Part ll. HOST GROUP RESPONSIBILITIES
Once a host group’s membership approves the decision to host the convention, the group appoints a show committee; secures commitments from volunteers for convention activities and fundraising; and selects a Host Show Coordinator to oversee the following responsibilities. Lead times are stated (in parentheses) but your actual timeline might vary depending on your hotel’s requirements.
Programs, Workshops, Meetings, Activities, Schedules
- (3-5 years) Choose a site for approval by NBS Show Manager; submit invitation to NBS Board. Invitation must be submitted at least three years prior to show date.
- (2 years) Consult with NBS First Vice-President (in office at time of the convention) to schedule meetings, programs, workshops, and other activities.
- (2 years) Determine convention theme.
- (1 year) Solicit program and workshop ideas from NBS First Vice-President.
- (9 months) Ensure that the convention facility has scheduled all meetings based on the requirements outlined in Part III.
- (6 months) Re-confirm all speakers.
- (2 months) Determine and arrange for printing and audio-visual equipment needs for each program, workshop, meeting, or other activity.
- Reserve 5-10% of seating in each educational workshop for walk-in participants who are not NBS members, and announce workshops in local media releases.
- If workshops or tours are over-subscribed, try to increase the allowable number of participants; or consider repeating the event; or select participants by lottery.
- Arrange for potential last-minute substitutions for programs and workshops should the scheduled presenters become unavailable.
- Determine how to post or distribute room numbers of people selling in guest rooms. No room sales can occur after Wednesday of the convention or during any other pre-Thursday convention activities (receptions, workshops, judging, etc.).
- The host group will provide the Junior activities and assure appropriate space. NBS pays for Junior activities.
Special Events/Menus
- (9 months) Work with the hotel to arrange menus and service for:
- Monday reception.
- Tuesday and Wednesday judges/clerks/runners lunch coupons. (Work with NBS Show Manager to determine number of attendees and price).
- Thursday/Friday reception and/or dinner(s).
- Thursday dealer coffee (Work with Show Manager to determine price).
- Thursday Junior breakfast (Work with local Junior Activities Person or Advisor).
- Friday Junior pizza party (Work with local Junior Activities Person or Advisor).
- Saturday breakfast
- (1 month) Assign greeters to check meal tickets and hand out favor buttons.
Annual Breakfast
- In addition to the meal, the breakfast agenda includes:
- Welcome on behalf of host group and introduction of NBS President.
- Distribution of any prizes or raffle items.
- Introduction of junior members (by NBS President).
- Distribution of presentation awards (by NBS Presentation Awards Chair).
- Roll call of deceased members and optional states roll call (by NBS membership coordinator).
- Announcements (by NBS President).
- Invitation to the next year’s show (by that show’s host group).
- Consult with NBS President (in office at the time of the convention).
- Provide favor buttons.
Showroom/Judging Room
- Advise the NBS Show Manager of appropriate vendor for showroom security.
- Include security fees in the host group’s budget.
- Acquire list of showroom dealers from the NBS Show Manager.
Fundraising and Reporting
- Determine state tax requirements for Host Group’s share of show profits. Host Group is responsible only for its own reporting. (NBS does its own reporting).
- (2 years) Plan and conduct fundraisers (ways and means table, auction, etc.) Check local sources such as grants or visitors’ bureau for additional funding.
Media Marketing
- (1 1/2 years) Work with NBS Public Relations Chair to build list of media contacts.
- Send the following information to the NBS Bulletin; notify NBS Editor of additional information or changes made after the deadlines:
- October Bulletin (send by July 15): Send dates and hotel information to Calendar of Events person.
- March Bulletin (send by December 15): Detailed hotel information, airlines available, optional tours, workshops, etc.
- May Bulletin (send by February 15): Pre-registration form, deadlines, show schedule and all other convention information.
- July Bulletin (send by May 15): Any corrections, updates and reminders.
- Prepare and submit show Publicity to the following:
- (10 months) annual magazines.
- (3 months) monthly magazines.
- (1 month) weekly newspapers.
- (3-6 months) Arrange website publicity; email to NBS webmaster all items sent to Bulletin editor. Registration forms from websites may not be postmarked before May 31 to allow all members equal access to limited activities and workshops. If there are no limited activities, information can be postmarked earlier.
- (3 months) Ask NBS Public Relations Chair to help contact local TV and radio.
- (2 weeks) Work with NBS Public Relations Chair to arrange local media publicity and convention coverage, and to coordinate interviews during the convention.
Graphics
- Prepare name tags, posters, fliers, meal tickets, etc.
- (1 month) Prepare program booklets and furnish a copy to NBS Historian.
Favor Buttons
- Provide favor buttons for annual breakfast.
- (1 year) Choose the favor button design and maker.
- (1 month) Have finished favor buttons on hand.
- Furnish a favor button to the Second Vice-President for the favor button display.
- After breakfast give any remaining buttons to NBS table to sell for the Host Committee.
Show Registration
- Host sets fee amount, meal prices, optional tour prices, etc. Pre-registration, collection of fees and, tally for each event is done by the National Convention Registrar.
- Collect showroom guest entry fees during convention. Host group determines guest fee, making it comparable to fees charged for similar events in the area. The fees are turned over to the NBS Treasurer daily.
- Staff the registration table. Host group may provide a guestbook or form to collect names and addresses of prospective new members.
- (2 weeks) Provide registration packets. Label envelopes; fill with name tag, program book, meal tickets, tour tickets, event tickets.