Below is a document published in 2009 by NZART council giving guidance to a branch wishing to organise the annual conference, it's provided here for reference purposes.

 

The New Zealand Association of Radio Transmitters Incorporated

An advisory document laying out Current Policy and practice with regard to the organisation of Conferences

This document comes into effect on Tuesday 7 April 2009

And replaces the Conference A to Z

NZART Conference Guidelines

Table of Contents

  • Accommodation for Attendee's
  • AGM
  • AREC
  • Attendance and Registration
  • Conference Committee
  • Council Requirements
  • Finance
  • Meals and Catering
  • Photographs
  • Programme
  • Programme Alternate
  • Programme Evening
  • Programme Sunday
  • Publicity
  • Remember
  • Venue
  • Visitors and Guests

Introduction

The purpose of this document is to assist Branches with the preparation of Conferences for NZART. Generally, this document is a guideline only, although certain aspects of this document reflect NZART policy and need to be adhered to.

This document replaces the Conference A to Z. This document was rewritten to reflect changes within current practice and advances in technology.

This document is intended to be a "living document", and built upon with lessons learned through running conferences. It is hoped that additions to this document will be made at the completion of each conference. This can only happen if your committee submits new material for inclusion in this document.

This document is only a guide. Local conditions will vary -and different branches will do things differently within these guidelines. This is one of the things that makes conferences different and interesting.

 

The Conference Committee

  1. The Conference Committee organises and runs the conference on behalf of NZART. A conference committee assumes this responsibility on behalf of NZART Council and the members, so the selection and training of persons for key committee appointments is important. It is also important that some members of your committee should have attended earlier conferences to observe the organisation and conduct of an NZART conference.
  2. Chairman: Select a willing worker; not a figurehead. A person good at organisation and able to carry the job through to the end.
  3. Secretary: The key member of the committee. Ability to type and ownership of a computer are assets. A retired person looking for work is ideal.
  4. Social meetings: Arrange social meetings for the committee and their spouses at intervals from the time you know conference is yours. These enable the "workers" to get to know one another and work together as a team.
  5. The conference is run by members for the benefit of their fellow members and the committee is the agent of the members. If more than one branch is involved ensure that branch representation is equitable; but, invite individuals to serve rather than have branch nominees. A large committee keeps the individual workload down for everyone. The chairman, secretary and treasurer do the most work. They are the core and should constitute the planning sub-committee. No free handouts -everyone pays full registration. The chairman is a member of all sub-committees. Invite your local NZART Councillors to take part.
  6. Deputies: Appoint deputies to chairman, secretary, treasurer, and sub-committee conveners in case of accident or sickness.
  7. Delegation of duties: Spread the work load. Delegate specific duties to committee members. Conference chairman must delegate or suffer being over-worked.
  8. Manpower: Co-opt every man, woman and child willing to help in any way, many hands make light work, except for the coordinator. Co-opt helpers by personal invitation. Don't just call for volunteers -sometimes they are shy. Give each person a specific job and guidance on what's wanted.
  9. Previous Conferences: It is important and desirable that members of a conference committee should have attended earlier conferences. This experience will avoid misunderstandings and save you many hours of effort.
  10. NZART The host branch or branches run conference for the members of the Association. All committee members must belong to NZART. The Association guarantees any loss and council must therefore make the final disposition of any profit made. Refer to NZART current policy. The AGM is a formal occasion and has to follow a set pattern. Certain meetings on Sunday are traditional. Otherwise the weekend is yours to plan and you can give the conference a theme of your choice.
  11. Meetings: Committee meetings held at decreasing intervals as the time for conference draws near. Have a timetable for each aspect so that people can come and go when their subject is due, or stay, as they wish. Informality is the key. Act on consensus; record only the decisions; there is no need for minutes and such like.
  12. Planning: Form a small planning committee to produce an overall time-table covering from the arrival of councillors on Thursday to the last away on Monday. Appoint chairman, secretary, treasurer and their deputies. Form a sub-committee for each aspect of conference and leave them to attend to the details. Police: Notify the Police of the dates and venue. If you need emergency assistance or traffic assistance you will get it much quicker if advance notice of conference has been given.

