ARS 2019 Convention CommitteeMonday, Apr. 29, 2019, AgendaPrintable download of this agenda, click on: 19-04-29ARS2019ConvAgenda.pdf For Members of the District 8, ARS 2019 Convention Committee. |
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ARS 2019 Archives are at http://arsstore.org/ARS2019/index.php#anchorARCHIVES
Monday, Apr. 29, 2019, AgendaPrintable download of this agenda, click on: 19-04-29ARS2019ConvAgenda.pdf NOTE: The next meeting will be Monday, April 29, 2019, at 7:00 PM at Jenkins.
Convention Format: The convention format will be:
Action Items: We updated the Action List of important upcoming dates. ActionList.pdf Registration/Hospitality - Linda Hartnett: registrar@ars2019.org. It was decided unanimously that the convention registration fee be mandatory for everyone participating in the convention (tours, banquets, & sale on Thu. & Fri.), as it was in the past. The two guest speakers will be exempt. The wording is: "To attend any conference activity you must be registered." The fillable-PDF of the registration form is RegistrationForm(fillable).pdf. The 4-page convention Insert (pdf) was published in the Winter 2019 JARS. See Sponsorships for Goody Bags/Registration Packets. Linda has a crew to stuff goody bags on May 8th at Jenkins. Jenkins can hold materials for the bags. April 29 Registration Report: The list for name badges will finalized Monday, April 29. Finance – Michael Martin Mills: Michael secured $1,500 each from each of the 4 chapters. This loan is treated as an expense of the convention and will be paid before any charitable disbursements. The Greater Philadelphia chapter is the legal entity for the convention, providing their 501(c)(3) status and their Treasurer doing the banking and their president signing agreements. Current account balance is $49,426.41. The ARS provides insurance coverage for ARS Conventions with up to 500 attendees. Budgeting is for 125, 150, 200, & 250 registrants. We should be billed for sales tax on catered meals, but not for buses, the hotels, etc. if we use our Exemption Certificate. Michael's revised "final" budget is posted at 2019ConventionBudget.pdf. Action: Michael agreed to make sure we have water for the bus tours. Flower Show – Bob Smetana: Bob finalizing the rules and ballots for the people's choice voting method. The Desmond has 8 tables for the flower show. That is all that they have room for. Photography Show – Bob Smetana: Bob is finalizing the ballots for the people's choice voting method. Harold agreed to supply 4'x8' panels suitable to display the photos. Hotel & Catering - Debby Schmidt: Myo sent a W9 to the Chester County Convention Bureau. Action: The Convention Bureau is processing the subsidy for buses to the AHM. The caterer will provide tables at the AHM. The contracts are: HelicopterMuseumContract.pdf and JimmyDuffysContract.pdf. The Desmond contract including catering is DesmondFinalContract.pdf. Morris Contracts are: MorrisRentalContract.pdf and MorrisCateringContract.pdf. Debby visited the AHM with the caterer to firm up details including beverage service. The Desmond had 53 rooms blocked out for Tuesday, and 80 rooms blocked out for Wed. and Fri. to Sat. and 86 blocked out for Thursday, until May 1, 2019. Debby arranged for overflow rooms at Starwood Suites by Hilton. All of these rooms are at the convention rate of $149. Debby says to call The Desmond direct for reservation at 610-296-9800 or 800-575-1776. Debbie and Linda are handling the banquets at the Desmond and the AHM. Darlene and Vicky contacted the caterers for the Morris and Tyler lunches and ordered the Longwood box lunches. The Anson B Nixon Park pavilions will be used if needed. Lunch at Winterthur is $15 vouchers for the Cafeteria tentatively scheduled from 11:40am to 12:25pm. Lunch times have been integrated into the tour schedule. People with dietary restrictions will have their name on their special meals to avoid confusion. On Saturday, buses will take guests between picnic area and Longwood Gardens. Action: Debby & Linda negotiated for our Saturday Banquet package. Options are posted Action: Kate O'Dell will chair the table arrangement committee assisted by Barbara Winter, Cathy Keim and Mich Steele. We will probably need 22 tables Friday and 19 tables Saturday. Garden Tours/Bus Captains – Steve Henning: Bus Captains' Schedules, Garden Notes, and DVD's are posted. It was agreed to only open up the tours to people who are registered for the convention. A standby list will be used in the last month to fill up the buses. The following documents describe the tours: Garden Tours (PDF) revised 2/1/19; Coach Schedule (PDF) revised 2/1/19; Elite will provide 1 bus on Wednesday and 2 buses each day from Thursday through Saturday. Executive will provide 1 bus each day. Elite Coach: 56-passenger coach is $1,415 plus $150 tip. Executive Coach: 56-passenger coach is $1,300 plus $150 tip. We have contracts from Elite for 1 on Wed., 2 each day on Thu., Fri. and Sat. Payment for the coaches has been made. Action: All gardens and the coach companies were contacted with the final tour count.
Action : Michael and Steve visited the major gardens and the bus companies finalizing details.
