ARS CONVENTION GUIDELINES
By
Laura Kentala
Condensed by Frank Pelurie, 7/1/00

FORWARD

These guidelines have been compiled to help the hosts of any future convention.  They are written mainly for the larger international conventions, but many aspects can also be used for regional or smaller conferences.  The guidelines are written to help you plan your convention and they can be used any way which will allow you to achieve your objectives and goals.  They need not be literally followed they are only a guideline.  They have been compiled from notes taken by attendees of numerous conventions over the years. Included in this booklet are letters and various other examples of items used in previous conventions.  These can be used any way you  want.  Great thanks go to Bruno Falanga for all his help and notes.  Thanks also to the Board of Directors and past convention hosts for their help.

TABLE OF CONTENTS

1.   INTRODUCTION
2.   SCHEDULING
3.   THE BEGINNINGS
4.   SITE SELECTION
4A. BOARD OF DIRECTORS’ MEETING REQUIREMENTS
5.   CONFERENCE ROOMS
6.   PUBLIC RELATIONS
7.   GARDEN TOURS
8.   PLANT SALE
9.   TRUSS SHOW
10. ATTENDEES' PACKETS
11. ATTENDEES' GUIDEBOOKS
12. CATERING
13. DEFINITIONS
14. APPENDIX
      LETTERS
      REGISTRATION FORMS

INTRODUCTION

The American Rhododendron Society’s international conventions are held annually.  These conventions are held for the members of the ARS to meet with old friends, meet notable people in the field of rhododendrons and azaleas and further their knowledge of the genus Rhododendron.  This education may be in the form of garden tours, speakers, audio-visual presentations, and other creative formats.  Conventions are usually five days long, but there is no required length.  They are generally held on alternate years in eastern or western parts of North America as well as other parts of the world.  On even numbered years conventions are held on the eastern part of the North American continent and the odd numbered years are held on the western part of the continent, but they may be anywhere on the planet.  The Society Board of Directors schedule the convention five to eight years in advance.  Chapters may request from the Board of Directors the year they want to host the convention. The convention expenses are the responsibility of the host chapter.  There are only a few required events that each convention must hold (See the list of required events).  The Executive Director can provide the location of future conventions.

Regional conferences are held yearly or every other year depending on the regional standard.  These conferences are held over a long weekend.  They are held to further the education of members about the genus Rhododendron.  Traditionally, hosting of regional conferences is rotated through the districts.  A chapter wanting to host one of these conferences should make its request to the Executive Director.  To determine the list of regional conference locations consult the Executive Director.  There are no required events for these meetings.  A board of directors meeting is held annually at one of these conferences, generally rotating from east (in odd years) to west (in even years).

REQUIRED CONVENTION EVENTS

• Board of Directors meeting - See Board of Directors’ Meeting Requirements, 4A of this Guideline.
• Annual meeting as required by Society By Laws.  Traditionally this is held at a luncheon or banquet. Awards and chapter roll call can be done at the same time.  Confer with the Society President about his or her wish for this arrangement.  Arrange for the convention host, the chapter president or district director to introduce the President of the Society.
• The Executive Director meeting requires a room and open time (morning or early afternoon).  Room should be large enough for chapter officers and anyone else.
• Truss show - for members and general public (not required but Policies of the Board requests one).

SCHEDULING

International conventions are held yearly, generally rotating between eastern and western North America as well as other parts of the world.  Chapters wanting to host a convention should ask their District Director to request the Society Board of Directors for a specific year.

The host chapter(s) will establish the exact month and day.  The date should be centered around the prime blooming period for rhododendrons in their region.

The general convention funding is the responsibility of the host chapter or chapters.

The division of profits should be established at the beginning of the planning.  If there is more than one host chapter involved it is extremely important to make this decision at this juncture.  The Policies of the Board (11.1.2) requests that 10% or more of the profit be remitted to the General Fund of the Society.

Although there is no other required division of profit to the Society, additional amounts of money have also been given to the Endowment Fund at the discretion of the host chapter.  Some convention hosts have had special events such as a silent auction during the convention to raise money specifically for the Endowment Fund. Revenue development is encouraged to assure the future of our mission.

CONVENTION EVENTS

The annual convention is usually scheduled Wednesday through Sunday.  But the length is up to the committee. Each event is scheduled to meet the needs of the committee.

Events should be scheduled so that conflicts between activities are eliminated.  For example, Garden tours tend to conflict with convention speakers; the Plant Sale should not be opened while people are on tours or when banquets are in progress.  Besides helping attendees, this will allow convention volunteers to participate in convention events.

IN THE BEGINNING

The initial phase of the convention tends to be the most difficult task.  After your chapter has been accepted as a convention sponsor, the chapter president needs to assemble a group to discuss convention site and convention host(s).

Hotels book early.  Site selection is most important and must be done three to four years in advance to get the location for the required dates.  Do not delay.

The selection of a competent chairperson is of primary importance.  Getting people to volunteer for this monumental task is difficult.  When selecting persons remember that this is going to be a huge job.  Dividing responsibilities between two people is an alternative.  Couples often work well.  Past successes of volunteers in chapter activities will be helpful in determining their organizational skills.

A theme for the convention needs to be decided and should reflect what the chapter is trying to show the Society.  It can also be used to give focus to the committee.

Rules and regulations of the convention should be established early in the planning of the convention.  All financial distribution should be discussed and agreed upon at the onset of the convention planning, generally including all chapter representatives, conference chairmen, and the district director.  Allocation and distribution of funds is also entirely at the discretion of the host chapter or district agreement.  The only request the ARS makes is in the Policies of the Board (see following subsection) which requests that 10% or more of the annual meeting (Spring) proceeds be donated to the Society's General Fund.  The Society takes no position and makes no mandates to the hosting chapter or district.

Volunteering is what makes conventions great; but how much volunteering is required for free registration, free banquet, or free tour needs to be define early in the planning.  This will avoid conflict in the end.

It is advisable, if room permits, to allow non-members to attend convention.  This could be a way of finding new members.  Make a decision early in the planning if non members will pay a higher registration fee.

