P3D Re: NSA Conventions

[Bill Davis <bd3d@xxxxxxxxxxxxx>]

>From George T:

>I have a question for Mary Ann.  Who is going to decide?
>Tom Martin made it sound as if it is final.  Is there still
>a chance for Cleveland?  I need to know what to tell our
>club members.


Here's what I would tell them:  

"Hey folks, we have a chance to host an NSA Convention in the next few
years, possibly as early as 2002.  The catch is it has to be done chiefly
through our local efforts. There's no NSA Convention Coordinating Committee
at the headquarters.  I need to know if there are a few of you who are
willing to help me take on this responsibility and make this work.

"First is the question of location.  We need to have a Hotel with over 200
rooms that is accessible (close enough for dealers to haul tons of stuff
over) to a hall large enough for a 100 to 200 table trade fair. (I've got
the dimensions from Rochester around here, if you want to know the exact
figures).  

"For the Stereo Theater, the hotel must also have a large ballrom with high
ceilings and no low chandeliers.  Also no blocking pillars.  This room will
need to be air-conditioned 24 hours a day for the duration of the
convention.  How much will that cost? 

"The hotel must have a Banquet room and serving capabilities of up to 250
people. 

"All this needs to be as inexpensive as possible.
 
"We need someone to coordinate the Trade Fair.  You'll be in touch with
about a hundred dealers.  You need to address their requests for electric,
location, etc.  You also need to arrange for enough tables and chairs and
coverings, etc.  You will not know how many tables you will need until the
final weeks before the Convention.  You will need to devise a floor plan
and coordinate with hall personell to set up the tables, chairs and
electric service. You will be hounded during the Convention by dealers
unhappy with table location, Trade Fair location, Convention location or
restroom location.
 
"Next, I need one person to be Registrar.  This person would process all
the applications (up to a thousand registrants, possibly) and log them into
some sort of database. Also would be responsible for ordering and printing
of badges, deciding how to indicate who is a presenter, dealer, vegetarian,
Early Bird, etc. all on a 3x4 tag. (No matter how you arrange it, someone
will complain.) This person would ensure that proper remittance arrives
with the application (and follows up if not) then forwards checks to
Treasurer.  Need to be able to sort data to keep tour or banquet
coordinator updated.  

"Treasurer sets up account, has signature privilege, pays for all
expenditures, worries about bankruptcy.

"I need someone else to set up a Website like the ones for 1998 and 1999,
giving all sorts of info and liinks.  Who can do a web page?

"I need someone else to coordinate two different day tours for twenty to
seventy-five people each.  You will need to coordinate with bus companies,
museum or park officials, caterers and such.  All affordable and at no net
loss to NSA, please.

"One more person is needed to coordinate with the hotel banquet facility
for the Saturday Awards Banquet (100-250 people, generally three menu
choices, might not know how many of what till a week before the convention)
and Sunday Morning Breakfast (same deal, half as many people, no menu
choice).  This person might also be in charge of finding Keynote Speaker
for the Banquet.

"A biggie is Stereo Theater Chairman.  You've gotta solicit and arrange
enough programs to fill two seven-hour days of projection.  You will be in
touch with twenty or thirty photographers, all with different requirements.
You will arrange for all the audio and projection equipment needed.  

"Could use at least one person to coordinate with local visitors bureau to
obtain maps, guides, etc in copious quantities.  You may need help lugging
those heavy boxes.

"Someone else to be the main telephone contact, to fax out forms, give
directions, answer questions etc.

"We also need someone to coordinate a series of Workshops for the
convention.  You need to be in touch with 10 or 20 different people, and
arrange their presentations into a schedule that suits everyone. 

"Someone else needs to do the programs.  You need to stay in touch with
everyone else, arranging all the information into a booklet.  You will
arrange content and advertising, have the copies made and assembled (6 or
700, you may have to assemble, staple and fold them yourself to save money).  

"If I could get one more person to volunteer to post regular updates to
Photo-3D.

"If we get all of the site requirements together, and if everyone will make
a firm committment right now, we can do this in 2002."


That would be a good start.  There are more tasks that I can't think of
right now, but those are the major ones.  Of course, some could be doubled
up if you've got an overachiever among you.  Definitely wouldn't recommend
any one person trying to handle more than a few of these.  That would be
crazy. 


>George Themelis, Ohio Stereo Photographic Society Treasurer 
>

Bill Davis, Genesee Valley Stereo Guild Exalted High Poobah


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