Re: Convention Ownership

[Jill Bonino <aistreas@earthlink.net>]

Paul,

This topic could be added to the Convention Chair Meeting that is held every year at the Convention.  I am sure past, current and future Convention Chairs would have input.  

Jill


-----Original Message-----
>From: RUTHBB@aol.com
>Sent: Jan 31, 2012 8:49 AM
>To: aisdiscuss@aisboard.org
>Subject: Re: [AISdiscuss] Convention Ownership
>
>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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>>>>>  60-Year-Old Mom Looks 27
>>>>> Mom Reveals Free Wrinkle Trick  That Has Angered Doctors!
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