The Conference Committee

Name Callsign Phone-Number Cell-Number E-mail-Address
Chairman:        
Secretary:        
Treasurer:        
Committee-1:        
Committee-2:        
Committee-3:        
Committee-4:        
Committee-5:        

 

Accommodation for Attendee's

See Council Requirements for Council Accommodation

  1. Provide a list of available accommodation -Billets, Cabins, Hostels, Hotels, Motels, and Motor Camps. Every effort should be made to list a broad price range of accommodation. Motor camps usually have cabins at very reasonable cost.
  2. Attempt to obtain a special rate for Conference attendees with accommodation providers.
  3. Camping Grounds: Check availability for hardy caravanners. Check availability of Cabins.
  4. Hostels: Remember the young and the impecunious and remind them of hostel accommodation in the vicinity.
  5. Hotels: Licensed: usually the most expensive. Unlicensed: you will be surprised at the number of people who prefer them. Hotels are usually more central and preferable for out of town visitors who have no transport.
  6. Motels: The major cost of conference is travel and accommodation. Luxury units are not required by the majority because so little time is spent in them with a full conference programme. Provide a range of alternatives and shop around for block bookings. Use of a travel agent for bookings should be considered.

 

AGM is what the NZART Conference is all about

  1. Delegates: Branch delegates need a table or desk to spread their papers on during the AGM. A little something special in their "grab bag" if available for their effort.
  2. Opening Ceremony: Allow 45 minutes. Give the speakers their time allocation after they have accepted their invitation. If the Governor-General or a Minister is present they may tell you how long they will speak for. Fit the others round the chief speaker, who usually opens the conference. Discuss protocol with the President. Dress the stage and try to make it warm.
  3. President and Council: In election years the new President and Council take office at the end of the AGM.
  4. Seating: For official party on stage at opening. Tables and four chairs on stage for President, Vice-President, General Secretary and assistant for the AGM. Delegates seats and tables at the front of hall for AGM; give them elbow room.
  5. Branch Signs (for delegate's tables). These are in a special transit case. Contact the General Secretary.
  6. Electronics: Required at the AGM for use of General Secretary. Please refer to the General Secretary for requirements. This includes Recording and Public Address Systems.
  7. Curtains: Drapes on the stage to exclude draughts are welcomed by those at the "top table". Modesty curtains along the front of the tables on stage for the AGM are appreciated.
  8. Timer: This is brought from Headquarters and used on the top table during the AGM to control the length of speeches. Requires power at the top table.
  9. Power: Ensure that there is sufficient power at the top table to allow for laptop computers, recording devices and other devices necessary for the AGM.

 

AREC

  1. AREC needs space for a meeting during conference with an amplifier system.
  2. Liaise with the National Director for other requirements for the meeting, including the time spot to put it in.
  3. Allow for an attendance of about one third of total registrations.

 

Attendance and Registration

  1. Eligibility: Only members of NZART are eligible to attend conference. Return nonmember registrations with a membership application form. If in doubt the General Secretary can supply an up to date membership list.
  2. Design the form to produce information as to catering, transport connections, mobile rally, dinner, etc. Take nothing for granted and remember that if a question can be misinterpreted it will be. Have copies available on request. Use past conference registration forms as a guide and modify to suit your own needs. Liaise with Break-In for printing in the March - April issue.
  3. Discounts/Penalties: Offer a discount for early payment of registration fee. Alternatively impose a penalty for late payment.
  4. Satchels are impressive but expensive. Do not use unless you can get them sponsored. The alternative is sponsored envelopes or manufacturers' grab bags to hold any handouts for delegates. Try for sponsorship.
  5. Late Registrations: Be prepared for people to arrive without notice. It is usually possible for a few extra to be fitted in. Remember they cannot be denied admission to the AGM.
  6. Swingers: Name tags for all registrations coded to indicate functions for which they are valid. Registration number on back for swinger prizes. Use indelible marker pens it has been known to rain in June. Have a number of 'spotters' to assist security.
  7. Numbers: A gamble. Your estimate is best based on figures from previous conferences in the area, or at similar venues. It is hard to strike a balance between the break-even point and profit and loss.
  8. Official Guests: Balance their public relations value against their cost. If an overseas guest is invited it is a charge on conference which should not be reflected in the registration fee. The Ministry of Commerce representative is traditionally a guest at the conference dinner.
  9. Saturday: Provide for registration procedure to continue; the AGM; conference dinner; alternative ladies programme.
  10. Friday: A reception centre is required for arriving delegates. Consider an informal social gathering with light supper provided.

