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ABA Job Description
CONVENTION STANDING COMMITTEE
BASIC FUNCTION
1. Committee Chairman (selected from coordinators)
A. Conduct all committee meetings
B. Coordinate the assignments of the committee members and any other related duties required to provide leadership for ABA conventions
2. Current Committee Members; Convention Hotel Coordinator, Bell Coordinator, Finance Coordinator, Program Coordinator, Facilities Coordinator, and four District Representatives.
A. The Convention Hotel Coordinator
1). Performs site inspections at various hotels in host city
2). Determines which hotels fulfill the criteria of location, space, and safety requirements
3). Negotiates guest room rates, meal costs, and other items
4). Assigns and arranges schedules for all meeting/function spaces
5). Signs contract with hotel
B. Committee Coordinators
1). Provide assistance to chapters requesting help on convention committees where needed
2). Provide leadership, upon request by the Convention Standing Committee Chairman in any specific area
3. District Representatives are to serve as liaison between the Convention Standing Committee and the Convention Chairman when the convention is held in their district.
CONVENTION STANDING COMMITTEE QUALIFICATIONS
1. Have been an ABA member at least two years, attended at least two conventions. District Representatives must have resided in their district for one year.
2. Have Experience in the specific area that each serves as Coordinator.
3. The Convention Hotel Coordinator should have experience in negotiating contracts for lease/rental/hotel agreements or similar.
4. Ability to accept and perform special assignments made by the Convention Standing Committee Chairman.
5. Able to devote time and effort, as needed, to perform duties and to serve an indefinite number of years on the committee.
6. District Representatives serve on the Convention Standing Committee only during their elected two year term.
CURRENT BYLAWS AFFECTING CONVENTION STANDING COMMITTEE ACTIONS
Article VI - Executive Committee
Article IX - Officers' and District Representatives Qualifications, Term of Office and Vacancies
Article X - Duties of Officers and District Representatives
Article XVIII - Standing Committees
B. Convention Standing Committee
Current Procedures
Convention Standing Committee
1. Standing Committee Chairman
a. Chair annual Convention Standing Committee meeting at convention. Provide agenda for meeting
b. Send convention packet to convention chairman of upcoming conventions
c. Stay in touch with upcoming convention planners to be sure event is on schedule
d. Review all correspondence between Convention Standing Committee coordinators and convention planners
e. Review convention contracts and submit to Convention Standing Committee for their approval
f. Assign additional duties to Convention Standing Committee members as required
g. Write a letter explaining Convention Standing Committee services available to prospective convention planners
h. In the unlikely event no chapter, person, or persons agrees to host a convention, delegate responsibilities for that convention
i. Submit expenses to Convention Standing Committee Financial Coordinator
j. Submit four copies of annual report to ABA Recording Secretary at the Executive Committee meeting held before the annual convention; if not attending, send four copies of annual report to the President three weeks before convention
k. Attend the Executive Committee meeting chaired by the President one day before convention.
l. Attend Convention Standing Committee meetings at annual convention
m. Sign copies of tour and bell contract with Convention Chairman after review and send copy of bell contract to Convention Bell Coordinator and ABA President
2. Hotel Coordinator
a. Subscribe to and read materials pertaining to the hotel and banquet industry
b. Request materials from convention and tourist bureaus from various cities in the USA and Canada
c. Have knowledge of airline discounts and internet capability
d. Be available to travel for time periods of three to six days
e. Request complimentary hotel rooms
f. Perform hotel site inspections
g. Negotiate contract with selected hotel for a convention. See enclosures:
(1). Hotel work sheet
(2). Conference room set-up
(3). Meetings and presidential meals
(4). Contract check list
h. Sign contract after review and approval by the other Convention Standing Committee members. Send a copy to the ABA President, Convention Chairman, and other Convention Standing Committee members.
j. Submit expenses to ABA Treasurer
j. Attend Convention Standing Committee meetings at annual convention
3. Financial Coordinator
a. Establish a budget as a guideline for Convention Chairman and Treasurer
b. Establish a standard form for Convention Treasurer to report income and expenses
c. Assist whenever possible to control convention cost
d. Assist Convention Treasurer on preparation of the financial report
e. Be available to assume position of Convention Treasurer if there are no volunteers, or if there is an emergency
f. Receive Convention Standing Committee member's expenses and submit to the ABA Treasurer for reimbursement no later than end of fiscal year, March 31st
g. Attend Convention Standing Committee meetings at annual convention
4. Convention Bell Coordinator
a. Prepare and maintain list of bell manufacturers worldwide. Include catalogs if available
b. Assist convention planners with obtaining sample prices for bells from manufacturers.
