[AGA-sc] Convention Plans

[Erik Olson <erik@thekrib.com>]

I talked with most of you last week on the phone, to get input (as the 
folks who are most likely going to do all the work for the convention) on 
what you thought we should do for 2006 and 2007 conventions, and here is a 
sort of outline summary.  Everyone pretty much thinks we should stick with 
SFBAAPS for this year.  Some of us think we should do so even if it's a 
monetary loss for the AGA.  We all think that we need to "take over" parts 
of the convention to insure that it happens, and that we're justified in 
doing so by being the only financial backer of the event.

I think we should pick out a time and all talk together fairly soon so 
we're on the same page (Larry had a link to a free trial or something of 
that ilk, or we could use cell phone conferencing).  At any rate, could 
you review the outline below, add any further comments.  I think the 
biggest action item right now is for Larry and Scott to talk with Jim and 
then take over the hotel negs; second biggest is for me to talk to Jim and 
find out who's organizing speakers & how far they are.

  - Erik

-------------------------------------

2006:

  * Tough it out with SFBAAPS
      - Unless they initiate the pullout
      - Much bad blood would ensue otherwise
      - About the same work as trying to do it ourselves at this point
      - Monetary loss won't kill AGA this time

  * Take more direct role in three key areas
      1. Hotel
         - They've all but said "you take over this"
         - Larry and Scott talk conference with Jim, get permission, run
      2. Speakers
         - Who is heading the committee?
         - Who is planned, if any? (If not, we insure good speakers booked now)
      3. Auction
         - Who is heading the committee?
         - Are arrangements being made with FAN and other donors?
         - Is the committee head familiar with running big auctions?
         - Do they have a system that has been tried and true?

  * Plan needed to account for lack of backing by SFBAAPS
         - First $X profit goes directly to AGA, above that split 50/50
         - AGA board allowed to step in and override if it feels decision
           being made (or inaction) leading to convention disaster

2007 and Beyond:

  * AGA should host the conventions, not local clubs
    - DFWAPC more the exception than the norm
    - Not enough established clubs
    - Board ends up doing just as much work as if self-hosted
    - If a competent local volunteers, we could still accept
      a bid.

  * Committee heads from board and other proven folk
    - Jobs get easier when repeated
    - AGA board and hand-picked folks are trustworthy, competent, hard-working
    - All expressed concern over burnout from yearly repeat, though

  * Locations
    - Several specific sites were suggested as 2006 backup plans, and might make
      decent post-2006 locations:

      * Houston at Senske's rather than hotel (small seating)
      * Dallas, same conract as 2003
      * Hartford (NEC site)
      * Portland (Erik and Kathy know some people, hotel used for annual 
convention)

    - Keep in same location, or move around?

      * To rotate, we need a skeletal ground crew made up of local
      volunteers to do scouting, report back to board.

      * Keeping in same location makes field trips less interesting

      * Larry said something about trying to get a national contract
        with Marriott that would guarantee a given rate in any city.

      * Larry also mentioned that it's a lot of work to select the hotel
        when it's done right.  Many many field trips.

    - Non-hotel locations?  Have people fend for themselves with hotel?

  * GOAL: Announce 2007 convention at 2006.



We Need a process to bring in new volunteers

  * Current model of giving high-profile jobs to "whoever" is not very 
effective.

  * Need to note when small, not-so-important tasks "come up" and offer these 
to new
    volunteers as tests.  Some examples that came up:

    - Hotel scouts (local folks, onetime job, but could turn into convention 
volunteer)

    - Secretary.  Sits on mcm, keeps track of all topics, replays them as notes 
on monthly basis.
      Very important job, and one we could try people out on trial basis.



APPENDIX:

    Larry and I noted some interesting typical personality profiles:

      1. "The Jay" - Only will do a job we don't need, set out to "change the 
system".
         Hillarious hijinx ensues.

      2. "Bailin' Bailin" - the unreliable voulunteer that signs up for 
something big and
         completely blows it off.

      3. "over-Phil" - sign up for a big job, end up over-your-head.  Kinda 
like #3, except
         finish your present commitments and never volunteer again.

      4. "No-committment jobs only" - Sign up for a job that is initially 
unpopulated
         with work and requires the jobholder to invent the work, sit on that 
post
         for years with nothing but a title, make no actual contribution to the 
AGA.

      and of course:

      5. "The Freak".  Also known as "The Board Member".  Initially drawn in 
with small job,
         sticks around and keeps taking on more responsibility,
         sacrificing personal life, stress level, other hobbies.  Eventually 
runs the club.



--
Erik Olson
erik at thekrib dot com
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