 

Council Requirements

  1. Accommodation: Council has different accommodation requirements for each Conference. Please discuss this with the NZART Business Manager early in the planning process.
  2. Meetings: A meeting place for up to 20 is required on Thursday evening if requested by the General Secretary; all day Friday from 8.30 a.m. to 11.30 p.m., and on Monday from 8.30 a.m. to 1 p.m. Space is required to spread papers. A "U" shaped configuration of tables is the best. Warmth, good lighting and acoustics are a must. Morning and afternoon tea, and lunch and dinner are required on Friday. Morning tea on Monday. These are paid for by NZART. Keep Council informed via the General Secretary of progress. Call in your nearest councillor for help and advice.
  3. Spouses: Make arrangements to look after the spouses of councillors on Friday and Monday Morning.
  4. Arrivals and Departures: Arrange to meet arrivals by commercial transport. Arrange to deliver these people to the terminal on departure.
  5. Photocopier: Required for use of the General Secretary with access outside normal business hours. Check with the General Secretary for the best arrangement.
  6. Thursday: Arrange accommodation for councillors, and a meeting place if requested.
  7. Monday: A programme to mid-afternoon attracts locals and visitors awaiting flights out.
  8. Escort: Assigned to look after official guests, the Presidents lady and other ladies left alone due to official duties.
  9. Flowers: For ladies in the official party at the opening and the dinner. For decoration of venue, together with greenery. Approach the local council parks and reserves department.
  10. WIA Representatives: Each alternate Conference, NZART Hosts representatives from the WIA. Their Conference Registration is covered by the Conference and Accommodation by NZART Council. Check with the NZART General Secretary for requirements.

 

Evening Programmes

See also Meals and catering

  1. Dancing: To follow dinner on Saturday night or not? As part of the Sunday night entertainment? Decide early and book the band or disco or whatever.
  2. Dinner: Numbers can vary and a good indicator for numbers is a comparison of numbers attending the previous few conferences. A buffet style meal is best. Speeches should come before dinner and before too many drinks. Find a personable master of ceremonies. The dinner is the Annual Dinner of the Association with invited guests. Make sure someone is detailed to recognise and greet the official guests as they arrive. Confirm official guests with the General Secretary as early as possible.
  3. Old Timers (and others): At evening functions have a quiet area where those who wish can rag-chew without undue QRM.
  4. Entertainment: Sunday night is the prime time. After dinner on Saturday if there is no dancing. Look for local talent and invite visitor participation.
  5. Entertainment: If professionals are used book early and get firm quotes in writing. Consider using an entertainment agent - listed in the Yellow Pages. Confirm near conference time. Homebrew, homespun entertainment is cheaper and better appreciated.
  6. Toasts: Decide if you are to have toasts or not at the dinner. If so, clear the toast list with the President. Advise those proposing and answering toasts and give them a time limit. Do NOT include Silent Keys in the toast list. Check protocol for toasts. Some can be preceded by a few words; others; e.g. the toast to H.M. The Queen, may not. The NZART Administration Liaison Officer traditionally proposes the toast to the Ministry of Economic Development. Make sure all names are correct.
  7. Quizzes. An excellent form of entertainment using overseas visitors and Association personalities as "victims". Useful in dispensing give-aways.

