At the 2000 Convention, the ADGA Board of Directors approved changes in how the ADGA Convention will be hosted, beginning in the year 2002. While these changes have made it much easier for goat clubs and groups who might want to consider hosting future Conventions, there are still many responsibilities that fall to the local host group. Below are a number of the specific requirements local groups must be able to meet before they even consider hosting a future Convention.
General Requirements for Groups Hosting
an ADGA Convention
Even with the new host structure, the overall requirements for a successful Convention have not changed. An ADGA Convention should provide the following:
1. An environment where the Board of Directors can conduct its business efficiently.
2. A full program of educational and social activities for all ADGA members (from novices to professionals).
3. An environment conducive to relaxing and socializing with old friends and meeting new ones.
4. Opportunities to meet area dairy goat breeders and to sightsee.
5. The opportunity to involve as many ADGA Youth as possible in Convention activities and programs.
6. An overall cost (transportation, registration fees, food, and accommodations) for attending the ADGA Convention that is within the budget of the majority of ADGA members.
While the local group will be working with the ADGA Annual Meeting Committee to plan and put on the actual Convention, the ability to provide an ongoing commitment to the Convention project is the most important requirement for potential host groups to consider when thinking about hosting a future Convention. While no bids are accepted more than five years before a Convention, host groups will have to commit themselves to working with the Annual Meeting Committee for two to five years. This necessitates that a goat club or group has an active membership with strong, stable leadership. With the new Convention Committee structure, smaller groups may now be in a better position to host. However, no matter what the size of a club or group, potential host groups should realistically assess their ability to carry out this project over a long period of time.
In the intervening years between acceptance of their “Proposal to Host” and the actual Convention, as many members of the local host group as possible should attend ADGA Conventions and should meet with group members hosting that year’s Convention. In this way, local group members will gain valuable information and insights into just what it takes to do the job well.
In addition, local Chambers of Commerce and Convention and Tourist Bureaus are valuable sources of information and help. The hotel where the ADGA Convention will be located has professionals on staff who can help with long-range planning and current problems. Local businesses are often happy to provide certain services in return for publicity and recognition.
Location Requirements for Hosting an
ADGA Convention
Both location and the availability of an appropriate facility are key requirements the ADGA Board will consider when evaluating a potential Convention site.
An important requirement for hosting an ADGA Convention is a location that members can fly and drive to easily and affordably. If your prospective site is many hours away from a central aviation hub or your location is serviced only by infrequent flights, one airline, or a small commuter airline, your Proposal will probably not be accepted. Remember also that Spotlight Sale animals must be shipped (many via plane) to your location, and there are strict requirements about what size crates are allowed in specific aircraft. Generally speaking, the larger the nearest airport, the easier it is for people and animals to get there and the more affordable their tickets will be.
The facilities will have a direct impact on the success of your Convention. The size of a facility can influence the success of a Convention: too large a facility can mean that activities are so spread out that people have a hard time finding activities and meeting friends; too small a facility will lack the needed flexibility and will curtail the range of programming a successful Convention requires.
Ideally, your prospective facility will be a single hotel, motel, or conference complex. It should have at least 230 sleeping rooms and a banquet or ballroom that can accommodate at least 400 people when set up banquet-style. In addition, there must be a sufficient number of smaller meeting rooms so that the weeklong program (which will have a number of sessions running concurrently) can be accommodated. On certain days, for example, there may be as many as six (or more) different concurrent activities scheduled, all requiring rooms of varying sizes.
The facility must also have space for a centrally located vendor and hospitality area for the entire week as well as a place to set up Convention registration. Both the Convention host group and ADGA will need separate workspaces for the week, and the Convention Chairs will need a lockable space near the registration area to serve as a Convention office. A small lockable space is also needed for semen tank storage. This space is ideally located near the Convention office.
Finally, the facility must be willing to allocate space to house the Spotlight Sale animals and allow them to be brought into the ballroom on Saturday for the Spotlight Sale itself. In the past, animals have been housed in underground and attached hotel garage space and most usually in a large rented tent on the grounds of the facility.
When checking out facilities, one of the first questions to ask is about the housing of animals and bringing them into the ballroom itself. If a facility won’t allow that, then you should look elsewhere.
The second day of the Judges Training Conference (TC) involves hands-on judging of goats, so we will need to use either a nearby fairgrounds, animal facility at a college or university, or other suitable site to accommodate the needs of the Training Conference. The TC will also require a large number of goats of various breeds, so your area breeders must be willing and able to meet these requirements. The local host group is responsible for providing the requisite number of animals and handlers for all Convention activities.
Other program sessions (the Pre-Training Conference, A.I. Clinics, Youth Showmanship or Fitting Clinics, etc.) may also need a site where they can work with animals. In the past these activities have taken place in the host facility parking lot or nearby. In addition, they may have specific requirements about the number, ages, and sex of the goats required. Remember that those attending the Training Conference and other sessions or clinics will need to be transported to the site, so the closer the site is to the main Convention facility the better.
