The purpose of this information is to provide basic facts for hosting any one of three meetings held annually by the American Advertising Federation District 7:
April: District Convention,
July: Leadership Conference,
October: Fall Board Meeting.
Hosting a District conference is an excellent team-building effort and may also become a fundraising special event for your advertising federation.
Please be sure to inform the current Conventions and Meetings Coordinator, Historian and District Governor of your pitching, promotion and plans for all conferences.
Bids to host District meetings are usually pitched no less than two years prior and usually pitched at the same conference you are vying to host. When pitching, promoting or hosting a District conference…practice what we preach…be creative, clever, concise and to the point. Involve your club members. Hosting a District meeting is a great membership booster and image-builder for your club — plus, you could immensely help your Club’s bottom line budget.
Promote your convention at all prior meetings. The winning club hosts a night in the hospitality suite (both physically and financially) at the two conventions prior to your convention. Involve your club members.
By securing sponsors of your conference you will help attendees with expense, plus possibly increase your income over expenses for your club budget. The District 7 has a potential reach of 3,500 members in five states — Alabama, Georgia, Louisiana, Mississippi and Tennessee. The national headquarters of the parent organization, American Advertising Federation, are located in Washington, D.C.
The District Newsletter, Website, promotional emails and conference print literature are necessary to inform and promote the event.
Publicity, advertising and graphics are important. Draft a creative team for
preparing all the logos! |
• Set a preliminary budget
• Set Registration fee…
Rough guidelines: Fall Board — $150 - $200
Convention — $225 - $350
Leadership — $225 - $300
• Determine creative
• Select Hotel Site
• Set Dates…
Guidelines: Fall Board — Late October
Convention — 2nd-3rd week in April
Leadership — 3rd-4th week in July
(Note: National AAF Convention is in mid-June annually; the Western Region
Convention which the Governor and Governor-Elect attend is in mid-late
October. Check dates for conflicts.)
• Form committees: publicity, accommodations, off-site entertainment, onsite entertainment, workshops, speakers, registration, transportation, sponsorships, goodie bags, name badges, finance committee, guest entertainment, creative concept, printing and mailing, decorations, audio/visual, Hospitality Suite and other committee chairs as needed. Committees may be determined by the meeting you are hosting. Example:Convention requires a host club committee coordinator for Student Competition and ADDY Awards to liaison with the District coordinator. Convention also requires a Governor’s Gala chair to work with incumbent Governor. Leadership requires a host club committee coordinator to liaison with the Immediate Past District Governor (Chairman) to coordinate workshop speakers. Leadership also requires a Mouth of the South (MOS) coordinator. Fall Board requires a host club committee coordinator to liaison with the District ADDY Awards workshop chair.
• Appoint a Chair and Co-Chair
• Secure Sponsors — Over the past several years, clubs hosting District meetings or conventions have netted from $1,000 to more than $8,000 for their Club treasury. This income over expenses is gained by sponsors to offset cost of meals and speaker expenses, plus good attendance. Make sure there is proper signage of their sponsorship onsite, and in the program.
• Secure a Printer/Contributor
• Select speakers
• Review specific requirements as it relates to hosting a Fall Board Meeting, District Convention or Leadership Conference. This information appears later.
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There are many experienced folks who’ll be glad to lend a helping hand such as State
Directors, Lt. Governors, the entire District Executive Committee and many former
Governors.
Currently (2008), the District 7 allocates money to help your club get started. Seed money is available for start-up and must be returned to District, once your funding begins:
Leadership seed — $1000 * Convention seed — $1500 * Fall Board seed — $500.
Keep your registration fee reasonable with sponsorship and remember registration is not the only cost to someone attending a District meeting. There’s also travel and hotel expenses.
Stay in close touch with the District Governor, Historian and Executive Committee as well — if you need help someone from the Executive Committee, Historian or the Meetings & Conventions Coordinator will be glad to come to meet with you.
Promote the conferences as part of on-the-job personal development–provide the necessary information to get management to pay the registration fee.
Most meetings have at least one event away from the hotel site. Keep room rental and transportation costs in mind when planning off-site event. Consider arranging a separate fee for a spouse or guest outing as this may also add to your income over expenses.
Most advertising federations are NOT tax exempt. Clubs usually do not pay income
tax, but do file a tax return and pay state sales tax.
Make sure gratuities, bartender fees and sales taxes are part of your budget.
Be sure your individual workshop or meal ticket prices total more than your registration fee!
Secure facts the previous conferences/conventions chairperson or hotel that will
help set guidelines for your conference.
