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 o over estimate number of attendees = expenses o 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? ------------------------------------------------------------------------------------------------------------------------------------ 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 8