Region 6 Spring 2003 Meeting

How to Plan a Spring Regional Meeting

Table of Contents
PLANNING COMMITTEE

COMMITTEE RESPONSIBILITIES

TIME TABLE

SAMPLE AGENDA

SAMPLE REQUEST LETTER FOR NON-BEARDED IRISES

SAMPLE REQUEST LETTER FOR BEARDED IRISES

FACTS FROM PREVIOUS REGIONALS

Year

Location

Number of attendees

Hotel room rate

Registration fee

REGIONAL PLANNING COMMITTEE

Committee Chair Name Phone Address

Cell Phone Email Address

Guest Iris Name Phone Address

Cell Phone Email Address

Register Chair Name Phone Address

Cell Phone Email Address

Hotel Chair Name Phone Address

Cell Phone Email Address

Bus Chair Name Phone Address

Cell Phone Email Address

Garden Chair Name Phone Address

Cell Phone Email Address

Speaker Chair Name Phone Address

Cell Phone Email Address

Room Chair Name Phone Address

Cell Phone Email Address

Luncheon Chair Name Phone Address

Cell Phone Email Address

Budget Chair Name Phone Address

Cell Phone Email Address

Booklet Chair Name Phone Address

Cell Phone Email Address

Publicity Chair Name Phone Address

Cell Phone Email Address

Give Away Chair Name Phone Address

Cell Phone Email Address

COMMITTEE RESPONSIBILITIES

Committee Chair (Name Phone)

enlist committee members,
coordinate meetings and set agendas,
with committee, decide on gardens to tour, schedule, speaker, budget
check progress of Chairs,
notify Asst. RVP of Regional date -Robert Fedosky, 646-5077, 18870 Beverly, Beverly Hlls MI 48025,
obtain copy of AIS Convention Handbook (this is for National, but is good guide),
make copies of "Code of Ethics" for the Guest Iris Chair and each gardener. It is in The AIS

Convention Handbook under Code of Ethics. Can be purchased from AIS storefront, even though, it is

not listed in the AIS Bulletin, {*include copy of Code of Ethics with these notes}

write thank you’s after meeting
write report for Region 6 Asst. RVP and Club newsletter after meeting

Guest Iris Chair (Name Phone) (committee of – name, name, name name)

{any mailing/supply expenses are included in the registration fee}

request guest irises from hybridizers,
handle incoming shipments – make sure shipments are not left out in hot sun, rain, or could be stolen
record all hybridizers and their irises,
determine in which gardens guest irises will be planted,
create iris labels for gardeners, also mark in-region hybridizers

(temporary 2-year labels (who), fresh labels for tour? (who)),

obtain garden maps from each gardener after planting is complete,
prepare (computer file) garden maps and list of guest irises at each site to include in booklet handout,
replace lost irises after first spring, if hybridizers wish,
prepare list of hybridizers, irises, and which garden (handout for each person attending Regional),
coordinate digging of all irises to be sent back to hybridizers, destroyed, or prepared for auction,
coordinate shipping of all irises back to hybridizers.

Hotel Chair (Name Phone)

With regional committee, decide which hotel (need banquet room to accommodate 50-100 people)

main contact person with hotel - only person to deal with hotel,

negotiate contract with hotel, arrange deposit, (reserve hotel room and arrange for payment?),

reserve sleeping room for speaker arrange for any payment,
arrange Planning Committee to view facilities (size of meeting room, auction placement, etc)
needs to be at hotel during registration, banquet, auction, etc., in case needed,
obtain hotel literature (menus, maps, what hotel provides)

Register Chair (Name Phone) (committee of – name, name, name name)

{any mailing expenses are included in the registration fee}

with regional committee, decide registration fee,
handle all expenses relating to regional (set up seed fund from club to handle regional expenses

separate from club expenses),

handle registering process,
mail confirmations, maps, other gardens may visit on Friday/Sunday,
notify lunch, dinner, bus chairs - number of registrations,
create name tags (who?),
registration desk - greet and sign in arrivals, hand out schedule, name tag, goodie bag,
final registration and expense report to club

Garden Chair (Name Phone) (committee of – name, name, name name)

{any snack/luncheon supplies are included in the registration fee}

with regional committee, decide which gardens will be on tour,
help gardeners with any needs,
make sure guest irises are planted on time,
make sure that each gardener realizes that he/she doesn’t not own guest irises

(cannot be kept or sold by gardener),

refreshment at gardens (does gardener need volunteers, supplies, food?),
purchase/provide supplies for gardeners, if needed (paper plates, napkins, cups, coffee urns, etc.)

Bus Chair (Name Phone) (committee of – name, name, name name)

{all bus expenses are included in the registration fee}

check bus prices and reserve buses for Saturday,

all busses must have bathroom facilities (guests need not enter home)

obtain deposit from treasurer,
plot bus route, and make sure buses can approach each house and turn around),
drive route to check times
write directions for bus driver,
line up bus captain(s) that know the route,
will there be water, etc. provided on the bus?

