Beginning with the 2002
ADGA Convention, the roles of the Local Host Committee and ADGA Annual Meeting
Committee have changed significantly. Prior to this change, the Local Host Committee
was responsible for virtually all of the work that goes into putting on the
Convention, and they bore the total financial responsibility for the Convention
as well.. Now, the work will be shared more equally, with the local host group
responsible for certain specific aspects of the Convention as well as acting as
partners with the ADGA Annual Meeting Committee for all other aspects of the
Convention.
The local host group’s
work begins years before the proposed Convention, and in most cases, the local
host group will have a central core of people who will work with the Annual
Meeting Committee to prepare the “Proposal to Host an ADGA Convention.” Once the “Proposal to Host” has been
accepted by the ADGA Board, the local host group must set up a formal Local
Host Committee, with specific people responsible for individual aspects of the
Convention planning and execution. In most instances, the Annual Meeting
Committee Chair or his/her designate will help the local group make these
selections, based on the group members’ expertise and experience.
A Letter of Agreement
between the prospective Local Host Committee and the ADGA Annual Meeting
Committee will be a part of any “Proposal to Host an ADGA Convention” presented
to the Board. This document will detail both the financial and personnel
responsibilities for both the Local Host Committee and the ADGA Annual Meeting
Committee.
While hosting an ADGA
Convention will be a partnership between the Local Host Committee and the ADGA
Annual Meeting Committee, each group will have its own specific
responsibilities as well as responsibilities as partners.
The Local Host
Committee will select a person to act as Co-Chair (with the Annual Meeting
Committee Chair or his/her designate) of the Convention. This person will work
with the Annual Meeting Committee on all aspects of the Convention and will be
in charge of overseeing all aspects of the Convention that the Local Host
Committee is responsible for providing.
Since the Local Host
Committee is composed of breeders who know the community and goat resources,
the Local Host Committee will be responsible for providing the goats needed for
all Convention activities. These activities include but are not limited to the
Pre-Judges Training Conference, Judges Training Conference, the Youth Program,
Type or Advanced Judges Seminar (depending upon the year), A.I. Clinics, etc.
The Local Host Committee will designate a committee member to be responsible
for working with the ADGA Chairs of the various committees involved in these
activities and meeting their animal needs.
In addition, the Local
Host Committee will be responsible for providing the required number of
handlers for all of the above activities. The local committee member
responsible for providing handlers will work with the Chairs of the various
ADGA committees involved in these activities to meet the requirements of each
activity.
Also, the Local Host Committee will provide food, drinks, and personnel for the Convention Hospitality area. The Local Host Committee will be responsible for maintaining a clean and orderly Hospitality area throughout the Convention week. If the local Convention facility does not allow outside food and drinks on the premise, the financial and personnel responsibilities for the Hospitality area will be detailed in the Letter of Agreement.
Finally, the Local Host
Committee will serve as partners with the Annual Meeting Committee for all
other aspects of the Convention. The Local Host group should expect to provide
help and guidance in the following areas:
AASRP
(American Association of Small Ruminant Practitioners) Continuing Education
Seminar
Advanced Judges Seminar (if Convention is held in an
odd-numbered year)
Breed Club Meetings
Clinics and Workshops (A.I., Cheesemaking, Soapmaking,
etc.)
Convention Office
Decorations and Favors
Entertainment
Equipment
Facilities
Finance
Fundraising
Hospitality/VIP Gifts
Judges Training Conference
Production Tester Training
Pre-Judges Training Conference
Program
Printing
Publicity
Registration
Registration Packets
Spotlight Sale
Tours
Transportation
Type Conference (if Convention is held in an
even-numbered year)
Vendors/Exhibitors
Youth Program
Once the “Proposal to
Host” has been accepted by the Board, the Local Host Committee will work with
the ADGA Annual Meeting Committee Chair (or his/her designate) to choose a
Local Host Committee that will work with the ADGA Annual Meeting Committee as
partners. In most cases, a single person may be responsible for a number of the
areas above. However, it is vital the Local Host Committee understand that a
successful partnership depends on input and work from both groups, and that
local committee members provide an essential element of this partnership since
they have the knowledge and local resources which can contribute to all of the
areas above.
