QRZ! Ham Radio 4/QRZ Ham Radio Callsign Database - Volume 4.iso/files/arrl/hiram/hfestpln.pt2

Text File | 1994-11-20 | 31KB | 614 lines

Meeting Speakers' Needs

   With the list of the features to be scheduled, the committee
can proceed with definite plans for arrangement of the program.
The various speakers chosen will undoubtedly attend to their
speeches themselves but there should be a clear understanding
with each, beforehand, as to the length of time he is to have on
the program, and the equipment that he will require (blackboard,
projector, pointer). This must be done out of courtesy to the
speaker as your guest; it is disturbing to any speaker to go
before an audience with no clear understanding of how much time
is expected of him, and, of course, it is embarrassing to
following speakers if, because of lack of such a time
understanding, a previous speaker cuts deeply into their own
time. IMPORTANT: A member of the committee should be appointed
to see that the speaker is met, properly introduced to the
audience, and that the equipment is available for his use.
  In the end, you will have a program that will show when each
event is to take place. When the affair is held, this schedule
should be adhered to rigidly. The point cannot be stressed too
heavily, for upon it depends a great deal of the success of the
event. A sloppy program, where nothing starts on time and where
features are allowed to run over into the time of succeeding
program items, is unsatisfactory from all standpoints. Keep your
schedule, no matter what steps may occasionally be necessary to
do it.


Banquets

   A banquet's success depends largely on the toastmaster; his
choice deserves careful consideration. He should be "good on his
feet," one who can be witty without being vulgar, and one who
relates well to the audience. A particular type to avoid is the
one who makes long-winded speeches; nothing is more boring than a
toastmaster who tries to be the chief speaker of the evening. If
the toastmaster is a non-ham, explain Amateur Radio to him --
especially callsigns if he is to introduce guest hams.
  By all means, DON'T permit the chairman to talk about how
hard you (the convention group) have worked. No one is
interested. If the convention's a success, it is unnecessary,
and no amount of explanation helps if the arrangements are
inadequate.
  Don't have too many or too-long speeches at the banquet. Let
the banquet emphasize fellowship and provide relief from the
educational part of the convention. If you have honored guests
it is proper to seat them at the speakers' table and to ask them
to say a few words. The trend today, however, is away from long
speaking programs at the banquet and it is best to avoid them. A
tactful toastmaster can word his general introduction to the
speaking program in such way as to indicate that it is not the
intent to have "speeches" so much as brief comments and
greetings. Often, brief "contests" -- oldest and youngest ham,
most years in ham radio, most miles traveled to hamfest, and so
on -- liven up a banquet.
  There are times when a particular guest is present from whom
something more ambitious than a brief greeting may be desired.
In such cases, the banquet program would center upon this one
address, of course. Never have more than one such address,
however, and try to have as few others speak as possible, even if
they speak only briefly.


Alternative Activities

   It is almost certain that a great many unlicensed spouses
will attend conventions these days with their ham spouses; often,
there are sizable numbers of children as well. Accordingly,
there should be a fairly complete program for them: tours,
beauty demonstrations, craft displays, luncheons, a nursery,
game room, scavenger hunt, cartoons, movies, and a hospitality
room, for instance. The committee members' spouses will have
lots of ideas and will usually undertake to set up non-ham
programs. One caution: A growing percentage of ham spouses are
licensed themselves, and may wish to take in at least a part of
the amateur program.


Attendance of Headquarters Representatives

   Wherever possible, ARRL HQ will honor an invitation from the
ARRL convention or hamfest sponsor for a speaker from the staff.
Given the ever-increasing cost of travel, however, this will not
always be possible. Your Division Director should be consulted
before contacting HQ. All requests should come through the
committee chairman rather than the individual program leaders,
and should suggest the speaker or topic most widely desired by
the sponsors, with an alternate or two. Occasionally, it may be
possible to send two speakers to a large convention, but not
always: Other travel or publications deadlines, for instance,
may take precedence occasionally. Give HQ as much notice as
possible, at least a few months: Staff attempt to combine
convention travel with visits to affiliated clubs to get most
efficient use of each travel dollar.
  Requests for attendance are always in order, however, and are
complied with gladly whenever HQ can possibly grant them.


