Pre-Convention Information and Forms

The 228th Annual Convention of the Diocese of Virginia will be held November 17-19, 2022 at the Crystal Gateway Marriott Hotel in Arlington. We rejoice that we are able to gather in person for fellowship, worship and to do the work God has called us to do.

Click on the links below to jump to the corresponding section. 

Registration 
COVID Protocols
FAQs
Hotel Information
Rules of Order
Nominations
Resolutions
Amendments to the Constitution and Canons
Annual Reports
Certificates of Election

Exhibitors

Registration

All delegates must register in advance to attend Convention. The registration fee for Annual Convention is $265. The Diocese offers an early bird discounted registration fee of $215 if you register before October 15.
 
The final deadline to register for Annual Convention is Friday, November 4, 2022. To register, click here
There will be NO ON-SITE REGISTRATION.
 

Crystal Gateway Marriott Hotel Information

Room Reservation Information

The Crystal Gateway Marriott in Arlington has set aside a block of rooms at a discounted rate for our Annual Convention attendees. Single Occupancy: $169.00 per night. Double Occupancy: $169.00 per night. These rates do not include applicable taxes and fees. The reservation deadline to receive the discounted room rate is 5:00 p.m. on Wednesday, October 19.

Please make your hotel reservation directly with the hotel using the hotel reservation link. If you have a problem making your hotel reservation, you may contact Courtenay Altaffer for assistance at 804-313-1254 or ctaltaffer@verizon.net.

Hotel Contact Information: Crystal Gateway Marriott, 1700 S. Eads St., Arlington, VA  22202, 703-920-3230 (hotel), 1-800-228-9290 (reservations)

Hotel Parking: Self-Parking is $42.00 per day. The Crystal City Metro stop (blue and yellow lines) is located at the hotel for those who might want to commute.

Rules of Order

Delegates should familiarize themselves with the 2022 Rules of Order (English) The Rules of Order are also available in Spanish. The November 2022 Rules of Order are the same as the version used for the June 4 Electing Convention. 

Nominations

The nomination form for election, completed by the nominee, or a submitter with the nominee’s permission, should include a digital photo and should be sent to Bill MartinNominations will be posted here as they are received. The deadline for submission of nominations to the Standing Committee, General Convention and Province III is Tuesday, November 1.

Nominations are accepted for the following positions:

Standing Committee 

The Standing Committee is composed of six members of the clergy and six members of the laity. It acts as a Council of Advice to the Bishop and assumes many Episcopal duties for the Diocese if there is a vacancy in the Bishop’s office, as outlined in Diocesan Constitution Article XV, Diocesan Canon 21 and in the Canons of the National Church. 

Two (2) members of the Lay order and two (2) members of the Clerical order will be elected at convention to serve three-year terms on the Standing Committee. View details of Standing Committee commitment and responsibilities. 

General Convention Deputies

Four (4) members of the Lay order and four (4) members of the Clerical order will be elected at convention to serve as deputies from the diocese to the 81st General Convention to be held in Louisville, Kentucky in July, 2024. Up to four (4) alternate lay and four (4) alternate clergy deputies may also be elected.

Province III Deputies

Two (2) members of the Lay order and one (1) member of the Clerical order will be elected at convention to serve three-year terms as diocesan representatives to Province III. Alternate representatives may be elected as well. 

Related Organizations

Related Organizations are those whose charters or statements of purpose have been reviewed and approved by the Executive Board and whose status as a Related Organization shall have been approved by the Convention of the Diocese.

Each Related Organization elects its own board and officers, but the nominations are reviewed by the Committee on Related Organizations and then presented to the Annual Convention for its concurrence. 

If you are interested in serving on one of these boards, please contact that organization directly to begin the process. 

The Nomination form for related organizations should be submitted to Bill Martin. Nominations are posted here as they are submitted. The deadline for submission of nominations to related organizations is Friday, September 16, 2022.

