Meet with local clubs and
groups to assess interest and possibilities for hosting an ADGA Convention.
Contact ADGA Annual Meeting Committee Chair for a copy of the Handbook for Hosting An ADGA Annual Meeting
and Convention or access it on the Internet.
Choose a local person to serve as Convention Co-Chair.
Work with Annual Meeting Committee Chair to find suitable facilities for Convention and Convention activities.
Visit prospective host facilities and prospective facilities for Day Two of Judges Training Conference. You may need to reserve dates at the host and TC facilitieis, but no contract may be signed before the “Proposal to Host” has been accepted by the ADGA Board of Directors. In most cases, the contract for facilities will be signed by the ADGA President or Secretary-Treasurer.
Begin
developing financial support from other goat organizations, businesses, visitors
bureaus, and government agencies. Include these groups in Convention planning
as appropriate.
Gather information and contacts for permits and other requirements for housing Spotlight Sale animals on-site at the host facility, holding the Spotlight Sale at the host facility, having animals on-site at the host facility for the Pre-Judges Training Conference, Day One of the Judges Training Conference, the Advanced Judges Seminar or Type Conference (whichever is scheduled for that year), A.I. Clinics, etc.
Gather information and contacts for permits and other requirements for the facility where Day Two of the Judges Training Conference will be held.
Contact Chair of the ADGA Spotlight Sale Committee to review plans for the Spotlight Sale and housing of Spotlight Sale animals. Obtain written approval of plans for Spotlight Sale and housing of Spotlight Sale Animals from ADGA Spotlight Sale Committee Chair.
Make preliminary arrangements for housing the Spotlight Sale
animals.
Contact Chair of the ADGA Judges Training Conference to review plans and the facilities for Days One and Two of the Training Conference and the Pre-Judges Training Conference. Obtain written approval of plans for Days One and Two of the Training Conference and Pre-Judges Training Conference from the Committee Chair.
Local Co-Chair and Chair of the Annual Meeting Committee work together to prepare “Proposal to Host an ADGA Annual Meeting and Convention.”
Present “Proposal to Host an
ADGA Annual Meeting and Convention” to ADGA Board at October Board Meeting.
After “Proposal To Host An ADGA
Annual Meeting and Convention” Has Been Accepted By the ADGA Board of
Directors:
Name local personnel that will help Convention
Host Committee to run the Convention.
Define responsibilities of each person committed to helping run
Convention.
Obtain all permits and variances needed to house Spotlight Sale animals at the facility, hold the Spotlight Sale itself, and have animals on-site for the Pre-Judges Training Conference, Day One of the Judges Training Conference, and A.I. Clinics.
Obtain all permits and variances needed for animals at the facility where Day Two of the Judges Training Conference will be held.
Confirm arrangements for housing Spotlight Sale animals at host
facility.
ADGA President or Secretary-Treasurer signs contracts with host facility and site of Day Two of Judges Training Conference.
Work with organizations, businesses, visitors bureaus, and government agencies. Include these groups in Convention planning as appropriate.
Begin planning publicity for Convention: Choose a theme and
logo.
Begin using theme and logo in all publicity for Convention.
Plan activities that will be held during Convention week (Judges Training, Spotlight Sale, AASRP, Production, Youth, Advanced Judges or Type, etc.).
Work with breed clubs to plan schedule and type of meetings
Breed Clubs will host.
Begin detailing program of seminars, workshops, clinics, and
other activities for Convention week.
Specify kinds of Convention registrations to be offered.
Set approximate fees for vendor tables and exhibit space.
Set approximate fees for activities not included in full-package registrations (clinics, tours, meals, etc.) Fees for the Judges Training Conference and Advanced Judges Seminar are set by the ADGA Judges Training Committee.
Begin fundraising/sponsorship activities.
Prepare and submit Status Report #1: Preliminary Budget and Activity Report to the ADGA Board of Directors. Status Report #1: Preliminary Budget, Activity and Financial Reports is due the year following acceptance of the “Proposal to Host.”
