ARS 2019 Convention Committee

ARS 2019 Convention Committee

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

The most recent committee email is posted online

New Files

Agenda for the November 13, 2017 meeting at 7:00 pm at Jenkins

17-11-13ARS2019ConvAgenda.pdf NEW

Website: ARS2019.org

Previous Conventon Budgets for Reference

ARS Spring 2016 Williamsburg Budget
ARS Fall 2009 Philadelphia Budget

Contracts

The Desmond Final Contract
Helicopter Museum Contract
Convention Bureau Sponsorship Letter

Planned Garden Tours

Planned Garden Tours (PDF) revised 3/13/17
Planned Garden Tours Map (PDF) revised 3/13/17
Planned Bus Plan (PDF) revised 3/10/17

Preliminary Bus Contract (PDF) 3/18/17

Logos, and Promotion

ARS2019Logos (PDF)
ARS2019LogosAlt (PDF)

ARS2019 Promo (PowerPoint) revised 4/1/17
ARS2019 Promo (PDF) revised 4/1/17

ARS2019ConventionPromoNotes (PDF) revised 4/23/17

ARS2019PromoCard (PDF) revised 4/1/17

Convention Committee Directory revised 9/18/17

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

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

Meeting Agenda: Monday, November 13, 2017

(17-11-13ARS2019ConvAgenda.pdf)

Next Meeting:  Monday, Nov. 13, 2017, 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#

Hotel & Catering - Debby Schmidt: We have contracts with The Desmond, and The American Helicopter Museum, and accepted the offer from The Chester County Convention Bureau to subsidize buses used to transport people to and from the museum.  The Desmond contract is at http://arsstore.org/ARS2019/documents/DesmondFinalContract.pdf.  The Helicopter Museum contract is at: http://arsstore.org/ARS2019/documents/HelicopterMuseumContract.pdf.  We will need to rent tables at the Helicopter Museum.

Convention Format:  The convention format will be:

  • Tuesday, May 14, 2019: ARS Executive Committee meets in the evening
  • Wednesday, May 15, 2019:  ARS Board of Directors meeting all day. We will have a pre-tour to Chanticleer and Winterthur. 
  • Thursday, May 16, 2019: The convention starts with a garden tour and lunch at Tyler and an evening wine and dine at Jenkins. Plant sale opens after we return from Jenkins.
  • Friday, May 17, 2019: A full day with bus tours at Mt. Cuba, Guymons' WynEden and lunch at Longwood.  Dinner and talks will be at the American Helicopter Museum.
  • Saturday, May 18, 2019: A full day of bus tours to Stoneleigh, Mills', Moser's and lunch at Morris.  Banquet and keynote speech will be at The Desmond.
  • Sunday, May 19, 2019:  Breeders roundtable in the morning.  We will have open houses at private gardens for people to visit on their own.

Until May 1, 2019, we have 80 rooms blocked out for 4 nights, Wednesday night through Saturday night, and 15 rooms blocked out for Tuesday night at the convention rate of $149.  Guests arriving on shoulder nights will be accommodated at the convention rate.

The Desmond Hotel will convert to The Desmond Malvern, a DoubleTree by Hilton

"The Desmond Hotel will begin a partnership with Hilton in early 2018. The Desmond will convert to The Desmond Malvern a DoubleTree by Hilton (a soft-branded property). Being a soft-branded property, it will maintain its well-recognized name as well as the same dedicated staff, ownership, restaurants and Executive Chef. The unique Desmond qualities that have always appealed will remain constant with a fresh new look!

