Knights of Peter Claver and Ladies Auxiliary 81 st Annual Northern States District Conference Indianapolis, Indiana

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1 81 st Annual Northern States District Conference Indianapolis, Indiana 12 November 18 TO: Your Excellencies Members of the Clergy National Officers Northern States District Officers Grand Knights and Grand Ladies Members Greetings: It is with great pleasure that we invite all members of our Noble Order, their families and friends to join us for the Annual Northern States District Conference being held March 22 ~ March 24, 2019, in Indianapolis, Indiana. The Conference theme this year is REACHING the unreached and telling the untold. Details concerning the activities and programs for this year s District Conference are included in this correspondence. We stress the importance of sharing the information with your entire membership. If you have received this communication and you are no longer the Grand Knight or Grand Lady, please forward this information as soon as possible to the new Grand Knight or Grand Lady. To add to the success of this Conference, it is imperative that deadlines and expectations are adhered to, without exception. To God be the Glory! We ask that you stay prayerful for each other. We have many members who are ill and who are bereaved. We also want to remember those who suffered during the storms, the fires, and terrorist attacks and threats. We know that God answers ALL prayers. We also wish to Thank You to those of you who were in attendance at our 80 th Annual Northern States District Conference in Columbus, Ohio and a special THANK YOU to the Host Council and Court 298 of Columbus, Ohio. Membership Registration: We have set up for our membership on-line registration by using this link on the KofPC website for the 81st Northern States District Conference by clicking on this link: to make your Conference registration for {Individuals and Multiple Units}. If there are any specific questions from our delegates may have regarding the on-line registration, you may contact Northern States District Knights Treasurer Gerard (Jerry) Cousin via nsd.treasurer@gmail.com and/or cell: HOTEL RESERVATIONS: The hotel for the 81 st Annual Northern States District Conference is the Marriott Indianapolis East, 7202 East 21 st Street, Indianapolis, IN The room rate is $ / night plus 17% tax. Each room comes with two (2) complimentary breakfast coupons which includes a hot item per day. There is also a $25.00 a night charge for incidentals. The deadline for hotel reservations is Thursday, February 21, A credit card is needed to guarantee your room nothing will be charged to the card. To make room reservations call the hotel directly at 1 (317) or toll-free: and reference Knights of Peter Claver. A personalized Web site also has been created to make hotel reservations using this Group Link: This link is also located on the KofPC website for the Northern States District using this link to make your reservations. The Conference room rates are available one (1) day pre and one (1) day post Conference if you would like to take advantage of this. As a REMINDER Hotel {Check-in Time 4:00 PM EST and Check-Out Time 12:00 PM EST}. Parking: Hotel has free Parking available.

