From: Erik Olson <erik@thekrib.com>
Reply-To: aga-contest@thekrib.com
To: aga-contest@thekrib.com
Subject: [AGA Contest] Organizational Letter
Date: Sun, 25 May 2003 08:14:01 -0700 (PDT)
Hello and welcome to this year's AGA Aquascaping Contest Planning Session.
Sorry for the lateness of everything; it's been an exceptionally busy year
for me & without another contest director like James to remember the
deadlines, I keep forgetting to send out the e-mails to people who want to
help. I think we've got a quorum now, so let me kind of outline what I
think needs to happen, based on the past few years. I would like to get
volunteers for the ten or so jobs that aren't me if possible. :)
Please reply if you are interested in particular jobs, or for that matter
if you aren't interested but would be willing to do them. Thanks...
Oh yeah, possible timeline: 6/1 site goes live to accept entries, 9/15
entries close, 11/15 winners announced simultaneously at convention and on
web.
1. Dust off website code and add tenant improvements for 2003: (Erik)
a. Integrated PayPal link for fees
b. Revert categories to 2001 states
c. Initialize 2003 database
2. Copy writers ( )
a. Announcement on website
b. letter for clubs and personal e-mails
c. letter or press release for magazines
3. Design new banner logo for the year (the little thing at the top
of the page); can use elements of last year's entries for the
graphics. The first year my theme was to show how anything could be
an aquascape, even rocks and cheesy blue space-alien molly setups.
The second year it was a "diversity of entries" showcasing several
of the tanks the previous years. The third year I worked up something
I called "elements" where I showed small pieces of different
aquascapes in the hopes of reminding folks to include those close-ups.
I was thinking of doing a "design into action" logo where a stylized
planting plan fades into the completed aquascape left-to-right.
Anyway, if someone has another idea, feel free to try! (Erik?)
4. Create poster, PDF letter for clubs and ad for TAG ( )
Examples can be found in the "press" section of the
current site.
--- at this point, we can take the site live. Goal 6/1 ---
5. Contact clubs and individuals, mail the letter ( )
Dave Vanderwall did this last year and is willing to
help again, yes? He has a list, but we could use
an expansion.
6. Contact bulletin boards, newsgroups, APD, etc ( )
7. Contact magazines and ask about an announcement or free ( )
ad.
8. Contact vendors and ask for prize donations ( )
- Need to be tenacious on this one
- I have a spreadsheet from 2000 with all the vendors
James contacted. James was very good at this!
- COULD be done in conjunction with the convention,
but doesn't have to be!
-- The above four jobs come in right after 6/1 but need to be done quickly
--
9. Judge liaison ( )
- Determine list of potential judges to contact
- Contact them, be sure they know the schedule
- We should have 5 judges for things to run smoothly
but have run with 3 in a pinch last year.
- Arrange gift at the end of the event?
10. Prize coordinator/Ribbon Person ( )
- Collection point for any received prizes
- Order ribbons at contest close
- Mail everything out at contest close
11. Contact for entries (Erik)
- Address to mail entries and checks
- Essentially scan photos, retype entry forms and do the whole
online entry on behalf of the people who enter via the mail
- I don't anticipate requiring help because nearly everyone
enters online now anyway
-- These last three jobs take place over the the remainder of the contest
and more importantly, continue AFTER THE CONTEST CLOSES on 9/15 --
--
Erik Olson
erik at thekrib dot com
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