Role of the ADGA Annual Meeting Committee
In the past, the ADGA
Annual Meeting Committee has acted, for the most part, in an advisory capacity
to the host group. However, with the change in Convention hosting structure,
the ADGA Annual Meeting Committee has now assumed a central role in both the
developing of potential Convention sites and the hosting of the Conventions
once a “Proposal to Host” has been accepted by the Board.
The ADGA Annual Meeting
Committee Chair and the Committee members are responsible for soliciting and
developing future Convention sites. They will provide the necessary support to local
groups interested in hosting a future Convention. The ADGA Committee will also
work closely with local groups to write and present a “Proposal to Host an ADGA
Convention” to the ADGA Board.
Once a “Proposal to
Host” has been accepted by the Board, the ADGA Annual Meeting Committee becomes
the official partner with the Local Host group in planning and hosting the
Convention itself.
The Chair of the Annual
Meeting Committee (or his/her designate) will act as Co-Chair of the Convention
with the Co-Chair from the Local Host Committee, and the two Chairs will be
responsible for all decisions and oversight of the Convention.
Members of the Annual
Meeting Committee will be expected to provide support at both the planning stages
and at the Convention itself. Committee member assignments will be made by the
Co-Chairs according to Committee members’ expertise and experience. Annual
Meeting Committee members should be able to make a commitment to supporting
Conventions beginning in 2002 both in the early planning stages and during the
Conventions themselves. While it is not always necessary that Annual Meeting
Committee members attend every Convention, Committee members should be prepared
to provide substantial support to the Co-Chairs of future Conventions
throughout the year.
Annual Meeting
Committee members (along with Local Host Committee members) will be expected to
provide support before and during Conventions in the following areas:
AASRP
(American Association of Small Ruminant Practitioners) Continuing Education
Seminar
Advanced Judges Seminar (if Convention is held in an
odd-numbered year)
Breed Club Meetings
Clinics and Workshops (A.I., Cheesemaking, Soapmaking,
etc.)
Convention Office
Decorations and Favors
Entertainment
Equipment
Facilities
Finance
Fundraising
Hospitality/VIP Gifts
Judges Training Conference
Production Tester Training
Pre-Judges Training Conference
Program
Printing
Publicity
Registration
Registration Packets
Spotlight Sale
Tours
Transportation
Type Conference (if Convention is held in an
even-numbered year)
Vendors/Exhibitors
Youth Program
Responsibilities of the Convention Host Committee:
Once a Local Host Committee has been set up, it will be combined with the Annual Meeting Committee to form the official “Host Committee” for that specific ADGA Convention. In future sections, “Convention Host Committee” therefore refers to the combined Local Host and Annual Meeting Committee members who will be working on the Convention together.
Below are the
responsibilities of the Convention Host Committee broken down by the various
events, activities, and areas that go into making a successful ADGA Convention.
AASRP Continuing Education Seminar:
A member of the Convention Host Committee will work with an AASRP representative on the Seminar program, facilities and equipment needed for the AASRP Seminars. Since the Local Host Committee is more likely to know what local colleges, universities or other programs might be able to provide speakers and other resources for this program, a Local Host Committee member will take the lead in making the initial contacts for this Seminar. All negotiations, contracts, and payments connected with this Program are the responsibility of the Convention Co-Chairs.
Advanced Judges Seminar:
A member of the Convention Host Committee
will work with
the ADGA Advanced Judges Committee to fulfill its program, facility and
equipment needs for the Seminar. During the Convention, this Committee member
will ensure that the above requirements are fulfilled. All negotiations, contracts,
and payments connected with this Program are the responsibility of the
Convention Co-Chairs.
Breed Club Meetings:
A
member of the Convention Host Committee will work with individual breed clubs to develop a schedule of
breed club meetings and determine room, food and equipment needs. The easiest
way to do this is for the Committee member to attend the breed club meeting in
the year previous to their Convention and have the club decide when they want
to schedule their club meeting at the following year’s Convention. The
Committee person will work with the Convention Co-Chairs to reserve breed club
rooms, and order food and equipment required. During the Convention, this
Committee member will ensure that these requirements are fulfilled. All negotiations, contracts,
and payments connected with the breed club meetings are the responsibility of the
Convention Co-Chairs.