Most states and cities require permits to bring goats on site or within city limits. As part of the proposal, the prospective local host group must provide documentation for the required permits and the process for acquiring them. Proposals will not be considered without this documentation. The Annual Meeting Committee will work with the local group to detail exactly what is needed.
Any potential Convention site should have a restaurant that can provide breakfasts and lunches at a reasonable price to those attending. Also, it should be able to accommodate a large number people who wish to eat at the same time. Nearby fast food restaurants or other eating facilities are also important as no one likes to be “stuck” at the same facility for five or six days. A friendly bar or lounge adds to the social aspect of any Convention as does a pool and Jacuzzi.
A potential facility, finally, should provide good value to its guests. Remember that those attending the ADGA Convention will be paying a sizable registration fee, so moderate room rates are a must. A potential facility must allow more than two people to share rooms with two double/queen beds. That will help cut costs.
A small number of those attending a Convention may want to bring their motorhomes and not stay in the host facility. Ideally, a host facility should allow these people to park in the host facility parking lot, or there should be a camping facility close by.
Financial Requirements for Hosting an
ADGA Convention
The financial requirements for hosting an ADGA Convention have undergone a major change with the new hosting structure. In the past, host groups have borne the major financial responsibility for putting on an ADGA Convention. One of the consequences has been a rising cost to those attending the Convention as well as a sometimes large surplus or profit to the host group. The Convention was never intended to be a fundraising or profit center for the host group, and the new financial structure should work to cover all Convention expenses, provide a small financial incentive to prospective host groups for the commitment they are asked to make, and to pay people for the services they render.
A central goal of the new hosting structure is that the Annual Meeting Committee partnered with the local host group can put together a Convention package for those attending that is both activity-filled and cost effective.
In the past, the local host group has been responsible for all expenses other than those borne directly by ADGA. Under the new structure, the local host group, along with the ADGA Annual Meeting Committee, now bears this burden. ADGA will still be responsible for its sponsored activities as detailed below. And as in the past, the host partners will be responsible for all other expenses and will also realize any profits from the other Convention activities.
As part of the Proposal to Host procedure, the local host group and the Annual Meeting Committee Chair will sign a Letter of Agreement that details the specific financial aspects of the Convention partnership. In most cases, this Agreement will give the local group a set percentage of each registration paid, plus a specific percentage of any profits realized. The goal is to set the registration and other fees such that all expenses will be paid and those attending will have a quality experience. With this setup, the greater number of attendees, the more money the local group will realize up front, and there is usually economy in increased size, so we should be able to cover our expenses more easily without having to charge exorbitant fees. A strong fundraising and sponsorship program will also mean a more affordable Convention to those attending.
ADGA pays the costs associated with the Board of Directors Meeting, Training Conference, Advanced Judges Seminar, Type Conference, registrations for Directors, Directors Emeritus, and ADGA staff, some Spotlight Sale costs, and a few Youth Program costs, and cheese for the Wine and Cheese Party.
Profits (after expenses) realized by the Training Conference, Advanced Judges Seminar, Type Conference, and Spotlight Sale go to ADGA.
The Convention host partners (local group plus ADGA Annual Meeting Committee) are responsible for the expenses of all Convention activities other than those specified above. Any profits (after expenses) from registrations, the Pre-Training Conference, and other programming go to the host partners and are divided according to the Letter of Agreement.
Under the new hosting structure, the ADGA office will take in all Convention money (registration fees and other fees) and will pay all bills.
The Convention Host Committee will appoint a Convention Financial Chair (usually the ADGA Annual Meeting Committee Chair) who will be responsible for setting up the accounting procedures, working with the ADGA office and overseeing all expenditures and incoming funds for the Convention, generating the Status Reports required for the Convention, and for providing reports as required to the local host Chair, Annual Meeting Committee, and ADGA Board. The Convention Financial Chair will authorize all disbursement of funds by the ADGA office and will keep a record of all disbursements and income. The Annual Meeting Committee Chair must approve any Convention expenditure over $300.00 before the Convention Financial Chair (if different) authorizes ADGA to pay it.
In general, a prospective host group should have sufficient funds available to carry it through the Proposal process. There may be some initial expenses for visiting potential facilities or for preparing the “Proposal to Host.” However, these expenses should be minimal. Local group fundraising projects can help defray any of these small expenses.
Once a “Proposal to Host” has been approved by the Board, but no more than twelve months prior to the Convention, ADGA will provide, upon written request of the Financial Chair, a loan of $1,000. After 2002, if the Annual Meeting Committee has realized any profits from past Convention partnerships, this money may be used for facility deposits and the like. Once the Convention Host Committee has set registration fees and reported them to ADGA, the Secretary-Treasurer will credit the “Convention Account” with the registration fees for the Directors, Directors Emeriti, and ADGA staff that will be attending. This should give the Convention Host Committee the necessary seed money for all up-front expenses.
At the host facility, the Convention Financial Chair should set up two accounts: one for expenses ADGA is responsible for and one for expenses the Convention Host Committee is responsible for. Both accounts should be paid for using the ADGA credit card.