AMERICAN RHODODENDRON SOCIETY POLICIES OF THE BOARD (SPRING 1998)

1-10 not applicable

11.0 MEETINGS

11.1 ANNUAL MEETINGS OF THE SOCIETY (Bylaws: Article VIII)

11.1.1 No Chapter shall be required to host an annual meeting, but each of the larger chapters should plan to host an annual meeting when it seems convenient and desirable.

11.1.2 The host chapter takes care of all details including selecting the date, providing meeting rooms, registration personnel, projectors and any other materials or facilities needed. It will arrange for a headquarters hotel or motel and for reservations to be made. Chapters will take care of the publicity for the annual meeting from the local standpoint and should provide the Editor with sufficient pictures and other information so that he can give the meeting ample publicity in Journal ARS. The chapter is encouraged to set a registration fee high enough to take care of the necessary expenses but not so high that it will prevent attendance of a large number of members. The Board requests that ten percent (10%) or more of the profit from the Society's annual conventions be remitted to the General Fund of the Society and, beginning in 1992, that the Society will indemnify convention sponsors that lose money up to a maximum of $5,000.

11.1.3 In conjunction with the annual meeting, the host chapter is encouraged to have an international flower show.

11.3 BOARD OF DIRECTORS’ MEETINGS

The meeting of the Board of Directors will be held as specified in Article VI, Section D of the Bylaws.  The Board shall have at least two meetings per year.

If a Board of Directors’ meeting is scheduled to take place during your conference, please refer to this guideline, Conference Rooms, 4A, Board of Directors’ Meeting Requirements.

SITE SELECTION

When choosing a site for your convention, start with a hotel that may have been used successfully by other organizations in the past.  Contact the local tourist bureaus.  These bureaus are designed to do a lot of your leg work, and will have information about the convention hotels in your area, capacity of meeting rooms, etc.  You will usually be able to negotiate a better guest room rate if you are considering several competing hotels.  If there are meals, this will also improve your negotiation.  Hotels usually give you meeting rooms free if a certain number of guest rooms are booked by the attendees.  Work closely with the hotel sales staff as the contract is worked out.  Be sure to include all items you may need; a set price for the guest room rates, number of conference rooms you can use, use of floral decorations, audio and visual equipment that will be included free, etc.  Have in writing all items needed even if the hotel says its not necessary.  Have a lawyer read over the contract carefully before signing.  Check for cancellation clauses and make sure your side is covered should the hotel attempt to change dates or conditions after the contract is signed.

Some hotels offer free guest rooms if a set number quest rooms are reserved by paying guests.  These free rooms can be used by the host committee any way they want.  Society officers don't expect free accommodation, but if available it is always welcome.  The Society pays for the executive director and the journal editor.

Other details to consider:

• Check the number of exits that can be used for loading and unloading buses.
• Provide a layout of the hotel (convention map) and include the exits for all your volunteers.
• Negotiate in your hotel agreement the low convention room rate for early arrivals and longer stays - one to two days before and after convention.
• Due to early morning departure of tours, arrange for early breakfast, served in a separate conveniently located area - reasonable prices should be negotiated with the proper personnel.
• A large sign should be visibly located in the main lobby.  Ask if hotel will provide a main lobby sign for convention.  If they will not, can your committee put up a large sign.
• Can the hotel provide extra rooms convenient for the convention committee to work from to store items.
• It is important to discuss this with the hotel if you plan to hold a plant sale.  When can the plant sale be set up? Can they keep plants cool?  Can they be watered?  Do you need a floor covering?  Who provides security?  Who locks doors?
• Determine anticipated banquet attendance.  Is there a banquet hall that is large enough to serve the expected number of attendees?  Check the attendance of past conferences in your area.  The hotel will also probably want to know where past conferences were held, and they will contact those hotels for attendance figures.
• Are you planning all day bus tours that will require box lunches?  Can the hotel catering provide box lunches for 400+?  Can you have a outside caterer provide these lunches and bring them to the hotel?
• Map out your audio/visual needs carefully.  Small and large screens, PA system, projectors etc.  Work closely with hotel AV provider.  The hotel usually has some items in house that they provide free, but you may need to rent other AV equipment.  Many hotels work with an AV company that will arrange this for you.
• Allow enough space for registration tables.  Remember there may be long lines of attendees to pick up their packets, allow enough space.
• Remember to provide a table for next year’s convention committee to advertise.
• Ask who will handle overbooking.  Be sure to check that there are hotels/motels within walking distance or a short car ride to the convention.
• If there is a display garden planned at the convention site, carefully check out the area.  When can it be set up?  What needs to be put on the floor?  Can the plants be watered?
• Provide hotel layout showing the location of various events; book sale, plant sale, lectures, hospitality room, etc.  Do not release any extra conference rooms back to the hotel until the required date and all your needs are met.

CONFERENCE ROOMS

TYPES OF ROOMS

Registration Area

• Allow enough space for the first couple of days for people to move easily in and out.
• Provide one table for information and answering questions.
• Provide a special table for the next convention to set up their display.
• A few small tables and chairs in this area that can be used by attendees to examine their packets.

Banquets

• Usually tables are round; do not crowd too many people at them; no more than eight people, depending on table size.
• At the Saturday banquet it is nice to arrange reserved tables in the front of the room for all Society officers, speakers, committee leaders, district director of hosting chapter, executive director and journal editor.
• Be sure to have extra chairs set up in the back or around the edges for attendees wanting to listen to the speakers.

Lecture Rooms

• The hotel or convention facility will usually be responsible for room setup.  Discuss in advance special setup requirements.
• Request that the convention hall chairs be placed in a pattern that will allow for an easy flow into and out of the hall.
• Keep rows wide enough for people to easily pass each other.
• Arrange chairs farther part than normal.
• When assigning speakers to their rooms try to decide who will be the biggest draw and place them in the biggest room.  Main speakers are usually given the largest room. Some registration forms ask attendees which programs they plan to attend.
• Check to make sure that each speaker has adequate lighting to read their notes.  If you think there may be problems, provide back up lighting.
• The person who is to introduce the speaker should be familiar with the lighting system in his/her respective rooms.
• AV system should be handled by the convention center personnel or someone who knows the system very well.  A trouble-shooter should be available at all times.

