Facility Requirements for Convention Activities
Not every facility is suitable for hosting an ADGA Convention
because of the special requirements of many of the activities during the week. The
following list of each activity with the requirements for number of rooms, size
of rooms, layout of rooms, audiovisual and other requirements should help you
decide if a prospective facility will be able to accommodate an ADGA
Convention.
Once you have decided on
a facility, use this description and the "Facility Requirements
Table" as a guide when detailing exact facility requirements with hotel
staff. During the Convention itself, this section and “Facility Requirements
Table” can be used to insure that each room is set up correctly.
ADGA Board of Directors
Meeting
Be sure to contact the
ADGA Office early in your planning to determine requirements for the ADGA Board
of Directors Meeting specific to your Convention.
Traditional Day(s) and Time of Activity:
Wednesday
and Thursday, 8 am - 5 p.m. Room should also be available both Wed. and Thurs.
evenings in case the Board Meeting runs late. To be safe, reserve this same
room for Friday, 8 am to noon in case the Board doesn’t finished its work in
two days.
Number of Rooms Needed: One
Room Size:
Must
accommodate 150 people (ADGA Board of Directors and staff, court reporter, and
100 spectators)
Room Layout:
Sufficient
skirted and covered 8’ tables to seat 40 people, laid out in a closed rectangle
or square. The Executive Committee and Secretary-Treasurer sit on the side of
the square facing the spectators, with the rest of the Board members arranged
in seats along the other three sides. Allow 30” of table space (for notebooks
and other materials) for each person seated at rectangle/square. Seats to
accommodate 100 spectators should be laid out theater-style facing the
Executive Committee side of the square. The court reporter may sit within the
rectangle/ square or to the right of the Secretary-Treasurer. Additional
skirted covered tables to accommodate beverage and snack service should be set behind
the Executive Committee side of the rectangle/square. These tables may also be
used to serve a buffet or other lunch.
Audiovisual and Other Requirements:
The
tables for the Executive Committee should have a podium and microphone. Provide
1-3 additional portable (3-9 total) microphones per side to accommodate other
Board members. An electrical outlet should be close to the court reporter.
ADGA Executive Committee Meeting Room
Traditional Day(s) and Time of Activity:
Sunday
through Saturday
Number of Rooms Needed:
One
Room Size and Layout:
Must
accommodate 5-10 people. An Executive Boardroom with conference table and
chairs is ideal.
ADGA General Membership Meeting
Pre-Board General
Membership Meeting Session:
Traditional Day(s) and Time of Activity:
Immediately
following the Welcome Dinner
Number of Rooms Needed: One
Room Size: Same as Welcome Dinner
Room Layout: Same as Welcome Dinner
Audiovisual and Other Requirements: 1-2 floor microphones
Post-Board General Membership Meeting Session:
Traditional Day(s) and Time of Activity:
Saturday,
before the Champagne Brunch
Number of Rooms Needed: One
Room Size:
Accommodate 100 people
Room Layout:
Theater-style
with a stage or raised area at one end. Skirted and covered tables and chairs
to accommodate 10 people (Executive Committee, ADGA staff, and court reporter)
set up on the stage.
Audiovisual and Other Requirements:
Podium
with microphone in center of table. 1-2 floor microphones for members' use.
Traditional Day(s) and
Time of Activity:
Saturday
before the Convention through Sunday after the Convention
Number of Rooms
Needed: One
Room Size: Sufficient room for large work
table and storage
ADGA Youth Representative Contest
Traditional Day(s) and Time of Activity:
Usually
held in conjunction with the Youth Banquet (Tuesday evening)
Number of Rooms Needed: One
with stage at one end
Room Size:
Same as
Youth Banquet (approximately 150 spectators seated at round tables)
Room Layout:
Spectators
are seated at round dinner tables. Skirted, covered table with five chairs for judges
should face stage. Stage should have a standing podium, microphone and
sufficient chairs for contestants and emcee. If Youth Representative Contest is
separate from the Youth Banquet, then spectator chairs should be arranged
theater-style, but everything else remains the same.
Audiovisual and Other Requirements: 1 microphone on stage
Advanced Judges Seminar
Traditional Day(s) and Time of Activity: Friday of odd-numbered years.
Number of Rooms Needed:
One for
discussions and placings. Check with Chair of ADGA Advanced Judges Committee to
see if live animals will be used. If so, an appropriate facility will also be
needed.