Along with the conversion to Hilton comes a full remodel of our hotel. The design intent is a modern take on traditional décor and will incorporate local inspirations as well as those of Philadelphia and the great state of Pennsylvania. During this time, we will remain fully operational. Although extensive, the renovation involves mostly soft goods (fabric, carpet, wall covering and tile work) and should have little operational and service disruption. "

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.  Michael's committee is formulating a budget for the convention.  Input is sought for this budget.  Current assets are $3,594.17 which includes a $1,000 donation from Lois Sheinfeld. Payments include $3,000 for The Desmond deposit, $100 deposit for The American Helicopter Museum, and $305.83 for 1,000 promotional rack cards for the 2017 Spring meeting in Eureka, CA; the 2017 Fall meeting in Richmond, VA; the 2018 Spring meeting in Bremen, Germany, and the 2018 Fall meeting in Chattanooga, TN.  We will need a $2,610 deposit to reserve buses in the summer of 2018.  The ARS provides insurance coverage for ARS Conventions with up to 500 attendees.  That will be more than sufficient.  Here are two past budgets:

ARS Spring 2016 Williamsburg Budget (PDF)
ARS Fall 2009 Philadelphia Budget (PDF)

Sponsorships: Maris Ogg volunteered to solicit sponsorships.  She is establishing levels and benefits.  The Chester County Convention Bureau will do tote bags, name tags, lanyards, etc.

Garden Tours & Catering – Steve Henning:  The following documents describe the tours:

Proposed Garden Tours (PDF) revised 3/13/17;
Proposed Garden Tours Map (PDF) revised 3/13/17;
Proposed Bus Plan (PDF)  revised 3/10/17;
Preliminary Bus Contract (PDF) 3/18/17.

Steve contacted Klein Transportation and all of the gardens. All responded favorably. The results:

  • Chanticleer: comp. admission, coffee & light refreshments, custom map, docents in garden.
  • Winterthur: group rate (~$17), 2 comp. tickets for each 15, tram, 2 floors of exhibits.
  • Tyler: being negotiated
  • Jenkins: free, $35 per person for wine and dine in the garden
  • Mt. Cuba: $9 per person.  Docents in garden.
  • Longwood Garden: group rate (~$19), picnic area for 100 and tented area for 50.
  • Stoneleigh Estate: complimentary admission.
  • Morris Arboretum: $8 per person, picnic pavilion for 120.

ActionItem Action Item: Klein Transportation: 54 passenger coach is about $1,450 plus $150 tip.  A 10% deposit is required at time of reservation which will be the summer of 2018.  That will be about $2,610 for 18 coaches.  We can cancel coaches we don't need up to 30 days in advance.

ActionItem Action Item: Send Steve names and addresses of additional stops for the Self-Guided tours. Tom Ahern and Dale Howe have agreed to open up their gardens.  Michael will ask Charles Cresson.

DVDs about the gardens will be shown on the buses en route to the gardens. It was agreed to open up the tours to people not registered for the convention from a standby list in the last month to fill up the buses.

Promotion & Theme:  The theme is The Philadelphia Story – Rhododendrons in America's Garden Capital.  The logo has a plain white background, solid color letters, and an open source script font.  Examples are at:

ARS2019Logos (PDF) NEW or  ARS2019LogosAlt (PDF) NEW

Action Action: Karel Bernady gave our power point presentation at Richmond, VA. Notes for the PowerPoint presentation are in: ARS2019ConventionPromoNotes (Word) revised 4/23/17.

ARS2019 Promo (PowerPoint) revised 4/1/17 or ARS2019 Promo (PDF) revised 4/1/17

The website ARS2019.org is up with the dates, venue, garden tours, banquets and promos.

ActionItem Action Item: Promotion in the JARS:  We can submit articles:
• by March 1, 2018 for the Summer 2018 JARS issue,
• by June 1 for the Fall 2018 JARS issue,
• by September 1 for the Winter 2019 JARS issue, and
• by December 1 for the Spring 2019 JARS issue. 

ActionItem Action Item: Nicole Juday Rhoads will be contacted about writing an article.  In addition, we MUST submit registration information for publication in the Winter 2019 issue.  We can offer an honorarium, probably around $250.  Look at the Winter 2017 issue to see the registration information submitted for the Eureka convention this spring and the Winter 2016 issue for the Williamsburg convention.

Speakers – Jerry O'Dell: 

Jerry O'Dell lined up Jenny Rose Carey, Dick Murcott, and Don Hyatt to be our speakers.  Dick Murcott will prepare a talk including  Hybrid rhododendrons were introduced to America (at the Centennial Exposition and World Fair in 1876) through Philadelphia.  Jenny Rose Carey will prepare talk including how Quakers, gunpowder and drug helped Philadelphia became America's Garden Capital.  Don Hyatt will prepare a pioneer award presentation for Charles Owen Dexter.