Two Years Prior to
Convention Date:
Complete preliminary plans
for all aspects of Convention.
Finalize plans with ADGA Committees for activities held during Convention week (Judges Training, Spotlight Sale, AASRP, Production, Youth, Advanced Judges or Type, etc.).
Obtain written agreement from each ADGA Committee Chair designating responsibilities (financial, physical and personnel) for ADGA Committees and Convention Host Committee. Judges Training Conference and Advanced Judges Seminar agreement should also include fee set by those ADGA Committees.
Continue to work with local group organizations, businesses, visitors bureaus, and government agencies. Include these groups in Convention planning as appropriate.
Continue to publicize Convention location and activities.
Confirm all permits and variances required for animals at the host facility where Spotlight Sale and facility where animals will be housed.
Confirm all permits and variances needed for animals at the facility where Day Two of the Judges Training Conference will be held.
Confirm arrangements for housing Spotlight Sale animals at host
facility.
Begin preliminary arrangements for tours, including
transportation needed.
Begin developing Convention program.
Work with ADGA office as needed for help with registration, and
publicity.
Review Convention budget and make changes in fees for registration, meals, and activities not covered by full-package registrations.
Plan a publicity schedule with goat magazines (including Dairy Goat Journal and United Caprine News).
Contact ADGA Communications Coordinator in the ADGA Office for publication deadlines for publicity and program information.
Continue fundraising/sponsorship activities.
One Year Prior to Convention Date:
Finance Chair to set up
Convention accounting system.
Continue to work with organizations, businesses, visitors bureaus, and government agencies. Include these groups in Convention planning as appropriate.
Continue to publicize Convention location and activities.
Confirm again all permits and variances needed for animals at the host facility where Spotlight Sale will be held and facility where animals will be housed.
Confirm again all permits and variances needed for animals at the facility where Day Two of the Judges Training Conference will be held.
Confirm again arrangements for housing Spotlight Sale animals
at host facility.
Confirm again arrangements at the facility for Day Two of
Judges Training Conference.
Arrange for hay, straw or other bedding, grain, pens, feeders,
etc., for Spotlight Sale animals.
Arrange for required number of handlers needed for Judges Training Conference and Pre-Judges Training Conference.
Confer often with Chairs
of ADGA Spotlight Sale Committee and Judges Training to troubleshoot potential problems
and make changes as necessary.
Confirm that Convention Host Committee members are working with ADGA Committees where necessary to troubleshoot potential problems and make changes as necessary.
Finalize program.
Contract with program speakers, instructors, and panel members.
When approval is obtained, contract with speakers, instructors,
and panel members.
Publicize program.
Contact local suppliers of copy machines, computers/printers (if needed), supplies, and audiovisual equipment (if either not available at host facility or required number of units is not available at host facility).
Finalize number of meeting
rooms and menu choices with host facility. Revise contract(s) with host
facility if necessary.
Finalize plans and contracts with speakers, instructors, panel
members, commercial vendors and exhibitors, etc.
Complete arrangements for office and audiovisual equipment.
Sign contracts for equipment as needed.
Order office and registration supplies.
Decide on contents of registration packets. Order needed
brochures, tote bags, etc.
Complete arrangements for tours. Sign contracts for tours and
transportation as needed.
Make arrangements for transporting people and animals to and
from airport.
Make arrangements for
transporting people and animals between host facilities and other sites (Day
Two of Judges Training Conference, etc.).
Make arrangements for transporting youth to and from activities that include transportation.
Continue fundraising/sponsorship activities.
Update and revise Convention budget as needed.
Submit Status Report #2: Host Committee and Financial Reports to ADGA Board of Directors. Status Report #2 is due one year prior to the Convention date.
Prior to Annual Meeting in Year Following Convention:
Prepare and submit Status Report #3: Final Financial and Convention Report
to ADGA Annual Meeting Chair for presentation to the office. No Convention profits
will be released to the host group until Status Report #3 has been received and
approved by the ADGA Secretary-Treasurer.