 

Finance

  1. Accounts: Get a retired bank officer, accountant or businessman to keep accurate and departmentalised books of account. Pay bills on presentation, produce accounts in a businesslike manner and, if necessary, send monthly reminders to those overdue. If you have a slow payer: be diplomatic but firm. Refer any insoluble problems to Council.
  2. Advance: An advance of working capital can be had on application to the General Secretary.
  3. Association: Provides a cash advance to help with initial expenses, on application. Pays for hire of venue for AGM only. See under "Council" for their requirements.
  4. Balance Sheet: Produce after all monies have been received and accounts paid and send to the General Secretary before 31st December. Recommendations for the disposal of any surplus may be made to Council, but not proceeded with until approved. Have the balance sheet audited by a qualified accountant.
  5. Budget: Set a realistic "break-even" figure for attendance based on previous experience in the area. Remember that fixed charges will decrease on a per-head basis as numbers increase. Get written quotes for catering, transport, printing, hire of venue as early as possible and add the inflation rate for the preceding year. Budget on the minimum number you expect to attend for a 5 to 10% surplus. Figures must be firm by February to ensure registration forms are in the April Break-In. Send a copy of the budget to the General Secretary as soon as it is firm and no later than the previous November. Try contacting local business for sponsorship.
  6. Finance: Decide early whether or not to subsidize the cost by fundraising activities such as raffles, trading tables, branch projects. Have the final budget ready by February based on minimum attendance figure. A setting up advance is available on application to the General Secretary. The temptation to use conference as an excuse or chance to make money for branch funds should be resisted. The object is to keep the cost of conference low to attract the maximum attendance.
  7. Charge: To subsidise or not? High cost means low attendance and vice-versa. Beware of inflation.
  8. Begging: Be in early with a circular to local and national firms seeking assistance by advertising, give-aways, and prizes. Remember that we eat, drink and drive cars just like normal people. Take follow-up action. Don't delay.
  9. Soliciting: For give-aways, advertising and prizes. Get letters away early to give firms time to budget. Follow up all but the refusals after three months. There is no need to restrict requests to radio and electronics. Write thank-you letters promptly.
  10. Sponsorship: Try contacting local large businesses for possible sponsorship of the conference or perhaps one dinner.
  11. Raffles: Do not overdo at conference. For fund-raising these are relatively painless but require careful planning and adherence to government regulations. If tickets are to be sold out of the local area it should be on a cash-with-order basis with the organiser guaranteeing completion of the butts to avoid delays in returning butts and unsold tickets. At best prizes should be donated; at worst pay trade prices. Ensure that the time for the drawing of prizes for raffles etc. does not clash with the time of the Official Broadcast. Solicit gifts from local and national firms as early as possible. There is no need to confine requests to radio and electronics. Supply full details of the Association and the conference with the requests. Give credit for donations in the brochure. Lots of small prizes assist entertainment.
  12. Quotes: Ensure that all quotes are received in writing. Management may change and any verbal quote given, forgotten.
  13. Insurance: The organising branch(es) should check its (their) public liability cover and ensure that this cover extends to conference activities, if necessary by contacting insurers. While NZART has cover ($2M at time of writing), this may not extend beyond conference events that NZART specifically organises, such as some annual general meetings. Commercial exhibitors arrange their own cover. Cover for other activities is required if necessary. Consider a policy against cancellation of conference.
  14. Trading Tables: If the cost of conference is being subsidised trading tables are money spinners. Seek help from branches in main centres for manufacturing surpluses.
  15. The Organising Committee may decide to underwrite the National Conference. Any surplus can be used by the Organising Branches to enhance the aims and the objects of the Association.
  16. The Organising Committee may request that NZART underwrite the National Conference. In the event of NZART underwriting the National Conference, Council may approve a proportion of Conference profits to be returned to the Organising Branches.