2 ANNUAL CONFERENCE REFUND: All REFUNDS will be considered on a case by case basis. All REFUNDS will be given prompt attention and paid within (30) days after the ANNUAL CONFERENCE. In addition there will be NO REFUNDS on all additional tickets (i.e... President s Luncheon and the Banquet) All refund request should be submitted in writing no later than March 2, 2019, along with proof of payment and the reason for request. All requests should be addressed to Financial Secretaries Knight Alonza Baker and Lady Gail Johnson THERE WILL BE NO REFUNDS after the deadline. CONFERENCE REGISTRATION: The 81 st Annual Northern States District Conference registration fee is ($110.00) per person. The Conference Polo Shirts and President s Luncheon tickets are not included in the registration fee. Additional Banquet tickets ($65.00) and President s Luncheon tickets ($35.00). On February 21, 2019 until March 4, 2019 Late Registration ($125.00) per person. SOUVENIR BOOK: It is requested that all greetings or advertisement be provided via KOFPCNSD.CONFERERNCEINFO@GMAIL.COM. We sincerely encourage every Councils and Courts to participate by placing an ad in the Souvenir Booklet. Please provide the Souvenir Booklet Committee with your ad no later than February 19, Any Souvenir Booklet Ad received after February 21, 2019, may not be included in the Souvenir Booklet. Advertisements must be camera-ready and ed in a {Word or PowerPoint Format}. The cost of advertising is listed below: Inside Front Page or Back Page $ Full Page $ Half Page $50.00 Quarter Page $25.00 Business Card {Camera Ready Only} $15.00 * Patrons $5.00 * Sponsors $5.00 * Ad with Photo {Printed Black and White} $10.00 Ad with Photo {Printed Color} $25.00 NOTE: * NOT DISCOUNTED FOR VENDORS AD's (Do we want to consider an option as well) Please mail a copy of your Souvenir Booklet form, camera-ready ads (and photos, if applicable) with payment to: Knights of Peter Claver, Northern States District Conference Attn: Lady Lena Young P.O. Box Chicago, Illinois POLO SHIRTS: The Northern States District Polo Shirts ($24.00 and $27.00 for larger sizes) will be available for pre-sale purchase only. See the Registration Form for ordering and mark your selections. PRESIDENT'S LUNCHEON: This year, we will have a President s Luncheon. All proceeds from the President s Luncheon will support the Northern States District Junior Knights and Junior Daughters. The luncheon tickets are ($35.00) and are not included in your registration fee. Please indicate your selection on the Registration Form.

3 VENDOR S SPACE: The vendor information form is enclosed. If you are interested in reserving vendor space, please complete and return the form with payment by the deadline date of February 21, 2019, to: KPC/KPCLA 2019 Northern States District Conference Attention: Vendor Committee 1016 Palmer Rd. #11 Fort Washington, MD The Knights of Peter Claver Northern States District are looking forward to your arrival in Indianapolis, Indiana and ask that you join us in praying for a successful 81 st Annual Northern States District Conference. We also pray that God grant you a safe trip to and from the Conference. Yours in Claverism, David D. Quarles Northern States District President Stephanie M. Inis Northern States District President Enclosures: Registration Form President s Luncheon Flyer Polo Shirt Form Souvenir Form Vendor Reservation Form Concert Flyer

4 Knights of Peter Claver and Ladies Auxiliary 81st Annual Northern States District Conference March 22~24, 2019 Indianapolis, Indiana CONFERENCE REGISTRATION FORM (Please PRINT or TYPE Black Ink) Name: Address: City/State/Zip: Phone: CN / CT: (CIRCLE ONE) Please check appropriate space: Grand Knight Deputy Grand Knight Commander Assistant Commander District Officer 1St Time Attendee Grand Lady Alternate Delegate Vice Grand Lady National Officer & Title Counselor Member Assistant Counselor Emerging Leader Delegate Visitor Special Needs (wheelchair, Walker) Registration Fee: $ Includes (1) Registration Kit (1) Saturday Banquet Ticket Meal Choice: Chicken & Peaches Tender Angus Pot Roast (Additional Tickets Available for Purchase) Saturday Banquet Ticket: $65.00 No. President s Luncheon (not included): $35.00 No. Conference Polo Shirt: $24 S, M, L, XL $ XL,5X No. Quantity & Size: S M L XL 2X Vegetarian {Pasta} $ $ $ $ 3X TOTAL PAYMENT ENCLOSED 4X 5X $ Please mail the WHITE form, Council or Court Check, Cashier's Check or Money Order made payable to: KPC/KPCLA 2019 Northern District Conference NO PERSONAL CHECKS ACCEPTED! Please mail 1 Copy each to: Lady Gail Johnson NSD Financial Secretary Florence St. Westland, MI Knight Alonza Baker, Jr NSD Financial Secretary 1100 E Washington, Ln. Philadelphia, PA CONFERENCE REGULAR REGISTRATION DEADLINE THURSDAY, FEBRUARY 21, 2019, LATE REGISTRATIONS UNTIL MONDAY, MARCH 4, 2019 NO ON-SITE REGISTRATION Registrations postmarked after Regular Registration Deadline will pay: LATE REGISTRATION FEE $ per Person REGISTRATION CANCELLATION DEADLINE: MONDAY, MARCH 4, PLEASE COMPLETE ONE (1) REGISTRATION FORM PER PERSON THIS FORM MAY BE DUPLICATED. * In Case of Emergency Please Contact: Phone: Yellow Copy Ladies Financial Secretary White Copy Knights Financial Secretary Pink Copy Member Keep