Editorial Committee – Michael Martin Mills. Promotion & Theme: The theme is The Philadelphia Story – Rhododendrons in America's Garden Capital.
Sponsorships– Maris Ogg: Maris has obtained items for the goody bags. The Chester County Convention Bureau will provide 250 canvas tote bags, badge holders, lanyards, visitor information, pens, chapstick, suntan lotion, and reusable water bottles. They will be delivered to Jenkins Arboretum. Plant Acquisitions – Karel Bernady: Steve Henning is certified in the Spotted Lanternfly Compliance Program and provided instructions and permits to the Philadelphia Chapter, Steve Kristoph, Octorara, and Gettysburg Gardens (Bartlett) to transport plants in the quarantine area. Karel Bernady sent a sales agreements to Steve Kristoph, Jenkins, Octorara Farm Nursery, and Gettysburg Gardens (Bartlett) who have agreed to supply plants to the convention plant sale on consignment at 50/50. Octorara has responded. Action: Karel and Paul finished posting descriptions of possible plant-sale plants Plant Sale – Joan Warren & Ron Rabideau: Karel and Paul Beck posted the online catalogue and have labeling and tracking software and equipment from Paul Beck. A credit card acceptance system is set up to work with the Greater Philadelphia bank account. Karel expects to have between 1,500 and 2,000 plants. Plant Sale committee that will be responsible for setting up the sale and handling all sales details. The sales area at The Desmond is 21'x75' with a total of 21'x100' under awning. A charitable organization need not collect and remit tax upon the sale of property if the sales occur no more than three times nor for more than a total of 7 days in any 1-calendar year. Ron Rabideau agreed to do shipping for those desiring it. Phytosanitary inspections will be Monday or Tuesday for plants going to Canada and the West Coast. The American Rhododendron Society is registered and has $150 deposited with the USDA Phytosanitary Certificate Issuance & Tracking System (PCIT) to pay the costs which are $25 per hour for the inspection and $6 per certificate. Jenkins volunteered to host the inspections. Steve Henning obtained 5 wire frame lawn signs for the plant sale and inside The Desmond. Action Item: It was recommended we get signs with wire frame holders for the sale tables. Auction - Royal Furer:: We will auction a small number of big-ticket items in a live auction on Friday. Tom Ahern was contacted. Smaller items will be sold in a silent auction on Saturday. Winners names will be projected on the screen. Action Item: Auctioning the naming rights for plants such as Furman's unnamed purple. Speakers – Jerry O'Dell: Jenny Rose Carey, Dick Murcott, & Don Hyatt are our speakers. The speakers fee is $500 plus registration, one night's lodging, and travel expenses.
Action: The tentative Agenda for Annual Meeting is posted at Agenda. Breeders Roundtable – Ron Rabideau: Ian Walker of the RSBG will meet with Ron from 9:45 to 10:00 am Sunday between Ken Webb's "Coffee with the President" and Ron Rabideau's Breeder's Roundtable. Ron will run the Breeders Roundtable which will be held in The Desmond's amphitheater. Volunteer Coordinator – Steve Wright: Everyone needs to keep Steve informed of needs and changes. He has made impressive progress organizing the needs and the volunteers available. Next Meeting: The next meeting will be Monday, April 29, 2019, at 7:00 PM at Jenkins. Teleconferencing will be available, please use the following telephone number and participant passcode.
For a printable download of this agenda, click on:19-04-29ARS2019ConvAgenda.pdf Directory of Committee Members: Convention Committee Directory revised 11/19/18
ARS 2019 ArchivesPrevious 2019 Convention Committee Meetings:
Website: ARS2019.org Action List for important dates: ActionList.pdf NEW Sunday Self-Guided Tour Info: SundaySelf-GuidedTours.pdf NEW 4-page convention Insert (pdf) published in Winter 2019 JARS Registration Form : RegistrationForm(fillable).pdf "Final" Budget (12/23/18) : 2019ConventionBudget.pdf Sales Tax Exemption Certificate: Exemption Certificate Rules for Flower Show: Rules for Flower Show Rules for Photography Show: Rules for Photography Show Sponsorship Plan: Sponsorships.pdf Garden Tours: Coach Schedule (PDF) Volunteer Recruiting Poster: ARS 2019 Needs You! .PDF .docx Contracts
Planned Garden Tours
Plant Sale
Journal Articles: NEW
Logos, and Promotion
Convention Committee Directory revised 11/19/18 The most recent committee email is posted online Previous ARS Conventions' Costs Previous ARS Conventions' Data 2016 Williamsburg Help Wanted Flier: WilliamsburgHelpWantedFlier.pdf ARS Convention Guidelines: ARSConventionGuidelines.pdf Notes on 2016 Williamsburg Convention: WilliamsburgFacilitiesReport.pdf 2009 Fall Meeting Website: http://www.rhodyman.net/arsfall2009/index.html 2004 Valley Forge ARS Bus Tours: 2004BusTours.pdf 2004 Valley Forge ARS Convention Report: 2004ConventionReport.pdf It you have any questions or comments, please let me know at rhodyman@earthlink.net. Steve Henning |
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