rules or organizational positions proposed by a member and voted on by Conference delegates.

Second: An indication made by a delegate to endorse a motion or nomination so that debate or voting may begin. A second does not necessarily mean the delegate favors the motion.

Sergeant-at-Arms: An individual appointed to maintain order during Conference. If necessary, the sergeant-at-arms may be directed to remove a delegate or guest who is overly disruptive.

Standing Rules: OSEA’s Standing Rules are a set of guidelines for the administration of the organization.

Duties of a Delegate
Your chapter members elected you to act as their representative – much like your senator represents you at the Capitol. The votes you cast have a direct impact on the lives of OSEA members, and will impact our union for years to come.

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Come Prepared

In the months leading up to Conference, do all you can to inform yourself about the issues facing OSEA members and the business coming before delegates this year.

  • Resolutions – Read and study the resolutions. We will act on 18 resolutions this year; each one represents a member’s idea to make our union better. The full resolutions, as well as pro and con statements prepared by the Resolutions Committee and fiscal impact statements, are included in your packet. They are also sent to members in the Journal and posted to the website.
  • Budget – Review the proposed budget and attend a virtual budget information session with OSEA’s director of fiscal operations (the budget and information session invitations are sent to delegates in May). Come to Conference prepared with any final questions and ready to cast an informed vote.
  • Discuss with your chapter – Attend chapter meetings and talk to your fellow members. Get their input about the resolutions and how they would impact your chapter.
  • Review procedure – Conference rules and procedure are designed to give all delegates an equal voice and to keep business moving forward. A good faith effort to understand and follow procedure makes a big difference!

Participate in Conference

Conference delegates are our union’s highest governing body. You are your chapter’s representative and voice!

  • Business sessions – Attend every business session ready to participate. Arrive before the meeting starts and stay until the end. If you need any accommodations to be comfortable and fully participate, let staff know at the registration table.
  • Agenda – Check the agenda in your packet for the time and location of all meetings and special events. Any changes will be posted with announcements at the back of the Grand Ballroom.
  • Debate – Listen carefully and take notes as other delegates discuss the issues before us. Ask any questions you have and share your thoughts and ideas to help others consider every angle.
  • Be respectful – Debates can be lively, but they should never become heated or personal. Refrain from talking while others have the floor. Personal attacks are not allowed; if you experience any harassment, notify the Sergeant-at-Arms, a member of the Conference Committee or OSEA staff.
  • Community – Attend activities outside business sessions too. Workshops and zone meetings are opportunities to gain skills and speak up for your chapter. Events like banquet, bingo and the GRO auction build community and strengthen our union.

After Conference

Feedback – Complete your evaluation form to help improve future Conferences.

Committees – Sign up to serve on a state committee next year! Union business happens year-round and there is something for everyone to do.

Discuss with your chapter – Report back to your chapter to share Conference updates.

Plan for next year – Make notes with any ideas you had during Conference – they could become resolutions for Conference 2027!

Conference Business
Business sessions are official meetings during which delegates conduct the formal business of Conference. The decisions we make will set the course for the future of OSEA.

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Conference Floor

Inside the Grand Ballroom, you will see a rectangle marked around delegate tables. That is the perimeter of the Conference floor. Only credentialed delegates may be on the floor during business sessions – this is to ensure decisions are made by members’ elected representatives, without outside interference.

Seating: The Conference Committee assigns each chapter’s delegates to a specific table on the Conference floor. Your table will have a sign with your chapter number on it. Conference Committee members can help you find your seat. Please do not move your chapter to a different table. See staff at the registration table if you have questions about seating or if you need an accommodation.

Quiet on the floor: Side conversations can be distracting to your fellow delegates and those on the stage. Please be respectful during business sessions and refrain from talking unless you have been acknowledged by the Conference chair. Delegates should abide by the “QUIET” signs whenever they are displayed by Conference Committee members.

Don’t block the view: Avoid placing decorations anywhere that could block the view of your fellow delegates.

Business Sessions

OSEA is a democracy, and we make decisions by debating and then voting on ideas. A typical business session may run as follows:

  1. The chair announces the next resolution coming before delegates.
  2. A member of the resolutions committee will read the resolution in full.
  3. The member who submitted the resolution will speak about their idea.
  4. Delegates will debate and ask questions about the resolution.
  5. The chair calls a vote on the resolution.