Clinics
and Workshops (A.I., Cheesemaking, Soapmaking, etc.)
The
Convention Host Committee person in charge of Programs will develop and plan
the Clinics and Workshops and their associated needs. This person will work
with the Convention Co-Chairs on scheduling, facilities, equipment, and animals
needed for the various Clinics and Workshops. During the Convention, this
person ensures that facility, equipment, and animal requirements are met. All negotiations, contracts,
and payments connected with the clinics and workshops are the responsibility of
the Convention Co-Chairs.
Convention Office:
The
Convention Host Committee will assign a person to be in charge of the Convention
Office. This person, working with the Co-Chairs, will determine space,
equipment and supply needs for the Convention Office, will order required
equipment and supplies, will set up and staff the Convention Office, and during
the Convention itself will act as Convention Office Manager. This person will
ensure that all bills for equipment and supplies for the Convention Office are
correct and sent to the Convention Financial Chair for accounting and then
payment. All
negotiations, contracts, and payments connected with the Convention office are
the responsibility of the Convention Co-Chairs.
Decorations
and Favors:
A
member of the Convention Host Committee will develop and implement plans for
all decorations and favors used at Convention meals and in the Hospitality and
Registration areas. All negotiations, contracts, and payments connected with the
decorations and favors are the responsibility of the Convention Co-Chairs.
Entertainment:
A member of the Convention Host Committee
will determine entertainment needs for each event that requires entertainment.
This person will determine the performers’ equipment and facility needs, and
during the Convention will ensure that facility and equipment requirements are
met for each entertainment event. Since the entertainment is likely to be local, a
member of the Convention Host Committee is the most likely person to make the
initial inquiries about the entertainment. All negotiations, contracts, and
payments connected with the entertainment are the responsibility of the
Convention Co-Chairs.
Equipment:
A member of the Convention
Host Committee will coordinate the equipment needs for all Convention events.
This person will work with all Committee members in charge of various
Convention events and will order all equipment (microphones, audiovisual
equipment, office equipment, etc.) either from the host facility or outside
sources. During the Convention this person ensures that all equipment needs are
met. The Committee person in charge of equipment will also ensure that all
bills for equipment rental and purchase are correct and then are turned over to
the Convention Financial Chair for payment. All negotiations, contracts, and
payments connected with the rental or purchase of equipment are the responsibility
of the Convention Co-Chairs.
Facilities:
A
member of the Convention Host Committee (in this case probably one of the
Convention Co-Chairs) will develop a plan for facility needs both with the host
facility and all other facilities involved in the Convention and will ensure
that any contracts presented for signing are correct. During the Convention,
this person (or his/her designate ensures
that all facility needs are met. At the end of the Convention, this person will
ensure that all bills for facility rental and facility-related expenses are
correct and that the bills are turned over to the Convention Finance
Chair in charge for payment.
Finance:
As
part of the Letter of Agreement and the “Proposal to Host an ADGA Convention,”
the Convention Co-Chairs will designate one person (in most cases one of the
Convention Co-Chairs) as the Finance Chair. This person works with Convention
Co-Chairs and others to develop the Convention budget. He/She continually
oversees both Convention expenses and income to ensure that they are within the
budget limits. The Convention Finance Chair handles all accounting for the
Convention, opens and oversees a Convention bank account, if necessary, and
makes all requests for funds from ADGA. The Finance Chair prepares and delivers
to the ADGA Annual Meeting Chair all required Status Reports (Status Report #1:
Preliminary Budget, Activity and Financial Reports, due to the Annual Meeting
Committee Chair in August three years prior to Convention date; Status Report
#2: Host Committee and Financial Reports, due to the Annual Meeting Committee
Chair in August one year prior to the Convention date; Status Report #3: Final
Financial and Convention Report), due to the Annual Meeting Committee Chair no
later than August of the year following the Convention. No profits will be
released to the Local Host Committee until Status Report #3 has been reviewed
by the Annual Meeting Committee and passed on to the ADGA Board.