c. Prices to include an individual box and packing material if necessary
d. Provide convention chairman a list of bell manufacturers
e. Send the convention chairman a sample bell contract
f. Assist convention bell planners in the design, ordering, and contracting for the bell
g. In the event that convention planners do not want the responsibility for the convention bell, be prepared to assume full responsibility, in conjunction with the Convention Standing Committee, for the design, ordering, and contracting of the bell
h. Remit expenses to the Financial Coordinator
i. Attend Convention Standing Committee meetings at the annual convention
j. Obtain copy of convention bell contract
5. Facilities Coordinator
a. Contact convention chairman and obtain list of required audio visual equipment for all events
b. Contact convention program chairman for a list of program presenters, including addresses, audio visual equipment required, and the date and time of presentations
c. Be prepared to assist presenter with operation of the equipment
d. Discourage rental of expensive equipment, i.e., video projector
e. Contact convention auctioneer for audio visual requirements
f. Before each event, check all equipment and lighting to be sure that is working. Check proper placement of equipment, including piano
g. Obtain, if possible, a two-way radio to communicate with hotel
h. Obtain hotel manager's name, phone number, and e-mail address
i. If necessary, contact hotel audio visual manager and negotiate rental of equipment
(1). Discuss lighting for all events to be sure that it is working properly
(2). Request that the head table and podium be well lighted
j. Report the audio visual rental costs to convention chairman and treasurer
k. Remit expenses to Convention Standing Committee Financial Coordinator
l. Attend Convention Standing Committee meeting at the annual convention
6. Program Coordinator
a. Annually update programs presented at each convention listing titles and presenter.
b. Contact ABA members with knowledge on different types of bells to present a program at future conventions.
c. Compile list of available programs and presenters, listed by types of bells.
d. Provide names of available programs on topics requested by convention chairmen of future conventions.
e. Provide
(1). Letter to be Sent to Bell Program Speakers (enclosure 5)
(2). Suggestions for Securing Varied and Interesting Programs (enclosure 6)
f. Remit expenses to Convention Standing Committee Financial Coordinator
g. Attend Convention Standing Committee meeting at the annual convention
7. District Representatives
a. On a rotational basis, work with other district representatives to assist in selecting chapter or persons within the district to host a convention
b. Assist in selecting location and date for convention within the district
c. Assist and support local chapter and leaders to facilitate all phases of the ABA convention
d. In the event no one from the district steps forward to run a convention, be prepared to act as convention chairman
e. Attend Convention Standing Committee meetings at the annual convention
f. See District Representative Current Procedures for detailed duties
Enclosures: Hotel Worksheet
Meetings and Presidential Meals
Letter to be Sent to Bell Program Speakers
Suggestions for securing Varied Programs
Hotel Work Sheet
Name of Hotel ___________________________________________________________
Location of hotel from airport ______________________________________________
General appearance of hotel ________________________________________________
Vertical hotel ___________________________________________________________
Parking ________________________________________________________________
Shuttle to airport and shopping _____________________________________________
Sufficient conference space without changeover ________________________________
Sufficient exhibit space ___________________________________________________
Sufficient BEHOLD space _________________________________________________
Sufficient meeting space __________________________________________________
Condition of conference space ______________________________________________
Drop down screen _______________________________________________________
Piano__________________________________________________________________
Storage ________________________________________________________________
Lastrenovation___________________________________________________________
Scheduled renovations ____________________________________________________
Employees unionized _____________________________________________________
If so, contract expiration __________________________________________________
Other group meetings same time ____________________________________________
Computer generated set-up layouts __________________________________________
Audio/visual (use our own) ________________________________________________
Number of rooms________________________________________________________
Number of suites and types ________________________________________________
Number of dbl ________________________ Kings ____________________________
Pillow top mattresses _____________________________________________________
Number of elevators ______________________________________________________
Menu prices ____________________________________________________________
Service charge and other taxes ______________________________________________
Server/guest ratio ________________________________________________________
Coffee/pastry cart ________________________________________________________
Number of restaurants in hotel ______________________________________________
Walking distance to shopping/restaurants _____________________________________
American Bell Association
Conference Rooms Set-Up
June 25 - 29, 2005
A. General Session (Global Ballroom AB)
June 26, set up by 3:00 pm. Tear down June 26 4:00 pm.
