[Killietalk] Convention 2009 is on the clock!

["Koran, David HQ02" <David_Koran at hq02.usace.army.mil>]

Due to a combination of things, the policy on awarding AKA convention sites
has changed/evolved.  While it has been apparent for some time, last fall the
BOT adopted a two year timeline for AKA Conventions.  The reality is booking
a hotel with less than one year's advance is limiting sponsoring club's
abilities to carry out the tasks.  In November the BOT approved the WAKO
offer to host the 2007 AKA Convention and during deliberations at the 2006
Convention the BOT will decide to either accept the proposal for 2008 that
has been advanced thus far or consider other bids presented by that date
should they be tendered.  Hence, if your group is considering hosting an AKA
Convention (and you don't have your act together yet), now is the time to
start your planning for 2009.

There are planning materials available from the Convention Assistance
Committee but it might be simply stated that you should be able to count on
about 10-12 volunteers in your immediate area to tackle tasks or supervise
activities in putting on the Convention.  It should be held on a 3 day
weekend (and I would say deviations from the traditional Memorial Day weekend
date would need extremely strong arguments) and you should plan on attendance
of at least 100 individuals.  The site of the Convention should be accessible
for travel by both car and plane.  The greater the percentage of attendees
who can reach the site by car can lessen the need to locate near an airport,
however, travel from the airport to your site should not severely impact
those who decide to travel by air.  In determining your audience traveling by
car, figure 5-6 hours travel time as the radius of your circle.

Hotels that normally cater to business travelers should be able to offer
lower rates on the particular three day weekend unless you live in a vacation
destination area.  Locating a distance from airports (remember trade offs)
may allow one to secure better rates.  You need space for the full weekend to
exhibit 2-300 pairs of fish (set up all weekend), a room for talks (plus
additional rooms if other activities are planned) and most probably a
separate room for meal functions.  Look at about 150 room nights for the
weekend and require that they be almost all double occupancy, (i.e., two
beds)(60 rooms each on Friday and Saturday nights).  These are basics but
once you determine that you may have a site, contact the Convention committee
to work the details.

I know it sounds too simple but this is your first pass guess.  If you think
you can swing it, then get your group to go for it.  Oh yeah, having a little
money in the kitty helps but again the committee can probably help you plan
that too.

Dave K

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