Conclave Committee
As the title fitly implies, the Conclave Committee is responsible for coordinating all aspects of the Conclave with the section. The chairman of this committee is a youth from the host lodge of the upcoming conclave, and it is his job to ensure that all logistics for the event are taken care of. By closely working with the section officers and the Council of Chiefs, this committee helps put on the main event of the year, the Conclave, which sets out to inspire Arrowmen through training and brotherhood.
The conclave program should increase the knowledge and understanding of the delegates in all aspects of Order of the Arrow program. Arrowmen should be inspired to set and commit themselves to higher goals of performance for themselves and their lodges, and should be provided the training necessary to achieve these goals. Training is the most beneficial aspect of the conclave. It is one of the main reasons lodges come together as a section. Nowhere else in the Order does the leadership of so many lodges congregate in larger numbers than at the section conclave. Anytime an opportunity arises for lodges to share ideas and discover new resources, it should be taken. The gathering of experienced lodge leaders holds just such an opportunity and training is the best way to share knowledge. — OA Field Operations Guide, 2007 Edition.
The Council of Chiefs shall host the conclave, however, each council in the Section shall be offered an opportunity to serve as the service council for a conclave. The service council is responsible for all physical, administrative and financial arrangements for the conclave. This includes a provision of meals, sleeping accommodations, dining, activity, meeting locations and facilities, a trading post, printing services, first aid, medical arrangements, religious service opportunities, program equipment, and any other functions and services as requested by the Council of Chiefs. Any contractual agreements will be made through the service council and its chartered lodge and signed by the council’s Scout Executive.
Each continental council in the section is offered a slot once before including any council twice. Lodges should plan to meet their responsibility as a service council as defined by a published rotation schedule. Any changes to the rotation schedule are made through the Council of Chiefs, with the consent of the concerned Scout Executives.
Lodge Program Participation
There are many program activities that make a conclave the unique event that it is. In order to best coordinate the conclave, each participating lodge is asked to take responsibility for a conclave activity. In this fashion, all lodges have a personal hand in running a specific portion of the conclave program. Activities are not limited to this list, but below are some ideas to think about:
Fellowship Feast: After the opening show, all participants move on to the fellowship feast where they partake of the “good eats.” Each lodge will participate in the feast by contributing something that exemplifies their lodge or their home area. As many participants do not eat prior to the conclave on Friday, this allows them the first opportunity to stuff themselves during the weekend.
Saturday Night Carnival: This event provides yet another jubilant atmosphere to the conclave in a circus-like environment. Like the theme show put on by the Shows committee, the sky’s the limit. Creativity is key. For many Arrowmen, this is their last official activity prior to turning in after an impressive day.
Inter-lodge Competitions: Every year a major portion of the conclave is the inter-lodge competitions. Anything is game – from swimming and boating, volleyball, horseshoes and basketball, to the Iron Arrowman and the Adviser belly-flop contest. Lodges have a chance to test their skills against their fellow brothers. These activities occur during the afternoon on Saturday.
VIA Luncheon (to be run by the Section Officers): During Saturday lunch, Section officers and Conclave guests have a luncheon with Lodge Chiefs and the newest OA members from each lodge. This luncheon provides an opportunity for evaluation feedback in the middle of the conclave and it also inspires young Arrowmen both young and old.
Game Show: Following the inter-lodge competitions on Saturday afternoon it’s time for Arrowmen to kick back and unwind before dinner. And what better way to relax than to cheer on your Lodge Chief in the ultimate section pie-eating contest, Who Wants to Be A Millionaire, OA Jeopardy, Weakest Link, etc.
Patch Auction: Finally, there are the patches. The patch auction, which is one of the major sources of revenue for the conclave, is probably the chief provider of funds for the section operating budget. Many patches need to be collected from donations in order for this event to be a success. Usually every lodge contributes. All in all, the auction atmosphere provides a neat opportunity for Arrowmen to see Scouting memorabilia and stay up into the wee hours of the morning.
Contact us: conclave_at_ne5a.org