Or
Everything You Wanted
To Know
About Chairing
A Show
But Didn’t Know
Who to
Ask.
This book should be turned over to the next year’s Show Chair as soon as selection is made.
It is recommended that a copy of the applicable section
be provided to each Committee Chair as soon as they accept the task. Depending on the size of your show, tasks
can be combined.
The contents should be kept in tact; however additions
and corrections should be made as deemed necessary.
The examples and suggestions as well as the electronic
copy in Microsoft word format should be updated as required.
Last but not least, a copy of the most current Handbook
on Judging and Exhibition should be acquired.
Part II of the Handbook is entitled “Exhibition” and contains valuable
suggestions for Show Chairs, Committee Chairs, and Exhibitors. (The AOS Handbook can be purchased on line at www.aos.org).
Enjoy, and, above all, keep an open mind and a sense of
humor!!
The information contained herein is intended to be a
help-aid for the Show Chair and Co-Chair, Show Committee Chairs, Show Subcommittee
Members and other interested society members.
The suggestions referenced within are just that – suggestions. As you use the book, you may want to include
some examples for future show chairs, such as past show schedules, etc. Hopefully, this booklet will provide an
outline and a checklist that will lead to a successful experience of being a
SHOW CHAIR.
A show’s obligations are most effectively accomplished
when delegated to a show chair and co-chair, show committee and specific
subcommittees, thus organizing the functions of the show into separate
departments. The various committees
must work out each task on a step-by-step basis.
Provisions must be made for coordinating and controlling the various committees. For this purpose the Show Chair is the chief executive of the show. The show committee should have frequent meetings that all chairs and their committees can attend. Progress reports at committee meetings are the best method for exchanging information. Functions not otherwise assigned are the Show Chair’s responsibility. Because the work of any one committee inevitably impinges on others, the importance of coordination and communication cannot be overemphasized.
The following suggestions will aid in the flow of
information: Make regular progress reports to your society at its meetings and
through its newsletter. Cooperate with
your society’s program chair to include one or two programs or study sessions
on staging, grooming plants, and classification and entry for the members. Prepare copies of all correspondence,
sending one copy immediately to the Show Chair. Finally, all committee chairs should prepare a report that
details the duties of their committees and any problems encountered, along with
recommendations for the next show.
Because shows are commonly held at regular intervals,
continuity as well as advance preparation and training are well served if an
assistant or co-chair is named who can be chair of the succeeding show. This person should also be assigned specific
duties for the current effort. A
copy of the American Orchid Society Handbook on Judging and Exhibition should
be acquired and the section on Exhibition should be perused. (The Handbook can be purchased from AOS
on-line at www.aos.org).
A Show Chair and possibly a Co-Chair for the next year’s
show and sale should be selected at the Year-End Society General Meeting.
The Show Chair should select a Show Committee as soon as
possible after being selected.
Communication with prospective volunteers is a must. Don’t assume that Committee Chairs or
members of previous shows will take up the gauntlet without being asked.
Types of Committee Chairs are:
Schedule
Awards (Ribbons and Trophies)
Staging
Classification
Entries
Clerking
AOS and Ribbon Judging
Hospitality
Publicity
Finance
Artistic Division (Orchids in
Use)
Sales
Banquet and Entertainment
AOS Membership Drive
Fund Raising
Photography
Cleanup
The Show Committee Chairs should agree on a show date as
soon as possible after the previous show ends. The date selected needs to be coordinated with the Administrator
of the show site. Verification by the
Administrator MUST is made to assure reservation of the whole building for the
entire show.
As soon as a date is decided upon, the Show Chair should
notify the society’s allocated Judging Center Chair either directly or through
the show Judging and Ribbon Chair and request approval of the show dates. (The
show date MUST first be approved by the societies allocated Judging Chair at
least six months in advance of the show.)
After the show dates have been approved by the Judges at the Judging
Center, the allocated Judging Chair will send an e-mail to the American Orchid
Society (AOS) for approval.
Upon approval by the AOS, a Show Data Sheet will be received
by the Show Chair for completion and submission. Note that commitments to judge from at least five certified
AOS judges, of whom four must be accredited judges, and a photographer needs to
be secured. The Judging Center Chair should also be
asked to be the Show Judge’s Coordinator.