Food and Beverages:
A member of the Convention Host Committee (possibly one of the Convention Co-Chairs) will be responsible for working with the host facility on all food and beverage needs for the Convention. He/she will be responsible for:
·
Participating in the selection of a host facility,
·
Determining food needs for each activity that requires
food,
·
Helping to develop a food and beverage “budget” so that
registration fees may cover food and beverage expenses,
·
Working with the ADGA Judges Training (including
Pre-TC), Spotlight Sale, and Youth Activities Committee Chairs to determine
food and beverage needs,
·
Working with the ADGA office to determine food and
beverage needs for the Board of Directors meetings,
·
Working with the Chair of the ADGA Products Committee to
determine food and beverage needs for the Wine and Cheese party,
·
Working with breed club representatives to determine and
order appropriate food and beverages,
·
Ensuring that all expenses incurred for food and
beverages during that Convention are accurate,
·
Submitting all bills for foods and beverages to the
Convention Finance Chair for payment.
All negotiations, contracts, and payments connected with food and beverage for the Convention are the responsibility of the Convention Co-Chairs.
Fundraising:
A member of the Convention Host Committee will develop a fundraising/sponsorship program, identifying potential sponsors, soliciting donations, and following through with Host Committee Vendor and Publicity Chairs to ensure that sponsors and others donating funds are identified to Convention participants.
Hospitality and VIP Gifts:
The person in charge of hospitality and VIP gifts will select, package and distribute hospitality gifts for the ADGA Directors, Directors Emeriti, staff and VIP guests identified by the Convention Host Committee. This person will send all bills for these gifts to the Host Committee Finance Chair for payment.
Hospitality Area:
Since the Hospitality Area is the responsibility of the local host group, the local Convention Co-Chair will designate a committee with a chairperson to be in charge of the Hospitality Area. The Hospitality Area Chair will organize staffing, food, beverages, and supplies for Hospitality area. During Convention, this person will ensure that staff, food, beverages, and supplies are in place and that the Hospitality Area is maintained in a clean, orderly fashion. This person ensure that any bills incurred for expenses in the Hospitality Area are correct and are turned over to the Convention Finance Chair for payment.
Judges Training Conference:
A member of the Convention Host Committee must be designated to work with ADGA Judges Training Committee Chair to meet all needs of the Judges Training Conference. This person will:
· Obtain the written approval of facilities for Day One and Day Two from current ADGA Chair of Judges Training to include with “Proposal to Host an ADGA Annual Meeting.”
· Work with the Convention Host Committee Facilities person to reserve required rooms and outside space at the host facility for Day One of the Training Conference.
· Work with the ADGA Judges Training Committee Chair(s) to select and reserve the appropriate facility for Day Two of Training Conference.
· Work with the Convention Host Committee Facilities person to obtain the necessary permits and variances for animals on-site at the host facility for Day One and at the Day Two facility.
· Work with the ADGA Judges Training Committee Chair(s) to plan and order all food required for Days One and Two of Training Conference.
· Work with the Convention Host Committee person in charge of transportation to develop and implement plans to transport Training Conference panel and candidates from the host facility to the Day Two facility.
· Arrange with the Host Committee equipment person to reserve the audiovisual equipment needed for Days One and Days Two.
· Reserve tables and chairs, dividers and other blocking devices needed at the Day Two facility.
· Arrange for the required number, ages, and breeds of goats specified by the ADGA Judges Training Committee Chair(s) for Days One and Two.
· Arrange for required number of handlers needed for Days One and Two.
· Arrange for housing (pens, feeders, water buckets, bedding) and “ring” shavings for Days One and Two.
·
Ensure that facility for Day Two is set up correctly according
to Judges Training Conference committee layout.
·
Check periodically to ensure that all plans for
facilities, equipment, layout, food, animals, handlers, transportation and all
other needs are being met. Prepare a budget for all expenses associated with
the Judges Training Conference and submit it to the ADGA Judges Training
Conference Chair(s) and the ADGA
Secretary-Treasurer at least three months prior to Judges Training
conference.
·
Periodically review all plans and decisions made with
ADGA Judges Training Committee Chair(s) and other relevant Convention
Host Committee members involved in the planning of the Judges Training
Conference.
·
Keep written records of all contracts, facility and room
reservations, equipment, sources for goats and staff, and other relevant
information so a new ADGA Judges Training Committee Chair(s) will
be informed of all actions taken.