1. Theater style for 350
2. Head table for 30
3. Podium microphone
4. Floor microphone
5. Water station
6. Pull down screen
B. Meal Functions (Global Ballroom CD)
June 27, lunch and dinner; June 29, lunch
1. Rounds of 8 for 300
2 Head table for 30
3. Podium microphone
4. Floor microphone
5. Piano
6. Different color linens for each meal function if available
C Banquet (Global Ballroom ABCD)
June 29, Banquet 7:00pm - 11:00pm
1. Same set-up as B (Meal Functions)
2. Entire ballroom (Gen Sessions torn down at 5:00 pm)
3. Re-center head table
4. 8' x 8' riser set in left front comer for entertainment (floor microphone)
D. BEHOLD (Grand Ballroom B)
June 26, move in 8:00 am. Move out June 29 6:00 pm
1. (8) 6'x 30" skirted tables
2. (3) 6'rounds
3. 24 chairs
E Exhibits (Grand Ballroom CD)
June 26, move in 8:00 am. Move out June 29 6:00 pm
1. (40) 6'x 30" skirted tables
2. 80 chairs
F. Youth Room (Biscayne)
June 26, move in 8:00 pm. Move out June 29 6:00 pm
1. (2) 6'x 30" tables
2. 20 chairs
G. President's Luncheon (Marathon/Sanibel)
June 26, Noon - 1:30 pm
1. 20-25 persons
2. Hollow square
H. Past-President's Breakfast (Marathon/Sanibel)
June 27, 7:00 am - 8:30 am
1. 18 - 20 persons
2. Hollow square
I. Executive Board Meeting (Chairman's Boardroom)
June 25 - 29
1. Conference style
J. General Meetings for 10 persons (Everglades)
June 25 - 29
1. Conference style
K. General Meetings for 30 persons (Key Largo Theater)
June 26 - 29
1. Conference style
L. General Meetings for 12 persons (Naples)
June 26 - 29
1. Conference style
Meetings and Presidential Meals
Number
Meeting Day Attending Time Room
Day before convention
Executive Board 14 l:00-3:00pm Boardroom
Bell Tower Standing Committee 10 2:00 - 5:00 pm #2
Day 1
Executive Board 14 9:30-11:00 am Boardroom
President's luncheon 25 Noon -1:30 pm
Executive Committee 30 2:00-3:30 pm #3
Chapter Representatives 35 3:30-4:30 pm #3
Audit 3 4:00 - 5:30 pm Boardroom
Convention Guidelines 6 4:00 - 5:30 pm #2
Nominating 3 9:00 -10:00 pm #2
Bylaws 3 9:00 -10:00 pm Boardroom
Membership Expansion 3 9:00 -10:00 pm #4
Day 2
Past President's breakfast 18 7:00 - 8:00 am
Photo sessions 3:30 - 5:30 pm #3
Budget 12 4:00-5:00 pm Boardroom
Trustees 3 4:00-5:00 pm #2
Internet 3 9:30-10:30 pm #2
Audit 3 9:30-10:30 pm #4
Day 4
Educational Endowment 3 8:00 - 8:45 am #2
Job Description 3 8:00 - 8:45 am #4
New Executive Board 14 3:45-5:15 pm Boardroom
Day before and all four days
#1 Boardroom
#2 Small room
Days one through four
#3 Large room for 35
#4 Small room
Contract Check List
1. Room pick-up at 80%
2. One complimentary room for each 50 sold
3. Complimentary two-bedroom suite for president
4. Three complimentary one-bedroom suites or available
5. Five or more upgrades at group rate
6. Group rate three days prior and post event
7. Two night complimentary visit by president year of event
8. Reservations cut-off three weeks prior
9. Parking
10. Shuttle - Airport - Shopping
11. USA newspaper or equivalent
12. Meals - (2004 - $17.50, $17.50, $24.00, $32.00 locked)
a. Youth meal for banquet
b. One server per 20 guests
c. Past president's breakfast
d. President's luncheon
e. Service charge locked
f. Rounds of eight (ten ok except banquet)
g. Centerpieces
h. Different linens for each meal
13. Two complimentary microphones for food functions and general sessions
14. Piano
15. Complimentary punch and cookies for one hour for 350 persons
16. Two cash bars banquet - minimum cost?
17. Audio/visual - camera (our own)?
18. Built-in screen?
19. Is gratuity taxed?
20. No set-up charges
21. Coffee/pastry cart
22. Cancellation of event by hotel - If hotel is unable to provide sleeping rooms, function space, meal functions, or any related services agreed to in this agreement, such action would be harmful and would constitute a breach of hotel's obligations to American Bell Association (ABA) and its members. ABA would be entitled to liquidated damages relating to acquiring a comparable hotel. Damages to include variation in hotel and meal rates, and other reasonable costs incurred.
Letter to be Sent to Bell Program Speakers
To Program Presenters:
Thank you for preparing a bell program for the 200__ Convention.
We ask that the total program, including introduction (one to two minutes), be no more than 28 minutes. The following information is needed to plan schedules, to prepare the convention booklet, and to provide publicity for The Bell Tower.
Presenter's Name ___________________ Introducer's Name ______________________
(Please contact the person who will introduce you and confirm their availability)
Title of Program ____________________________________________
Equipment needed (slide projector, etc.; video projectors not available) _____________
Is someone needed to operate any equipment? Yes ____ No ___
You will be notified of the date and time of your program by (date).
Please return this form by (date) to:
Convention Chairman
Address
City, State, Zip
Sincerely,
Suggestions for Securing Varied and Interesting Programs
1. Request titles of programs and presenters given at previous conventions. (Available from Convention Standing Committee Program Coordinator)
2. Attempt to find new program topics and speakers.
3. Try not to repeat speakers or program topics used at recent conventions
4. Encourage members to have good slides to accompany their programs. The subject in the picture should be taken so as to fill the slide
5. Check the regional chapter reports in the past Bell Towers for programs given in chapter or regional meetings for possible speakers.
6. Talk to members whom you know specialize in collecting a certain kind of bell about presenting a program, including their research.
7. Request the BEHOLD list of displays that have been at conventions for possible programs. (Available from the Convention Standing Committee Program Coordinator)
8. Suggest the prospective speakers include information on their bells about why they were made, for what occasion, etc. rather than simply showing a series of slide after slide of bells in their collection with little information.
9. Inform prospective speakers that a 25 minute program, with pertinent information, is a time frame that is appreciated by the audience.