Convention Frequently asked questions

No matter if this is your first Pi Phi Convention or one of many—no two Pi Phi Conventions are the same. Read through our frequently asked questions for more information. Should you have a question not listed below, please contact the event team.

Registration

You can register here and you will receive a confirmation email when your registration is complete. 

All voting delegates and International Officers must be registered by May 1. To ensure your name is listed in the official convention program, you must be registered by May 1. Registration will close on May 15, 2025. 

You will receive an initial registration confirmation via email immediately following registering online. In mid-May, you will receive follow-up information via email to prepare for the event. 

Please choose your chapter or alumnae club from the dropdown menu during the registration process. All delegates will be verified with their chapter or alumnae club prior to convention. 

Each club may designate one voting delegate. However, there is no limit to the number of club members who can attend! We encourage you to bring as many club members as you’d like to enjoy and make the most of the experience.  

When you get to the payment screen in the registration process, there is an option to “Bill My Chapter.” Please select this option. When prompted, please enter the name of the chapter you are representing. (i.e. AK Alpha) 

You will need to select the “Individual Meal Registration” option and add all the meals you plan to attend during the event. Price varies depending on the meals selected. 

Please select "Individual Meal Registration" when choosing a registration package and then select the appropriate meals you would like to attend (Price varies by meal). Hotel accommodations are not included with the Individual Meal Registration package. 

All requests for refunds must be sent to events@pibetaphi.org. Full refunds will be made for requests prior to May 15, 2025. There will be no refunds after May 15, 2025. 

Substitutions for registrants unable to attend may be made until May 15, 2025, after which time no substitutions are allowed. Convention packages may not be split between two people. To request a refund or substitution, email events@pibetaphi.org. 

If you have paid your dues through an alumnae club, it is possible that the alumnae club was delayed submitting dues payments to Headquarters. You can either ask your alumnae club’s Vice President Finance or email events@pibetaphi.org to determine the status of your dues. 

If you paid your dues directly to Headquarters, it is possible there was a delay between the date you paid your dues and the date your dues were posted to your account. Please email events@pibetaphi.org with any discrepancies. 

It is our pleasure to help assist you in this process! If you have a problem registering, please call us at (636) 256–0680 or email events@pibetaphi.org.

Yes! Non-Pi Phi guests are welcome to register for any meal at the individual meal registration cost. Non-Pi Phi guests are not permitted to attend General Sessions or other convention programming. The individual meal registration costs are outlined below:  

  • Thursday Dinner (Convention Kickoff at Churchill Downs): $100 
  • Friday Lunch (Friends and Leaders for Life Lunch): $125 
  • Friday Dinner (Dinner by Chapter): $180 
  • Saturday Breakfast (Memorial Breakfast): $75 
  • Saturday Lunch (Recognition Lunch): $125 
  • Saturday Dinner (Wine Carnation Banquet): $180  

Members may register a non-Pi Phi guests by contacting the events team at (636) 256–0680 or by emailing events@pibetaphi.org. 

Legislation and Elections

Legislation will be emailed to International Officers, chapters and clubs on March 10. It will also be available in the Resource Library. To help delegates feel comfortable speaking about legislation, Pi Phi will host webinars leading up to convention. Fraternity leadership will address proposed legislation and discuss rationale for each one. All voting delegates are encouraged to register and attend. 

The Convention 2025 Procedural Rules can be accessed here. 

The slate of officers will be posted to the Pi Beta Phi website at 8 a.m. CDT on Monday, March 31, 2025. 

Legislation and elections will be held during the Business Session on Friday, June 20. 

Travel

We recommend arriving in Louisville early to mid-afternoon to give yourself plenty of time to change before the Convention Kickoff at Churchill Downs. Shuttles will transport attendees to and from Churchill Downs beginning at 3:30 p.m. and the event officially starts at 4 p.m. 

There are no formal Pi Beta Phi events on Sunday, June 22. The hotel checkout time is 11 a.m. You are free to book your departure for whatever time is convenient for you. 

Attendees will be responsible for their own ground transportation to and from the convention hotel. There are several options available to get around Louisville. Please refer to Louisville Muhammad Ali International Airport website for the affordable and accessible ground transportation options to and from the airport. 
  • Ride Services: Uber and Lyft are both popular and affordable options within Louisville.
  • Taxi Services

Parking is offered at the Galt House Hotel starting at $30 per night for self-parking. Valet prices vary. Valet is offered 24 hours around the clock. 

Parking is not included in the registration fees.

General

Dresses, skirts, slacks or capri pants are appropriate for convention general sessions and meals. Convention events requiring special attire: 
  • Thursday 
    • Travel: Wear your favorite Pi Phi apparel to travel 
    • Churchill Downs Welcome Reception:  Wear pin attire (skirt, dress, slacks, dress jeans, dress shorts, business suit and pants suit.) The following are not permitted at Churchill Downs: worn or torn garments, crop or midriff tops, athletic wear, swim wear, frayed or torn denim and flip-flops.
  • Friday 
    • Business attire such as dresses, skirts or slacks. 
  • Saturday 
    • Memorial Breakfast: All members may wear initiation-appropriate attire, but it is not required. Please feel free to dress in a way that is comfortable and respectful for the occasion. 
    • Initiation Ceremony: All white attire and shoes are mandatory for all attendees. 
    • Wine Carnation Banquet: Formal or cocktail attire 
Please keep in mind that although outside temperatures will be warm, the convention hotel rooms will likely be cool. You may want to bring a light jacket, sweater or scarf. 

Summers in Louisville can be hot, however, the convention meeting rooms can be chilly! Be sure to bring a sweater or wrap for these spaces. 

We are happy to accommodate the needs of our attendees! During registration, there will be an option to list allergies and dietary restrictions. If you have any further needs or accommodations, do not hesitate to contact us at events@pibetaphi.org. Pi Beta Phi and the hotel staff will do their best to accommodate your needs, however, may not be able to meet all unique needs.

Halo Heaven

Halo Heaven will open on May 19, 2025, enabling you to give halos, while helping fund the future of our sisterhood. Watch your email and Pi Phi’s social media channels for the link. 

Halos will be available online at haloheaven.org and in person at convention. Halo recipients who are attending convention will receive their Halos on-site. Halo recipients who are not attending convention will receive their Halo virtually via an email from our Foundation. 

Yes, halos can be used to celebrate any Pi Phi sister. Please note, virtual halo email notifications will not be sent to deceased honorees.

At this time, halos can only be used to honor or celebrate an individual member.

There is no limit. You may honor as many sisters as you like!

Halo Heaven supports Pi Beta Phi Foundation’s Friendship Fund. With your gifts to our Foundation, you create opportunities for leadership development and personal growth; ensure access to education through scholarships; champion reading initiatives; advance collegiate housing; preserve our heritage; help care for sisters when they need it more and provide the operational support needed to fulfill these commitments. 

When you complete your donation, you will be sent an email transaction receipt with this information. Please retain this list for your records. 

Pi Phi Events

Pi Phi programs and events promote personal growth, provide opportunities for service and give collegians and alumnae a way to develop and practice their leadership skills. Our events are a way for members to establish meaningful connections with other Pi Phis, spanning distance and generations.

Learn More