Summit Dates and Location

Question: When is Region 3 Summit 2023?
Answer: Summit is September 8-10, 2023. Event starts on Friday September 8 at 3 PM and ends Sunday September 10, 2023 at 3 PM.

Question: Where is Region 3 Summit 2023?
Answer: Summit is at Embassy Suites by Hilton San Antonio Brooks Hotel & Spa, located at 7610 S New Braunfels Ave, San Antonio, TX, 78235.

Summit Registration

Question: How can I register for Region 3 Summit?
Answer: Go to the Region 3 Quartermaster store here. When you register for summit, it’s one price for the whole weekend. No one day passes are available. Prices listed are per person. Secure your spot and enjoy all the exciting activities and programs. After September 6th, online summit registration is closed. Summit registration may still be purchased in person at the registration table on Friday afternoon and Saturday morning. They will accept cash and credit cards.

If you are already a member of STARFLEET International (SFI), choose Summit registration – SFI member.

If you are a member of Klingon Assault Group (KAG), choose Summit registration – KAG.

If you are a not a SFI or KAG member, choose Summit registration – General Public.

If you are a child 5-14 years old, choose Summit registration – Cadets.

Question: How do I pick up my summit badge/weekend pass?
Answer: Go to the Region 3 Summit registration table in the hotel hallway and show them your ID to pick up your swag bag with your summit badge, wristbands, free summit merchandise, and more. Badges will not be mailed prior.

Food & Drinks

Question: Will there be any group meals with fellow trekkies at the Region 3 Summit?
Answer: Yes. There will be two formal dinners, served buffet style, with seating at round tables. Menu for both meals are on the Region 3 QM website when you click on each meal.

Friday, Sept 8th is the STARFLEET Marine Corps 3rd Brigade Marine Dress Mess. It is for STARFLEET Marines, but you do not have to be a STARFLEET Marine or even in STARFLEET to attend. This dinner is a loosely styled off of US Military Dining In / Mess Dress Nights. Games/activities will take place during dinner, which is quite entertaining. Be prepared to demonstrate your skill, your ability to adapt, and your pride of service. There will be an alcoholic grog and a non-alcoholic grog. There will be a bar where you can drink at your own expense.

Saturday, Sept 9th is an Admiral’s banquet and is open to the general public. There will also be a bar available to drink out of your own pocket.

 

Question: Do I need a ticket for Region 3 Summit to attend either or both formal dinners that weekend?
Answer: Yes, you must have a ticket for the Region 3 Summit to attend either dinner or both. There will be wristbands for each activity and will be checked.

Question: How do I register for Friday STARFLEET Marine Mess formal dinner and/or Saturday Admiral’s Banquet formal dinner?
Answer: Go to the Region 3 Quartermaster store here. Select which night and how many dinners you would like according to who you are.

Question: What is the last day to order both formal dinners?
Answer: The very last day to order is August 20th! If you need a special meal i.e. vegan, vegetarian, gluten, etc. please purchase your banquet ticket and email Region 3 Summit Staff with the request and which formal dinner you are attending.

Question: Can we bring outside food and drink into the summit hotel?
Answer: Outside drinks and food are not allowed in the hotel; they must be taken to your room or eaten outside. People are encouraged to eat at the hotel restaurant and bar or attend one of the formal dinners or both. There is also a snack bar in the hotel. There are other places to eat outside near the hotel.

Uniform of the Day

Question: What do I wear during Region 3 Summit panels, auction, dance, opening/closing ceremonies?
Answer: You’re welcome to wear a Star Trek or geeky t shirt, shorts, and sandals during these events. You can also be dressy and wear a Star Trek uniform or your favorite cosplay.

Question: What do I wear during both formal dinners?
Answer: We ask you to wear any Star Trek uniform or your favorite cosplay. If you don’t have a costume, business dress/casual is also acceptable. Costumes are encouraged but not required to have fun during summit. At the Marine Mess, STARFLEET Marines will be expected to wear their Class A or B Dress uniform.

Question: Can I wear any cosplay and bring props? 

Answer: Yes but we recommend Star Trek costumes since this is a Star Trek fan club event.