Microphone Etiquette

There are three microphones on the floor and it is important to go to the correct one. (Delegates with disabilities may use whichever microphone is closest or easiest to access.) The microphones are labeled for their intended use:

  • Microphone 1 – PRO (on the left as you look at the stage) is for speaking in favor of a resolution or motion.
  • Microphone 2 – CON (in the middle) is for speaking against a resolution or motion.
  • Microphone 3 – Questions (on the right) is for asking for more information about a resolution or its impacts.

When you wish to speak, bring your chapter sign (found on your table) and line up behind the appropriate mic. The chair will call on you when it is your turn. Begin by saying your full name, chapter name and chapter number. Speak slowly and clearly and spell your last name for the secretary. Use the following format:

“(Madam/Mister) President, my name is (first and last name, spelled A-B-C...) from (Chapter name and number), I wish to...”

When speaking on the Conference floor, we always address the chair, rather than any other delegates. This keeps debate from becoming too personal.

You may wish to say more than one thing during debate on a resolution. For example, you may wish to ask a question and share your opinion about an issue. You must move to the appropriate microphone for each comment, going to the back of the line. No delegate may speak twice about a resolution or motion until everyone who wishes to speak has had an opportunity.

Basic Parliamentary Procedure

The structure of debate follows parliamentary procedure, adapted by the Conference rules. (The proposed rules are shared with delegates before Conference; voting to adopt them is our first order of business each year.)

Share your opinion about a resolution or motion: When you wish to speak in favor of or against a resolution, line up behind the appropriate mic. When you are recognized by the chair, introduce yourself as per above, then explain your opinion.

Ask a question: Microphone 3 on the right is for questions. All questions must be germane, i.e., relevant to the issue currently being discussed. You may request more information about a resolution or its impacts (“What is the fiscal impact?”) or get advice on the correct procedure to follow (“How do I propose an amendment?”).

Point of order: A delegate may call a point of order if they believe the Conference rules have been broken. To call a point of order, stand and raise your chapter sign and point of order card, then proceed to the front of the line at the nearest microphone. Say “Point of order, (Madam/Mister) President,” and explain the issue. The chair will determine if you are correct about the procedural issue; their decision may be appealed.

Motions: You may also make a motion to impact a resolution or the way business is running. Motions can be made at mic 1 or mic 2. The most common motions are listed below; see OSEA’s Simplified Parliamentary Procedure and Robert’s Rules of Order, Newly Revised for more. Most motions require a second (another delegate who supports discussing the idea) to move forward; you do not need to identify a second yourself before making the motion. Once a motion is made and seconded, delegates will debate and vote on the motion before returning to the resolution.

  • Amend – Use an amendment form (provided at your table) to write out your amendment clearly. Give one copy to a member of the Conference Committee, who will bring it to the chair. Bring the other copy with you to the microphone to read. Begin by saying “I move to amend the resolution by (striking/adding/etc.)...”
  • End debate – To prompt a vote, say “I move to end debate.” If the motion passes, delegates will then vote on the main motion or resolution without any further discussion.
  • Postpone – Say “I move to postpone this discussion until (the next business session,” to delay debate on a resolution until a specific time or until more information is available.
  • Limit or extend debate – Say “I move that debate on this motion ends at (4 p.m.),” or “I move to extend debate (for 30 additional minutes)” or “I move to allow (5 more minutes for each side to speak).” This motion requires a two-thirds majority to pass.
  • Refer – If a resolution needs more consideration, study or re-writing, it may be referred to a committee. Say “I move to refer this resolution to (the Resolutions/Constitution Committee).”
  • Recess – To take a short break before returning to business, say “I move to recess for (10 minutes).” This does not end the meeting. A recess is usually held for a specific purpose, such as preparing for a roll call vote.

Voting on the Conference Floor

Delegates vote during business sessions by raising green “yes” placards or red “no” placards, which are found on your table. Wait until the chair calls for votes by saying “All those in favor, raise your green ‘yes’ cards,” followed by “those opposed, raise your red ‘no’ cards.”

For clarity, we vote one position at a time. Don’t raise your red card during the ‘yes’ vote or your green card during the ‘no’ vote.

Elections
Conference delegates are OSEA’s highest governing body, but we only gather once a year. Delegates elect members to the Board of Directors each year to lead our union between Conferences.

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Candidates

This year, delegates will elect directors from Zones II, IV and VI. (Directors from odd-numbered zones are elected in odd-numbered years, and state officers are elected every three years.) To serve as a zone director, you must be a member in good standing of a chapter in the zone you will represent for at least 12 months leading up to the election.

