Plan Your Trip

Details for operational volunteers

Registration

Registration for Volunteer Summit will close on Friday, June 9, 2023! To register, navigate to the Registration tab in the top right corner of this page. Registration includes your hotel accommodations Friday and Saturday night, travel to and from Indianapolis, and meals (Friday dinner, Saturday breakfast and lunch, and Sunday breakfast) throughout the weekend.  

Booking Your Travel

On-site registration begins at 10 a.m. EDT on Friday, July 14 and will remain open until dinner at 6 p.m. EDT. Alpha Chi Omega headquarters will be open on Friday, July 14 from 9 a.m. - 4 p.m. EDT. Please feel free to stop by during that time for a tour if you haven't had a chance to see our new building yet!

Volunteer Summit will conclude at 12 p.m. EDT on Sunday, July 16. Please do not book a return flight that leaves before 2 p.m. EDT. We ask that all attendees stay until the conclusion of Volunteer Summit!

Hotel Information

JW Marriott Indianapolis
10 S. West St.
Indianapolis, IN 46204

Volunteer Summit will be held at a new location, the JW Marriott Indianapolis, this year! Reservations will be booked for each attendee by headquarters. Hotel check-in time is 4 p.m. EDT and check-out time is 11 a.m. EDT.

Roommate assignments will be managed by headquarters. Attendees will be assigned to room with another attendee, with two attendees per room. The option of noting a preferred roommate can be done in the online event registration, although pairings cannot be guaranteed. We will work to accommodate all roommate requests as we are able.

Thursday Night Arrivals
Operational volunteer directors and leads have the option to arrive on Thursday with an additional night of provided hotel accommodations. Please contact the volunteer inbox if you do not require accommodations Thursday night and plan to arrive Friday morning by 11:30 a.m. EDT for training. Any other volunteers who need to reserve a hotel room for Thursday, July 13, will be able to do so during registration and will be responsible for the additional cost ($189 plus taxes and fees). Please email the volunteer inbox if you need to add or cancel a room on this night if you have already submitted registration. 

Transportation

Per our travel guidelines, round-trip tickets, including baggage fees, should not exceed $450. Flights exceeding that threshold will require approval from the staff liaison. Operational volunteers have access to the Alpha Chi Omega credit card, also known as the “ghost card.” Always use the “ghost card” when booking flights and email the volunteer inbox if it is not available to you when checking out. We recommend making flight arrangements as early as possible to reduce costs!

We are pleased to work with Southwest Airlines as our preferred carrier for your travel to Volunteer Summit if flights from your departure city are within our travel parameters. If you do not currently participate in Southwest Airlines’ Rapid Rewards Program, you can find information at southwest.com/corporaterapidrewards.

Attendees should plan to arrive to the hotel no later than 6 p.m. EDT on Friday evening unless you are required to attend Volunteer Supervisor Training or New Volunteer Welcome. Return flights may depart any time after 2 p.m. EDT on Sunday.

The JW Marriott Indianapolis is approximately 30 minutes from the Indianapolis International Airport (IND). Alpha Chi Omega will share an Uber or Lyft code prior to the event; details will be forthcoming!

Driving
If you are driving to Indianapolis, the JW Marriott Indianapolis is on the southwest side of downtown Indianapolis, near Lucas Oil Stadium and Victory Field. Driving directions are available through your favorite mapping program or on the hotel's website.

Operational volunteers who are traveling within 180 miles, one-way, of their home can use their own vehicle and submit for mileage reimbursement via Concur for $0.655/mile at the conclusion of Volunteer Summit. If you would like to drive but live outside of the threshold, you can book a rental vehicle using Concur. Round-trip rental car costs should not exceed $89 per day, including all taxes and fees. Volunteers who are members of Alpha Chi Omega should decline additional insurance coverage from the rental car company. Additional information about travel can be found in our travel guidelines.

Self-parking at the hotel is located off Washington St. past the Courtyard and SpringHill Suites hotels (second entrance off of Maryland St.). A discounted overnight self-parking rate of $42.50 will be covered for those who drive to Volunteer Summit. Please inform the front desk staff upon check-in that you parked in the garage.

Attire

Friday attire is snappy casual (like you are heading to a casual business meeting; jeans are appropriate). Saturday is badge attire/business casual (like you are dressing for a business meeting or professional conference). Sunday is letters/university day, when we encourage you to wear your favorite Alpha Chi Omega or college/university attire! We will move between rooms throughout the weekend, so keep that in mind as you are choosing shoes.

Don’t forget to wear layers, too, as the hotel conference rooms may run cool!