ARS 2019 Convention Committee

ARS 2019 Convention Committee

Monday, Apr. 29, 2019, Agenda

Printable download of this agenda, click on: 19-04-29ARS2019ConvAgenda.pdf

For Members of the District 8, ARS 2019 Convention Committee.

ARS 2019 Archives are at http://arsstore.org/ARS2019/index.php#anchorARCHIVES

Registration
Event Participation

  Event    Registered as of May 12      Max 

Registered            230              none

Board Meeting          29              none
Wed. Pre Tour         113 CLOSED        113 FULL
Thu. Tyler Arb.       155 CLOSED        167
Thu. Jenkins Arb.     175               221
Fri. South Tour       166 CLOSED        169
Fri. Dinner           169               226
Sat. North Tour       163 CLOSED        168
Sat. Banquet          147              none
     Salmon    84
     Beef      56
     Veg        6
     ?          1

Important Files

April 29, 2019, Committee Agenda: 19-04-29ARS2019ConvAgenda.pdf NEW

Website: ARS2019.org

Bus Captains' Schedules, Garden Notes, and DVD's

Sunday Self-Guided Tour Info: SundaySelf-GuidedTours.pdf NEW

Action List of Important Dates: ActionList.pdf UPDATED April 18, 2019

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

Volunteer Recruiting Poster: ARS 2019 Needs You! .PDF .docx

Garden Tours: Coach Schedule (PDF) 

Contracts

The Desmond Final Contract
    Desmond Hotel Update
Helicopter Museum Contract
    Catering by Jimmy Duffys
Morris Rental Contract NEW
    Morris Catering Contract NEW
Convention Bureau Sponsorship Letter

Planned Garden Tours

Garden Tours (PDF) revised 2/1/19; NEW
Coach Schedule (PDF) revised 2/1/19; NEW
Elite Coach Contract (PDF) revised 9/2/18;
Executive Coach Contract (PDF) revised 9/11/18.

Pavilions Near Longwood: Anson B. Nixon Park
Sunday Tour Gardens (docx)  revised 12/15/18.

Plant Sale

Online Catalogue: online catalogue

Journal Articles: NEW

Logos, and Promotion

ARS2019Logos (PDF)
ARS2019LogosAlt (PDF)
ARS2019 Promo (PowerPoint) revised 10/8/18
ARS2019ConventionPromoNotes (PDF) revised 10/8/18
ARS2019ConventionPromoNotes (.docx) revised 10/8/18
ARS2019PromoCard (PDF) revised 4/1/17

Convention Committee Directory revised 11/19/18

The most recent committee email is posted online

More files are available in our archive below. Click Here.

Monday, Apr. 29, 2019, Agenda

Printable 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.    
Teleconferencing will be available, please use the following telephone number and participant passcode.

Access Toll Free from USA -  866 212 0875
Participant Passcode -             162442#

Priority Items:  Tying up loose ends:

Auction:  Royal Furer will chair the Auction Committee:.

Banquet Package: Debby & Linda negotiated for our Saturday Banquet package.  Options are posted.

Center Pieces: 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.

Tote Bags:  We need 250 in the plant sale area.  Steve can purchase for less than $200 from Weiss, Giant, and Ace Hardware.

Convention Format:  The convention format will be:

  • Tuesday, May 14, 2019: ARS Executive Committee meets in the evening.
  • Wednesday, May 15, 2019:  We will have a pre-tour to Chanticleer and Winterthur with lunch vouchers at Winterthur. ARS Directors will meet immediately after the pre-tour.
  • Thursday, May 16, 2019: The convention starts with a Tyler garden tour and lunch, and a Jenkins wine and dine evening. Plant sale opens after we return from Jenkins, 8:00-10 PM.
  • Friday, May 17, 2019: A full day of bus tours at Mt. Cuba, Longwood, and Guymon's.  Lunch will be box lunches in the Longwood picnic grove. Dinner and talks will be at the American Helicopter Museum with shuttle buses. Stagger buses to AHM
  • Saturday, May 18, 2019: A full day of bus tours to Morris, Stoneleigh, Alice Farley and Perc Moser's.  Lunch will be box lunches at Morris.  Plant sale is open to public.
    Banquet and keynote speech will be at The Desmond.
  • Sunday, May 19, 2019:  In the morning will be Coffee with the new ARS President and then the Breeders Roundtable in the amphitheater.  The afternoon features self-guided tours. The list is SundaySelf-GuidedTours.pdf. Plant sale 9 AM to noon.