Other Rooms

• The room for the plant sale and truss show must be maintained at a cool temperature.  Floor covers are optional for this room.  Clean up is easiest if the floor is wood or cement.
• A competitive photographic contest is generally held at each convention.  Some convention centers have room with fabric as a wall covering.  This is a suitable material for hanging pictures with Velcro supports.  Most centers do not like pins stuck in the wall, so be sure to check in advance to have a well planned system.
• The art show can be handled the same as the photo contest.  Check with the artist to see if they have any special requests for displays.
• Product sales should be located in a convenient area which has sufficient space for the people to easily move around and view items for sale.  Check with the groups who will bring items for sale for anything they may need (tables, chairs, electricity, etc.).
• The Executive Director will facilitate our Society Open Forum at a time and place convenient to the committee.  Ideally, the room will be large enough to accommodate chapter officers and visitors to the Forum.  Two hours is generally set aside for this activity, which may be very early in the morning before other lectures are scheduled.

  BOARD OF DIRECTORS’ MEETING REQUIREMENTS

  Following are arrangements needed for the ARS Board of Directors’ meeting, which will take place one day prior to the start of the official conference meeting.

  1. The ARS Secretary will need access to the meeting room by at least 8:30 AM on the day of the meeting, to make final preparations.  The Board needs a conference table with 22 chairs around it.  There should also be at least 24 additional chairs set up (either theater style at the end of the room closest to the entrance door or around the perimeter of the room) for the committee chairpersons, alternates, and members who may attend.

  The Secretary will use a tape recorder, which needs to be set up in the middle of the conference table for best sound quality, and with access to power, preferably an extension cord from a nearby outlet.  Please ask the hotel to cover the cord on the floor to avoid a trip hazard.

  It will be very helpful if you can arrange for a microphone at each end of the table to compensate for noise from air control, corridors and adjacent rooms.

  2. Please verify that the hotel dining room will open early enough and will be adequately staffed on the morning of the Board meeting to accommodate the members of the Board.  The meeting begins promptly at 9 AM.

  3. The Board normally breaks for lunch at noon and tries to reassemble by 1 PM. The arrangements for lunch have varied greatly from meeting to meeting, but a simple soup and salad bar or sandwich is just fine. The main consideration is to make sure that everyone can be served within the allotted time. Here are some options to consider:

  A. Have the meeting participants (Board members and others in attendance) pre-register for lunch on the meeting registration form.  If you chose this option, it needs to be listed on your meeting registration form, to be inserted in the Summer or Winter issue of the Journal.  The luncheon can be served to them in the meeting room, in a separate room, or in a reserved area of the hotel restaurant.

  B. Seating in an area of the hotel restaurant can be reserved and each meeting participant can make his or her own lunch selections.  However, sufficient restaurant personnel must be available to take the order, prepare and serve the meals, and process payments.  This method has been the least efficient in the past.

  C. The hotel can provide menus printed on paper placemats.  These can be given to the meeting participants in the morning prior to the beginning of the Board meeting.  They can mark their selections, put their name on the placemats, and turn them in during the morning break.  At lunch, it is just a matter of locating the proper placemat in the reserved section of the dining room.  Individual checks are given to each person and this works very well.

  D. A simple buffet lunch can be served, which is usually quick and inexpensive.  Again, reserved seating in one area of the restaurant is desirable, with separate checks.

  4. The Board usually takes two 10 to 20 minute coffee breaks, one at 10:30 AM and again about 3 PM. Coffee and hot water for tea (regular and decaffeinated please) would be appreciated at those times.  Some hosts have provided pastries and cookies, but this isn't necessary.  Ice water and glasses for the Officers and Directors should be on the conference table at all times.

  5. The Board tries to adjourn by 5 PM, but it would be advisable to schedule the room until 5:30PM to give plenty of time to finish all business.

  Fb/Revised 8-2001

PUBLIC RELATIONS

ADVANCED PUBLICITY - CONVENTION ADVERTISING:

• Request a table at the convention before yours.  Contact the convention host by letter, email or phone. This is a good way to announce your convention to members.
• Display boards are great to show what you have planned for your convention; garden tours, plants sales, speakers topics and anything else you may want to show.  These boards are great to use but remember you have to get it to the other side of the country.  They can be rented from most hotels; about $50.00 per day.  If your chapter already has one it can be shipped (UPS, Fed EX, etc.) and can cost approximately $150.00 each way and remember to allow enough time if you have to go through customs.  They can be taken on the plane when you go but remember to check the size the airline will allow without extra charge (approximately 80 inches total).  Remember that you have to get it from the airport to the hotel and these can be awkward.
• One of the best plans you can have is to ask if the hosting chapter has a display board that you can use during the convention.  If they do ask the size, you can lay out your display items before you get there.  Be sure to pass this courtesy onto the next hosting chapter when your convention is being held.
• Have a flyer designed with all the pertinent information about your convention.  Color photos and maps are appropriate but expensive.
• Print sufficient copies for distribution. If you think you may need a large number of copies, take the original to the convention and have them printed there.  This will eliminate extra luggage.  Some national copy companies have the ability to electronically transmit material to another company store in your destination city.  This will save you the agony of carrying it on the plane.  Investigate this.
• Brochures from your tourist bureau are all excellent source of advertising.  Large photos of your city and gardens of your convention location will make a good display.  Maps of the general area are helpful and can be obtained from the tourist bureau.  Remember tourist bureau information is FREE.
• Your information table should be manned as much as possible during the convention to answer questions.
• Before crossing international borders be sure that your flyers and brochures will meet standards of the customs of the country to which you are traveling.
• A questionnaire can be handed out at this time.  These should be short and gathered quickly.  Having them mailed back will not work well.
• Have a brief invitation speech by a host or appointed host to be given at the closing banquet.

ARS JOURNAL ,RHODODENDRON AND AZALEA NEWSLETTER  & WEBSITE ARTICLES

• The JOURNAL ARS and the Rhododendron and Azalea Newsletter's website can be used to print articles about events and specific gardens you have planned.
• A good writer should be selected to write these articles and submit color photographs of the gardens to be visited.  Check with the Journal and Newsletter Editors for the due dates and make sure they get in on time.
• Provide the ARS webmaster with a short paragraph to be displayed at the Society public web site.