Hold your regular monthly membership meeting jointly with District 7 meeting to give your club and District members a chance to become better acquainted. Work with your club’s speaker budget, coupled with sponsorship dollars gained by hosting the meeting, and bring in a dynamite speaker.
MAILINGS: Send mailings to District members, at least three months out and again one month out. Get the dates and info on their calendars quickly. Use the District newsletter and Web site. Consult with State Directors, Club Presidents, District Governor, Historian and Executive Director of your club to send letter mailing to their counterparts throughout the District 7.
Cash bars are acceptable at food functions.
At Convention, students who participate in District may be under age. Please do NOT offer alcoholic beverages at any functions where students are in attendance (opening night reception, and the reception following ADDY Awards where the winning team is announced). It is imperative the host club enforce state “drinking age” guidelines in the District Hospitality Suite and provide a sign posted in the Suite stating such.
Negotiate with the hotel to bring in your own alcoholic and non-alcoholic beverages for hospitality suite — usually a private suite. Contact the next two host clubs to pay a nominal fee (est. $125 for Fall Board, $200 for Spring Convention and $250 for Leadership) toward the suite and to ‘host’ one evening as promotion for their upcoming conference.
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• The Pitch is usually made at Leadership Conference two years prior
• Date: Mid- to late July
• Attendance: 95-125
• Time: 2 days, 3 night
• Arrive Thursday late afternoon.
• Executive Committee: 2-3 hours; 12-15 people (board room seating) District Officers, only–usually held on Thursday prior to the actual start of Conference. Check with District Governor for needs/details.
• District workshops are set up and speakers determined by the Immediate Past Governor/Chairman – consult with the Chairman on size and number of meeting rooms needed.
• Meeting Content-Consult with current Governor as to size and number of meeting
rooms. Usually the following District meetings are held:
• Newcomer’s/First-time attendees Orientation – theatre-style – 50-75 for one hour
• District Board Meeting – classroom seating –100+ (est. 2-3 hours)
• State Directors Meeting – board room style-15-20
• Executive Directors – classroom – 5-6 for one hour
• Council of Presidents’ and State Directors’ meetings should not be at same time;
COP – 20-25 people; State Directors – 10-15 people- (allow 1 to 11/2 hours for each)
• District workshops are set up and speakers determined by Immediate Past
Governor/Chairman.
• State Meetings – 1 hour; (Held immediately following the District Board Meeting –, State Directors will select a “corner” for each of the five states to meet).
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LEADERSHIP CONFERENCE — CLUB RESPONSIBILITIES:
Coordinate with District Governor and Chairman regarding hotel site, meeting rooms, meals, entertainment, A/V supplies, registration personnel and packets, promotion at preceding meetings, convention/conference mailers, teasers, on-site program, name badges, goodie bags, entertainment, guest registration fee, member registration fee, entertainment/bands/ party, etc. “Mouth of the South” competition may be held Friday or Saturday evening. Ideally, it is held in a “club” atmosphere with a stage, however, a “platform stage” at the hotel is acceptable. Please refer to the “Mouth of the South” guidelines in this directory. Entertainment for the other evening is up to host club. Thursday evening is usually a cocktail reception with hors d’oeuvres.
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LEADERSHIP SPEAKERS:
Workshop speakers are coordinated by the Immediate Past Governor/ Chairman. Speakers for Breakfast and Luncheons are at your discretion. There are usually two breakfasts and two luncheons during Leadership. If your club holds its regular meeting during Conference, you may work from your speaker budget for one meeting. Consider your theme and the title of the conference you are hosting before you select speakers. Speaker expense can make or break your budget.
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AWARDS AT LEADERSHIP:
The Governor’s Award is presented annually during The Leadership Conference. Confer with the District Governor. You have no other responsibility regarding this award as it is funded and selected by former Governors of the District 7.
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FALL BOARD MEETING
• Pitches to host meeting are usually made at the Fall Board Meeting two years prior.
• Date: October
• Attendance: Approximately 50
* Time: 1 day, 2 nights (arrive Friday late afternoon, District business on Saturday,
depart Sunday. Consult with Governor for executive committee meeting Friday afternoon.
• This is primarily a District business meeting which occurs on Friday or Saturday, with
meeting content coordinated by the incumbent Governor.
• You may have a guest speaker at breakfast and/or lunch on Saturday. This may be a motivational or educational speaker and presents a prime opportunity for a sponsor of the meal and speaker at the Sponsor's expense.