Room Size: For 50 participants
Room Layout:
Theater-style
with skirted and covered table(s) at front with podium for presenters. Check
with Chair of ADGA Advanced Judges Committee to see how many presenters need to
be accommodated.
Audiovisual and Other
Requirements:
Since
the presenter(s) may be using a variety of visual media, check with Chair of
ADGA Advanced Judges Committee for the exact requirements for equipment and
electrical needs.
AASRP (American Association of Small Ruminant Practitioners)
Continuing Education Seminars
Be sure to contact the
liaison to the AASRP early in your planning to determine requirements for the
AASRP seminars specific to your Convention.
Traditional Day(s) and Time of Activity:
This
program has been held both Monday and Tuesday and Wednesday and Thursday. Check
with the Association to see how many and which days they would like for their
program.
Number of Rooms Needed:
1-2
depending upon program. Check with the Association for the exact number of
rooms needed.
Room
Size: 75 participants
Room Layout:
Theater-
or classroom-style with skirted, covered table with podium or standing podium
at front.
Audiovisual and Other Requirements:
Microphone
for podium at front. Portable microphone. Black or white board with chalk or appropriate
markers and erasers. Audiovisual equipment as specified by Association.
Sufficient electrical outlets, extension cords, etc., to accommodate AV needs.
Banquet and Ball
Traditional Day(s) and Time of Activity: Friday evening
Number of Rooms Needed: One
Room Size: 200-300
participants preferably with stage at one end
Room Layout:
Round
tables accommodating 8-10 diners. Cash bar, if host group opts for it.
Audiovisual and Other Requirements:
Microphone
at front. Band will set up its own sound system. Check with band for their
electrical requirements.
Breed Club Exhibits
Breed club
exhibitors have the same requirements as the Commercial Vendors and are usually
housed in the same room.
Breed Club Meetings
Traditional Day(s) and Time of Activity: To be determined by
individual breed clubs
Number of Rooms Needed: One
per breed club
Room Size: 25-50
participants
Room Layout:
Conference-style,
theater-style, depending on whether food will be served.
Audiovisual and Other Requirements:
Usually
none. Check with individual breed clubs for their AV needs and other
requirements.
Champagne Brunch Prior to
Spotlight Sale
Traditional Day(s) and Time of Activity: Saturday after General
Membership Meeting
Number of Rooms Needed: One
with stage and runway.
Room Size: 175-350
participants
Room Layout: Round tables
accommodating 8-10 people each
Audiovisual and Other Requirements: Same as Spotlight Sale
Clinics and Workshops
Traditional Day(s) and Time of Activity: Scheduled throughout the
week
Number of Rooms Needed:
The
A.I. Clinics need one room for lectures and an outside or tent area for
inseminating the goats. The Cheesemaking and other clinics need one room. Room
needs for all Clinics and Workshops should be determined when contracts are
made with instructors.
Room Size:
For all
Clinics and Workshops, rooms should be large enough to accommodate number of
participants enrolled, usually between 15-50.
Room Layout:
For all
Clinics and Workshops, classroom-style with skirted, covered table(s) at front
to accommodate instructor's needs.
Audiovisual and Other Requirements:
Microphone
(if instructor wants it) at front; chalk or white board with chalk, markers,
and erasers, slide projector, overhead projector and electrical cables,
adapters, and outlets. Each instructor should specify audiovisual needs as part
of the contract. Cheesemaking, soapmaking, and cooking workshops will need some
kind of kitchen facility or special equipment. These requirements should be
made a part of any contract with the instructor, and the Convention Host
Committee needs to make arrangements with the host facility to accommodate
these special needs.
Commercial Vendor Exhibits
The commercial vendor
exhibits are a showcase of products for and about goats. For more information
about the facility requirements for vendor exhibits, see "Specific
Requirements for Commercial Vendor Exhibits"
Traditional Day(s) and Time of Activity:
Sunday
through Saturday, 8 a.m. - 6 p.m. or later
Number of Rooms Needed:
One
room that can be secured at day's end. Should be adjacent to hospitality area
and program meeting rooms with easy access to outside or loading dock.
Room Size: A minimum of 3,500
square feet.
Room Layout:
8' x
30" skirted, covered tables with chairs set up as vendor booths. (Vendors
with multiple tables will not need two chairs per table.) Vendors with modular
booths or backdrops must be placed along walls. Leave sufficient aisle width to
accommodate wheelchairs. Place vendors needing electrical outlets along walls.
Audiovisual and Other Requirements:
Provide
sufficient electrical outlets to accommodate vendor needs.