OTHER ANNOUNCEMENTS

• Tourist bureaus often have magazines which show visitors what is happening in the local area.
• Check with local newspapers and magazines that will print announcements.  If you are planning to open parts of the convention to the general public, (the plant sale, truss show, or speakers) this is a good place to announce it.  Local radio stations sometimes have a "what's happening" time.  Make sure that deadline dates are correctly submitted to the station.
• Other sites for advertising may include other garden magazines, web sites, list-serves, and nursery publications with event schedules.  Some required a very long lead time so check early.

REGISTRATION

REGISTRATION FORM

Registration packet with registration form for the international convention should be included in the Winter journal, just prior to the convention (Check with the editor for journal deadlines).  The ARS Journal printer can also print the packet or if it is convenient can be printed elsewhere and forwarded to the Journal for insertion.  The packet can be any length and can include anything you want.  You will have to select the weight and color of paper.  The cost of printing and inserting the registration form is the responsibility of the convention committee, not the ARS.  One point to remember is that the journal is mailed out by weight and if your form has enough pages its weight may push the Journal over its budgeted amount of postage and the extra cost will be the responsibility of the convention committee.  Contact the journal editor for complete instructions and costs.

Items that can be included in the packet:

• Registration form - send to registrar
• List of tours - days, time, brief view of each tour
• List of speakers - a biography of each
• Hotel for convention - name, reservation phone number, cost of room, hotel address, phone number, email, fax, other pertinent information for making reservations.
• Alternate hotel or other places to stay nearby
• Flower show information
• Plant Sale information
• Other Show information - photo, art, etc
• Transportation to the convention - instruction by plane ( all airports in area), train, bus, and automobile
• Transfer information from airport - shuttles, taxi, car rental.
• Map of the general area - include airport, main highway numbers, bus station, train station and hotel
• Convention schedule of events

Registration form should include:

• Instructions for filling in form
• List prices in all country currencies necessary.
• All accepted ways to pay fee - checks payable to whom, credit cards, etc
• Mailing address
• Contact person with name, phone, fax, email
• Special instructions
• Information needed about registrant
• List of events and the prices
• Check boxes for special meals or special events

The age of computers is here and keeping track of all the aspects of registration should be done on one.  Assign a person who is well acquainted with computers to be in charge of registration.  This person will have to keep track of all attendees, put together an attendees guidebook, compile a list of people attending the convention to be added to the attendees packet, and other items as required by convention hosts.  Use of a computers will facilitate the storage and recall of this information, as well as, allow for changes on a real time basis.

If your convention is being held in an area with a flower and garden dhow or other plant sales before the ARS convention, it might be good to have ARS information and registration forms at these other events to bring in interested people.

GARDEN TOURS

Garden tours are one of the main events for the international conventions.  It is the one aspect of a convention that is most critical and deserves serious in-depth consideration.  Both private and public gardens of suitable size can be considered.

Select a strong, easy to work with, knowledgeable and very organized chairman for garden tours.  Select one or two alternates if possible.  The chairman must keep the alternates well informed.

Communicate in writing with all concerned parties, bus company, caterers, committee members etc.  Ideas will come and go so write them down.

Garden Selection:

• Garden Tours should be a variety of lengths; some full day some half day.
• Select gardens and other sites about two years prior to the convention so people who agree to participate can prepare the gardens for the tours.
• The chairman or co-chairman should visit each garden for suitability, size, travel distance, special attributes.
• Other types of gardens as well as rhododendron gardens have been widely accepted by attendees.
• If garden owners would like help preparing their garden help find volunteers.
• Have garden owners label their rhododendrons and azaleas with large and easy reading labels.  This will keep visitors from walking into beds to look for tags.
• These tags need not be permanent.
• Garden owners should decide how they want tours to progress around their garden - with guides or allow people to wander.

Tour Planning details:

• If possible, travel time should be less than one hour.  If the tour is longer put it in the registration form and attendees packet.
• Try to have tours back to the hotel by 4:00 to 4:30 pm.  This will allow people to relax and freshen up for any evening events.
• Prior to the convention drive the route to gardens for distance and determine the easiest route for the bus.  This should be done on the same day of the week that the tour is scheduled.
• Make sure that buses are able to maneuver easily on all roads.
• Contact local police department if any problems exist.
• Make sure buses can get into the garden, turn around, and not get stuck.
• Inspect roads carefully for traffic problems.
• Plan on a bus host on each bus.

Bus Contracts:

• Select a reputable bus company.
• Coaches should have climate control, functioning restrooms on board, radio communication, comfortable, and have wheelchair access.
• Work closely with the bus company.
• Dispatching can be done by your group or the company.
• Give bus company the same detailed information as bus hosts, maps, schedule, etc.
• Chairman should negotiate contract with bus company.
• Bus company should be insured, get a copy of the policy and number

Bus Tour Costs:

• The cost per person on a bus tour is calculated by totaling: bus cost + catering + bus driver tip + printing + misc. divided by your break even number of passengers.
• The break even number is less than the number of passengers in a full bus.
• Tour prices should not be too high.  You can lose a small amount and make up the difference at registration.
• Determine a minimum number of passengers that must be met before canceling the tour.

Expenses Associated with Garden Tours to consider:

• Coach
• Portable toilets
• Tent - if required
• Tables/chairs
• Ribbons/Badges - garden hosts
• Signs - buses & gardens
• Coping - handouts, etc.
• Clerical
• Telephoning
• Meals/lodging for bus drivers for overnight tours
• Meals/lodging for post convention tours
• Tips for bus drivers
• Refreshments for on the bus - water for everyone
• Gifts for garden hosts
• Postage
• PA systems
• Contingency fund

Other considerations:

• Be realistic in your early estimates of tour budget and recalculate often to keep on top of it.
• Have large signs on buses with tour number, bus numbers and destination.  Especially important when more than one tour is leaving from the same area.
• Bus loading areas and location of exits should be posted inside the convention registration area or other general meeting locations.
• A bulletin board in the convention registration area or other general meeting locations showing the tour departure time and location the night before the event..
• If several buses are going to one site, appoint one person to be a coordinator for that garden.
• A tour time chart can be valuable when tours are running.   This gives you a way of locating any tour at any given time.
• The evening before each tour announce when buses will begin loading, when they will depart and where they will board.
• Check with the State and County highway officials to determine if buses have legal access to travel on the designated roads.
• Check roads regarding road construction for delays.
• Back up car to follow a bus for emergency back up purposes or for passenger left behind.
• If the buses being rented do not have a phone you might consider renting one for each bus or have host provide them to be used for emergency.