 

Meals and Catering

  1. Catering: The most costly item, and the hardest to predict. Get firm quotes from a number of caterers and give the whole job to one. It is easier to deal with one firm and the complete package helps to keep costs down. Do not ask your ladies committee to do the job; it is not fair to them.
  2. Meals: Put value into the Saturday night dinner. Tea/coffee and biscuits are enough for morning and afternoon teas. Lunch on Saturday and Sunday should be hot and simple. Arrange a number of parallel serving stations to avoid long queues and to keep the breaks to a minimum. Ensure that enough food is provided to cater for everyone and that no one misses out.
  3. Menu: Discuss each meal in detail with the caterer. See that you get what you pay for and pay for what you get.
  4. Council have requirements for the Friday and Monday Council Meetings. See the General Secretary regarding this.

 

Photographs

  1. Photographs: Candid -give the job to a commercial photographer at a fee or, at least, no charge.
  2. Photographs: General -for Break-In and the local press. Usually Break-In does its own. If the local press are unable to supply a photographer a committee member with a camera can usually be found.
  3. Photographs: Conference -A group photograph is possible, but unless it is properly organised, it can take more time than is justified. June weather can be unpredictable. As a commercial venture it is hardly a viable proposition.

 

Programme

  1. Activity: Draft a master plan covering all activities in chronological order as soon as possible after undertaking to run Conference. Leave it to one person to do the first master plan and do not be afraid of altering it right up the printing deadline. Break-In should have a programme for publishing in the April issue, for which the deadline is 10th March in the editor's hands.
  2. Aim: To provide a programme of interest and education blending the interests of the old, the young and the family. Give conference a theme.
  3. Contests and Awards: Consult the Contests Manager regarding a seminar during conference. Consider a conference award to stimulate interest and activity.
  4. Mobile Rally: If you have one, keep it down to a maximum of 50km. Get the list of trophy holders from the last conference hosts and remind the holders to return the trophies. Send a list of trophy winners to next years conference hosts.
  5. Official Broadcast: At 8 p.m. on Sunday night on 80 metres, and on VHF/UHF via the National System, an official broadcast is made from the conference venue or nearby. Make provision for reception or relay into a quiet room where those who wish to hear it may do so. Arrange for someone to collect all information for inclusion and give it to the President by 5 p.m. Your Break-In scribe is the best choice, and will then have copy for the conference report. If possible all copy should be typewritten. Inform the General Secretary of arrangements and callsign at least 6 months in advance so that Ministry of Commerce approval can be got. Have a back-up system to foil jammers. See also under Drawing of Prizes.
  6. Programme: You will never please everybody all the time but a varied programme means pleasing most of them for some of the time and they will go away happy. Provide buffer periods for contingencies. They will be well used for rag-chewing anyway. Don't be afraid to have simultaneous events after the AGM is over. Use local talent -many who attend conference do not have the chance of learning first hand from the experts.
  7. Tours. Coach tours of the local area are popular with visitors.

 

Alternate Programme

  1. Set up an alternative programme committee within the master plan. The programme they arrange for those not wishing to attend the AGM or other meetings is vital to the success of conference. A good alternative programme brings more to conference and details should be available at the time of registration.
  2. There may be councillor's spouses looking for something to do on Friday. Give consideration to a meeting place for lunch and dinner. Some spouses may not know each other and would face a lonely day in a strange town.
  3. Visits: To local places of interest, not necessarily radio oriented, are popular.
  4. Tours: Coach tours of the local area are popular with visitors.

 

Sunday Programme

  1. Provide for AREC, WARO, OTC, SPAM and AMSAT/ZL AGM's.
  2. Arrange for forums on as many aspects of amateur radio for which time and speakers can be found.
  3. Mobile rally and coach tours.
  4. Evening entertainment. Liaise with Association officers.
  5. Trophies. Appoint someone to collect together the mobile rally trophies. If necessary bring the engraving up-to-date. Document the winners for Break-In and the General Secretary. Put with each trophy a note saying when and to whom it has to be returned; and instructions about engraving and applying for a refund of the cost.

