Convention & Conferences “Tips and Tricks Every Event Planner Must Know” Presented by Jim Addis

Why Do We Have Conventions? We have conventions to fulfill the most important purposes of the district… A. The building of local Exchange Clubs. B. Increasing fellowship between clubs within the district. C. Strengthening established clubs. Promoting the participation of local Exchange Clubs in the Program of Service And this is how…

People leave conventions inspired to do great things in their communities and with an renewed sense for Exchange. Most of the club building occurring is being generated by an idea, a person and some collaboration that is a direct result from networking with like-minded people some excelling and some struggling, but all working for the same goal.

Are you kidding me… have you ever been to an Exchange convention? Getting to know each other, Exchanging ideas comes out in soooo many ways… Whether its breakout sessions, dinner or dancing or the hospitality suites. Increasing fellowship between clubs doesn’t have a better venue than that.

What is working, what is not? This was a good idea, this was not. How do we do that? These questioned and more discussed in detail. All the best ideas stem from Exchanging ideas, successes and field tested concepts.

But we don’t have a CAP center, what kind of child abuse prevention projects can we do? Our club did this and it was a raging success! You are not alone fighting battles in your own community, there are other clubs throughout your district and beyond working to strengthen America one community at a time.

Planning These Events The Convention Committee takes the lead coordinating these events. Selecting a date and location is a great way to start. We are definitely seeing cooperative efforts between districts working together to best plan great conferences and conventions.

Here Are The Keys To Success So what are the keys to success?

Convention Committee Chair and committee plan a year in advance, and invite the host club in the city that is chosen to be part of the Committee.

Get cost of meeting room and sleeping rooms at a minimum of three hotels.

Find out what groups are already booked at the same time.

Always keep track of your history, and track how many rooms were used the previous year, how many attendees dined, etc. (Note: If a large population of attendees live in the area, don’t count on them sleeping in the hotel.)

Multiple people should review the contract before it goes to the Executive Committee. Contract signee needs to know they are liable and are signing on behalf of the district, and need the approval of the Executive Committee prior to signing.

 Number of rooms blocked per night.  Check dates and rates.  Number of rooms blocked per night.  Room rate the same for single and double.  Cutoff date is acceptable.  Attrition clause allows reduction of room block and by what date.  Is meeting room space charged or complimentary?  What other groups are in the hotel and if they are located in adjacent meeting rooms. Click for each line  Check dates and rates.  Number of rooms blocked per night.  Room rate the same for single and double.  Cutoff date is acceptable.  Attrition clause allows reduction of room block and by what date.  Is meeting room space charged or complimentary?  What other groups are in the hotel and if they are located in adjacent meeting rooms.

 Check for hidden fees; be sure to get all taxes and fees up front.  Is there a minimum on food and beverage?  Identify all costs on audio visual.  Is there a setup charge on meeting room?  Are there costs associated with package delivery?  Are there charges associated with changing the setup of the meeting room?  How many days or hours in advance do you have to guarantee food numbers of people for meal events? Click for each line  Check for hidden fees; be sure to get all taxes and fees up front.  Is there a minimum on food and beverage?  Identify all costs on audio visual.  Is there a setup charge on meeting room?  Are there costs associated with package delivery?  Are there charges associated with changing the setup of the meeting room?  How many days or hours in advance do you have to guarantee food numbers of people for meal events?

 Are payments due in advance?  What are all of the hotels policies?  What type of deposit is required and what are the accepted payment methods?  Are payments due in advance?  What are all of the hotels policies?  What is the cancellation policy?  When is the deadline to sign contract? Click for each line  What type of deposit is required and what are the accepted payment methods?  Are payments due in advance?  What are all of the hotels policies?  What is the cancellation policy?  When is the deadline to sign contract?

Remember everything is NEGOTIABLE. No matter what is said GET IT IN WRITING! Click for each line Remember everything is NEGOTIABLE. No matter what is said GET IT IN WRITING!