Re: 2014 AIS Convention

["pwgossett@juno.com" <pwgossett@juno.com>]

Good Evening All,

I would like to answer these questions Dennis has brought forward as I see it.

1)  Who OWNS the Convention?
      The owner would either be a local society or region.  But, it would a shared ownership if AIS, local society and/or region are all sharing in the expenses on putting on the convention.

2)  How should the Convention be promoted?
      Through the AIS IRISES publication, regional newsletters, local newsletters, AIS Web Site, local society web site, regional web site, AIS Facebook, and any local avenues such as tv stations, radio stations, garden club organizations, master gardeners, newspapers.

3)  Who owns the intellectual data that is generated at each convention?
      I am assuming you are talking about names and contact information of those attending the convention.  The owner would be shared between local society and/or region and AIS.  AIS needs to do a better job at sharing this information with the next convention so that they can communicate with those that have attended the last several conventions.

4)  Is that data used to promote and improve subsequent conventions?
      As of right now, no the attendees information is not being shared but, other information is being shared such as bus information.

5)  What functions of the convention should be administered by the Host?
      Convention Chairman, Guest Iris Coordinator, Transportation Coordinator, Hospitality/Garden Refreshment Coordinator, Porta a Potty Coordinator, Boutique Coordinator.

6)  What functions of the convention should be administered by AIS?
      Registration, Convention Booklet, Silent Auction, Web Site.

These positions could be handled by either a local or AIS person....Hotel Meeting Schedule, Secretary, Publicity Coordinator, Awards Chair, and Treasurer.

It would be the responsibility of the AIS Convention Liaison to assist with the convention in any way he or she see needs to be done.  At the present time I am actually putting together the Hotel Meeting Schedule and then letting a local person contact each of the sections or people whom have meetings at the convention to get their approval of the times that have been scheduled for each of those meetings.  I also have meet with the hotel sales or banquet contact person and work them also.  I am also making a list of the meeting speaker, the topic of their program, and their a/v equipment needs and then I will notify the AIS Editor, AIS Electronic Services Chair, and the hotel with the a/v needs.  I then at the convention make sure all is going well at the convention whether it be at the hotel, buses, etc......  I am the Convention Chairs right hand man.

Paul






---------- Original Message ----------
From: "R. Dennis Hager" <hager@aredee.com>
To: <aisdiscuss@aisboard.org>
Subject: Re: [AISdiscuss] 2014 AIS Convention
Date: Sun, 15 Jan 2012 08:53:00 -0500

There are underlying questions that need to be considered as a part of this 
question.

Who OWNS the Convention?
How should the Convention be promoted?
Who owns the intellectual data that is generated at each convention?
Is that data used to promote and improve subsequent conventions?
What functions of the convention should be administered by the Host?
What functions of the convention should be administered by AIS?

These questions are NOT about how things ARE done, but how they SHOULD be 
done.

Dennis Hager
Irisarian, Pharmacist, Restaurateur, Councilman, Former Mayor and General 
Pain in the A....





-----Original Message----- 
From: Maureen
Sent: Wednesday, January 11, 2012 10:40 AM
To: aisdiscuss@aisboard.org
Subject: Re: [AISdiscuss] 2014 AIS Convention

Hi Paul,

I think we all suspected that a discussion on AIS policy on conventions was 
going to happen sooner rather than later.

I expect that the current ad hoc help at the back end should a club suffer 
catastrophic losses from a convention is not going to be sufficient going 
forward.

I would suggest that board discussion consider the following.

If AIS takes on the riskiest and costliest expense of the convention, should 
AIS then also receive some part of the revenues generated by the convention? 
(for example, collect a fixed portion of registration fees and receive all 
revenues from silent auction)

Should AIS get involved in fund raising for conventions?

What is the impact on the long term financial health of AIS?  While AIS 
manages its finances fairly well by managing its expenses with variable 
revenues. How will AIS manage with a significant variable expense?

The last question is probably the most important.

Unfortunately, I won't be at the national convention this year. I will see 
some of you at the Siberian convention.

Maureen Mark
Ottawa, Ontario
(Not a current board director)

On 2012-01-11, at 3:00 AM, "pwgossett@juno.com" <pwgossett@juno.com> wrote:

> Good Evening Folks,
>
> The weekend of December 3 & 4, 2011, I had the pleasure of meeting with 
> the Delaware Valley Iris Society at their winter board meeting in 
> Pennsylvania.  After they concluded their board meeting they allowed me to 
> tell them my thoughts about them hosting an AIS Convention in their area 
> and what AIS can do to assist them.  We discussed all aspects of hosting a 
> convention and had volunteers to be the Chairperson, Guest Iris Chair, 
> Transportation Chair, and Treasurer all from the area.  We also discussed 
> 4 or 5 gardens that might be on tour along with local non iris gardens and 
> historical attractions that could be used as an optional tour.  They would 
> like to receive guest plants but, will have to have a limitation on the 
> number and also 2014 would be too soon for them if they would be receiving 
> guest plants.
>
> We also discussed financial concerns and obligations.  I believe their 
> greatest concern is how much of a role would AIS be willing to take in 
> both manpower and financial.  On the financial side the hotel is the 
> biggest expense of a convention.  I believe if AIS would be willing to 
> sign the hotel contract and take on the financial responsibility of the 
> hotel we might have a convention site on the east coast probably not in 
> 2014 but, maybe 2016 or 2017.  They are thinking about it now and will 
> make a decision by the end of January.  I am hoping for a positive 
> response from them on hosting an AIS Convention.
>
> My question to the AIS Board is....  Would AIS be willing to sign the 
> hotel contract and take on the financial responsibility of the hotel?  I 
> would estimate the cost of the hotel expenses would be about $25,000.
>
> I would like to have your suggestions as to what I need to do and what 
> role will AIS have in this convention and also future conventions.
>
> Thank you,
>
> Paul
>
>
>
>
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