·
Inform Convention Co-Chairs periodically of status of
all aspects of the Judges Training Conference planning and implementation.
·
Attend both Days One and Two of Training Conference.
·
During the Convention, ensure that all Training
Conference requirements for rooms and space for Days One and Days Two, tables,
chairs, and equipment, layout, food, transportation, animals, animal housing,
staffing, etc., are met.
·
After Training Conference, ensure that all equipment
used is returned.
·
Ensure that all bills for expenses incurred are
accurate.
·
Submit all Training Conference bills to the Convention
Finance Chair for payment.
All negotiations, contracts,
and payments connected with the Judges Training Conference are the
responsibility of the Convention Co-Chairs.
Pre-Judges
Training Conference (Pre-TC):
A member of the Convention
Host Committee must be designated to work with the ADGA Judges Training Committee Chair(s) and
the Pre-TC Instructor(s) to meet all needs of the Pre-TC. In odd-numbered
years, when Pre-TC is a Pre-TC Instructor Certification Session, this person
will review with ADGA Judges Training Committee Chair(s) any special
requirements before Pre-TC Instructors(s) are chosen. In addition, the
Convention Host Committee person in charge of the Pre-TC will:
·
Work with Convention Co-Chairs to develop budget for
Pre-TC.
·
Make arrangements for contracting with the Pre-TC Instructor(s).
·
Make sure that the contract(s) the Convention
Co-Chair(s) signs with Pre-TC Instructor(s) includes their fee, arrangements
for travel, lodging, and food.
·
Work with the Convention Host Committee facilities
person to reserve required rooms and outside space plus room layout for the
Pre-TC.
·
Work with the Convention Host Committee facilities
person to obtain the necessary permits and variances for animals on-site at the
host facility.
·
Work with ADGA Judges Training Committee Chair(s)
and
Pre-TC Instructor(s) to plan and order all food required.
·
Determine and reserve through Convention Host Committee
equipment person the audiovisual equipment for Pre-TC.
·
Arrange with the designated local Committee person for
requisite number, ages, and breeds of goats specified by the Pre-TC Instructor.
·
Arrange with the designated local Committee person for
requisite number of handlers needed for Pre-TC.
·
Determine needs and arrange for housing for goats (pens,
feeders, water buckets, bedding) and “ring” shavings for Pre-TC.
·
Periodically, review the status of all aspects of the
Pre-TC with the Convention Co-Chairs.
·
Keep written records of all contracts, facility and room
reservations, equipment, sources for goats and handlers, and other relevant
information so a new ADGA Judges Training Committee Chair(s) will
be informed of all actions taken.
·
Attend the Pre-TC to oversee and assist with all aspects
of the Conference.
·
After the Pre-TC, ensure that all equipment used is
returned.
·
Ensure that all bills for expenses incurred are accurate
and then are sent to the Convention Finance Chair for payment.
All negotiations, contracts,
and payments connected with the Pre-Judges Training Conference are the
responsibility of the Convention Co-Chairs.
Printing and Photocopying:
A member of the Convention Host Committee will work with the person in charge of the program and others to determine the printing needs for each activity. This person will ensure that all printing needs are met accurately and on time. During Convention, he/she will be responsible for meeting all printing needs that arise. He/She will ensure that all bills for expenses incurred are accurate and are sent to the Convention Finance Chair for payment.
Production Tester Training Program:
A member of the Convention Host Committee
will work with the ADGA Production Committee Chair(s) to develop and implement
the Production Tester Training Program. They will work with the Convention
Co-Chairs to negotiate speaker contracts, schedule and reserve rooms and equipment
needed. They will work with the person in charge of printing to meet all
printing needs for the Production Tester Training Program. They will ensure
that all bills for expenses incurred for this program are accurate and are sent
to the Convention Finance Chair for payment. All negotiations, contracts, and
payments connected with this program are the responsibility of the Convention
Co-Chairs.
Program:
The Convention Co-Chairs or their
designee will develop a multilevel program that represents the interests of all
those attending the Convention. They will negotiate contracts with speakers and
instructors that are part of regular Convention program and will work with the
person in charge of facilities to schedule and reserve rooms for all program
sessions. They will work with the person in charge of equipment to meet all
audiovisual and other equipment needs for the program speakers/instructors.