Other Notes On Programs

   The general type of program is nearly always based on
previous conventions/hamfests in the ARRL Division and, generally
speaking, it is wise to be guided by such precedent if it has
been found successful. Only thoroughly experienced committees
should attempt a radically new type of convention program and
then only after consultation with the ARRL Director.
  Whether the program will be primarily technical or social
depends on experience; some regions consistently run to a good
sprinkling of technical sessions, while others concentrate on the
social aspects, particularly if the event is held outdoors at a
camp or a park. A reasonable number of technical addresses is a
good idea if the standard is kept high. If you cannot obtain
good speakers for technical sessions, it is better not to have
any. Under such circumstances, one or more technical "round-
table" discussions on "live" subjects can be substituted; the
best-informed amateur available for the subjects chosen should be
invited to act as moderator.
  The welcoming address is usually made by the chairman of the
committee or the president of the sponsoring club. Keep it
brief. A representative of a mayor's office or local chamber of
commerce is sometimes secured for a brief welcoming address,
particularly at more "formal" conventions; often the mayor
himself will be available. Unless he is unusually well-informed,
his secretary will welcome suggestions for pertinent references
to Amateur Radio for his address. Amateur emergency work or
public service activity is suggested, particularly if amateurs
have participated in some recent local event.
  ARRL Officials' meetings to discuss Field organization
issues, DX conclaves, emergency communication meetings, and MARS
operations meetings should always be included. The SM of the
local section, if available, is the one to ask to take charge of
the Field Organization meeting. Emergency Coordinators are
logical choices to be chairmen of emergency meetings. Officials
of MARS are similarly the ones to "head up" meetings of these
groups and will always be glad to do so. Asking them has the
additional advantage of insuring that your convention will be
well publicized among their groups. Nets, repeater councils and
local chapters of the QCWA are other groups who willingly hold
meetings.
  A "safety session" is highly recommended. Representatives of
the local power or light company are practically always available
to speak on electrical safety precautions and to demonstrate
artificial respiration and CPR; the local chapter of the American
Red Cross may also be consulted with respect to artificial
respiration demonstrations. Local personalities are often
available for amateur/media discussions.
  National Weather Service personnel can be invited to speak on
weather and emergency communications.


ARRL Forum

  ARRL conventions and hamfests with formal speaking programs
should make provisions to have some time devoted entirely to ARRL
affairs - the traditional "ARRL Forum" at which members have an
opportunity to register their views on League affairs. The
division director is the logical moderator at such a meeting to
report on the affairs of the division. Similarly, a
representative from the Headquarters staff might well be
scheduled for an appearance here. Such meetings can be
worthwhile if well handled but are a waste of time if allowed to
degenerate into long-winded wrangles among a few. With this in
mind, it becomes apparent that the chairman selected for any such
meeting should be a person capable of keeping it well in hand.
The director is frequently an excellent choice. The ARRL program
should be scheduled at a time that will provide the largest
audience. Avoid scheduling other programs during the ARRL Forum
slot. Also avoid popular luncheon times.
  Visits to local points of interest are in order if there is
something with real interest such as an unusual type of industry
or famous landmark (often available for picnic lunch). Visits to
local broadcast stations are very popular as well.
  A "dutch supper" replacing a formal banquet at some low-
priced restaurant or inn is often an excellent way to take care
of the evening of the first day of a two-day affair; it can be
followed by informal activity winding up, perhaps, with a Wouff
Hong initiation at midnight.
  Similarly, a good way to start off the second day of a
convention is to schedule group breakfasts at coffee shops of
various hotels or in restaurants. QCWA breakfasts are quite
popular. A local convention official should be assigned to each
group to appear early and make certain that arrangements are in
order. No formal program or seating is necessary; those who show
up will form tables of their own. Expenses are "dutch," of
course. One or more of the following groups can be scheduled:
traffic, DX, emergency, MARS, mobile, repeaters, nets, QCWA, FOC,
OOTC, etc.
   Do not schedule too many activities. Most hams like to
visit with friends, see all the stuff on exhibit and in the swap
area, meet with members of their DX-club, traffic net or FM
association. THEN if time permits they may attend a program.
One-day hamfests rarely have time for programs nor are they
missed. The two-day hamfest should have a few on the most
popular subjects . . . plus several organizational meetings. For
the most part these programs can be provided to the committee at
minimal cost, if any at all. Usually the local expert in any of
the more popular fields of Amateur Radio will have a better
attended program than some stranger to the area. The out-of-town
speaker will have a greater need for assistance in travel
expenses than the local; speaking fees are not the norm in
amateur radio circles although some renowned speakers do charge
fees. If the event is an ARRL convention you will have received
information regarding ARRL speakers available at no charge to
you.