Bus Host Instructions:

Provide each person with a list of individuals to contact, list of tours for each day, time and departure area

• Bus host instructions - include emergency information, contact personnel.
• Maps of the area of tour
• Tour schedule - gardens and lunch area
• Bus number
• Empty envelope for ticket collection
• Tip money for bus driver
• Information packet - area history, geology and rhody questions
• Button or ribbon used to distinguish bus hosts.

Instructions:

• Confirm and familiarize yourself with main route to garden locations before convention time.  If you encounter any problems please report to chairman immediately.
• Be familiar with all forms of transportation to and from all gardens. (boats, ferry, carts, etc)
• Position yourself at your assigned bus entrance.
• Collect correct color ticket with proper destination for each passenger, save all tickets in envelope provided and return to chairman after tour.
• All passengers should be on board before departure time.  Adhere to the schedule as much as possible (Start on time at each location)
• At each boarding count passengers. There should be the same number as the original count.  DO NOT LOSE ANY PASSENGER.  Call committee chairman if there is any problem.
• Announce the bus number and location for bus reloading before leaving bus.
• Reloading time should be 10 minutes before departing time.
• Garden owners or helpers will conduct garden tours.
• If bus loses time on route, reduce time accordingly in the garden.  Keep to schedule as much as possible.
• If bus gains time on route, add this time to the garden tour.
• Each bus will have one(1) host plus 46 passengers ( in some cases less).
• Each passenger must have a seat.
• Tipping - do not request tip money from the passenger for the driver.  The committee will provide.
• Contact committee chairman for any crisis that may occur.
• Information about the area will be provided and can be read on board if travel distance is long.  Narrative about gardens, or items of general interest can be read.
• Be courteous, helpful and try to answer questions as best as you can.  Comments will be appreciated when you return from your tour.

PLANT SALE

This is not a required element of any convention.  The registrants have always expected a plant sale and it is one of the anticipated highlights of the convention.  The plant sale is an excellent source of money to defray some of the expenses of the convention but also provides additional funds for the Chapter.

• Rhododendrons and azaleas are the main plants of interest at any plant sale but; trees, other shrubs, perennials, annuals and other companion plants are good sellers.
• A list of plants and/or nurseries in the sale should be made available for the attendees packet.  Have your buyers educated as to what will be available.  Remember, plant sales are very confusing for most recent new members and visitors.  If the ARS is to convert the visitors to members and retain existing new members their experience at the plant sale should be enjoyable instead of frustrating.  Provide brief descriptions of the plants including such items as; plant size, general hardiness, flowering time and flower color.  Also, a good color picture and/or having the plants featured in a program is a great aid to selling plants.
• The plant sale should be in a room large enough to allow people to easily move around the tables. Remember this is a great location for socializing as well as buying.
• Tables can be arranged to best fit the location, and still have space for buyers to move about.
• If possible divide the rhododendrons by species and hybrids.  Within each of these groups alphabetize them.  This takes time and lots of volunteers but the effort is good for sales.
• Have small signs on each table. A paper sign on a stake in a 6" pot with sand is easy and cheap.
• It is helpful to buyers to have knowledgeable persons available if many different nurseries are having plants for sale.
• There should be people trained to wrap plants for shipping.  Contact shipping firms to get the best price for the attendees.
• Because attendees come from all over the world; plants may need to pass an agricultural inspection.  Contact the proper authorities and find out all that needs to be done on your part to make this as quick as possible for your buyers.
• Check out needs to be organized and adequately staffed.  Cashiers need to be informed on the system for the day they work at the sale.  Have all information available for them at the sale tables.  Plenty of calculators should be available for cashiers.  If lines get too long it will cause buyers to stay away.  This is very important when the sale is open to the general public.  Use computers and bar coding to speed up this process.  Credit cards are an expensive must, but very necessary.  The bank account set up by the treasurer can be used to bargain for better rates on the bank cards.
• Large groups can cause problems, but they can be divided into smaller groups.  This can reduce the rush and crush.  Be sure to reserve desirable or short supply plants for each group to give everyone a chance.
• If possible the hours of the plant sale should be long enough to give members ample time to shop while still being closed during programs and tours.
• Pictures and descriptions of the trusses are very helpful.

TRUSS SHOW

The Truss Show is encouraged by the Policies of the Board (11.1.3).

• The size and display are the responsibility of each convention committee.
• Cut trusses must be kept in water and located in a cool air-conditioned room.  Be sure that such an area can be provided by hotel management.  Heated hotel conference rooms are not the best areas to store plant materials.
• The truss show should be displayed on tables with coverings for a clean, formal presentation.
• Each truss should be identified with the name of flower and the owner.
• Awards can be presented at the discretion of the convention committee.
• The length of most international conventions is usually beyond the lifespan of a cut truss.  Show time schedule should be long enough and at times which most of the attendees can view it comfortably.
• ARS Truss Show Guidelines can be consulted for ideas and plans.
• Categories and judges should be listed in the attendees guidebook.

ATTENDEES PACKETS

This packet contains the information that is given to all attendees.  This packet can vary from a simple name badge, event tickets or as large as a cloth tote bag with lots of visitor information.

Contact your State, County, Province, City and Country tourist bureau and chamber of commerce to obtain flyers and gifts for your packet.

MIGHT INCLUDE:

• Map of the hotel

• Map of the local city or area

• Page with local restaurants that are easily available - copy ads or business cards with map to them or a list of recommended restaurants, suggested by host chapter members.