They will work with the person in charge of printing to meet all printing needs
of program speakers/instructors. During the Convention, they are responsible
for solving all problems involving the program, speakers, rooms, scheduling,
and printing that may arise. They ensure that all bills for expenses incurred
for the program are accurate and are sent to the Convention Finance Chair for
payment. All negotiations, contracts, and payments connected with program are
the responsibility of the Convention Co-Chairs.
Publicity:
A member of the Convention
Host Committee will work with the Convention Co-Chairs and the ADGA
Communications Coordinator to develop a plan for publicizing the Convention.
This person will work with the Convention Co-Chairs and the ADGA Communications
Coordinator to ensure that the information contained in all publicity about the
Convention is accurate and complete and that the publicity about the Convention
is disseminated to the ADGA membership in a timely manner. He/She will work
with the editors of the Dairy Goat
Journal and United Caprine News to
ensure that the information published about the Convention is accurate,
complete, and disseminated in the appropriate time frame. He/She will work with
local area sources to publicize the Convention in a variety of manners.
Registration:
A member of the Convention
Host Committee will be designated as Registration Chairperson. He/She will work with the Convention Co-Chairs and the designate
from the ADGA Office to develop registration procedures. The Registration Chair
will be responsible for developing an Internet website for publicity and
registration for the Convention and will act as head Registrar during
Convention week. The Registration Chair will arrange for and train additional
staff to man the registration area during Convention week, provide reports
required by Clinic and Workshop instructors, gives meal counts to facility
staff, and keep Convention Co-Chairs informed of all registration-related
information. After the Convention, the Registration Chair will provide the Convention
Finance Chair with all reports necessary for preparing Financial Report #3:
Final Report.
Registration Packets:
A member of the Convention Host Committee will work with Convention Co-Chairs to develop the Convention registration packet. This person is responsible for coordinating the purchasing, printing, collating, stuffing and anything else associated with the registration packet. He/She will work with the person in charge of fundraising/sponsorships to make sure that sponsor requirements are met if they are a part of the registration packet. He/She will work with the local Convention and Visitors Bureau who may provide both support and materials for the registration packets. He/She will ensure that all bills for expenses incurred in producing the registration packets are accurate and are sent to the Convention Finance Chair for payment.
Spotlight Sale:
Since the Spotlight Sale has certain requirements that must be met by any potential host facility, those planning any future Convention must work with the ADGA Spotlight Sale Chair(s) to ensure that all Spotlight Sale requirements can be met by the prospective host facility.
The
“Proposal to Host an ADGA Convention” must contain written approval of the
facilities for the Spotlight Sale and housing of the Spotlight Sale animals
from the current ADGA Spotlight Sale Chair. “The Proposal to Host” must also
contain a written statement from the prospective host facility management
agreeing to the arrangements for housing the Spotlight Sale animals and for the
Spotlight Sale itself.
Since
the ADGA Spotlight Sale Committee is responsible for most aspects of the Sale,
the Convention Host Committee will select a person whose main job is to act as
a liaison between the ADGA Spotlight Sale Committee and the Convention Host
Committee. However, the Host Committee Spotlight Sale Liaison has a number of
responsibilities: He/She will
·
Obtain written approval of facilities for the Spotlight
Sale and housing of the Spotlight Sale animals from current ADGA Spotlight Sale
Chair to include with the “Proposal to Host an ADGA Convention.”
·
Work with Convention Host Committee to obtain any needed
permits or variances n needed to house animals onsite, and see that a statement
of these requirements are included in the “Proposal to Host an ADGA
Convention.”
·
Work with the local airport and airlines to ensure that
there will be no problems with Spotlight Sale animals that will be arriving by
air.
·
Coordinate with the Convention Host Committee person in charge of transportation for the
transport of Spotlight Sale animals from and to the airport before and after
the Sale.
·
Arrange for the removal of manure and bedding during
Convention week and clean-up after the Sale of housing area and area where the
Sale is held.
·
Work with Convention Host Committee person in charge of
decorations and favors to provide decorations for the Spotlight Sale.
·
Arrange for cash bar (if offered at the Spotlight Sale)
·
Work with the Convention Host Committee person in charge
of food to arrange for the purchase and serving of Champagne during Sale.