Entertainment

   Any entertainment offered as a part of the convention should
be in good taste and in keeping with the standards of Amateur
Radio.


Wouff Hong


   <<<Wouff Hong Certificate graphic here>>>


   Any state, Division or national convention of ARRL is
eligible to put on the traditional initiation into the Royal
Order of the Wouff Hong, and many do so. This event can be one
of the highlights of a new ham's experiences. If interested,
communicate with ARRL Headquarters for the ritual's details. The
Wouff Hong initiation ceremony is performed before the audience
by a cast of five characters (who have active speaking parts) and
a "novice." The characters are known as The Old Man, Hi-
Potential, QRM, QRN, and Xtal and the various roles require a lot
of rehearsal to perfect. The Old Man and Xtal are the principal
roles and their proper handling requires some study and work.
Costumes are required but need not be expensive. When put on,
the performance takes about 25 minutes. It is usually done at
mid-night. Only licensed amateurs who are members of the ARRL
may attend the performance and be initiated as members of the
R.O.W.H.
  In addition to the ritual, League Headquarters also supplies
very attractive R.O.W.H. certificates to be made out for each
person attending the initiation. Some convention committees
include the initiation in the regular price of the convention
ticket; others make a separate charge of a dollar or so to help
defray additional cost of costumes, rental of hall or other
quarters for the initiation if some special location is selected,
installation of special lighting effects, and so on.
  The R.O.W.H. initiation is an impressive ceremony at any
amateur convention but should not be put on unless the parts have
been thoroughly rehearsed so that a top-notch performance
results. One effective method is to record all voices on tape
ahead of time and then (after adequate rehearsal) simply
pantomime the ceremony itself.


Food

   Many hamfests would have been financial successes if the
committees had not overestimated the number of people for a
luncheon or dinner, or overpurchased supplies for a committee-
operated food stand. If you cannot schedule "order from the
menu" events, guarantee ONLY those meals for which you have
received advance payment. The profit of a committee-operated
food stand on-site can be inviting. Nonetheless, it is sometimes
the wiser choice to let a professional operate the stand in
exchange for a percentage of sales to the committee and let the
vendor take all the chances on advance supply orders. The
professional also removes all the insurance burden from the
committee by providing their own insurance to cover food
operation.


Promotion

  Advertising your event is the most important function in
hamfest planning. Proper advertising is the secret to making your
hamfest a success. All your work for a great event will be
wasted if you do not sell your product. Advertising expenses are
usually one-fourth of your entire budgeted amount for the
hamfest, whether it's a small or large event.