• An attendee's booklet with list of events, speakers, etc

• A booklet with garden tour write ups

• List of attendees

• Pen or pencil

• Convention Pin

• Souvenir

• Tablet for taking notes

• List of plants in Plant Sale

• List of interesting places to visit in local area, shopping, historical and others

• List of places of worship in the general area.

• Instructions for emergency medical assistance

NAME BADGES

• Name badges can take any form.  There have been badges made of rhododendron wood and clay.
• The general form is paper inserted into a plastic envelope.  This envelope can be fastened with a clip, pin or elastic that goes over the head.
• Most people prefer the clip on or elastic types.  The pins tend to damage clothing.
• The badges should be printed with the attendees name, in bold enough type to allow for easy reading from a short distance.  Make them with first name first and surname second.  Most people prefer to have the attendees chapter below the name.
• If space is available include titles, society president, society vice president, executive director, district directors, committee chairmen, society editor, chapter president and show judges.  Attendee's title should be included if you have the room.  Sometimes that is the only contact others have with them and having it on name badges invites more familiarity.  If there is not enough space on the badge, ribbons with officers titles can be added.
• The clear plastic envelope can be used as a holder for tickets to various events.

ATTENDEES' GUIDEBOOKS

The guidebook should be kept small enough to fit in a man's shirt pocket.  Several blank pages should be included in the back for writing notes.  All advertising can be printed in the guidebook.

A suggested Table of Contents:

• Convention Welcome
• General Convention Information
• Bus Tour Schedule
• Committee Meetings
• Truss Show Hours
• Truss Show Categories and Judges
• Plant Sale Hours
• Book Sale Hours
• Other Sale Hours
• Plant Sale Material Descriptions
• Convention Hotel layout
• Day-by-Day Schedule
• Acknowledgment
• Convention Officials
• Etc.

CATERING

• Most conventions plan a smaller opening banquet, a luncheon and a closing banquet.  The convention committee decides the number and type of events which are convenient and suitable for the occasion.
• The choice of food is your decision, usually have an option of two main dishes.  Buffets are usually not any cheaper and most convention attendees do not like them.  Buffets are extremely difficult with large groups.
• Most hotel or convention centers have in-house catering.  Work closely with these people as they know their job.
• Work out all details of banquets with hotel catering staff, all requirements and agreements should be written in the contract.  Attendance at banquet will be estimated, you will need cost of meals (including taxes and service fee) for the registration form.
• One week before the convention, check with catering personnel to verify that all is on target.  They will want exact number attending the meal at that time.
• Caterers should collect tickets and return to responsible convention committee.  Hotels have been known to say more meals were served than planned.  Also people without tickets will eat if there are no tickets.

Box Lunches for Bus Tours:

• Select food that will not spoil in hot weather.  Have delivery as close as possible to the bus loading time. Keep mayonnaise out of the lunches.  Although commercial mayonnaise is perfectly safe at any temperature; most people do not believe this.
• Pick fruit that is in season and is not too messy.  Many lunch sites may not have access to water facilities. Have towelettes in lunch box or available from bus captains along with bottled cold water.
• Order a lunch for the bus host and bus driver.
• Bus host should check the cartons of box lunches when delivered, check for special orders and mark on their host sheets the exact number and any problems.
• Where or when possible arrange a lunch at a restaurant or teahouse that may be associated with a garden.

DEFINITIONS

COMMITTEE DEFINITIONS

This list of committees and their definitions were used for the 1999 convention.  The list will assist the various committees in the initial planning stages of the convention.  It may also minimize items that may be omitted during the early stages.  They can be organized or changed in any way to meet your needs.

An Executive or Steering committee can be assembled to run the convention.  This committee would be made up of the Chairman(s), Treasurer, Registrar, Chapter President(s) and the Committee chairmen listed below.

Registration - This person will create the registration form used by all attendees in cooperation with the Publicity group.  The registrar will create a computerized program to handle all items on the registration form.  The registrar will send out confirmation letters, giving each attendee a print out of all items attendees have signed up for.  Name tags for attendees and tickets will be printed for all events as needed.  If capable of providing Email for registration; have participants sign up for all events they want.  They will reply to Email plus send a registration number and a cost.  If possible arrange for tables and chairs for the registration area.  They will compile all the information needed and the form for the attendees guide booklet.  This booklet will be included in the attendees package.  They will ensure that this booklet is printed and provided to the hostess committee for insertion in the packet.

Programs - This committee will schedule speakers programs, workshops, films or other shows for all days of the convention. They can include speakers that pertain to gardening and or rhododendrons.  They may need to provide speakers for two talks.  Ensure that each speaker has all the props they may need (screen, computers, tables, slide projectors with proper slide carrier, drawing boards, etc.).  Consideration should be given to presenting a gift or fee to the speakers for their presentation.  The person who is responsible for introducing the speaker is also accountable for the activities in the lecture room.  Special room(s), equipped with the necessary equipment (projector, etc), should be available for the speaker and an assistant should be assigned to the speaker.  Alternate speaker(s) should be available in the event of a cancellation.  The Registration committee should receive all program information for use in the guidebook

Site/Hotel Selection - This committee will select a site or hotel for the convention and handle all negotiations for the contract.  The contract will include room rates, conference room rates, banquet rates and all other arrangements as needed.

Corporate Sponsors - This committee should meet with corporations that may want to contribute money or gifts to the convention.  These gifts will be used for the raffle or silent auction.  Money will be used to cover the expenses of the convention.  Sponsors should be given the appropriate credit and advertising for their donations.  A letter of acknowledgment and appreciation should be sent to each donor.

Treasurer - This person will set up a checking account in the name of the convention.  The Treasurer will handle all finances and give a final accounting at the end of the convention.

Plant Sales - This committee will locate nurserymen who are willing to offer plants for sale.  These plants must be healthy and capable of travel.  The nurserymen should be willing to take all unsold plants back into their stock.  These plants should be rhododendrons plus any companion plants or trees they wish to include.  This committee will supply a list of plants that will be included in the sale to the registration packet committee.  The committee should have enough volunteers to check out sales, answer questions about the plants, and pack plants for shipping.  They should arrange for a shipping firm to ship plants for buyers, arrange for phyto certificates for any foreign travelers, and arrange for boxes and bags for buyers.  Coordinate with the Publicity Committee to advertise if the plant sale is to be open to the general public.  Speak to other plant clubs to ask if they want to join the plant sale.  Some chapters have raised plants for the sale and minimized the use of commercial growers.  This can be worthwhile but work must start well in advance of convention.