Convention Office
Traditional Day(s) and Time(s):
Friday
before the Convention through the Sunday after Convention. It is helpful if the
Convention Host Committee can also use this space during the week following the
Convention so that they can move out after everything else has been taken care
of. The Convention Host Committee (usually one hour prior to the start of day’s
activities to 5 p.m.) should determine office hours. The semen tank storage
room should be located adjacent to the Convention Office.
Number of Rooms Needed: One
Room Size:
Sufficient
to accommodate desk(s), computer(s), copy machine(s) and other equipment, the
storage of registration materials and audiovisual and other equipment if
needed, plus space for other host committees to work.
Room Layout:
Office
layout plus tables to accommodate host committees (Finance, Program,
Registration, Youth, etc.)
Audiovisual and Other Requirements:
Phone
lines as specified by Convention Host Committee and sufficient electrical
outlets and cabling to accommodate computer and other equipment used in the
office. Office must be securable with the key kept by the Convention Host
Committee.
Hospitality Area
The hospitality area is
best housed in the same room as the commercial vendor exhibits.
Traditional Day(s) and Time of Activity:
Sunday
through Saturday, 8 a.m. - 6 p.m. or later.
Number of Rooms Needed:
One
room that can be secured at day's end. Best if it shares commercial vendor room
Room Size: To accommodate
25-50 people.
Room Layout:
Skirted,
covered tables and chairs to accommodate 15-20 plus space for standing and
socializing.
Audiovisual and Other Requirements:
Provide
sufficient electrical outlets for coffeepots, microwave oven and other needs.
Local hospitality area Chair will determine specific needs.
Judges Training Conference
The Judges Training
Conference is one of the more important activities at the Convention with lots
of requirements both for space and animals. See "Specific Requirements for
the Judges Training Conference" for details. The Convention Host Committee
must work with the ADGA Chair of Judges Training before any Proposal is
presented as well as throughout the entire planning process.
Traditional Day(s) and Time of Activity:
Monday and
Tuesday, but it has been held on other days when the Convention week started
Saturday rather than Sunday.
Number of Rooms Needed:
Monday: Two
inside rooms and one outside area at host facility;
Tuesday: At area fairgrounds, arena, animal facility, or
farm
Room Size and Layout:
Monday:
One
room to accommodate 60, set up classroom-style with table with podium at front;
one room to accommodate 30, set up classroom-style; outside area large enough
to accommodate two groups working classes of goats simultaneously.
For
both Monday’s and Tuesday's requirements, see "Specific Requirements for
the Judges Training Conference" and work with ADGA Chair of Judges
Training on specific needs for your particular Convention.
Audiovisual and Other Requirements:
Monday's
large classroom:
Portable
microphone; black or white board with chalk or markers and erasers. Three slide
projectors, one overhead projector with appropriate extension cords, adapters, and electrical outlets to
accommodate them.
Monday's
small classroom:
Portable
microphone.
For
Tuesday's sessions, see "Specific Requirements for the Judges Training
Conference" and work with ADGA Chair of Judges Training on specific needs
for your particular Convention.
Multilevel Program of Talks,
Seminars, Panels, Clinics, Demonstrations
Traditional Day(s): Monday
through Friday
Number of Rooms Needed:
At
least three-four of varying sizes. Should be close to vendor/hospitality area.
Room Size:
Varying
to accommodate 20-200, depending on likely number of participants
Room Layout:
Rooms
should be set up classroom or theater-style with a podium or skirted, covered
table and chairs at the front to accommodate the needs of the speaker/panel.
Audiovisual and Other Requirements:
Requirements
will vary with each session, but in general each room should have a portable
microphone, black or white board (with chalk/markers and eraser) and a slide
projector or other AV equipment as specified by speaker. Determine
speaker/panel members’ AV and other needs early in the planning process.
Pre-Judges Training
Conference
The Pre-Judges Training
Conference is an important feature of all ADGA Conventions. In planning room
requirements and animal needs, the Convention Host Committee must work with the
Pre-TC instructor about specific requirements at the time arrangements are
first made for this session and throughout the planning process.
Traditional Day(s):
Sunday
(or before Judges Training Conference if it is held later in the week)
Number of Rooms Needed:
One
indoor room plus outdoor area where participants may work with animals.
Room Size:
50-75.
Outdoor area must allow 50-75 people to work with animals comfortably.
Room Layout:
Set up
classroom or theater-style with a skirted, covered table and chairs at the
front to accommodate the needs of the instructor.