NOTE:  The nomination form is a fillable PDF file. In order to complete the form on your computer, you must first save the file to your computer. Once it is saved, you can open and complete the form. Then, save it and return the completed form to Bill Martin.

Resolutions

Resolutions are posted here as they are submitted.  All resolutions will be reviewed by the Committee on Resolutions and presented to Annual Convention for consideration and action. The deadline for submission of resolutions for consideration by Annual Convention is Tuesday, November 1. Proposed resolutions must be submitted to Bill Martin in the Office of the Secretary. 

Courtesy resolutions are also presented and considered at Annual Convention. The deadline for submission of courtesy resolutions is Tuesday, November 1. Courtesy resolutions must be submitted to Bill Martin in the Office of the Secretary. 

Please Note:  According to the Rules of Order, Section 5.C, “any delegate proposing a first-degree amendment to the Committee’s proposed resolution language must submit the proposed amendment in writing in a form suitable for electronic posting (as specified by the Secretary of the Diocese) no later than 48 hours before proposed votes on the Committee’s recommended resolution.” The deadline for submitting proposed first-degree amendments to resolutions under consideration is Wednesday, November 16 at 2:00 p.m.

The Committee on Resolutions will conduct an open hearing online via Zoom on Saturday, November 5. Zoom Links will be published closer to the date.

Questions and comments may also be submitted to resolutions@thediocese.net.  Please include the resolution number in the subject line.

Amendments to the Constitution and Canons

Amendments are posted here as they are submitted. All amendments will be reviewed by the Committee on Constitution and Canons and then presented at Annual Convention for consideration and action. Members of convention are encouraged to comment on the submitted amendments. The deadline for submission of amendments to the Constitution and Canons for consideration by Annual Convention is Tuesday, November 1. Proposed amendments must be submitted to Bill Martin in the Office of the Secretary. 

The Committee on Constitution and Canons will conduct an open hearing online via Zoom on Saturday, November 5. Zoom links will be published closer to the date.

Please Note:  According to the Rules of Order, Section 5.B, “any delegate proposing a first-degree amendment to the Committee’s proposed canonical or constitutional language changes must submit the proposed amendment in writing in a form suitable for electronic posting (as specified by the Secretary of the Diocese) no later than 48 hours before proposed votes on the Committee’s recommended canonical or constitutional changes.” The deadline for submitting proposed first-degree amendments to constitutional and canonical amendments under consideration is Thursday, November 17 at 9:30 a.m.

Questions and comments may also be submitted to amendments@thediocese.net. Please include the Constitution and Canon amendment number in the subject line.

Annual Reports 

Annual reports from related organizations, commissions and committees are posted here as they are received.

Church Schools in the Diocese of Virginia 

Annual Convention Delegate and Church Forms

All forms must be submitted to Bill Martin in the Office of the Secretary. The due date for submitting the Parish COE/CCGS and Youth COE form was April 15, 2022. The voting privileges of delegates at convention cannot be certified until the parish’s Confirmed Communicants in Good Standing (CCGS)/Certificate of Election (COE) form has been received by the Convention Registrar. If you are unsure if those forms have been submitted for your church, contact Bill Martin.

NOTE: Each of these documents is a fillable form PDF file. In order to complete the form on your computer, you must first save the file on your computer. Once it is saved, you can open and complete the form.

Exhibitors

Due to limited space at the hotel, exhibitor space is allocated on a first-come, first-serve basis. The exhibitor registration form must be completed and returned to Ms. Courtenay Altaffer, with the exhibitor fee, no later than Friday, November 4. If you have any questions about being an exhibitor, contact Ms. Altaffer directly at:

Ms. Courtenay Altaffer
SFMM, LLC
(804) 313-1254 or ctaltaffer@verizon.net

NOTE:  The registration form is a fillable PDF file.  In order to complete the form on your computer, you must first save the file to your computer.  Once it is saved, you can open and complete the form.