Other Sales - This committee can include books, clothing, art work, garden supplies, jewelry and others. These items should be relevant to the rhododendron convention.  Committee should preview vendors items for quality standards.  This group can arrange for a book company to attend and sell books with a set fee payable to the convention.  Clothing could have a logo that has been picked to represent the convention.  Clothing can be any type: sweatshirts, tee shirts, caps, aprons, bags, etc.

Raffle - This committee will collect special items, plants (rhododendrons and others), art work, books or clothing.  The committee members will need to set up a way of ticketing unique items for the raffle, a way of collecting money and a way of drawing tickets at the banquets.  They will need to set up a display of the raffle items and arrange for volunteers to sell tickets.  They will assist the banquet MC to expeditiously award the winners.  They will collect money and give an accounting to the treasurer.  Raffle items can be collected from each chapter, corporate sponsors or others.  They will arrange for a separate ticketing system for door prizes (such as number on registration badge).  Door prizes should be wrapped for presentation.  Door prizes can be books, art, gardening tools or other items.  Door prizes should not be the same value as the raffle.  The number and value can be determined by the committee.

Silent Plant Auction - This committee should collect choice plants (rhododendron and others) of the highest quality which will demand a high bid.  The committee needs to setup pages for bidding, an accessible area in the hotel and table displays.  They will assist the banquet MC with awarding winners.  They will collect money and give an accounting to treasurer.

Tours - This committee will locate suitable gardens both public and private, natural sites and visitor areas that will add to the quality of the convention.  The committee will arrange for tours during the normal period of the convention.  Pre and/or post convention tours may be scheduled at the discretion of committees.  These tours need to be half day and or all day.  Tours should encompass the entire area.  This committee's members must arrange the contract for bus service.  They will drive the tour routes, mapping parking, turn-arounds, walking area and toilet facilities.  The committee will provide tickets for tours and give them to the registration. Tickets should be easy to read and distinguishable from each tour. The committee should arrange for refreshments at various gardens.  The committee will find suitable box lunches and drinks, and sign a contract for lunches and see to their delivery.  The committee will work with garden owners to write a brief history of their gardens and develop maps of the gardens.  These may be handed out on the bus before each tour.  Send final schedule to registrar to be printed in program guide.

Other suggestions:

• Provide for portable microphones for garden tour guides.
• Install directional arrows to correspond to garden maps for larger gardens.
• Ensure maps are clear and meaningful to visitors.
• Arrange for all guides to meet before convention to review exactly what their jobs will entail.
• Write a history of the area, fun information, legends, etc for bus host to present to attendees on tour.

Publicity - This committee and registrar will create the registration packet which will be inserted in the winter issue of JOURNAL ARS.  The committee will be responsible for the printing of the form and its delivery to the ARS Journal printers.  Up to one year prior to the Convention, articles of interest can be published in the journal.  Notices should be sent to local and other newspapers and magazines a couple of months prior to the convention.

Banquets - This committee will make all necessary arrangements with the responsible hotel staff for breakfasts, lunches, dinners, etc.  Cost of meals will be negotiated. Select color of table linens and design table arrangement for tables.  Final information about meals should be forwarded to registration chairman for including in the registration form. Just before the convention get final number of attendees to hotel, and finalize table arrangements.  Small rhododendrons (two inch liners) can be used as table favors and have the pots covered with something clean and nice.  These plants should be selected to be hardy to a majority in attendance.

Hostess Committee - The committee members will prepare the Attendees' Package.  The committee will select a carrier suitable for collected information; this can be a cloth bag, plastic bag or paper envelope.  Collect all pertinent information to be given to attendees (See section on registration packet for ideas to collect).

Financial Committee - The committee will be responsible for the forming of a budget.  The budget will cover all aspects of the convention expenses and income.  The committee will work with the treasurer to be sure the budget is adhered to.  All budget changes must be approved by this committee.

APPENDIX

SAMPLE LETTER

July 1, 1997

Nurserymen:

The American Rhododendron Society's annual convention for 1999 is being held at the Bellevue Double Tree Inn (formerly the Red Lion).  This international convention will be attended by over 600 members.  One of the most important events of the convention is the plant sale.  The sale will be open to ARS members for four days and the public on the last day.

The plant sale will have to be heavily supplied with rhododendrons.  Our members are also very interested in companion plants.  Rhododendron growers are asked to supply species, hybrids, or both.  Newer or hardy hybrids and unusual species are highly sought after.  Companion plants should be some of the more unusual and the hardier varieties.  Members from eastern states and provinces need the hardier plants.

If you wish to participate in the sale you will be responsible for: 1. delivery, set up and pick up of your plants; 2. pricing and tagging of all plants; 3. inventory of plants before and after sale.  We would like to have one person from your nursery to be at the sale each day to answer questions about your plants.  There will be central cashiering provided by our group.  Plants will have to be inspected for shipment out of the country.  We would like to extend an invitation to your nursery to join our plant sale.  We realize it is nearly two years away but we also know how much growing time is required. P lease let me know as soon as you can if you are interested or require more information.

SAMPLE LETTER

AMERICAN RHODODENDRON SOCIETY
ANNUAL INTERNATIONAL CONVENTION - MAY 1999

CHAIRPERSONS: name & phone numbers

March 1998

To whom it may concern:

District 2 of the American Rhododendron Society will be hosting the 1999 Annual Convention in Seattle.  This convention will be held the first week of May.  We will be privileged to host people from all over the world (England, Ireland, New Zealand, etc) as well as the east and west coasts of the United States and Canada.  We are planning on between 500 - 800 people attending this convention.

The bearer of this letter is a member of the Komo Kulshan Chapter of the American Rhododendron Society.  Our chapter covers Whatcom, Skagit, and Island Counties.  We also have members in Snohomish and King Counties.

