Re: Draft Requirements and Guidelines Docs

[Erik Olson <erik@thekrib.com>]

Thanks Scott!  It's very nicely put together.  I have some specific 
comments/questions & hopefully others on the board will too.  I didn't get 
your 2nd email before printing out the first version, so I'll refer to 
section #'s:

End of section 1:  Selection will also be made based on the feasibility of
the proposal and the strength & reputation of the local club.

2.2.1: Videotaping has never been a requirement, just an optional thing 
I've done.  Maybe change wording to reflect this.

2.2.3: Recognition letters; should they also be sent to sponsors?

2.5.1: Strike references to awards in the Banquet.  We have announced the 
aquascaping awards, but I think of that as a "per-conference" thing to be 
worked out.  Perhaps it should read "Saturday night banquet - may include 
announcements, awards, recognition, and a guest speaker".  Or maybe just 
"Saturday night banquet".

2.6.22: This seems too complicated for a convention of this size.  I would 
strike it completely.

2.6.3: Is the roundtable a requirement?  Personally, I'd sacrifice the 
roundtable for a collecting trip, for instance.  Maybe change wording to 
"may" instead of "will"?

2.7.1.1.1: Should this be one level out? i.e. 2.7.1.2

2.7.2 "for example, a fish and dry goods auction,"

between 2.7.3 and 2.7.4 : Add new paragraph "Sellers must be AGA 
or Local members unless they wish to donate their proceeds."  ?

GUIDELINES section..

"CONFERENCE CHAIRPERSON" is in a different style than the other sections.  
Also _AUCTION_ is underlined.

SPONSORSHIP, 2nd paragraph.  The b) category isn't relevant to our 
convention.  

Likewise, the recurring bit about advertising in the 
convention booklet is probably not relevant either, because it's such a 
small convention.  Instead we have companies who pay for booths in the 
vendor room.

So also take out the paragraph that starts at the bottom of the page about 
Ad rates.

I didn't find any info about the silent auction.

Hotel info, "Try to get the hotel to give you as many free rooms (for 
speakers) as possible to sponsor an early bird draw or anything else you 
can think of."  I don't understand what that means, early bird draw.

MARKETING, PUBLICATION and ADVERTISING

Starting with "Advertising must be sought early and eaggresively" through 
"Money can also be saved if you and your volunteers do folding and 
stapling"... this all seems not to be relevant.  Again, my thinking is 
that this is a small convention, we can do a simple xeroxed convention 
booklet.

SPEAKER PROGRAM

Distinguish between "transportation to and from the banquet" and airfare.  
Maybe just add a sentence saying airfare for the keynote speaker should be 
paid (though not required for the other spekaers).

Next paragraph, talking about speaker bookings, modify paragraph to 
include requests for a photo, and that it's important to get it early for 
flyers, website and other advance PR.

"Make sure the speakers and judges.."  Take out "and judges"

REGISTRATION

"Doing both tickets and bookets at the same time..."  Tickets?  Maybe take 
out that sentence.

Last sentence of section ends abruptly "AT the registration table, have 
name tags for all preregistered attendees and a few blank tags for."

TREASURER

Maybe add "investigate accepting payments by credit card if possible".

That's all so far... Thanks Scott!

  - Erik


-- 
Erik Olson
erik at thekrib dot com

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