RE: 2014 AIS Convention

[Jill Bonino <aistreas@earthlink.net>]

I agree with Cheryl.  Paul has been indispensable (?) to us for the 2012 Convention.  

The Canada Convention created a great Bus Book for Bus Captains which we are using as a guide for the 2012.  This can be passed along.  There are also spreadsheets, memos, and letters we created for promotion that can be copies and passed along too.  Jill


-----Original Message-----
>From: cheryl deaton <region15kids@hotmail.com>
>Sent: Jan 24, 2012 9:09 AM
>To: aisdiscuss@aisboard.org
>Subject: RE: [AISdiscuss] 2014 AIS Convention
>
>Speaking on behalf of Region 15 and the 2012 AIS Convention Committee, I can
>attest to the invaluable help Paul as Convention Liason has given us from the
>very beginning.  I agree that we need to share more information because in
>certain areas the information is minimal at best, especially since many areas
>have never hosted a convention.  Region 15 will happily share information.
>Cheryl Deaton
>
>
>> From: pwgossett@juno.com
>> Date: Tue, 24 Jan 2012 02:53:43 +0000
>> To: aisdiscuss@aisboard.org
>> Subject: Re: [AISdiscuss] 2014 AIS Convention
>>
>> 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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>> >
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