Class, club and group presidents are responsible for choosing the final VOX roster for their organization. Clubs and groups are invited to send representatives based on their size and type:
- Affiliated Groups: six group officers
- Classes: six class officers
- Metro Clubs: six club officers
- Large Clubs: five club officers
- Medium Clubs: four club officers
- Small Clubs: three club officers
- Shared Interest Groups: four group officers
- Women of Dartmouth: by invitation
Consult with your organization's president to confirm whether you are on the roster to attend the conference.
Due to venue capacity limitations for meals and programming, individual organizations may not exceed the number of representatives per their organization type. If there are additional members of your organization who want to attend the conference, please be sure their names are submitted for the waitlist.
The president should always attend when possible. Choose at least one officer to represent each of the Four Pillars of Class Activity and attend the various VOX sessions through that lens. Think about what areas your class wants to focus on in the coming year and send representatives of those areas. Classes holding Reunions in 2020 and 2021 are strongly encouraged to bring a head agent and/or gift planning chair as part of their roster of six class officers.
The president and senior leadership team is encouraged to meet and discuss who should attend to represent the organization. Consider inviting those who can benefit from the sessions being offered including training, meeting other leaders, and contributing to conversations. Think about the focus areas for your organization in the coming year and send representatives of those areas. Likewise, organizations can also select leaders who have not attended training in Hanover before.
The number of representatives that clubs and groups are invited to send is based on their size. Learn which size category (small, medium, large, metro) your club falls in here.
Registration opened in July, with a registration email sent to organization officers at that time. Register as soon as possible and before Sunday, August 18 at 11:59 PM ET for the conference and Friday night’s paid hotel stay. Space is limited. If you have any additional questions or would like to connect with the VOX planning team at email@example.com or 603-646-3497.
Yes. It will open on August 19. If there are additional members of your organization who want to attend the conference, please email firstname.lastname@example.org with their name, organization, and affiliation. Please do not register anyone beyond the allotted number for your organization without prior approval from Alumni Relations staff.
The “Dartmouth VOX Conference” hotel block has closed for the three local hotels—Courtyard by Marriott, Element Hanover-Lebanon, and Residence Inn by Marriott. Please contact Laurel Appleton or call (603) 646-3200 to get on the waitlist. The waitlist relies entirely on cancellations and does not guarantee a reservation.
Friday night's stay is complimentary; upon checkout, you will be charged for any additional nights and incidentals.
The deadline to cancel a hotel reservation has passed. Cancellation of your hotel stay will result in charges to the credit card on file.
Rooms at the Hanover Inn are reserved for members of the Class Officers Association Executive Board and the Communities Executive Council.
For questions about this new process, please contact Laurel Appleton or call (603) 646-3200.
Accompanying guests are welcome to stay with conference attendees in their hotel rooms. However, due to conference venue capacity limits, guests cannot be accommodated at conference programming and meals.
Our blocked hotels have varying numbers of queen and king rooms available, especially for multiple night stays. Consult the online reservation link to see availability at each hotel or contact the hotel directly for available options in the Dartmouth VOX Conference block.
We are pleased to offer a travel stipend to young alumni from the Dartmouth undergraduate classes of 2010 to 2019 who are willing to share a hotel room on Friday, September 20 with another volunteer attending VOX. The young alumni travel stipend provides up to $100 per young alum to assist travel to campus and alumni must select this option when registering for the conference.
Reimbursements will be processed after the conference and are contingent upon attendance. If you are unable to attend, you will not be reimbursed for travel expenses that may have been incurred prior to the event. Additionally, if you roommate does not attend, neither person will receive a reimbursement.
To receive your reimbursement, complete the reimbursement request form and submit receipts for your flight, Dartmouth Coach tickets, car rentals, etc. If you are requesting mileage reimbursement, please submit a Google map indicating miles traveled. You must submit this form along with accompanying documentation by Monday, October 21 at 5 PM ET.
Please contact Bri Gochenour with questions.
We understand that travel to Hanover can present a hardship for some and we appreciate the commitment of our volunteers. Some of the VOX sessions will be available through Zoom video conference, and recorded for later viewing. If you are coming to Hanover and would like to brainstorm options for reducing the financial burden, please reach out to Ryan Ford.
Since Reunion orientation now takes place in August with your Class Activities liaison, there is no specific Reunion planning training at VOX.
We are committed to making the conference accessible to attendees and presenters. During the registration process you will be able to note any accessibility needs. If you have any additional questions or would like to connect with the VOX planning team at email@example.com or 603-646-3497.
The VOX Conference provides an opportunity for Dartmouth’s volunteers to learn across organizations, to encourage new ideas and best practice sharing, and to be energized to bring back those ideas to their full teams. In combining the volunteer weekends, our hope is that individual groups will learn from and be inspired by others outside their groups and we encourage officers to take this moment to engage and collaborate with others as often as possible during the weekend.
We will not be offering separate meeting space for individual groups. If it is critical for you to convene with your organization officers, we suggest those attending the conference find a table together during the lunch break in Class of 1953 Commons on Saturday from 1–2:30 p.m. Our hope, however, is that you might use that time to connect with other volunteers and discuss what you’ve seen and heard and learned so far.
We recognize this is a shift for some from what has been offered in the past, and we thank you for your partnership in supporting the goals and objectives of this new volunteer conference.
Each hotel provides shuttle service that can be booked in advance. Dartmouth will also provide some limited shuttle transportation. Stay tuned for further information.
Your conference registration covers the welcome reception and dinner on Friday; breakfast, lunch, and closing reception on Saturday; and snacks and coffee breaks throughout the conference sessions.
Casual attire is suitable for all conference activities. During the day, you will be moving throughout campus so please plan to wear comfortable and appropriate clothing and shoes. Some conference attendees enjoy displays of school spirit during Friday evening’s Welcome Dinner and Awards Gala.
Please reach out to your organization’s Alumni Relations staff liaison. For general questions, please contact the Alumni Help Desk, available 24/7 at (603) 646-3202.