Audiovisual and Other Requirements:
Adequate
electrical outlets, cables, and adapters to accommodate simultaneous use of 3
slide projectors, overhead projector, and portable microphone. Each projector
must also have its own screen.
Production Tester Training
Program
The Production Tester Training Program is usually comprised of
three sessions: the General Session, the DRPCs Session, and the hands-on
Sampling/Recording session.
Traditional Day(s): Since this Program is new, we have no track
record for predicting which days would be best. This three-session program
should be scheduled when the people most likely to attend will be available.
That means if the same people who would be attending Judges Training would
attend this session, then the Tester Training Program should be scheduled so
that it doesn’t conflict with the TC.
General Session: One room for 50 people,
classroom-style. Podium plus microphone, overhead projector and screen, VCR,
slide projector and other AV equipment specified by speaker(s). Adequate
electrical outlets, cables, and adapters to accommodate AV equipment specified.
DRPC Session: Room large enough for each
representative to have an area to give his/her presentation concurrently. Six
tables plus chairs for the presenter and those attending each concurrent
session. 4-6 overhead projectors and screens (some presenters may be able to
share), plus adequate electrical outlets, cables, and adapters to accommodate
AV equipment specified.
Sampling/Recording
Session: Outdoor area and adjacent
room set up classroom-style to accommodate 50 people. The outdoor area needs to
accommodate a milkstand plus
participants. The classroom should have a front table and chairs for
presenter(s) and two coat racks (for hanging scales). AV equipment needs may
include an overhead projector and screen.
Registration for the Convention
Traditional Day(s) and Time(s):
Sunday
through Friday, 7:00 a.m. to 5 p.m. Saturday, 7:00 a.m. until General
Membership Meeting begins.
Number of Rooms Needed:
High
visibility area (not usually a separate room) located in a central location
(off the main lobby or close to meeting, vendor/hospitality, and activity
rooms).
Room Size: Able to
accommodate three tables and about 25-50 people
Layout:
Three
or more tables with chairs backed up to wall. Adequate storage space for
registration materials underneath and behind tables is necessary.
Other Requirements:
Electrical
outlets and cables to accommodate registrar's computer(s) and printer(s).
Semen Tank Storage Room
A locked area is
provided for the storage of semen tanks. No one should have access to this room
without a member of the Convention Host Committee present (this includes
facility staff). For maximum convenience, the semen tank storage room should be
located adjacent to the Convention Office.
Traditional Day(s) and Time(s):
Sunday
through Saturday. Hours to be set by Convention Host Committee.
Number of Rooms Needed: One
Room Size: To accommodate
20 semen tanks
Room Layout: None
Audiovisual and Other Requirements:
This
room should be easily accessible to the outside or loading dock and be as close
to the Convention Office as possible. The room should be securable and
well-lighted.
Spotlight Sale
The Spotlight Sale,
coming at the end of Convention week, is the chance to really promote goats and
ADGA. For more specific information, please see "Specific Requirements for
the ADGA Spotlight Sale" The Convention Host Committee must work with the
ADGA Chair of the Spotlight Sale Committee before any Proposal is presented as
well as throughout the entire planning process.
Traditional Day(s) and Time(s): Saturday, immediately following Champagne
Brunch
Number of Rooms Needed: One with stage and runway.
Room Size: Accommodate up
to 400 people, usually the Ballroom.
Layout:
Banquet-style
with round tables accommodating 8-10 for those who attended the Champagne
Brunch and chairs behind rounds for those who are attending the Spotlight Sale
only.
Audiovisual Requirements:
Standing
podium and microphone for auctioneer at front. For the announcers, a skirted,
covered 8’ table with 3 chairs, 2 portable microphones, 2 phone lines with phones
placed next to auctioneer's podium. Skirted, covered 8’ table with 3 chairs for
clerks, located off to one side. Two spotlights (as well as someone to run them
during the Sale) directed at animals on the stage and runway are required.
Other Requirements:
Room where Spotlight Sale is held must be
accessible to area where animals are housed and have a holding area. If animals
are housed away from the Sale area, arrangements must be made for transporting animals
to the Sale area. The floor of the holding area, stairs and walkways should be
covered with protective plastic to prevent slipping and aid clean up.