ActionItem Action Items: We updated the Action List of important upcoming datesActionList.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.

Action April 29 Registration Report: The list for name badges will finalized Monday, April 29.  
ActionItem Action Item: Paul Beck will print the Avery badges with name, chapter, events and bar code.
ActionItem Action Item: Notify Linda of all inserts for the Registration Packet. See Sponsorships also.
ActionItem Action Item: A plant will be given to each registrant when they check in.

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.

ActionAction: 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.

ActionAction: 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.

The ARS Board of Directors is after the Wed. Pre-Tour.  It won't need coffee service.  It was agreed to move the Role Call and at least part of the auction to the Helicopter Museum banquet to keep the Desmond Banquet program from getting too long.  The Breeder's Roundtable led by Ron Rabideau will use The Desmond's amphitheater which seats 100. Coffee with the ARS President is before the Breeder's Roundtable. It will need coffee.

ActionAction: Debby & Linda negotiated for our Saturday Banquet package.  Options are posted

ActionAction: 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 Coach Contract (PDF) rev. 9/2/18; Executive Coach Contract (PDF) rev. 9/11/18.

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.

ActionAction: All gardens and the coach companies were contacted with the final tour count.

  • Chanticleer: comp. admission, coffee & light refreshments, custom map, docents in garden.
  • Winterthur: group rate $17 admission and $15 for lunch voucher. Includes 35-minute tram tour; plus either a 1-hour guided house-tour, or 1-hour guided garden-walk, or 1-hour free time; and plus 1-hour free time to visit the Exhibit Gallery featuring "Costuming The Crown" (Netflix series) or gardens or shops. Jerry contacted Linda Eirhart, Dir. Of Hort., 302-888-4825, leirha@winterthur.org. about embracing our convention tour. [Michael volunteered to be the primary bus captain]. Choices of optional tours will be made on the bus.  Wrist bands will be used for each option upon exiting the bus.  Payment in full is due May 7.
  • Guymon: Wayne is ready. Buses can turn around in his cul-de-sac. He will provide tap water. A golf cart is available.
  • Tyler: admission, a box lunch in the barn, and docents for $25. Payment is due May 16.
  • Jenkins: no admission, $35 per person for wine and dine in the garden. Payment is due May 16.
  • Mt. Cuba: $9 per person.  Docents in garden. Payment is due May 2.
  • Longwood Garden: group rate (~$19), their picnic area has 70 tables.  Longwood has no catering during open hours.  Pavilions in Anson B. Nixon Park can be used in bad weather.  Peter Zale, pzale@longwoodgardens.org, associate director of research, volunteered to lead a tour of the rhododendrons. They will run special guided tours at 12:30 pm for us. Payment is due May 2. Panera Bread is catering.  They request credit card payment on May 17.

Action Action : Michael and Steve visited the major gardens and the bus companies finalizing details.

  • Stoneleigh Estate: Ethan is ready. He confirmed complimentary admission.
  • Morris Arboretum: Michael contacted Paul Meyer and got free admission with Morris catering (box lunches).  Michael got Paul Meyer to put our reservation in the books.  There is a $250 charge each for the upper gallery and the tent.
  • Farley: Checked in with Alice.  All is OK.
  • Perc Moser arranged bus parking at Church of the Redeemer.
  • Michael finalized a list of gardens for Sunday. SundaySelf-GuidedTours.pdf
  • Bus Captains: We have 2 bus captains each for 2 buses on Wed., and 3 buses on Thu. through Sat.

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 BernadySteve 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 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.

ActionItem 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.

ActionItem 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 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.

Access Toll Free from USA -  866 212 0875
Participant Passcode -             162442#

For a printable download of this agenda, click on:19-04-29ARS2019ConvAgenda.pdf

Directory of Committee MembersConvention Committee Directory revised 11/19/18
ARS 2019 Committee Archives are at http://arsstore.org/ARS2019
ARS 2019 Website: http://ARS2019.org

Steve Henning, ARS 2019 Co-Chair


ARS 2019 Archives

http://arsstore.org/ARS2019

Previous 2019 Convention Committee Meetings:

