I NBS Responsibilities

Part I. NBS RESPONSIBILITIES

It is reassuring for a potential host group to know that NBS administrators do much of the work involved in hosting a National Button Society Convention. The following describe convention tasks performed by NBS personnel.

NBS Show Manager

  • Advises potential host groups on suitability of proposed site, ensuring that:
  • Showroom, meeting and meal spaces are as described in Part III.
  • Adequate numbers of sleeping rooms are available and priced within the Society’s acceptable room rate range.
  • Fees for meeting and showroom spaces are tied to the sleeping room guarantee and the catering beverage
  • Site meets all criteria described in these guidelines before issuing an invitation to the NBS Board of Directors.
  • Works with sales staff at the site to develop a proposal for Board review, to be included with the invitation. Proposal should include:
  • Number of sleeping rooms guaranteed by NBS.
  • Tentative program of events so that space needs can be anticipated.
  • Commitments for complimentary room nights for NBS and host group’s use, which are to include a complimentary suite for the NBS president for 8 nights, a complimentary room for the Show Manager for 9 nights, and complimentary room in the ratio of 1:50 to be used by the host organization. The commitment shall also include any other costs to be paid by NBS (such as food and beverage minimums).
  • Statement of parking facilities and parking rates for members attending the convention.
  • Statement of fees for approximately 160 (6’ x 30”) tables and 60 (6’ x 18”) back tables, table cloths, chairs, water stations, etc.
  • Cost of electricity; phone lines; audio-visual equipment; shipping, handling, and return of convention materials as well as any other costs and fees.
  • Presents the proposal and invitation, plus recommendation based on site visit and contact with sales agents and show committee. Reviews the contact with one elected NBS officer.
  • Signs the contract as NBS agent and gives copies to Host Show Coordinator, NBS Treasurer and NBS President.
  • Two years before a convention, contacts sales staff at hotel to review the contract in light of any change in management and need for change in contract wording.
  • Sends to the NBS Bulletin editor a notice soliciting requests for dealer tables. (Sends by Oct. 1 to appear in Dec. issue.) Senior dealers can request priority space; non-senior dealers request tables as available after senior dealers are placed.
  • Prepares dealer contracts, including all information specific to the upcoming convention.
  • Sends contracts to senior dealers by Jan. 15 for Feb. 28 return deadline to be returned with full table fee, half of which will be regarded as a “deposit” which can be refunded if space is canceled by July 1. No refund will be made if cancelled after July 1.  Contracts not returned will be voided but Show Manager will try to contact unresponsive dealers. International dealers may remit total table fee at the convention but must remit contracts via mail.
  • Sends contracts to non-senior dealers by March 15 for an April 30 return deadline to be returned with full table fee, half of which will be regarded as a “deposit” which can be refunded if space is canceled by July 1. No refund will be made if cancelled after July 1.   International dealers may remit total table fees at the convention but must remit contracts via mail
  • Informs the dealers on state and local tax and licensing
  • Works with Assistant Show Manager to determine the showroom layout for judging and racks (Monday through Wednesday), and dealer tables and racks (Thursday through Saturday).
  • (9 to 12 months before convention) Reviews entire hotel contract, including guarantees; determines and undertakes any necessary renegotiation of terms.
  • (April 1) Gives Entries Chair shipping information for competition trays.
  • Continues working with host group on convention details and decisions.
  • Ensures that racks and other NBS materials are shipped to the site in a timely cost-effective manner according to site requirements.
  • Receives and returns all shipments for NBS (racks, library, trays, etc.), including NBS publications if the Publications Supplier is not attending the convention. These publications are to be delivered to the NBS showroom table by Thursday morning.  The library is to be available for judging by Tuesday morning.
  • Ensures shipped competition trays are secure in hotel custody and available for judging on convention Tuesday. Completes judging entry procedure for shipped trays. Maintains shipping boxes; ensures trays are packed for shipping to entrants.
  • Is available (or has Assistant Show Manager available) in the showroom during period of showroom use. Ensures that only authorized registered members and guests are in the showroom.
  • Executes contract with vendor recommended by Host Show Coordinator for security in the showroom Monday evening through Saturday morning. Provides schedule, appoints contact person, and sets guidelines for security
  • Ensures that dealers abide by contract regulations and directives of the Board Directors regarding, but not limited to, subletting table space, consigned buttons, appropriate displays, and other contractual stipulations.
  • Prepares financial statements for the Treasurer:
  • As dealer payments are returned with contracts.
  • Gives the NBS Treasurer a final accounting for all table rentals.
  • Reviews master account to approve host group’s reimbursable charges as outlined in Part V.
  • Is responsible for NBS projector and other audio-visual equipment, seeing that it is available at the show and safely stored between shows. .