The nominal speakers fee is $500 plus registration, one night lodging, and expenses.

ActionItem Action Item: Ken Cox has asked to speak at the convention about his new book Woodland Gardening on ericaceous materials in shade gardens.  Harold Sweetman suggested having Ken do a dessert program at Jenkins on Thursday.  We could also promo our plants in the plant sale.

Action Action: Steve Henning got contact information for Dexter's nephew: Charles Dexter Owen Jr., 7 Greenwood Road, Asheville, NC, and gave to Karel Bernady.

Plant Acquisitions – Karel Bernady
Karel Bernady has contacted Steve Kristoph, Jenkins Arboretum, Octorara Nursery and Jim Gears who have agreed to supply plants to the convention plant sale on consignment.  

ActionItem Action Item: Karel will contact John Bartlett.  He grows some very rare plants.

Plant Sale:  Karel will set up a Plant Sale committee that will be responsible for setting up the sale and handling all sales details.  Karel is obtaining labeling and tracking software and equipment.  A credit card acceptance system will be set up to work with the Greater Philadelphia bank account.  An online catalogue will be posted of plants that are listed in advance.

ActionItem Action Item: We need to line up someone for Phytosanitary inspections for Canadians buying plants.

ActionItem Action Item: Form a Plant Sale Committee.   Collect plant names & descriptions for catalogue.

Registration -  Linda Hartnett:  Linda Hartnett is Registrar.

Breeders Roundtable: Ron Rabideau.  Ron agreed to run the Breeders Roundtable.

Flower Show: Bob Smetana:  Bob agreed to run the flower show on Friday.

Other Committees: (as specified by ARS)

  • Bus Captains: required
  • Hospitality: required
  • Photography Show: required 
  • Raffle & Silent Auction: optional

Action Action: We have a number of items donated for the auction including a $360 book on Azaleas of China.  In addition, Steve Krebs has promised some great plants from Holden Arboretum.

ActionItem Action Item: Chapter presidents need to find members from their chapters to serve on these committees and to open their gardens for the Sunday, May 19, 2019, open houses.

Next Meeting: Monday, January 8, 2018, 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: 17-11-13ARS2019ConvAgenda.pdf

Directory of Committee MembersConvention Committee Directory revised 9/18/2017

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 are at http://arsstore.org/ARS2019


ARS 2019 Archives

http://arsstore.org/ARS2019

Previous 2019 Convention Committee Meetings:

2017 November 13, Agenda: 17-11-13ARS2019ConvAgenda.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

Dates:

Conference: Wednesday, May 15 to Sunday, May 19, 2019
        Exec Committee Meeting, Tuesday, May 14, 2019
        Board of Directors Meeting, Wednesday, May 15, 2019

Archived Files:

Previous Conventon Budgets for Reference

ARS Spring 2016 Williamsburg Budget
ARS Fall 2009 Philadelphia Budget

Contracts

The Desmond Final Contract
Helicopter Museum Contract
Convention Bureau Sponsorship Letter

Garden Tours

Planned Garden Tours (PDF) revised 3/13/17
Planned Garden Tours Map (PDF)revised 3/13/17
Planned Bus Plan (PDF)revised 3/10/17

Preliminary Bus Contract (PDF) 3/18/17

Logos, and Promotion

ARS2019Logos (PDF) NEW
ARS2019LogosAlt (PDF) NEW

ARS2019 Promo (PowerPoint) revised 3/13/17
ARS2019 Promo (PDF) revised 3/13/17

ARS2019ConventionPromoNotes (PDF) revised 3/28/17

ARS2019PromoCard (PDF) revised 3/28/17

Convention Committee Directory revised 3/28/17

Previous ARS Conventions' Costs

Previous ARS Conventions' Data

2016 Williamsburg Help Wanted Flier: WilliamsburgHelpWantedFlier.pdf

ARS Conventon 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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