5 Indianapolis, Indiana Dear Friend in Christ: The Knights of Peter Claver, Inc., Indianapolis Central Committee will be assisting with the celebration of the 81 st Annual Northern States District Conference is the Marriott Indianapolis East, 7202 East 21 st Street, Indianapolis, IN The Knights of Peter Claver, Inc. is a Catholic lay organization in the United States. Our purpose is to render service to God and His Holy Church, render aid and assistance to the sick and disabled, improve social justice, award scholarships and support education, and develop youth in a positive and nurturing environment. We would be pleased to have your unique selection of merchandise at this year s Conference. Vendor space will be available on Friday, March 22, 2019, and Saturday, March 23, 2019, {until 5:00 PM}. Enclosed is a Vendor Form to be completed and returned by February 28, Vendor space is limited and will be based on a first come first serve basis. Do not delay completing your vendor form, reserve your space today. The Knights of Peter Claver and Ladies Auxiliary Indianapolis Central Committee, thank you for your time and consideration. We look forward to seeing you and your merchandise at the 81 st Annual Northern District Conference. Sincerely, Knight William Barnett Northern States District Conference Co-Chairperson Lady Darlene Barnett Northern States District Conference Co-Chairperson Enclosure

6 Indianapolis, Indiana Vendor Form Name of Business Address City/State/Zip Telephone Number Vendor Fee: $ for both Friday, March 22 nd and Saturday, March 23 rd Fee includes an Eight-Foot Table and 2 Chairs Additional Table Fee: $75.00 Nonrefundable, Clean up Fee: $40.00 SPECIAL: IF PURCHASED WITH AN ADVERTISEMENT IN THE SOUVENIR BOOKLET, AT $25.00 DISCOUNT WILL BE APPLIED TO THE PURCHASE OF THE ADVERTISEMENT. NOTE: * NOT DISCOUNTED FOR VENDORS AD's on SOUVENIR BOOKLET AD FORM Vendor Fee Enclosed Additional Table Fee Enclosed Vendor Ad Fee Enclosed Total Enclosed The Knights of Peter Claver and Ladies Auxiliary are not liable for any property that may be lost, stolen or damaged. Initial here. Please complete the information requested above and return this sheet along with your Church s/courts/councils or company check, cashier s check or money order made payable to KPC/KPCLA 2019 Northern District Conference by February 21, No personal checks accepted. NO REFUNDS Please mail this form and payment to: KPC/KPCLA 2019 Northern District Conference Attention: Vendor Committee 1016 Palmer Road #11 Fort Washington, MD 20744~4686

