Re: Convention Ownership

[don.rude@comcast.net]

good idea 

----- Original Message -----
From: "Jill Bonino" <aistreas@earthlink.net> 
To: aisdiscuss@aisboard.org 
Sent: Tuesday, January 31, 2012 1:36:40 PM 
Subject: Re: [AISdiscuss] Convention Ownership 

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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