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MEETING REQUIREMENTS:
Executive Committee: 3-4 hours usually held on Friday afternoon- coordinate meeting time with Governor – 12-15 people- boardroom style seating.
By-Laws Committee Meeting: 2 hours – 3-5 people (could meet in hospitality suite if
necessary)
Nominating Committee Meeting:2 hours – 5-7 people (Consult with Immediate Past Governor/Chairman on details)
State Directors Meeting: 10-12 people – 1 1/2 hours
Council of Presidents: 15-25 people – 1 1/2 hours
District Board Meeting: 2-3 hours – 50-60 people – classroom seating
State Meetings: follow District Board Meeting – State Directors secure space.
ADDY Workshop: Classroom style seating and audio/visual support. Attended by club ADDY Chairpersons or representative. 2-3 hours in the morning and 2 hours in the afternoon (sometimes held at same time as District board meeting). Consult with District ADDY workshop chair or Governor-Elect in charge of ADDYS or Governor regarding workshop speakers and/or AAF representative.
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FALL BOARD MEETING – CLUB RESPONSIBILITIES:
Hotel, food, entertainment, A/V supplies, registration personnel and packets, promos, printed materials, welcome reception, Saturday night entertainment,
Hospitality Suite – host club gathers supplies
Registration Fee: $150+ average
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DISTRICT CONVENTION
• Pitches to host convention are usually held two years prior at Convention
• Date: Mid-April, at least 60 days prior to the National Convention Attendance: 85 – 105.**
• Time: 2 days, 3 nights (arrival Thursday afternoon, Keynote Speakers on Friday, District business & board meetings on Saturday. Depart Sunday morning.
• Format: Coordinated by the Club Host and Governor/District Officers
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MEETING REQUIREMENTS:
Executive Committee Meeting: 12-15 people 2 hours – Boardroom (Consult with Governor, usually held Thursday afternoon)
Student Competition: Friday: Requires two identical meeting rooms with audio-visual
equipment. Consult with Student Competition Coordinator for room and audio-visual
requirements.
Council of Presidents: Saturday –20-30 people 1 1/2 hours; classroom seating
State Directors Meetings: Saturday–10-15 people – 1 1/2 hours – classroom (State
Directors & Council of Presidents meetings should not be held at the same time)
District Board Meeting: Saturday – 50-75 people 2 - 3 hours – Classroom
Former Governor’s Meeting: Saturday afternoon – 1 1/2 hours. Consult with Historian on arrangements – 10-20 people. May hold meeting in the Hospitality Suite.
State Meetings: Saturday – 10-15 people per each of 5 States – 1 hour (State Directors will locate meeting place on site)
Student Advisors Meeting: Student Competition Coordinator sets up – you provide meeting room 10-12 people – 1 hour – Thursday evening
Student Competition Judges orientation: 6-8 people – 1 hour on Thursday evening
Student Competition Judges Debriefing: Student Competition coordinator sets upyou
provide room – 10-15 people, Saturday morning
Advisors & Academic Board Reps Meeting: 15-20 people. Student Competition coordinator
sets up –you provide room – Saturday – 1 hour
Professional Development Seminars: Friday – Host club working with Governor determines
how many workshop/seminars are held and meeting time on Friday. Sponsors to bring in speaker as part of their sponsorship (suggestion: event sponsors - $1500- $2500 cash each, plus provide speaker).
Keynote Speaker; 1 breakfast (Friday), 2 lunch (Fri/Sat)
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DISTRICT CONVENTION – CLUB RESPONSIBILITIES:
Meeting place, food, entertainment, A/V Supplies, registration personnel and packets
announcements, printed materials, District 7 ADDY Awards (location site and meal
only), Governors Gala, District Student Competition (meeting rooms only), Student
ADDYs (display space for winners). Hospitality Suite: all supplies, 100 from next 2 host
clubs)
Registration Fee: $225-$350
Events: The District Student Advertising Competition, The Student ADDY Awards interviews for the Jan Gardner Scholarship, and ADDYS.
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DISTRICT 7 NATIONAL STUDENT ADVERTISING COMPETITION (NSAC)
Consult with Governor or Lt. Governor of Education Portfolio for Student Competition coordinator name. Designate a person to work with coordinator. Your a/v coordinator also interacts. The student competition budget is set by District, separate from your convention budget.
You are responsible only for coordinating meeting rooms, per AAF requirements, plus set up two rooms (preferably to hold 100-125 people each, same size/same design if possible. Be sure to include the students and their advisers in your plans. Expect a 10-15 competing schools, 12 people each to attend the Thursday evening ‘opening’ reception (for students, advisers and convention attendees).
