2015 Regional Conference

Transcription

1 2015 Regional Conference 1. Regional Conferences: Sites, Dates and Site Coordinators. Region Divisions Coordinator Site/City Date Region 1 AYN, AYS Adrian Avey TBD April 24-25, 2015 Adrian.avey@gmail.com Region 2 8, 13, 17, 18, 20, 20m Region 3 5, 9, 46, 48, 50, 52, 54, 56, 80 Region 4 22, 26, 28, 30, 32, 33, 34, 38 Region 5 42, 44, 62, 64, 66, 68, 70 Region 6 72, 74, 76, 78, 82 Ken Smith Kfsmith01@gmail.com Jackie Sue McFarlin jacsuemac@comcast.net Harold Erland hmerland@comcast.net Mel Adams 2meladams@gmail.com Tom Stocks / Ken Nagao Tdstocks8@gmail.com ken@nagaopacific.com TBD March 28, 2015 TBD April 11, 2015 TBD March 7, 2015 Vancouver, Wa March 21, 2015 Eugene, Or April 18, 2015 RegionalConferences2015 revised

2 2. Schedule: 8:00 am - 8:30 am (30 minutes) Welcome 8:30 am - 9:30 am (1-hour) Governor and District Information 9:30 am - 9:45 am (15 minutes) Conventions 9:45 am - 10:00 am (15 minutes) Break 10:00 am - 10:30 (30 minutes) KCCP, SIGN and Eliminate - Successes ONLY 10:30 am - 11:30 am (1-hour) District Required Forum (see 2a.) 11:30 am - 12:00 noon (30 minutes) Foundations, short forum, drawings, etc. 12:00 noon - 1:00 pm (1-hour) Lunch & Candidates 1:00 pm - 1:45 pm (45 minutes) Forums: Open - Your Choice / may be multiple forums during this period (see 2b.) 1:55 pm - 2:15 pm (20 minutes) Division Caucuses 2:25 pm - 2:55 pm (30 minutes) Closing a. Governor to select (4) four District Required Forums and Presenters. It should be a consensus of the Lt. Governors within the Region to choose one out of the four forums/presenters for the morning District required forum. b. Afternoon breakout sessions should include one forum as per the list provided by the Governor, and any other forums/presenters to be chosen should be by a consensus of the Lt. Governors within the Region. Forums can be run concurrently. 3. Forums: The following Forums are suggested and may be amended at a later date by the Governor. a. Membership Growth: THE FORMULA b. Risk Management c. Fundraising d. Marketing Kiwanis RegionalConferences2015 revised

3 4. Site Coordinators: a. Choose the venue. b. Choose the caterer (make sure provide a head count to the caterer and Steve and Cindy ( s below) on the Wednesday prior to the Saturday Regional Conference). c. Choose potential lodging and camping sites for those visiting. d. Be at the registration table and oversee the collection of any funds. e. Provide notices and make phone calls, etc. to all Lt Governors reminding them of their Regional Conference duties, so they in turn can push out to the clubs. f. Use the attached Budget to create a Profit & Loss Statement (Income vs. Expenses) and pick a Club, probably where the Conference is held, to deposit the income and pay the expenses. It will be that Club s responsibility to help you balance your budget (profit/loss), remit copies of all deposit receipts and expenses, including all invoices and submit a check for the balance, made payable to the PNW District Kiwanis Office within 2-weeks after your Regional Conference date. g. Important: Make sure your Regional Conference balances with no potential losses. If there is a loss, it will be covered by PNW District Kiwanis Budget and shown as a negative on your Region s line item, your Region will need to make this up next year. If there are any remaining funds after your Regional Conference it will be held as a line item under the PNW District Budget under each Region. h. Incentive: Once a Region s line item reaches $1,000 (overage), your Region, by vote of those attending the next year s conference, will have the opportunity to decide where your Region wants to donate the amount over $1,000: such as KCCP; Eliminate; SIGN; etc. You are encouraged to stay away from local charities as what is perceived as a worthwhile charity in Yakima may not be a favored charity in Spokane, Moses Lake or Walla Walla (used as an example only). REMEMBER, It s being held by the District, for the Regions. 5. Lt. Governors a. Support, communicate and work with your Site Coordinator. RegionalConferences2015 revised

4 b. Choose/Coordinate the forums/speakers from the 4 given in #3 above. a. Communicate with the Clubs in your Division regarding the Regional Conference. Ask them, early on, to budget for at least an interclub from each Club. Officer and Directors should be encouraged to attend, but the Conferences are open to all members. 6. Fees / Charges: a. $35.00 per person: this will be standard going forward until procedure is changed. No refunds to attendees unless cancelled before the last Wednesday prior to the Saturday Regional Conference. The following should only be charged the $15 meal cost: Governor, Governor-Elect, Immediate Past Governor, Site Coordinator, all current Lt. Governors of the Region, Governor- Elect candidates, and any speakers not attending as members of the Region. b. $15 of the $35 fee should cover the cost of lunch for all attendees. c. Out-of-Region Speakers should also be provided a hotel room for one night and mileage, unless the speaker already has a travel budget provided by the District check with your chosen speaker about this option. d. Clubs that pay at the door should have at least sent in their registration for a head and meal count. If the Club is a no show they will be billed by the District. e. If someone shows up at the door, they must register and pay, with no meal guarantees. 7. Online Registration Form There will be a PDF form posted on the PNW Kiwanis website that you have created. The sooner you get this sign up form prepared the better you can market and promote the event. Site Coordinator should make sure that all LTG s send out an to their Club Secretaries and Presidents with a link to the form or the form attached to the so that anyone can get the form, fill it out and send it to the appropriate Site Coordinator. The PDF form will contain the cost $35.00, name, phone number and mailing address of all of the Site Coordinators, event dates, places and times and possible good directions. In doing this, any Kiwanian can pick the location and date they would like to attend and send it to the appropriate Site Coordinator. RegionalConferences2015 revised

5 Please keep both Cindy and Steve ( s below) in the loop, share your ideas your registration form you estimated budget for the event etc. Most of all have a great event, make it fun, make it different, think outside the box while always sticking to the schedule. Contacts: Cindy Crowther cindyc@botc.com Regional Conference Planning, Chair Steve Emhoff steve@emhoffgroup.com Events Team Leader RegionalConferences2015 revised

6 REGIONAL CONFERENCE BUDGET ESTIMATED INCOME Estimated number of attendees times registration fee ($35.00). A ESTIMATED EXPENSES Facility rent/donation Regional Conference Pins Packets/Programs Guest Expenses (Mileage/Housing) Food: Breakfast Food: Snacks Food: Lunch Drinks Raffle Items Purchased Banner (Optional) Audio/Visual Aids Other TOTAL EXPENSES B GAIN/LOSS = A MINUS B RegionalConferences2015 revised