·
Work with the ADGA Spotlight Sale Committee to:
Rent
tent or arrange for other facility to house animals.
Supply
housing needs (pens, bedding, feed, feeders, and water buckets, etc.)
Supply
24-hour security and supervision.
Arrange for special needs for Spotlight Sale itself (two spotlights, plastic mats behind stage
Provide audiovisual equipment.
·
Ensure that any equipment rented or borrowed for the
Sale or housing of animals is returned after Convention week.
·
Ensure that all bills for expenses incurred for the
Spotlight Sale and housing of the Spotlight Sale animals are accurate.
·
Submit all Spotlight Sale bills to the Convention
Finance Chair for payment.
All negotiations, contracts,
and payments connected with the Spotlight Sale and housing of Spotlight Sale
animals are the responsibility of the Convention Co-Chairs and the Chair(s) of
the ADGA Spotlight Sale Committee (see section on “Financial Responsibilities”
for the division of financial responsibilities.).
Tours:
Since the local host group is likely to be more knowledgeable about local attractions and tours appropriate for an ADGA Convention, the person in charge of tours will most likely be someone from the local group. This person will work with Convention Co-Chairs and Youth Activities Chair to select tours to local attractions as well as local breeders or producers. He/She will work with the Convention Co-Chairs to negotiate contracts for the tours. This person will prepare the written agreement with local breeders or producers for local breeder tours, including responsibility for costs, etc. He/She will work with the person in charge of transportation on transportation needs for all tours and work with the Convention Co-Chairs to set fees and group limits for tours. This person (or a designate) will accompany all tours to solve any problems that might occur. This person will ensure that all bills for expenses incurred for tours are accurate and are submitted to the Convention Finance Chair for payment.
Transportation:
In
most cases, a local person from the Convention Host Committee will be
designated the Transportation Chair for the Convention. This person will work
with the Convention Host Committee people in charge of Judges Training, Tours,
Youth Activities, and Spotlight Sale to determine the transportation needs for
the various Convention activities. This person will help the Convention
Co-Chairs to negotiate all contracts for transportation needed for all programs
during Convention. He/she will ensure that all bills for expenses incurred for
transportation are accurate and then will submit these bills to the Convention
Finance Chair for payment.
Vendors/Exhibitors:
The Convention Host Committee
person in charge of vendors and exhibitors will work with the Convention
Co-Chairs on selecting the facility space for vendors and exhibitors. He/She
will determine what permits are needed and taxes that are applicable to vendors
and will work with the Convention Co-Chairs on setting vendor/exhibitor fees.
He/She will send out information sheets to vendors and be responsible for
receiving signed contracts from vendors and exhibitors. This person will
determine room layout, table, chair, and equipment needs for the vendor area
and work with the Convention Host Committee person in charge of the facility
use and equipment to ensure that these needs are met. He/she will be
responsible for the security of vendor space (responsible for locking up at
night and opening up in the morning). He/she
will ensure that all bills for expenses incurred for the vendor/exhibit area
are accurate and then will submit these bills to the Convention Finance Chair
for payment.
Youth Program:
The ADGA Youth Activities Committee Chair will work with a member of the Convention Host Committee to develop and implement the Convention Youth Program, including programming and scheduling, facility and equipment needs, transportation, food and beverages, tours, special activities, etc. The ADGA Youth Activities Committee Chair is in charge of the Youth Representative Contest and will work with the Convention Host Committee to set fees for the Youth Program itself and any additional youth activities and will work the Convention Co-Chairs to ensure that if animals are brought on site that all needed permits and variances are obtained. The Convention Host Committee person will help the ADGA Activities Committee Chair to:
· Determine room needs, including size, layout, equipment, etc.
· Work with the Convention Host Committee person in charge of facilities to meet facility needs.
· Work with Convention Host Committee person in charge of food and beverages to meet the Youth Program food and beverage needs.
· Work with Convention Host Committee person in charge of programs to meet program needs.
· Work with Convention Host Committee person in charge of transportation to meet transportation needs.
· Arrange for goats for Showmanship/Fitting Clinics and provide equipment for Showmanship/Fitting Clinics.