Types of Advertising

   The type of advertising you do will depend on the type of
hamfest and the area you plan to cover. Your advertising funds
will be wasted if the notices are not placed in the correct
spots. Forgo national advertising (except the free write-ups
offered by the magazines) until such time as your show has grown
national in scope. Club newsletters, regional publications, local
newspapers, and on-the-air announcements are all good spots;
nothing replaces the direct-mail approach, however, if you can
afford it and can get an up-to-date mailing list. If you cannot
afford to mail to all the hams in the appropriate area, mail to
those that are on the air most frequently and ask them to assist
you in talking up your hamfest.
  Be sure your club members mention the hamfest in all their
conversations. Do everything in your power to be sure EVERYONE
in the immediate area KNOWS all about your hamfest, they will be
an excellent source of publicity if they have all the facts.


Announcement Fundamentals

  When you make up an ad or announcement, be sure you include
these fundamentals: Name of Hamfest, Location (include a map if
not on well-traveled highway), Date, Hours, Charges for
attendance and Swap or food functions, Mailing address and
telephone for further information, and a talk-in frequency.
After you have mentioned all of the above, other activities can
be mentioned. Do not go into a great deal of description as it
takes space -- do not crowd your announcement -- mention the
basics and a few teasers to get their attention. CAUTION: Never
mention any activity that has not been formalized. Some
unforeseen hang-up could prevent your having the activity and
those in attendance have a habit of HAUNTING you with the
activities that did NOT occur, regardless of a good job done on
the rest of the show. It pays to start early.


Mailing Labels

   ARRL HQ provides free mailing labels to ARRL-approved
events, and charges a nominal fee to non-sanctioned affairs.
Lists can be provided for all licensees, or just ARRL members.
For a mailing label request form, write ARRL, 225 Main Street,
Newington, CT 06111.
   Promotional materials should be sent to principal clubs in
the area (list obtainable from ARRL HQ, after completion of the
above mentioned form), to MARS heads, QCWA groups and so forth.
These steps should ensure reaching all potential attendees.


QST Coverage

   Your ARRL convention will be carried in the "Coming
Conventions" box as soon as your application is approved by the
Director and Executive Committee. A more-complete announcement
can be run in the issue of QST which will reach your "customers"
just before the affair. For a convention the first weekend in
June, for instance, aim for the May issue of QST, the copy
deadline for which is March 5. A late September meeting would be
publicized in the September issue, deadline July 5. There is no
charge for either the box listing or the write-up. If additional
QST coverage is desired, however, advertising in the "HAM-ADS"
section or display advertising is available at reduced rates.
Write the ARRL Advertising Manager for information.


         <<<SAMPLE QST HAMFEST CALENDAR PAGE HERE>>>


  QST will list your hamfest, whether ARRL approved or not, in
its monthly Hamfest Calendar, free of charge. There are certain
guidelines, however.
  Hamfests will be listed only once. If the event will occur
before the 10th of the month, it will be listed in the previous
month's QST. If it will occur on or after the 10th, it will be
listed in that month's QST. The deadline for receipt at ARRL HQ
of hamfest information is the 5th of the second month preceding
publication.
  In other words, if your hamfest will occur on August 7, the
information must be at HQ by May 5 (preferably sooner) to make
the deadline for the July issue. If your event will occur on
August 12, it should get to HQ by June 5th for the August issue.
  HQ will acknowledge all information received for the Hamfest
Calendar with a postcard stating the date of publication. If you
do not receive an acknowledgment within two weeks, your letter
may never have arrived at HQ so send a duplicate copy.
  If additional QST coverage is desired, advertising in the
"Ham-Ads" section or display advertising is available at reduced
rates. Write the advertising manager for information.


A Note About Promotional Materials

   Tailor promotional materials toward your intended audience.
Consider publishing two separate flyers: one geared towards the
major audience, hams, and the second towards the general
electronics-oriented public.

ARRL And Your Convention

   Before any convention can be advertised or otherwise labeled
an "ARRL Convention" or "ARRL Hamfest," certain requirements must
be met. These have been specified by the League's Board of
Directors and appear in the Rules and Regulations attached to the
League's Articles of Association. They describe the
circumstances under which such a convention may be held and
prescribe the procedure which must be followed. The pertinent
Rules and Regulations are:

           1. American Radio Relay League Conventions and
         Hamfests are meetings of persons interested in Amateur
         Radio which are authorized and conducted in accordance
         with the rules to follow. ARRL Conventions may be
         sanctioned at the Section, state and   division levels
         and in some cases as operating-specialty   conventions;
         there will be not more than one convention at   each
         level in a given area per year.