NBS Assistant Show Manager(s): Assists the Show Manager as mutually determined.

NBS President:

  • Presides over Board of Directors meetings and all formal NBS membership meetings, including the Annual Breakfast.
  • Sees that a sign-up sheet is provided at the Monday board meeting for shifts at the NBS table.

NBS First Vice-President (in office at time of the convention):

  • Consults with Host Show Coordinator to suggest program and workshop ideas to schedule all convention activities.
  • Works with Host Show Coordinator to ensure site is aware of all meeting needs.
  • Requests copies of all programs prior to the convention or on the first day of the show at the latest. This is to be sure that the programs are compatible with the NBS projector before the time of presenting the programs.
  • Functions as master of ceremonies for programs and introducer for workshops.

NBS Second Vice-President

  • Procures a favor button from host group and adds it to NBS favor button display.
  • In the absence of Publications Supplier, unpacks publications for sale at the NBS table. Re-packs publications for shipping and gives them to Show Manager.

NBS Treasurer

  • Handles all funds for the show.
  • Pays bills according to show committee budget or with approval of Host Show Coordinator.
  • At the end of the show the NBS treasurer will prepare a complete report of all income and expenses and provide that report to the NBS President and Host Show Coordinator.
  • After report acceptance by both, remits any share of profits to the Host Committee.

NBS Convention Registrar:

  • Gets notification of the registration and PayPal payments through registration software.
  • Receives all mailed-in registration forms and checks.
  • Sends all checks to treasurer for deposit.
  • Produces lists of those registered for each activity.
  • Provides a final list of those registered 10 days before the start of the convention.

NBS Exhibits Chair: Manages tray check-in and tray preparation for judging.

NBS Entries Chair:  Provides members with entry tray slips.

NBS Chair or Co-chairs of Judges: Plan(s) and conduct(s) judges and clerks meeting, all judging, and judging review meeting.

NBS Control Card Clerk(s): Assist(s) in the judging process.

NBS Division Chairs: Assist in the judging process.

NBS Classification Chair: Conducts classification committee meeting and membership classification meeting; assists in the judging process.

NBS Classification Assistant Chair: Assists Chair in conducting meetings and in the judging process.

NBS Presentation Awards Chair: Presents awards at the annual breakfast.

NBS RESPONSIBILITIES, continued

 

NBS Sponsored Awards Chair: Collects Sponsored award forms and donations for the following year’s competition.

NBS Public Relations Chair:

  • Works with host group to develop list of media contacts.
  • Prepares and issues press releases.
  • Helps host group contact media outlets in advance of convention.
  • Interacts with media and visitors at the convention.

NBS Rack Steward: Stores, ships, unpacks, displays, and re-packs display racks and NBS library.

NBS Publications Supplier:

  • Is responsible for making sure there are copies of all NBS publication at the NBS table for sale.
  • Unpacks and displays publications for sale at the NBS table.
  • Re-packs the publications and gives them to NBS Show Manager for shipment.

NBS Logo Products Supplier: Ensures there are logo products for sale at the NBS table.