Re: Draft Requirements and Guidelines Docs (fwd)

[Erik Olson <erik@thekrib.com>]

---------- Forwarded message ----------
Date: Fri, 24 Jan 2003 16:51:12 -0800 (PST)
From: S. Hieber <shieber@yahoo.com>
To: Erik Olson <erik@thekrib.com>
Subject: Re: Draft Requirements and Guidelines Docs

Soem quick feedback to feed the discussion:  see bracketed
comments below:


--- Erik Olson <erik@thekrib.com> wrote:
 
> End of section 1:  Selection will also be made based on
> the feasibility of
> the proposal and the strength & reputation of the local
> club.

[It would be nice if would could say how this was going to
be assessed.]


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

[If you're going to do it, we should just say that.  Of
course, you'd be welcome to assistance from you know who.]
> 
> 2.2.3: Recognition letters; should they also be sent to
> sponsors?

[Oh gosh, you mean corporate sponsors/donators,absolutely. 
]
> 
> 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".
> 
[Okay, but if it's going to be more than just eats, I think
the bidders need to have some idea of what to plan for.]

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

[There is this fork in the road that I tried not to decide
on in this draft, but the Board should decide for the final
document.  Are we going to contemplate a fish club being a
sponsor and wanting to have some things of their own,
auctions, speakers, competitions, etc.  I thought that was
going to give us a broader market and potentiallly a bigger
turnout.

It has its drawbacks, as you point out.  It's easy enough
to strike, so should we wait and see what the others say?]

> 
> 2.6.3: Is the roundtable a requirement? 
[You guys tell me, I'm a novitiate :-)  Personally, I like
the Q and A -- it's like APD live]

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

[That's a good idea -- I want to do both! And a shopping
run on Sunday but that doesn't have to be an event. ;-)  
Anyway, I suggest we either have a roundtable or not rather
than say may -- or maybe we should list possible events for
the prospective bidders to pick from, one from column A,
two form Column B until the conference calendar is filled.]


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

[Ya, and the rest of them in the 2.7 section are out of
level -- easy to fix -- nice catch]
> 
> 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."  ?

[IIIII like it]

> 
> GUIDELINES section..
> 
> "CONFERENCE CHAIRPERSON" is in a different style than the
> other sections. 

[Syntactically or format?  The syntax needs some good
working over-it's very first drafty.]
> Also _AUCTION_ is underlined.
> 
> SPONSORSHIP, 2nd paragraph.  The b) category isn't
> relevant to our 
> convention.  

[that's that fork in the road again -- if the local club
wants to include a contest, should we let them?  Might it
not help the draw?]
> 
> 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.

[Okay]
> 
> 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.

[Do we want the auction(s) to be silent?  If so, I'll
rewrite the docs to reflect that.  What info do you want
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.

[we'll take it out of the vernacular -- early bird means
early registration -- getting revs up front   -- but the
sentence was cryptic in the original -- I thought you guys
might know what the sentence was about so I left it in. ] 
> 
> 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.  

[how about "trans between the conference and the airport"?]



> 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"


[Another tine on that fork]
> 
> REGISTRATION
> 
> "Doing both tickets and bookets at the same time..." 
> Tickets?  Maybe take 
> out that sentence.

[Oops, I did in most places, I missed that one]
> 
> Last sentence of section ends abruptly "AT the
> registration table, have 
> name tags for all preregistered attendees and a few blank
> tags for."

["and a few blank tags for day-of-conference registrants"]

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

[Tht will cost about 5-10% of the transaction -- is it
likely to be worth it since we can offer paypal?  Will it
actually increase the attendance?  I'd bet not
significantly.  Likely to increase bidding--probably will]
> 
> That's all so far... Thanks Scott!


Keep em coming.

What about sending to the others -- use the taggers@
address ?


sh

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