 

Publicity

  1. Publicity: Use Break-In, local press, radio and TV. Use of packet radio and internet should be considered. Run an information service on the air. Have a conference award. Advise overseas societies -this is best done through the IARU Liaison Officer and the IARU Calendar -one year ahead.
  2. Advertising: Use any or all of the following to advertise conference -Break-In, Bulletin Boards, Newsletters to branches, Official Broadcast, Other societies; e.g. ARRL, JARL, RSGB, WIA. Press -local and national, Radio and television, The Internet. As a source of revenue offer local traders advertising in the conference brochure, at a page rate sufficient to cover printing costs. Start on air promotion of conference by the host branches early in the year and persuade members to attend.
  3. Break-In: Keep the Editor fully informed and meet his deadline for copy, (10th of month before month of issue). Start promotion at the conference preceding yours. Appoint a Break-In scribe to write a social report on conference.
  4. Press Release: Give the press, radio and TV as much information as possible and establish personal contacts. They have a call forward system but it should be backed up by reminders from you.
  5. Radio: Local radio stations can help with publicity.
  6. TV. Advise the networks of your programme, but do not rely on getting any coverage. Try the regional TV Stations as well.
  7. Public Relations: The convener of the publicity sub-committee should be the sole mouth-piece for conference publicity, gathering and disseminating all information for press, radio, TV, Break-In and the official broadcast.
  8. Communications: Provide an information service on the air as soon as possible after plans and budget are firm. It saves a lot of correspondence and also stimulates interest. Talk-in facilities on HF, VHF and UHF are required. Transmission facilities on 80 and 2 metres are required on Sunday night for the conference broadcast. During early planning stages communication is best by telephone to avoid the generation of rumours and mis-information. Use posters for publicity and signs to help travellers find the venue. Make arrangements for those who wish to hear the conference broadcast to have use of a quiet room on Sunday night. Handhelds on a simplex frequency are invaluable.
  9. Talk-in facilities: On 80 metres and VHF/UHF for mobile guidance when required. Can also handle queries during conference. Frequency to be used should be included in publicity.
  10. Questions: Despite all your publicity be prepared for questions which have already been answered. There is a conference law which says "Anything capable of misinterpretation will be". Appoint diplomats to handle on-air enquiries. Advise times and frequencies in Break-In and through the official broadcast.

 

Remember

  1. DX. In the form of overseas visitors. Provide for a DX forum in the programme.
  2. IARU: Emphasise the importance of this body in your static display. Liaise with the IARU liaison officer and provide time in the programme for discussion. 3. Juniors: Consider a rebated registration fee in exchange for work. This is good training.
  3. Ladies: Please them and you have a success. Treat those with calls as radio amateurs in their own right; not as YF, YL or XYL. Those without calls should not be treated as appendages to those with calls!
  4. Ladies Committee: Preferably the wives of committee men and not radio amateurs. They are good fund raisers for specific purposes, e.g. coach hire, flowers for the ladies, fruit bowls in motel rooms, etc. Support their endeavours and you will be well rewarded.
  5. Men: Don't forget the male non-amateur companions of members. Be they parent, partner, spouse or family, consider their needs in planning.
  6. OM: Non-amateur males attend as part of a family or as a partner. See under Men. 8. Valuables: Committees are sometimes asked to look after valuables. Have a standard answer -NO. It is up to individuals to look after their own property.
  7. Weather: Plan for the worst and take the credit if it is better.
  8. WARO. Provide space for a meeting on Sunday morning; 9 a.m. to 12 noon.
  9. Up-dating. At the end of your conference let the General Secretary know of any changes considered necessary to improve this Guideline.
  10. Options. Ideally it should be all or none but experience has shown that members like to choose which parts of conference they wish to attend. All members have the right to attend the AGM at no charge, but that does not include refreshments which have to be paid for. Carefully consider the options and once printed do not change them. The more options the more work there is for the committee. Options should carry a small premium.
  11. Tradition. Do not throw it away. It grows from experience and has merit in your planning.
  12. Unawares. How not to be caught. Detailed planning should prevent this. Brochure printed two weeks before conference. Advertising deadline two months before printing. Stipulate size and standard. Try and collect payment with copy. Book venue and pay deposit as early as possible. Draft a rough menu a year ahead and estimate cost. Conference registration cost should be announced in the January/February Break-In. Material for grab bags two weeks prior. Swingers printed by the end of the year. Test communications before conference. Know where the lighting and heating controls, and fuse boxes, are for every room.

