Re: Convention Ownership

[don.rude@comcast.net]

Ruth, 
Your points are well taken. Having chaired regional meetings in 
region 4 and region 17, I know how much is required and how exhausting the process can be. 
I can't imagine what a natl. entails. 
Don 

----- Original Message -----
From: RUTHBB@aol.com 
To: aisdiscuss@aisboard.org 
Sent: Tuesday, January 31, 2012 11:49:53 AM 
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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>>>> ____________________________________________________________ 
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