7 81 st Annual Northern District Conference Indianapolis, Indiana MARCH 22~24, 2019 Vendor Agreement VENDOR CONFERENCE RULES AND REGULATIONS REPRESENTATIVE'S NAME: COMPANY NAME: ADDRESS: CITY: STATE: ZIP: PHONE: DAY ( ) CELL ( ) FAX NO.: ( ) 1. VENDOR BOOTH STAFFING Authorized representatives must staff Vendor booth(s) during all hours. Vendors are required to be at the event for the two-day period when the conference is open for the conference attendees. If you cannot attend the entire event, please make arrangements prior to the conference. (1) The requirement for everyday staffing will only be waived based on religious circumstances. (2) A non-staffed booth is totally at the risk of the Vendor. Northern States District Conference assumes no responsibility for vendor products. 2. VENDOR SETUP & TEAR DOWN POLICY The 2019 NSD Conference's Vendor Marketplace will be held at the Marriott Indianapolis East Hotel in Indianapolis, IN. The schedule is as follows: DATE SET-UP SALES Friday, March 22, :00 AM - 3:00 PM 3:00 PM - 9:00 PM Saturday, March 23, :00 AM - 10:00 AM 10:00 AM - 4:00 PM Vendors can begin setting up Friday, March 10:00 AM. All vendor booths must be dismantled by Saturday, March 23 by 5:00 PM. Vendors may only move in or move out during the designated time periods. Vendors may not set up their booths after the Conference has opened. Vendors may not pack their products or tear down their booth(s) before the Conference closing. (1) Due to potential liability, the Knights of Peter Claver (KPC NSD) cannot accept Vendors who cannot comply with this policy. Vendors who disregard this policy shall be excluded from future KPC Northern States District Conferences until reinstated by the KPC Northern States District. (2) If an early departure becomes necessary due to an emergency, we must be informed in advance prior to booth tear down and arrangements will be made to assist you without endangering the public if the Conference is open.

8 3. VENDOR DISPLAY POLICY A booth consists of 8 ft. tables and two chairs. Vendors may not exceed the booth area reserved by the Vendor. Vendors will not be permitted to put on demonstrations unless the KPC Northern States District Conference is notified in advance and sufficient aisle space exists to support an audience. 4. BOOTH DISPLAY INTERFERENCE No Vendor may interfere with or block a neighboring Vendor. (1) Display material exceeding three feet in height above a table may not extend more than four feet from the back of the booth without permission from the neighboring Vendor. (2) Vendors who have an end or corner booths may not exceed the three-foot height limitation on the back or side rail without permission from the neighboring Vendor. (3) Display materials at the back of the booth may not exceed the eight-foot height of the drape. 5. SAFETY PROVISIONS (1) Vendor must provide the necessary shielding or safety items to protect attendees, Vendors and all others from equipment that may cause bodily harm. (2) Electrical wiring and equipment must meet the standard electrical codes. 6. PROMOTIONS & LITERATURE DISTRIBUTION Merchandise booths only (no food items) (candy acceptable) (1) Promotions and commercial literature distribution by a Vendor are restricted to the confines of the Vendor's booth area. (2) Vendors are not permitted to use other persons to distribute materials at other locations on the Conference premises. 7. MOVE IN and OUT SAFETY Please note that for safety reasons during the move in and move out periods, KPC and Marriott Indianapolis East Hotel do not permit children under 16 years of age to be on the Conference floor. 8. INDEMNIFICATION Vendor shall defend, indemnify and hold the KPC/Northern States District Conference harmless from any claim or lawsuit arising from any act or omission on the part of the Vendor, its agents, employees or assigns that may cause harm to others, including but limited to any and all claims or lawsuits arising from or concerning retail licensing and licensing, copyrights and patents of the merchandise sold by Vendor. In the event the KPC takes legal action to enforce this provision and prevails, Vendor shall be responsible for the payment of all costs, expenses and attorney fees incurred by the KPC in pursuit of such enforcement. Booth Rental: $ (includes 6ft Table and 2 Chairs - Additional Tables Fee: $75.00 nonrefundable, clean up fee $40.00). AUTHORIZED VENDOR REPRESENTATIVE'S SIGNATURE DATE SIGNATURE OF KNIGHTS OF PETER CLAVER NSD REPRESENTATIVE DATE

