bid information

[Erik Olson <erik@thekrib.com>]

I'm having a dialog with Mike from Cleveland.  Forwarding this to board & 
Scott as it's potentially useful info for the bid sheet.  (Scott, 
Darlene's got the info from Charelene and Val; now contacting Luis & 
hoping to have her final write-up to us in the next week or so!)

  - Erik

-- 
Erik Olson
erik at thekrib dot com

---------- Forwarded message ----------
Date: Wed, 18 Dec 2002 17:45:04 -0800 (PST)
From: Erik Olson <erik@thekrib.com>
To: Csxno1@aol.com
Subject: Re: Memebership

Thanks for the explanation of the clubs Mike!

The most important thing, in my opinion, is having a dedicated group and a
leader who will delegate, communicate, and follow up to make sure that
everyone's doing their job.

Some of these jobs include (this is off the top of my head -- as I say, 
we'll be trying to formalize this in the bid sheet):

  * Hotel/location liaison - cut us a deal with the hotel for rooms, 
    meeting room,
    vendor room and banquet based on attendance of say 100-200.  
    (the past three years have been around 75, 125?, and 75 respectively).
    Maybe it's better to hold the functions at a different place than the 
    hotel?  Work with AGA Treasurer to insure feasibility.

  * Local tour arranger - find some interesting activity/acti vities for 
    Friday afternoon or evening, determine costs and availability, group
    discounts, etc.  The first two years we had a behind-the-scenes tour 
    of the Tennessee Aquarium.  This year there were tours of two 
    commercial aquascapers and a cool local store, but the REAL fun, in my 
    opinion, was had by a small group that unofficially went collecting 
    with the guest speaker the day before the convention started.  This is 
    definitely an opportunity to get creative; there's no rules on this 
    one.

  * Speakers - find one "Star" speaker, like Amano, Claus Christensen (our
    last two years' "stars").  Some other great ideas that have come up
    include Christel Kassleman, Jan Bastmeijer, Ole Pedersen.  The AGA has
    lots of contacts for people like this & can help get you in touch.

    So in addition to the "Star" speaker, you also need 3 or 4 other 
    speakers.  In the past, these have come from a lot of different 
    places, including AGA management, the Aquatic Plants Digest, product 
    spokesmen, aquarium staff, and just plain old hobbyists.  A couple of
    these could be local folks -- this will certainly save on airfare.

  * Auctions - Most of this is done at the event, but prep work includes
    defining the nature of the auction(s) (silent, live), getting people
    to help run the event, auctioneers, baggers, etc... this should not be
    too unusual if the local club has done auctions already.  Darlene 
    Walder, who ran the auction this year, is willing to help again next 
    year, even chair a silent auction.  We're tossing around ideas of 
    having the splits from the silent plant auction go 100% to the AGA, 
    but allowing the local club to hold an "anything goes" auction on 
    Sunday in which fish & dry goods are allowed, and the local club would 
    receive the splits. 

  * P/R - create a brochure and/or other material to advertise the event.
    Work with AGA to insure the website & TAG have timely material to
    plug the event, contact magazines, societies, etc.  Some of this may
    be shared with the aquascaping contest PR effort if appropriate.
    Both TAG Layout Artist Cheryl Rogers, and I (doing layout for the
    ACA's Buntbarshce Bulletin) have some experience and could help.

  * Registration - point of contact for mailed-in registrations.  Also 
    work with AGA website to insure smooth integration with AGA's online
    payments.  Collect entry fees, create registration packets, name 
    badges, etc.  Designate people to work check-in table.  

  * Vendor Relations - Contact interested vendors to solicit space in the
    vendor room, auction donations, door prizes.  May be able to work in
    conjunction with our newly-appointed AGA vendor relations person 
    and/or the aquascaping contest.

  * A/V - Someone needs to make sure that all the equipment is available
    for the speakers, auction, panel discussion (if applicable), etc.  
    Some speakers may require computer projectors, slides, etc.  I have 
    been helping with this position, and am happy to bring audio equipment
    and videotape the conference.

I'm sure that I'm forgetting stuff, but that'll get you a rough idea of
what we're looking at.  As I mention in the individual job descriptions,
there are people working for the AGA that will be able to help when called
upon.  Feel free to ask for ANY clarifications, and like I said, more 
documentation is coming in the next month.

  - Erik

On Wed, 18 Dec 2002 Csxno1@aol.com wrote:

> Yes Eric that is the Cichlid club out of akron that you attended in fact they 
> just had another expo right before thanksgiving here in cleveland. I hear 
> they put on a wonderful show.We are the oldest fish club in the country,the 
> Cleveland Aquarium Society has ben around since the 1800's. Our meetings take 
> place at the Cleveland Zoo and i would say that we may be able to use that to 
> our advantage if we were to host a convention. If i was to get some help from 
> the AGA and somehow convince the board that it could be pulled off, i'm sure 
> cleveland could be the place of next years convention. See i have never even 
> been to one and i have only lived in cleveland for a little over 4 years so i 
> am not exactly the best person for contacts around the city. None the less 
> the board appointed me to put this together and i am the vice president. Let 
> me know what you guys think and maybe somehow we could pull it off...maybe in 
> cooperation with several of the local clubs. Talk to you soon.
> 
> Mike
> 

-- 
Erik Olson
erik at thekrib dot com



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