Room Chair (Name Phone) (committee of – name, name, name name)

{any room/refreshment expenses are included in the registration fee}

with regional committee, decide Saturday dinner menu,
Friday night - refreshments (home baked cookies, etc. if, allowed? - non-sugar, veggies, fruit),
Friday night - set up room for slides, (projector, screen, microphone, control lights, chairs),
Saturday - place to tally in/out region votes,
Saturday night - arrangements of tables, favors on table, centerpieces, door prizes,)
Saturday night - Auction setup, who will be doing auction? What will they need?
pick up anything left behind, not belonging to hotel (volunteers)

Speaker Chair (Name Phone)

{all speaker expenses are included in the registration fee}

with regional committee, decide on possible speakers/judges training,
contact speaker,
make airplane reservations and arrange for payment, if flying in,
determine mileage, if driving (to reimburse expenses),
transport speaker from/to airport, if flying in,
take speaker to dinner (with any committee members) Friday night,
introduce speaker (briefly) Friday night, so everyone will know that he/she is the speaker,
introduce speaker at Saturday dinner program

Luncheon Chair (Name Phone)

{all luncheon expenses are included in the registration fee}

present possible locations to planning committee
reserve room, layout of room, & make deposit
menu selections
add one meal for bus driver
pay final bill

Budget Chair (Name Phone)

with regional committee, determine expenses and income

over estimate number of attendees = expenses

under estimate number of attendees = income

reminder – sponsoring a regional is NOT a fund-raiser, but aim to break even

Booklet Chair (Name Phone) (committee of – name, name, name name)

{all booklet expenses are included in the registration fee}

Compile data to include in booklet,
(computer file) garden maps and list of guest irises at each site,
edit and layout pages,
print copies
compile booklets

Publicity Chair (Name Phone)

Give Away Chair (Name Phone) (committee of – name, name, name name)

(What expenses will the club cover?)

Club gift
Favors
Door prices
Goodie Bag

THREE YEARS PREVIOUS TO REGIONAL

1. Contact Region 6 Asst. RVP in writing that your club will sponsor the Regional, Spring/Fall and year.

2. Write letter requesting NON-BEARDED guest irises (need three years to establish clump)

A. Must be written and mailed three springs before scheduled Regional, so irises can be shipped and planted three summers before Regional.

B. Check for copies in AIS bulletin April issue - requesting guest irises for national conventions. Copy.

{see - copy of request letter for non-bearded irises}

TWO YEARS PREVIOUS TO REGIONAL

1. Determine 2003 AIS National Convention dates

2. Determine Region 6 date

A. Work around National dates

B. What type of irises to feature? (2001 featured Siberians, 2002 will feature Medians?, 2003 - TB’s)

C. Work around local peak bloom season for featured irises.

(Region 6 spring meeting 2003 - May 30, 31, June 1?)

3. Write letter requesting BEARDED guest irises (need two years to establish clump)

A. Must be written and mailed two springs before scheduled Regional, so irises can be shipped and planted two summers before Regional.

B. Check for copies in AIS bulletin April issue - requesting guest irises for national conventions. Copy.

{see - copy of request letter for bearded irises}

4. Print/Mail letter requesting guest irises (Guest Iris Chair)

A. Mail to Region 6 Editor to include in Region Newsletter (winter and/or spring issue - two years previous)

This will invite all in-region hybridizers (if they are AIS members they will receive newsletter).

B. Mail letter or email copy to all out-state hybridizers

1. Names and addresses of current hybridizers are listed in back of current checklists or

2. Request hybridizers list online from AIS Registrar (copy into computer to print address labels)

3. Print return address labels of Guest Iris Chair to use on envelopes.

4. Print large address labels of Guest Iris Chair -include in mailing for hybridizer’s shipment.

5. Determine Gardens to tour - tour the gardens to check for:

(Garden Chair will present recommendations to committee)

A. Location - how far apart are the gardens? Travel time between?

B. Available space in garden for new clumps - beds need to be ready to plant in July two summers before meeting, when hybridizers send rhizomes. How many clumps can garden hold?

C. Garden’s peak season (we are in two different climate zones)

D. How many gardens can be toured in allotted time. Start with zoo gardens (we must be out by 9:30) Usually two in morning, maybe one during lunch, and one in afternoon. People like to get back to hotel with plenty of time to rest and dress for dinner.

E. Interest of gardener to guest irises. Gardeners must be informed of Code of Ethics and willing to adhere to Code as printed in the AIS Convention Handbook.

F. Attractive, well maintained yard

6. Determine headquarters hotel

A. Cost of sleeping room to conventioneers.

B. Size of meeting/dining rooms.

C. Available menu for Saturday dinner.

7. Determine speaker/judges training

A. National well-known iris person.

B. Qualified for judges training.

ONE YEAR PREVIOUS TO REGIONAL

1. Determine bus company

2. Determine budget/registration fee

What expenses are covered by the club?
What expenses are included in the registration fee?

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MEETING AGENDA

Friday night

Welcome from local club President

Welcome from Committee Chair

Hotel - what’s available

Gardens on tour

Other gardens may visit on Sunday

Bloom to expect - local weather conditions

Schedule for weekend

Introduce RVP - (Business meeting - RVP)

Slides (need projector on table, screen, control lights) (encourage list of slides to pass out)

Saturday Dinner Program

After bus tour and before program - tally in/out region votes (three volunteers?)

Welcome from Committee Chair

Favors (pass out (pins, etc.), if offered)

Thank Region Planning Committee Chairs and workers

Thank and introduce gardeners

In-Region Iris -

Out-Region Iris -

Metals will be send to hybridizers (who do we contact?)

Introduce Speaker

Table prizes (if offered)

Thank speaker and everyone for coming to Regional

Set up room for auction (how many volunteers?)

Auction

---------------------------------------------------------------------------------------------------------------------------NEED TABLES FOR SELLING - FRIDAY NIGHT (NO CHARGE)

4-8-3

Joyce Wozniak wants a table at the meeting.

491 Haldale Dr

Carmel, IN 46032

317 846-2836

email: joyce_wozniak@msn.com

SAMPLE REQUEST LETTER FOR NON-BEARDED IRISES

SAMPLE REQUEST LETTER FOR BEARDED IRISES