Some candidates have already been nominated. Additional nominations can be made from the Conference floor during the first business session on Thursday evening.

Candidates will give speeches on Saturday morning, during the fourth business session. You can also learn more about the candidates by reading their statements on OSEA’s website, and by visiting the candidate tables in the hallway outside St. Helens Ballroom on the ground floor.

Voting in Elections

Elections are held on Saturday from 12-1:30 p.m. in the Timberline Room, on the ground floor to the left of St. Helens Ballroom. Delegates may only vote for the director for their own zone, so delegates from Zones I, III, V and VII will not need to cast ballots. Ballots are secret and no campaigning is allowed in the election room.

Conference Fun
Don’t worry about Conference being all work and no play — there are lots of opportunities for fun with your fellow delegates! It is a good idea to bring extra cash for activities but you are not required to purchase anything or contribute to any cause during Conference.

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Workshops and Zone Meetings

Our Conference agenda also includes designated times for delegates to learn and connect with one another. Check your packet for the locations of your workshops and zone meeting.

Workshops: Two workshop sessions are held before business begins on Thursday, at 10 a.m. and 1 p.m. You selected workshops to attend when you registered; please attend only the workshops you registered for to ensure there is room for everyone. You can check your email to confirm which you signed up for or ask staff at the registration table.

Zone meetings: Zone meetings are a chance to gather with other delegates from your area. This is your opportunity to discuss regional concerns with other chapters and with your zone director, who represents you on the OSEA Board.

Festivities

Dress up days: There is a theme for each day of Conference.

  • Thursday – Hat day (Make sure your hat does not block the view of other delegates during opening ceremonies or business.)
  • Friday – OSEA T-shirts (You will receive a Conference T-shirt when you check in.)
  • Saturday – Conference colors (Red, white and blue)

Parade of banners: Show your chapter pride by marching with your banner during opening ceremonies! Banners can be made of any material and can take the form of a quilt, tapestry or painting. Chapters that participate are entered to win $100. Thursday evening during opening ceremonies.

Government relations auction: Remember to bring your chapter’s donated items for the auction! All proceeds support OSEA’s legislative advocacy. The silent auction opens Friday morning and closes at 9 a.m. on Saturday. The live auction follows banquet on Friday evening. Bid early and often!

Vendor fair: Meet some of OSEA’s labor and community partners and enjoy some perks during the vendor fair. Thursday from 10 a.m.-3 p.m.

Meals

Meals: Conference meals are included in registration. Meals are served buffet style. Specify any dietary restrictions when you register. Full menu and ingredients are available on the OSEA website.

Banquet: Join us to celebrate an amazing year on Friday evening! Dress up if you’d like to, then enjoy a cocktail social (cash bar) followed by a dinner and program recognizing OSEA’s superstars.

Games and Prizes

Bingo: It wouldn’t be Conference without bingo! Proceeds go to OSEA’s Member Assistance Fund. Cards are $1 each, with a limit of two cards per player until everyone has a chance to play.

Poker walk: Put together the best hand you can while enjoying a morning walk around the hotel. Meet in the lobby.
Member assistance fund raffle: Enter to win any of the amazing prizes displayed in the Grand Ballroom! Tickets can be purchased from OSEA staff. Winners are drawn following good of the order on Saturday; you must be present to win.

Door prizes: Each delegate who brings a door prize will receive a ticket. Door prize winners are drawn 15 minutes prior to each business session.

Venue Information

Conference takes place at the Holiday Inn Portland – Columbia Riverfront. Hotel policies are subject to change; please confirm details with the Holiday Inn when you check in.

Hotel Guests

Check-in: Check-in time is 3 p.m. If you arrive earlier, please leave your bags in your car. The Conference schedule is full and you may not have time to get into your room until after the activities. OSEA is not responsible for your belongings during Conference.

Check-out: Check-out time is 11 a.m. If you need a later check-out, ask the hotel clerk when you arrive. There may be an additional charge for late check-out.

Paying for your room: Before coming to Conference, make sure you know how your room will be paid (e.g., did your chapter pre-pay or will you pay for the room and then be reimbursed by your chapter?) Make sure to understand the total rate, including taxes. If your chapter received a Conference scholarship, OSEA may take care of your hotel bill.

Note: Even if your room has been pre-paid, the hotel may require a credit card on file to guarantee payment for incidentals.