The NSAC winning schools should be announced at a reception following ADDY
Awards, approximately 10-10:30pm Friday evening.
NO ALCOHOLIC BEVERAGES MAY BE SERVED AT THE THURSDAY EVENING STUDENT RECEPTION OR AT THE RECEPTION WHERE THE NSAC WINNERS ARE ANNOUNCED ON FRIDAY EVENING FOLLOWING ADDY AWARDS.
Saturday morning Breakfast–the student competition winning presentation, Student ADDYs, Gardner Scholarship winners announced, Donald G. Hileman Educator of the Year and Bolton-MacVicar awards are presented - plan on an additional 20 people, plus students registered and Convention attendees.
Audio/Visual for NSAC is paid for by the District budget. Your a/v coordinator should arrange this (the student coordinator can provide an exact list of needs), but it should be billed separately for District payment.
NSAC HOTEL – The District student competition coordinator arranges for the judges for NSAC. District pays for the judges airfare and hotel rooms. Club involvement is in knowing you will have at least four rooms for two nights (Thurs/Fri) in your room reservation list. The District NSAC budget also covers judges food during competition Friday - arrange for separate billing for District student competition coordinator.
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DISTRICT 7 ADDY AWARDS
You are responsible for the site of this awards presentation and should coordinate with the District ADDY coordinator. You are only responsible for the meal and transportation (if it is held away from the hotel). District will appoint another club to accept entries, coordinate judging and prepare the ADDY presentation, all at the ADDY host club expense. You may want to add an extra 15-25 to headcount for ADDY dinner as many times individual tickets are sold for this event only.
Audio/visual is coordinated by your club chairman with the District ADDY chairman and expense is paid by ADDY host club. If ADDY event is held away from convention hotel site, be sure to include room rental and transportation costs, plus possibly additional AV support.
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DISTRICT 7 STUDENT ADVERTISING AWARDS/STUDENT ADDYs
The Student ADDYs are accepted and judging coordinated by the District ADDY Awards coordinator. Only the winning entries (estimated 100) are brought to District Convention to be displayed. Coordinate display with Student ADDYs coordinator. Awards are mounted on poster board — arrange for a private room for showing from Thursday evening until Saturday morning, if possible. If a room not available, tables lined in hallway will work. The Student ADDYs coordinator is responsible for arranging display.
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JAN GARDNER MEMORIAL SCHOLARSHIP
Consult with District Scholarship coordinator or Lt. Governor in charge of Education portfolio. Interviews are held Saturday morning (7-8:00 a.m.) before breakfast. A small room for 5-6 people is needed. Winners are announced at Breakfast Saturday. The finalists for the scholarship are brought in at District expense usually on Friday evening. This includes hotel rooms (usually 2-4) and airfare. The District scholarship coordinator makes arrangements and pays for hotel rooms.
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DISTRICT CONVENTION AWARDS PRESENTATIONS
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For timing length of program, the following awards are presented during the District convention. Host club is not responsible for any arrangements of awards presentations. Consult with the Governor to confirm time of the presentations:
• Saturday Breakfast: (speaker may be AAF President or other representative) These
are all ‘education-related’ awards:
* NSAC Winning Team
* Gardner Scholarship winner
* Donald G. Hileman Educator of Year Award
* Bolton-MacVicar Award
* Student ADDY winners
• Saturday Luncheon: Otis Dodge Award, Silver Medal recognitions
• Saturday Evening: Governor’s Gala: Harry Hoile Past-Governors Award, District Club Achievement Awards
GOVERNOR’S GALA
Saturday evening — installation of officers (consult with Governor) and dinner, plus entertainment of your choosing. Former Governors are also recognized. Governor coordinates AAF representative or other individual to do installation. Harry Hoile Past- Governors Award is presented during the Gala. May be held at hotel site or at another location. Dancing and/or show bands are acceptable.