Be aware that it is up to the Society’s Show Chair (you), not the
Judging Center Chair, to secure the Judges signatures and to acquire a Show
Photographer).
Payment for the
AOS judging material, insurance, and the AOS Trophy should be sent with the
competed Show Data Sheet. AOS will send
a confirmation letter to the Show Chair after they receive the completed Show
Data Sheet and payment.
The Show judging kit will be mailed to the Judging Center
Chair who will see that it gets to the show before judging time. After the show, it is the responsibility of
the Show Chair you to mail the unused judging materials back to AOS.
Your committees will want to decide whether to purchase the ODC, IPA, etc., trophies to award.
AT SHOW TIME:
The Show Chair should be in attendance and available
during the entire show (from setup to teardown) to address any problems or
questions that might arise.
The Show Chair should request a raffle plant donation from
each of the vendors and ensure that appropriate signs are available to
acknowledge the vendors donations.
q Date of
show locked down
q Place
of show locked down
q Judging
approval acquired
q Show
Data Sheet received from AOS, completed and resent to AOS with payment
q Committees
Established
q Copies
of responsibilities provided to committee chairs
q Schedule
published
q Awards
(Ribbons and Trophies purchased)
q Staging
q Classification
q Entries
q Clerking
q AOS and
Ribbon Judging
q Hospitality
q Publicity
q Finance
q Artistic
Division (Orchids in Use)
q Sales
q Banquet
and Entertainment
q Fund
Raising
q AOS
Membership Drive
q Welcome
q Cleanup
q AOS
supplies returned
Committee
Responsibilities
All Show Committee Chairs may want to enlist enough members
to assist in completing required tasks.
Communication within the committees, between committees, and with the
Show Chair is a MUST in assuring a successful show with little or no surprises.
Remember, a Committee Chair may be responsible for combined
tasks.
(You may want to make copies of the responsibilities and
check lists for each Show Committee Chair).
The Show Schedule Chair is responsible for:
1. Ensuring that an appropriate number of accurate Show Schedules
are available for the members to use while registering their plants and
exhibits as well as enough for each Show Judge to use during ribbon judging.
a. The show schedule presents regulatory
guidelines for the show in a manner and format convenient for use by the show
committee, exhibitors and judges. Once
the schedule is adopted, the rules are fixed.
Careful wording of the schedule and clear statement of the rules are
essential. The schedule generally used
is derived from the Southwest Regional Orchid Growers Association (SWROGA) Show
Schedule that can be obtained in electronic format from the SWROGA Show
Chair. On the home page of the SWROGA
website (www.swroga.org) there is a place
to request an updated show schedule.
The schedule can be adapted to the society requirements, as is often the
case.
Check List for Show Schedule Committee Chair
q Copy of
responsibilities provided for committee members.
q Current
show schedule pulled off of the SWROGA website. (A copy of a ruler on the back of the schedule is nice to
have).
q Changes
made to show schedule to accommodate any changes agreed to by the Show
Committee members; i.e., Orchids in Use, Conservation Award, People’s Choice
Award.
q Preview
copy of show schedule provided to all committee chairs for review and comment.
q Adequate
number of show schedules printed to accommodate the members during plant
registration and the judges during judging.
(The number will depend on how many exhibitors and judges you expect).
The Staging Chair is responsible for:
1. Providing exhibit sign up forms to the
society members and inviting other societies to exhibit. (See Examples).
1. Overseeing
the physical arrangements and equipment needed for the show and the process of
setting up exhibits.
2. The floor
design should be drawn to scale, and exhibitor’s positions indicated as soon as
these are known. The show as a whole
should be planned so that the total picture is most effective.
a. Final floor plans should be adhered to with
as few last minute changes as possible.
If changes are made, coordination must take place with the Registration
Chair to avoid possible confusion during the judging process.
3. The tracking
of exhibits through a numbering system and providing enough final staging maps
for the ribbon judging clerks and judges to use during judging.
4. Assuring that
name plaques are provided identifying exhibitors and that the plaques are set
out after judging is over. (Communication
with the Classification Committee is a must in this task – holders should be
available to display the plaques.)