No functional props or weapons are allowed at Region 3 Summit. Simulated or costume weapons may be allowed as a part of your costume, subject to prior approval by Region 3 Staff and compliance with the following:

All costume props and weapons must be inspected daily at the Registration desk.
All costume props and weapons must conform to state and federal law.
Projectile costume props and weapons must be rendered inoperable.
Functional (real) arrows must have their tips removed and be bundled and zip-tied to a quiver.
Costume swords must be tied to your costume in such a way that they can’t be drawn.

Question: Will there be a costume contest at Region 3 Summit?
Answer: No, there will not be a costume contest. But there will be plenty of photo ops throughout the weekend.

Summit Schedule

Question: What happens during Opening Ceremonies?
Answer: The opening ceremonies will kick off on Saturday, September 9th, at 9 AM in the main panel room with a warm welcome and exciting program presented by Region 3. We will announce the daily events, charity for summit, annual awards, and have our special ceremony to honor STARFLEET members that have passed away.

Question: Where can I find the Region 3 Summit schedule or weekend programming?
Answer: Click here for the weekend summit schedule. It tells you what is happening every day.

Question: What does it mean when it says ‘classified’ on the summit schedule?
Answer: This is our surprise live theater! STARFLEET members and Klingon Assault Group will be playing characters and roleplaying live for your entertainment!

Question: Will there be a game room?
Answer: Yes there is a game room with some games. You’re welcome to play the games there with other Star Trek fans or bring your own games. Check the schedule for when the game room is open.

Question: How long is the auction room open?
Answer: The silent auction and other merchandise will only be open Friday and Saturday. Specific times are on the schedule. So place your bids and buy your souvenirs while you can.

Volunteering
Question: What opportunities are available for volunteers during Region 3 Summit?
Answer: Region 3 is seeking volunteers to assist in various roles for the entire weekend. Interested individuals can sign up using this Region 3 Summit Volunteer Form.

Summit Merchandise
Question: Where can attendees find merchandise?
Answer: Attendees can find STARFLEET, Region 3, Star Trek, and Sci Fi items in the auction room. This will include items from the Region 3 Quartermaster, Region 3 Summit items, and Silent and Live Auction items. They will accept cash and credit cards.

Silent and Live Auctions

Question: Where can I donate items for the auction?
Answer: You can donate the items via Region 3 Summit Charity Auction Donation form

Please bring all donations for the auction to the Cargo bay Friday afternoon.

Question: How can attendees support the chosen local charity for this Region 3 Summit?
Answer: Attendees can support San Antonio Food Bank by participating in the auctions throughout the weekend, and for any monetary donations, Square can be used for easy and secure transactions. Summit conference participants can support the auction by generously donating auction items or bringing non-perishable goods that are not expired to the hotel, and the proceeds will directly benefit the San Antonio Food Bank. 

Rules and Guidelines

Question: Where can I find the rules for the Region 3 Summit?
Answer: You can find the rules and guidelines for the Region 3 Summit on the Official STARFLEET International Membership Handbook website. These rules are essential to ensure a respectful and enjoyable experience for all attendees during the event. Be sure to review them before participating in the conference.

Code Of Conduct
Question: Is the SFI Code of Conduct applicable while at the Region 3 Summit?
Answer: Yes, the Rules of Conduct for the Region 3 Summit and the conduct guidelines as outlined in the Membership Handbook apply to all Summit participants.

Question: Are there any guidelines regarding video backgrounds during video chats?
Answer: Yes, please be mindful of your video background to avoid offensive materials.

Question: Is it okay to drink alcohol during the event?
Answer: If you choose to consume alcohol during the Summit, use discreet containers as minors might be present.

Question: How should I handle personal feelings towards others during the Region 3 Summit?
Answer: Keep personal animus private and avoid any combative or disruptive behavior. Let’s maintain a positive and enjoyable atmosphere for all attendees.

Question: Are there any topics to avoid during the Summit presentations?
Answer: Yes, avoid discussing religion, politics, and other hot-button topics. The goal is to keep the atmosphere fun and light.

Question: Is there a restriction on foul language during the Region 3 Summit?
Answer: Yes, please keep foul language in text chat and video to a minimum, especially when minors are present.