           2. Neither the name of the American Radio Relay
         League, nor the initials thereof, nor its emblem, shall
         be used in connection with any meeting or convention, or
         in the advertising thereof, unless it has been approved
         in the manner set forth below.

           3. Parties desiring to conduct an ARRL convention
         shall obtain the approval of the director of the
         division in which the convention is to be held, by an
         application setting forth the place and date of the
         proposed convention, the area to be served, the
         particular purpose to be served thereby, the clubs,
         associations or groups who propose to sponsor it, and
         the names and addresses of the officers chosen to
         conduct it. When the director is satisfied that the
         approval of such convention will be in the best
         interests of the League, he shall submit the application
         to the Executive Committee for its formal approval. Upon
         such final approval the headquarters shall notify the
         chairman or secretary of the convention group. The
         management, program and financial plans of every such
         convention shall be subject to the approval of the
         director of the division in which the convention is to
         be held. Every such convention will make provision for
         an ARRL forum or meeting and for an ARRL display booth
         or table and shall make every effort to use the ARRL
         diamond prominently displayed on the front of all
         advertising and program materials. On its part, the
         League will make every effort to provide a speaker from
         among the headquarters staff or from among the officers
         of the League at no cost to the convention treasury; to
         provide editorial support in QST for the event; to
         accept paid advertising at rates lower than for
         commercial purposes, and to contribute publications to
         be used as awards or prizes.

           4. Parties desiring to conduct an ARRL hamfest shall
         obtain approval of the director of the division in which
         the hamfest is to be held, by an application setting
         forth the place and date of the proposed hamfest; the
         area to be served; the clubs, associations or groups who
         propose to sponsor it, and the names and addresses of
         the officers chosen to conduct it. The director will
         notify the Headquarters that the hamfest has been
         approved. ARRL hamfests will make space available for an
         ARRL display, and those ARRL hamfests which include
         formal speaking programs will   provide time for an ARRL
         meeting of so requested by the   Director or other
         elected League official. There is no limit to the number
         of ARRL hamfests which may be held, but care should be
         taken to avoid conflict with other hamfests serving the
         same general area. Headquarters will provide editorial
         support in QST for the event, will provide for
         advertising in QST at rates below commercial rates, and
         will on request provide publications to be used as
         awards or prizes.

           5. Notwithstanding the foregoing provisions, the Board
         of Directors may authorize or direct upon such terms as
         it may prescribe, the holding, as a National Convention,
         of a meeting of persons interested in Amateur Radio from
         throughout the operating territory of the League. The
         Board will consider   applications at the Annual Meeting
         two (2) years in advance of the year of the convention,
         solicitation to be made in the prior August and October
         issues of QST. The Board may opt to delay selection to
         a future meeting. The management, program and financial
         plans of every such convention, shall be subject to the
         joint approval of the Director concerned and the Executive
         Committee.

           6. The Executive Vice President, with the approval of
         the Executive Committee, is also authorized to provide
         (upon the request of the directors affected), for the
         holding of a State Convention designed for amateurs
         residing in any state which lies partly in each of two
         divisions.


  From the above it will be noted that the first moves are
between the Director and the convention committee. It is the
Director from whom initial approval must be secured and the final
approval of the League's Executive Committee (required for ARRL
conventions, but not for ARRL hamfests) is given only after the
Director has indicated his own approval.