Spotlight Sale Animal Housing
Housing the Spotlight
Sale animals is a weeklong undertaking. For more detailed requirements, see
"Specific Requirements for Housing Spotlight Sale Animals." You
should make sure that any facility and location will allow animals on site
before going any further with your negotiations. A letter of approval from the
host facility management for housing the Spotlight Sale animals on site and a
copy of documentation for any required permits or variances must be submitted
with the “Proposal to Host.” In addition, a letter from the ADGA Chair(s) of
the Spotlight Sale Committee approving the plan for housing the Spotlight Sale
must also be submitted with the “Proposal to Host.”
Traditional Day(s) and
Time(s):
Saturday
before the Convention to Sunday after the Convention
Number of Rooms Needed:
One
area to house up to 30 animals in 6’ x 6’ pens with no shared boundaries.
Traditionally, animals have been housed in facility garage areas, livestock
pavilions if available at the facility, or most often in a large tent on the
facility grounds. Housing area should have easy access for the transporting of
animals, feed, and bedding.
Housing Size:
Housing
area must accommodate not only pens, but temporary quarantine pens to hold
animals for preliminary health check, area for feed, promotional tables,
walkways, sleeping area for nighttime security, etc.
Layout:
The
Convention Host Committee provides housing, security, and animal care, so it
will need to determine the layout best for the facility. One or two tables will
give those who haven't brought their own promotional props a place to put their
materials.
Audiovisual and Other Requirements:
Sufficient
electrical outlets for clipping, heaters, or other electrical needs. Water and
adequate lighting are both essential.
Type Conference
Be sure to contact the ADGA
Chair of the ADGA Type Committee early to determine requirements for the Type
Conference specific to your Convention.
Traditional Day(s) and Time(s):
Held in
even-numbered years on Friday from 8 a.m. to noon unless Board of Directors
will meet that morning.
Number of Rooms Needed:
One. If
live animals are used, then an outside area will be needed large enough to
accommodate animals and participants.
Room Size:
To
accommodate 100-200 participants. (However, attendance has fluctuated from 40-300
depending on other scheduled activities on the program.)
Layout:
Theater-style
with stage at one end. 1-2 skirted, covered 8’ tables with 6 chairs for the
panel sit on the stage.
Audiovisual and Other Requirements:
Standing
podium and microphone on stage. Overhead projector, slide projector and screen.
One portable microphone will be needed if live animals are used.
Welcome Dinner
Traditional Day(s) and Time(s): Monday evening
Number of Rooms Needed: One
Room Size: To accommodate 150-250
people
Layout: Round tables for
8-10 people
Audiovisual and Other Requirements:
Podium
and microphone at front for host group and others to speak.
Wine and Cheese Party or
Products Showcase
Traditional Day(s) and
Time(s): Wednesday or Thursday evening
Number of Rooms Needed:
One.
Also refrigerated storage for up to 300 pounds of cheese for up to three days.
Room Size: To accommodate
150-300 people
Layout:
The
ADGA Products Committee is in charge of this event and will specify its exact
needs. Buffet-style tables display the cheeses. Round tables and chairs are set
along the outside walls for those who wish to sit. Wine is served from a table
or tables along one wall.
Audiovisual and Other Requirements: Usually none.
Youth Program
Since the Youth Program
is a 3-day program with many different components, including the introductory
meeting, Quiz Bowl, ADGA Youth Representative Contest, Youth Banquet, Youth
Representative individual interviews, Showmanship/Fitting Clinic, ADGA
Scholarship Talk, and other activities, be sure to contact the ADGA Chair of
the Youth Committee early to determine the Youth Program needs specific to your
Convention. Also see "Specific Requirements of the ADGA Convention Youth
Program"
Traditional Day(s) and Time(s): Sunday through Tuesday
Youth Banquet
Traditional Day(s) and Time of Activity:
Tuesday
evening usually in conjunction with the ADGA Youth Representative Contest
Number of Rooms Needed: One
with stage at one end
Room Size: To accommodate
150-250 people.
Room Layout: Banquet-style
with table rounds accommodating 8-10 people
Audiovisual and Other Requirements: 1 microphone on stage
Youth Lounge
Traditional Day(s) and Time(s):
Sunday through
Tuesday or the days of the Youth Program if different.
Number of Rooms Needed: One
Room Size:
Sufficient
to accommodate couches, chairs, TV, stereo, tables and chairs for meals and a
microwave, plus youth participating in Youth Program.
Room Layout: Arranged for a comfortable relaxing atmosphere for
youth.
Audiovisual and Other Requirements:
Sufficient
electrical outlets and cabling for TV, stereo and microwave.