9 Indianapolis, Indiana Dear Friend in Christ: The Knights of Peter Claver, Inc., Indianapolis Central Committee will be assisting with the celebration of the 81 st Annual Northern States District Conference is the Marriott Indianapolis East, 7202 East 21 st Street, Indianapolis, IN The Knights of Peter Claver, Inc. is a Catholic lay organization in the United States. Our purpose is to render service to God and His Holy Church, render aid and assistance to the sick and disabled, improve social justice, award scholarships, and support education, and develop youth in a positive and nurturing environment. We are inviting you to be a part of this experience by advertising your Church or business in our Conference Souvenir Booklet. Enclosed is a Souvenir Booklet Ad Form to be completed and returned by February 21, The Knights of Peter Claver and Ladies Auxiliary Indianapolis Central Committee, thank you for your time and consideration. We look forward to seeing you and your merchandise at the 81 st Annual Northern District Conference. Please submit all greetings and advertisements in the requested format in the letter as well as mail a copy of your AD s with payment to P.O. Box. Sincerely, Knight William Barnett Northern States District Conference Co-Chairperson Lady Darlene Barnett Northern States District Conference Co-Chairperson

10 Indianapolis, Indiana SOUVENIR BOOKLET AD FORM Inside Front Page or Back Page $ Full Page $ Half Page $50.00 Quarter Page $25.00 Business Card {Camera Ready Only} $15.00 * Patrons $5.00 * Sponsors $5.00 * Ad with Photo {Printed Black and White} $10.00 Ad with Photo {Printed Color} $25.00 NOTE: * NOT DISCOUNTED FOR VENDORS AD's WE ARE ASKING THAT YOU HONOR THE FOLLOWING GUIDELINES: 1. PLEASE MAKE SURE THE ADVERTISEMENT IS LEGIBLE AND ALL NAMES ARE SPELLED CORRECTLY. 2. PLEASE SUBMIT ORIGINAL ADVERTISEMENT CAMERA-READY PHOTOGRAPHS (VIA ). 3. DO NOT STAPLE ADVERTISEMENTS OR PHOTOGRAPHS TO THIS FORM. 4. PHOTOGRAPHS WILL NOT BE RETURNED. SPECIAL: ADS PURCHASED BY THOSE WITH VENDOR TABLE SAVE $ ADDRESS: KOFPCNSD.CONFERERNCEINFO@GMAIL.COM Name Phone Address City State Zip Code Address Please complete the information requested above and return this sheet with your cameraready ad (and photo, if applicable) along with your Church/Court/ Council or company check, cashier s check or money order made payable to KPC/KPCLA 2019 Northern District Conference by February 21, 2019, to guarantee placement in the Conference Souvenir Booklet. No personal checks accepted. Please mail AND this form, your cameraready ad, and payment to: KPC/KPCLA 2019 Northern District Conference Attn: Lady Lena Young P.O. Box Chicago, Illinois 60619

11 Indianapolis, Indiana CONFERENCE POLO SHIRT ORDER FORM Adult Shirt (Polo are based on Men Sizes) SIZE QUANTITY PRICE (EACH) TOTAL S $24.00 M $24.00 L $24.00 Xl $ X $ X $ X $ X $27.00 Total Amount Due Name: Phone: Council Number: Amount Paid: Court Number: Check Number: Mail this form, along with your Council or Court Check, Cashier's Check or Money Order made payable to: KPC/KPCLA 2019 Northern District Conference NO PERSONAL CHECKS ACCEPTED! Deadline to submit February 21, 2019 Send To: Lady Gail Johnson NSD Financial Secretary Florence St. Westland, MI 48185

12 81 st Northern States District Conference Presents The Gospel Explosion Featuring Men in the Fire Friday March 22, 2019 Indianapolis Marriott East Hotel 7202 E 21st St, Indianapolis, IN FREE admission with PAID Registration to the 2019 KPC/LA Northern States District Conference $10 for non-paid participants

13 81 st Northern States District Conference Presents Battle of the Steppers Thursday March 21, 2019 Indianapolis Marriott East Hotel 7202 E 21st St, Indianapolis, IN :00 pm-12:00 am Four and 8 Count Stepping Line Dancing A Live DJ Onsite Lessons FREE admission with PAID Registration to the 2019 KPC/LA Northern States District Conference $10 for non-paid participants

14 Northern States District Conference Presents