 

Venue

  1. Ideally under one roof. Consider educational establishments. Their charges are usually moderate. A number of small rooms in addition to the main hall help in planning a varied programme. Check the acoustics. Floor plans are useful in devising traffic flow and the lay-out of facilities for meals.
  2. Heating: Make sure heating is adequate and that it works, and that you know how it works. Remember we meet in winter.
  3. Backdrop: A large canvas NZART Conference back drop is available for the stage at the AGM. Contact the General Secretary.
  4. Displays: Scale is dependent on space available. Give first priority to amateur displays of Awards, Homebrew gear, QSL cards, Local history, Photography, Arts and crafts. Do not hire space or tables especially for Commercial Displays. Conference is for NZART members only and they should not pay for dealers to attend. Ask for some recompense by way of raffle prizes.
  5. Directions: How to find the venue or venues within your city. How to find rooms within the venue. How to find your city. Include a map in the registration response letter.
  6. Bookings: Book early. In some areas two years lead time is necessary. Get as much as possible under one roof. Check if catering arrangements are adequate and avoid a "tied" caterer if possible.
  7. Security of Premises: Responsibility rests with the caretaker. Equipment: responsibility is that of the owners. Advise the Police of your programme and ask for patrol visits. Additional security patrols in the car park should be considered.
  8. Keys: Make sure you know who holds keys for all rooms in use and arrange spares.
  9. Scene shifters: A team to move seats and furniture; to arrange decoration, backdrop and displays; to put up location signs, aerials,
  10. Sound: Arrange for good sound reproduction at all events.
  11. Smoking: Not allowed at all meetings. Acquire about the provision of a smoking area and provide ashtrays.
  12. Parking: Provide parking details. Advise everybody that the security of their aerials and equipment is their responsibility, and to take sensible precautions when leaving their vehicles.
  13. Signs: Road signs to the venue with the co-operation of the local authority. Within the venue to various activities. NZART conference sign high above stage.
  14. Aerials: For talk-in station and the conference broadcast; you need a team to put up and take down.
  15. First Aid: Have a first aid person available and publicise who it is and where they can be found. In a gathering of 400 there is bound to be an emergency. List local service numbers in the brochure. Venues may have their own requirements as to requirements for the provision of First Aid; Check!
  16. Security: If necessary owing to venue type, ensure security measures are in place for the venue at night time.

 

Visitors and Guests

  1. Overseas Visitors: Make a fuss of them and do not hesitate to ask them to contribute to your programme.
  2. Visitors: Make them feel wanted and they will come again.
  3. Who's coming: The President is grateful for this information in advance.
  4. Guests: All who attend conference are your guests so treat them well. In addition there are official guests for the opening of conference and the dinner. These are a charge on conference so keep the list short. Official guests at the opening cost a morning tea; those at the dinner cost about half a registration fee. Local Mayor, M.P.,
  5. Police or SAR representative, a V.I.P., and their spouses for the opening. A representative of Radio Spectrum Management and their lady for the dinner. The higher you aim the longer is the notice required, so get the invitations out early. Liaise with the President on the choice of opener, the format and protocol of the opening. The invitation to the Radio Spectrum Management representative at dinner must be made through the General Secretary six months before the date of conference. Date, time and place of both opening and dinner and details of other V.I.P.s attending are required.