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SAMPLE AGENDA — LEADERSHIP CONFERENCE
Thursday
3:00 - 7:00 pm Registration
5:00 - 7:00 pm Executive Committee Meeting
8:00 - 11:00 pm Hospitality Suite Open
Friday
7:00 am - 5:00 pm Registration
8:00 am - til Resource Center
8:00 - 9:00 am Breakfast – Speaker
9:00 - 10:00 am State Directors Meeting, Executive Directors Meeting
10:00 - 11:30 am Council of Presidents Meeting
Noon - 1:30 pm Lunch – Speaker
2:00 - 4:00 pm District Board Meetings
4:00 - 4:30 pm State Meetings
6:30 pm – til Dinner - Entertainment
10:00 pm – til Hospitality Suite Open
Saturday
7:30 am – noon Registration
7:30 am – til Resource Center
7:30 - 9:00 am Breakfast – Speaker
9:15 - 10:30 am Concurrent Workshops (Length and number of Workshops to be determined by District Chairman)
10:45 am - noon Concurrent Workshops (See Above)
Noon - 1:30 pm Lunch – Speaker
2:00 - 3:00 pm Concurrent Workshops
3:00 - 3:15 pm Refreshment Break
3:30 - 4:30 pm Concurrent Workshops or General Session
6:00 - 10:00 pm Mouth of the South Competition - Buffet Dinner
10:00 pm – til Hospitality Suite Open
Sunday
7:30 - 9:00 am Farewell Continental Breakfast
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SAMPLE AGENDA – FALL BOARD MEETING
Friday
3:00 - 7:00 pm Registration
4:00 - 6:00 pm Executive Committee Meeting
6:30 - 8:30 pm Opening Reception (Optional)
9:00 pm – til Hospitality Suite Open
Saturday
8:00 - 9:00 am Breakfast – Speaker or Entertainment
9:30 - 11:45 am ADDY Awards Workshop*
9:30 - 10:30 am State Directors Meetings
10:30 - 11:45 am Council of Presidents Meeting
Noon - 1:30 pm Lunch – Speaker
2:00 - 4:00 pm District Board Meeting
2:00 - 3:30 pm ADDY Awards Workshop continues
4:00 - 4:30 pm State Meetings
4:30 - 6:30 pm Free Time
6:30 - 10:00 pm Dinner – Entertainment
10:00 pm – til Hospitality Suite Open
Sunday
7:30 - 9:00 am Farewell Continental Breakfast
*ADDY Workshop may continue after lunch and be scheduled during the District Board Meeting. Check with the ADDY Workshop coordinator or the Governor-Elect regarding scheduling.
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SAMPLE AGENDA – DISTRICT CONVENTION
Thursday
3:00 - 7:00 pm Registration
3:00 - 6:00 pm Executive Committee Meeting
4:00 - 5:45 pm Student Advisors Meeting
4:00 - 6:00 pm Judges Orientation
6:00 - 7:30 pm Student Reception ($1,000)
Friday
7:00 am - 6:00 pm Registration
7:00 am Judges Breakfast (on their own)
7:00 am Students Breakfast (on their own)
7:30 am - 6 pm Student Competition
7:30 - 8:30 am Breakfast
8:30 - l0:30 am Council of Presidents
10:30 - 11:45 am State Directors
8:30 - 10:00 am Executive Directors
10:45 - noon Professional Development
Noon -1:30 pm Lunch
1:30 - 3:00 pm District Meeting
3:15 - 5:00 pm (Team Building Event)
6:00 - 8:00 pm Dinner
8:00 - 10:30 pm ADDY Awards Presentation
10:30 pm Announce Student Competition Winners
(Ice Cream Sundae Bar: $1092)
10:30pm - til Hospitality Suite
Saturday
7:30 - 9:30 am Breakfast
Presentations - Student Competition Winning Team
Student Awards (Bolton-MacVicar)
Student ADDYs
Hileman Award
Jan Gardner Scholarship Winner
9:45 - 10:45 am Student Advisors/Judges
9:45 - 11:15 am Professional/Student Workshop
9:45 - 11:45 am Membership Workshop
9:45 - noon Who Wants to be Club President – Joanne Schecter
11:00 - 11:45 am Student Advisors
11:00 am - 12:15 pm Professional/Student Workshop
12:30 - 2:15 pm Lunch
Present Otis Dodge Award
2:30 - 3:30 pm Fund Raising & Financial Management
3:30 - 4:30 pm Public Relations & Your Ad Club
4:30 - 5:30 pm State Meetings
6:30 pm Governor's Ball w/Band
Presentations: Harry Hoile Award
Club Presidents,Club Achievement Awards
Installation of Officers
10:30 pm - till Hospitality Suite
Sunday
7:00 - 10:00 am Farewell Continental Breakfast
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| The Meeting Menu is a copyrighted publication of the District 7, AAF. Revised, July 2003 by former Governors-Faye Cook, Judy Fraser, Sheree Farrar Harper, Trena Packer Street/Historian, Wanda McKoy/Chairman; Susan Tucker/Governor, Laura Hasty/Governor-Elect. Updated June 2008 by Historian James Belton, Former Governor Vicki Mills and Governor Kathy Jacobus. |
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