          <<<SAMPLE CONVENTION/HAMFEST APPLICATION HERE>>>


  If you are planning a convention or hamfest, therefore, the
first step should be to compile the required information and
submit it to your Director. This is done on a special convention
or hamfest application form available from your Director or from
HQ on request. You should secure this form, fill it out and
return it to the Director at least six months in advance of the
contemplated date. This is to your own advantage: Since
Directors are reluctant to approve two conventions/hamfests in a
division on the same date, it means that groups seeking approval
later for the same day(s), may have to defer to you. On the
other hand, if it should happen that another convention/hamfest
has already been approved for the date you seek, you may have
ample time to revise your own plans.
  If the Director approves the convention application, it is
forwarded to ARRL Headquarters for the formal approval of the
Executive Committee; after this is secured, the sponsoring group
is notified by ARRL HQ.
  It is important at this point to emphasize that contact with
the Director does not terminate after his approval of the
application. Note the last sentence of Regulation 3. Not only
is initial approval required but as convention plans progress the
Director's approval must be secured for such details as the
program, speakers, financial details, program and booth
advertising, and similar details. Failure to keep the Director
informed, failure to secure his approval on all matters, or
refusal of the convention committee to modify such details
considered unsatisfactory by him are grounds for suspension of
the League's approval and use of the name of the ARRL.


Event Date

  The date of your convention/hamfest will depend to some
extent on geographical location or accommodation availability,
but is more often established by the precedent or the custom of
some divisions in preferring a certain season of the year. It is
well to consult the division Director and the Headquarters before
choosing a firm date so that conflicts with events in other
divisions may be avoided. HQ records dates of ham gatherings up
to two years in advance.


ARRL Director Invitation

  Even though the ARRL Director has been involved in the
planning, be sure he is extended a personal invitation by letter
from the sponsoring club's president or secretary, or the
chairman of the committee. A complimentary ticket (without the
prize stub) is a courtesy but not a necessary gesture; the
invitation itself is the important thing. A similar invitation
should be extended to other League Officials in the area (League
Officers, Vice Directors & SMs).


Sales Tax

  Many hamfests and conventions have reported incidents
involving the collection of state sales taxes. Find out what the
requirements are in your state and include the information in the
advertising for your event. The League absorbs any state tax
applicable on overall sales made at the League booth. Taxes are
not charged to individuals on sales made at the League booth.


ARRL Handouts

  League Headquarters will automatically supply a selection of
League handout materials and a prize package to an approved
convention/hamfest a few weeks before the affair. Please advise
HQ on the anticipated attendance.


ARRL Field Organization Badges

  Members of the ARRL Field Organization are eligible to wear
official ARRL Call Sign Badges. You may wish to recruit a
special "Participating Badge Engraver" to have a booth at or near
the ARRL Booth for the purpose of engraving badges for attending
Field volunteers. Often, Section Managers and Division Directors
are on hand to approve badge applications on the spot, thus
allowing for immediate badge delivery. For more information on
the ARRL Call Sign Badge Program, and a list of official
Participating Badge Engravers, please contact ARRL HQ.


Volunteer Exams

  The ARRL encourages you to sponsor a Volunteer Examination
session as part of your hamfest or convention program. If exams
are conducted under the ARRL/VEC, you are entitled to receive an
extra ARRL Handbook as a prize.


ARRL Booth

   The present regulations established by the League's Board of
Directors for conventions and hamfests stipulate that the
committee must provide and staff a table or booth where League
memberships will be solicited and accepted. While elected ARRL
officials and HQ personnel may be willing to help in the manning
of the booth, they must also be available for talks and for
individual membership contact. Therefore, someone should be
assigned by the committee to be on duty whenever the exhibit area
is open.
   The convention/hamfest may accept League memberships only at
the full rate at the time of the convention (check for current
membership rates in effect).

Consignments of Publications

  League publications and supplies can be furnished to the
convention on consignment, with the full amount for those sold,
and returns of those unsold by the committee at the end of the
convention. No commission is allowed on consignment sales except
if the event sponsor is an ARRL affiliated club. In this case,
the club is entitled to a commission of 10% on sales. Contact
Headquarters for details on consignment policies.
 ____________________
| Filedate = 6-30-94 |
| JEM                |
|____________________|


*eof