2019 April 29, Agenda: 19-04-29ARS2019ConvAgenda.pdf NEW

2019 April 2, Report: 2019ARSReport1904.pdf
2019 April 2, Agenda: 19-04-02ARS2019ConvAgenda.pdf

2019 March 11, Report: 2019ARSReport1903.pdf
2019 March 11, Agenda: 19-03-11ARS2019ConvAgenda.pdf

2019 February 4, Report: 2019ARSReport1902.pdf
2019 February 4, Agenda: 19-02-04ARS2019ConvAgenda.pdf

2019 January 7, Report: 2019ARSReport1901.pdf
2019 January 7, Agenda: 19-01-07ARS2019ConvAgenda.pdf

2018 November 12, Report: 2019ARSReport1811.pdf
2018 November 12, Agenda: 18-11-12ARS2019ConvAgenda.pdf

2018 October 8, Report: 2019ARSReport1810.pdf
2018 October 8, Agenda: 18-10-08ARS2019ConvAgenda.pdf

2018 September 10, Report: 2019ARSReport1809.pdf
2018 September 10, Agenda: 18-09-10ARS2019ConvAgenda.pdf

2018 August 6,, Report: 2019ARSReport1806.pdf
2018 August 6, Agenda: 18-08-06ARS2019ConvAgenda.pdf

2018 June 4, Report: 2019ARSReport1806.pdf
2018 June 4, Agenda: 18-06-04ARS2019ConvAgenda.pdf

2018 April 2, Report: 2019ARSReport1804.pdf
2018 April 2, Agenda: 18-04-02ARS2019ConvAgenda.pdf

2018 February 5, Agenda: 18-02-05ARS2019ConvAgenda.pdf
2018 February 5, Meeting Report: 2019ARSReport1802.pdf

2017 November 13, Agenda: 17-11-13ARS2019ConvAgenda.pdf
2017 November 13, Meeting Report: 2019ARSReport1711.pdf

2017 September 18, Agenda: 17-09-18ARS2019ConvAgenda.pdf
2017 September 18, Meeting Report: 2019ARSReport1709.pdf

2017 May 22, Agenda: 17-05-22ARS2019ConvAgenda.pdf
2017 May 22, Meeting Report: 2019ARSReport1705.pdf

2017 March 27, Agenda: 17-03-27ARS2019ConvAgenda.pdf
2017 March 27, Meeting Report: 2019ARSReport1703.pdf

2017 January 23, Agenda: 17-01-23ARS2019ConvAgenda.pdf
2017 January 23, Meeting Report: 2019ARSReport1701.pdf

2016 November 7, Agenda: 16-11-07ARS2019ConvAgenda.pdf
2016 November 7, Meeting Report: 2019ARSReport1611.pdf

2016 September 11, Agenda: 16-09-11ARS2019ConvAgenda.pdf
2016 September 11, Meeting Report: 2019ARSReport1609.pdf

2016 August 28, Agenda: 16-08-28ARS2019ConvAgenda.pdf
2016 August 28, Meeting Report: 2019ARSReport1608.pdf

2016 June 27, Agenda: 16-06-27ARS2019ConvAgenda.pdf
2016 June 27, Meeting Report: 2019ARSReport1606.pdf

2016 May 12, Agenda: 16-04-12ARS2019ConvAgenda.pdf
2016 May 12, Meeting Report: 2019ARSReport1604.pdf

2016 March 31, Agenda: 16-03-31ARS2019ConvAgenda.pdf
2016 March 31, Meeting Report: 2019ARSReport1603.pdf

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

The Desmond Final Contract
    Desmond Hotel Update
Helicopter Museum Contract
    Catering by Jimmy Duffys
Morris Rental Contract
    Morris Catering Contract
Convention Bureau Sponsorship Letter

Planned Garden Tours

Garden Tours (PDF) revised 2/1/19; NEW
Coach Schedule (PDF) revised 2/1/19; NEW
Elite Coach Contract (PDF) revised 9/2/18;
Executive Coach Contract (PDF) revised 9/11/18.

Pavilions Near Longwood: Anson B. Nixon Park
Sunday Tour Gardens (docx)  revised 12/15/18.

Plant Sale

Online Catalogue: online catalogue

Journal Articles: NEW

Logos, and Promotion

ARS2019Logos (PDF)
ARS2019LogosAlt (PDF)

ARS2019 Promo (PowerPoint) revised 10/8/18
ARS2019ConventionPromoNotes (PDF) revised 10/8/18
ARS2019ConventionPromoNotes (.docx) revised 10/8/18

ARS2019PromoCard (PDF) revised 4/1/17

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

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It you have any questions or comments, please let me know at rhodyman@earthlink.net.

Steve Henning
ARS2019 Co-Chair

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