Convention 2024: How to Apply For a Caucus

LWVUS has reserved a limited number of meeting rooms at the Washington Hilton for local and state Leagues to sponsor caucuses or workshops during the 2024 Convention. In the spirit of our hybrid Convention we are also holding space in the days leading up to Convention for virtual caucuses or workshops. In-person caucuses and workshops will be equipped with technology to allow virtual attendees to view them.

Please read the below carefully, as we have made a few changes to the process. Applications are due by March 21, 2024. The application form can be found at the bottom of this page.

Basics

The following blocks of time are currently reserved for caucuses and are subject to change. Please note these times will also be used for necessary workshops and Q&As conducted by the national board, national staff, and our partners. Leagues can request a specific time, but no request will be automatically granted. Not all applications will be approved depending on the number of applications received.

All times listed are in Eastern Time. These times are subject to change and additional times may be added.

• Tuesday, June 25 (Virtual)

  • 6:00pm - 7:00pm

  • 7:00pm - 8:00pm

• Wednesday, June 26 (Virtual)

  • 6:00pm – 7:00pm

  • 7:00pm – 8:00pm

• Friday, June 28

  • 9:30am - 10:30am

  • 6:30pm – 7:30pm

• Saturday, June 29

  • 2:30pm – 3:30pm

  • 4:30pm – 5:30pm

The schedule will depend on several factors that include but aren't limited to the topic's relevance and how it relates to our program work.

Virtual Specifications

Session blocks are one hour long. We will host no more than 6 concurrent sessions during each block. Leagues may use their own Zoom account or request the use of an LWVUS maintained Zoom account.

Once your application is approved, you will receive instructions on how to set up your Zoom event.

In-Person Specifications

Session blocks are one hour long. Presenters will be able to access their room 20 minutes before the start of their presentation. If additional setup time is needed, the LWVUS event staff must be notified in your application.

There are five rooms available in each session block. The default set-up in each room will be:

• Theater-style seating

• Presenter table and podium in front of the room

• Two microphones

• One laptop and projector for speaker presentation and one laptop for live streaming

No other audio/visual equipment (A/V) will be included without approval from LWVUS staff. We ask that all caucus applicants carefully consider what A/V is necessary for the success of their caucus, as there are additional costs involved and Leagues may be asked to contribute to those costs.

Speakers

It is recommended and preferred that all presenters be LWV members and registered attendees of the Convention. If a non-member presenter is required for the success of the caucus, please state why and what their affiliation is on your application. All non-member presenters require final approval by the LWVUS president to participate in the caucus. Non-member presenters will not be permitted to attend any other Convention sessions without prior permission from the LWVUS Convention staff.

Criteria for Applying

Leagues can apply for one of the following types of breakouts:

· Caucus: Session directly related to a plenary motion. These sessions will receive priority consideration for in-person slots.

· Workshop: These sessions are where Leagues can share a success story, offer training on a practice or program, or promote a best practice. There will be limited in-person space for these sessions, and Leagues are encouraged to consider one of the pre-convention virtual time slots.

Each League is only permitted to apply for a maximum of one caucus and one workshop, including those that are co-presented with other Leagues.

Priority consideration will be given to workshop proposals not presented at past Conventions.

Submission and Notification Deadlines

Please use the online form to submit your application by March 21, 2024. Faxed, mailed, and emailed forms will not be accepted.

All decisions on caucus space will be made by April 4, 2024, and League contacts will be notified by email.