Our Chapter is in charge of the hospitality bags that are to be given out at registration and all the decorations for the main banquet on Saturday of that week.  We would hope that you will be able to help us with this project. Please know that you will be formally recognized for all your help with this project.  This will be an opportunity for you to advertise your products through samples or name recognition through pen, scratch pad, brochures, etc.  You also have the option of being a corporate sponsor.

The bearer of this letter should be able to answer any question that you may have.  If for some reason there are questions they cannot answer, please call me at 360-____ .  Thank you in advance for your help with this project.

Sincerely

SAMPLE LETTER

October 26, 1995

Dear Chapter President,

As you know the Seattle Chapter of the ARS has been designated host of the 1999 Rhododendron Convention.  At the very outset of our planning we decided to invite all the chapters in District 2 and Meerkerk to take an active part in the planning and performance of the convention.  You have all been invited to all of our planning meetings but we realize that travel distance and other commitments may preclude your attendance at these meetings so we will take this opportunity to bring you up to date on our progress.

At our planning meeting on October 24 we discussed the distribution of profits (best case scenario) from the convention.  Unanimous support was given to the following formula, pending approval of the Boards of all chapters in District 2.

All chapters are invited to make a monetary investment advance to the convention fund.  Assuming the convention turns a profit (all annual ARS conventions have shown a profit in recent history) this investment will be returned with interest after the final accounting is completed.  Our proposal is to distribute the remaining profit according to the following formula.

20% To ARS General Fund
20% To Seattle Chapter
12% To Cascade Chapter
12% To Komo Kulshan Chapter
12% To Pilchuck Chapter
12% To Whidbey Chapter
12% To Meerkerk

Please discuss this proposal with your board and give me your response.

In order to cover our small initial expenses we request that each Chapter send an initial deposit of $250.00 to Chip Muller, 6236 Sycamore Avenue N.W., Seattle, Washington 98107.  Please make the checks payable to ARS 1999 Convention Fund.

Please call or write if you have any questions.

Warm regards,

Lynn Watts

SAMPLE LETTER

Convention 99 - Garden Tour Committee

March 1, 1998

Dear Garden Owner,

This letter is to confirm that you are still willing to show your garden during the 1999 Convention.  We need to finalize all the necessary information within the next month.  Therefore we ask for your cooperation and effort to respond to the information requested below.  Your response is important and your assistance will help us to conduct a successful event.

The article you submit will be reproduced and given to the attendees at the beginning of each tour.  Some articles and photographs of the gardens will be submitted for publication in the ARS Journal.

Required Information:

• Article typed on one side of white paper, 8.5" by 11", single spaced, containing all pertinent information such as the size of the garden, who originally planted it and when, the theme, etc. If you have a computer, we would prefer that you submit the article on a disk or via EMAIL as an attachment in "txt" or ASCI format. Your disk will be returned.
• Articles are due April 1, 1998 or sooner.
• Mail to: Garden Tour Committee - 99; 6611 116th Ave NE, Kirkland, WA 98033, EMAIL________.
• Slides or color photos if available of plants, blossoms or the garden.  Include descriptions of the plants, common or Latin names as well as description of the site in the garden.  If you are unable to supply photos, let us know and we will arrange a photographer to come this spring.
• Garden map on a 8.5" by 11" page if available
• Tour dates* your garden is available if limited.
• Tour times* your garden is available if limited.
• Number of buses or people allowed* if limited.
• Any other relevant information we should know.

If you have any problems or questions, please call me immediately so they can be resolved.  If you need any help now, let me know that too.

* We will confirm the final information once the schedule is finalized.  See attached tour schedule with your tour highlights

SAMPLE LETTER

November 1999

Ms. Jane Homes
Provider
3333 Main Street
New Town, WA 98001

Dear Ms Homes

This letter is to confirm our conversation of October 31, 1999 relative to our food requirements for May 1, 2000.

We agreed on the following items for box lunches:

• 50 - Ham sandwiches, cheese, mustard on rye bread.
• 50 - Roast Beef sandwiches, cheese, horseradish, lettuce on wheat bread.
• a cookie (chocolate chip, or oatmeal) per box
• soda (cold) per box
• utensils, napkins, wipes per box.
• Mark each box as to the contents.
• Price per box lunch, $ _____ , including taxes and delivery.
• Deliver to Double Tree Inn, Bellevue WA at 11:00 on May 1, 2000.

One hundred box lunches are the maximum number required.  If a lesser number will be needed, for some unknown reason, I will be in contact with you about April 1, 2000.

Please acknowledge and confirm the above information by letter.

CONVENTION REGISTRATION FORM

(1.) Please print each registrant's name in the spaces indicated as R1 and R2 as appropriate.
(2.) In the columns R1 and R2 place an "X" next to each activity for which the person is registering.
(3.) In the # column, write the total number of registrants for each registrant.
(4.) Multiply the number in the # column by either the Canadian or the US dollar price for each activity.
(5.) Write the results in the TOTAL column.
(6.) Add up and write in the GRAND TOTAL.
(7.) Send the completed form with the check payable to: ARS Convention '99.
(8.) Mail to:
(9.) Registration cancelled after April 25, 1999 will be subject to a $ charge.
(10.) You may contact Registrar at (phone number & EMAIL)
(11.) Anyone registering for any convention event must also be registered as a delegate, unless other wise provided for.

Name (R1) ______________________________ Name (R2) __________________________________

Address ________________________________ City ________________________________________

Prov/ State ______________________________ Chapter _____________________________________

Telephone (___)______________________ ARS Title ________________________________________

                                                                          $CDN $CDN  $US   $US
Date    Event                                 R1   R2     #     Price  Total    Price  Total

REGISTRATION FEE
WED TOUR A
WED TOUR B
WED OPENING BANQUET
THU TOUR C
THU ARS Annual  Meeting & Awards
FRI TOUR D
FRI TOUR E
FRI TOUR F
SAT TOUR H
SAT TOUR I
SAT Closing Banquet Chicken Beef
TOTAL AMOUNT ENCLOSED                                                                     _____ _____ 

Are you planning to enter the Truss Show? _____ and/or Photo Contest? ______
____Vegetarian box lunch desired