Re: Convention Ownership

[RUTHBB@aol.com]

Will,
 
I question your perspective. I agree that it is the dedication of the  
individual people and chapters and regions that make the national a success.  
However, the motivation of those volunteers is not financial remuneration, but 
 the desire to make a contribution to the AIS, not the organization, but 
the  membership. By attending conventions, we have all reaped the benefits of 
the  work of other members. Hosting a convention takes a lot of work, for 
sure. 
 

However, the risk of hosting a convention is HUGE. It takes the continued  
work of a number of individuals over an extended period of months/years. And 
 then in the end, what about the expenses if there something unforeseen or  
uncontrollable occurs? Most Regions don't feel that they could accept the 
risk  of a catastrophic financial loss and therefore are not willing to host 
a  convention. If the AIS would accept that financial risk, I feel we could 
have  more Regions/Societies stepping forward to host. Furthermore, if AIS 
would  accept some of the recurring responsibilities, it would require fewer 
people  from the Region/Society to host a convention. Certainly the 
Societies on the  west coast have considerably more members than the ones in the 
rest of the  Country, allowing more volunteers available for the actual  
implementation of duties. This is not to mention that many of the tour gardens  at 
the western conventions are commercial gardens that are already set-up for  
crowds of visitors! In other parts of the country the tour gardens  are 
personal gardens that must be largely renovated or increased to allow  for the 
planting of convention plants. If an AIS committee would assume some of  the 
recurring responsibilities of hosting a convention, then some of the  
Societies with less manpower available could attempt to host one and focus  their 
resources and energy on the local tasks. 
 
In summary, there are two parts to this issue. The first is the financial  
risk assumed by the hosting Society/Region. The second is the huge number  
of man-hours required to complete all the tasks needed. As Dennis  mentioned 
some of these tasks could be easily accomplished by someone  out-of-the-area 
and someone whose AIS job it is to do this job annually. We all  know that 
when one becomes familiar with the duties of a job, i.e., the second  and 
third time it is performed, the easier the job is. However, in our present  
system new volunteers are asked to do ALL the jobs each year! Since it  takes 
several years to prepare for a Convention, at the end of that time,  many 
times the small committee is exhausted and unwilling to consider hosting  
again.  With some help from AIS with the recurring tasks this burn-out  could be 
avoided!
 
Ruth Barker


 
 
In a message dated 1/29/2012 12:42:38 P.M. Eastern Standard Time,  
gardens@molalla.net writes:

Dennis,

I believe that proper education and the use of  realistic numbers and 
careful 
budgeting would do a far better job.   Incentives of breaking even by 
working 
hard and not having a financial  loss are better.  Without those incentives 
what reason is there for  the hosting area to work to get the best 
deals....If the National  organization is going to pay for it why not just 
spend for the best there  is?  I believe that in the end the National is 
the 
one that will go  broke.   It is the individual people and the individual 
chapters  and regions that make the national a success and not the  reverse.

Will


----- Original Message ----- 
From: "R.  Dennis Hager" <hager@aredee.com>
To:  <aisdiscuss@aisboard.org>
Sent: Sunday, January 29, 2012 5:40  AM
Subject: Re: [AISdiscuss] Convention Ownership


>  Will,
> Financial gain is rarely the driving factor for hosting a  convention. 
> However, the possibility of financial loss is a huge  disincentive. When 
> the Chapter or Region lists the pros and cons of  having a convention, I 
> would like to see "We may lose our ass"  removed from the cons.
>
> I know of a one time when an AIS  Convention was hosted with the clear 
> intention of making a big  profit. It was a successful attempt to recoup 
> loses they suffered  from hosting a convention a few years earlier.
>
>  Dennis
>
>
> -----Original Message----- 
> From:  William Plotner
> Sent: Sunday, January 29, 2012 12:17 AM
> To:  aisdiscuss@aisboard.org
> Subject: Re: [AISdiscuss] Convention  Ownership
>
> I have a question for Dennis that I would like him  to answer.
>
>
> What is the incentive for the Chapter or  Region if the AIS takes 
ownership
> and the profits of a  convention?
>
> All My Best
> Will
>
>
>  ----- Original Message ----- 
> From: "R. Dennis Hager"  <hager@aredee.com>
> To: <aisdiscuss@aisboard.org>
>  Sent: Saturday, January 28, 2012 9:11 PM
> Subject: [AISdiscuss]  Convention Ownership
>
>
>> There is no doubt that  without Paul, there would be no AIS Convention. 
I 
>> posed these  questions not to attack Paul, but to point out to the Board 
>> that  the current structure really needs to be changed. The AIS 
Convention  
>> is a crapshoot, with the dice being passed on to the next soul  who 
>> wanders into the game.
>>
>> Am I the only  person who believes that something should be done to 
>> improve the  quality of the AIS Convention?
>>
>> Ultimately, the  responsibility of the AIS Board is to keep the 
>> organization  alive. Having vibrant and successful conventions is key to 
>> the  health of the AIS.
>>
>> I would suggest to you that the AIS  needs to take ownership of the 
>> convention. The AIS should handle  finances, programs, national and 
>> international marketing, plant  registration, handbooks, attendee 
>> registration and hotel. The  host club should handle gardens, local 
>> marketing, hospitality and  transportation, with the assistance of the 
>>  AIS.
>>
>> For many organizations, ownership of a convention  (and the profits) is 
a 
>> huge asset. With ownership comes  responsibility. For some reason, the 
AIS 
>> Board has decided not to  own the convention. I don't know why and it 
>> doesn't really  matter. What does matter that if the AIS really wants 
the 
>>  Convention to continually improve, the Board needs to decide to take  
>> ownership of it and provide Paul or whoever is in his position  with the 
>> resources and backing to make each subsequent convention  better than 
the 
>> one before.
>>
>> When it comes  to convention and event management, there is nothing 
truly 
>> unique  about the AIS. There are professional convention and event 
>>  managers who routinely handle much more complicated events. It is time  
>> for one to be consulted. For the record, I do not personally know  any 
>> professional event planners and have no financial interest in  any 
>> organization that provides such  services.
>>
>> Dennis  Hager
>>
>>
>>
>>
>>  -----Original Message----- 
>> From: Jill Bonino
>> Sent:  Friday, January 27, 2012 9:02 PM
>> To:  aisdiscuss@aisboard.org
>> Subject: RE: [AISdiscuss] 2014 AIS  Convention
>>
>> 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
>>>> >
>>>> >
>>>>  >
>>>> >
>>>> >  ____________________________________________________________
>>>>  > 53 Year Old Mom Looks 33
>>>> > The Stunning Results of  Her Wrinkle Trick Has Botox Doctors Worried
>>>> >  http://thirdpartyoffers.juno.com/TGL3141/4f0cfb7da2c55c9749st02vuc
>>>>  >
>>>> >  
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