Check List for Staging Committee Chair
q Copy
of responsibilities provided for committee members.
q “Reservation
for Exhibit Space” forms provided for membership and collected.
q Forms
for commercial exhibits received from Sales Chair.
q Extra
extension cords available.
q Enough
tables available.
q Input
for pedestals and tables required for Orchids in Use received from Flower Club
Representative.
q Exhibitor
name plaques and holders ready
q Exhibit
number signs ready
q Copies
of exhibit hall layout ready for exhibitors and judges
q Setup
volunteers lined up.
q Teardown
volunteers lined up.
EXAMPLE
Reservation for Exhibit Space
Orchid Society Show and Sale
Where
When
Name: __________________________________
Address: ________________________________
Phone Number: __________________________
E-mail Address: __________________________
Circle or check type of space needed:
Table Top
5’ x 30”
rectangle 6’ x 30” rectangle
8’ x 30”
rectangle 10’ x 3” rectangle
12’ x 30”
rectangle 3 1/2’ round
5’ x 5’ 5’ x 10’ 10’ x 5’
Other size
(please indicate)
(We will do our best to
accommodate your display requirements)
Electricity Needed?
Yes No
Back drops and table coverings for exhibits NOT
provided. Water props not allowed
(water fountains, water falls, etc.)
Show insurance provided.
Set up will begin at Time. on Day, Date. Tear down will begin at 4:00 p.m. on Sunday.
EXAMPLE
___________Orchid Society
January
19, 2007
Dear
Orchid Society Member:
The _____ Orchid Society cordially extends an invitation
to you and your Society to exhibit at their annual orchid show and sale. The 20XX ______ Orchid Society Show and
Sale, “_Theme_________”, will be held on ____Date, Place, and
Address______________________________________________________
Attached is a Reservation for Exhibit Space Reply
Form. Please fill out and return no
later than ___Date________ to: Name and
Address _________________________________ (you may remit via e-mail).
Set up and registration will be ____Date and
time_______________________ p.m.
Judging will be __Day and Time______________________ until complete
(breakfast will be served at 7:30).
The Show and Sales area will be open to the public from 12:00 p.m to
5:00 p.m. Saturday and from 10:00 a.m. until 4:00 p.m. Sunday. Breakdown will begin at 4:00 p.m. Sunday.
A
Social and Dutch Treat dinner is being planned for Saturday evening, ___Day and
Time________________________ Details
will be available on the ___Date_______
Please let me know if you require any
additional information.
Sincerely,
Name, Address, Phone Number, and e-mail
The Publicity Chair is responsible for:
1. Obtaining a
Theme
a. Requests
for input from the society membership for theme ideas should be made at least
six months before show date. A vote
then needs to be taken. A theme helps to obtain publicity, stimulate exhibitors
to create attractive displays and unify a show.
2. Generating a
Flyer
q After a
theme has been decided on, a flyer needs to be produced. Typically the flyer will be electronically
generated and easily reproduced. (One
way to obtain a flyer is to have a contest with the winning entry receiving a
blooming orchid plant).
3. Notifying
Newspapers, TV, and Radio
a.
Some newspapers provide a FREE interview and
pictures. Be sure to contact the local
paper enough in advance. All the
information about the show should be provided by mail or e-mail at least three
weeks or sooner prior to the show.
b. Information should be faxed to the radio
stations and periodicals no later than three weeks before the show.
4. E-mail SWROGA
webmaster information about show, date, time, place and contact. Do this at least 6 months or sooner before
show. (www.swroga.org)
5. Check the AOS Orchids magazine and website
show listing to make sure the information got in and is correct. It should be published at least 3 months or
more before the show, depending on when the show was approved by AOS.
4. Arranging for signs and banners to be put
up in the area.
5. Removing and
storing the signs after the show ends.
q Copies
of responsibilities provided for committee members.
q Request
form for theme ideas provided for the society membership and collected.
q A
volunteer selected to generate a flyer based on the chosen theme.
q Copies
made of the flyer and distributed.
q Radios
contacted. (A list of the stations
and periodicals e-mail addresses might be of value in this book for future
use.)
q Television
contacted.
q SWROGA
Web Master Contacted (www.swroga.org)
q AOS
show announced in Orchids (check this)
q Newspapers
contacted.
q Signs
and banners ready to set out.
The Sales Chair
is responsible for:
1. Sending
invitations to the vendors, listing all show information, rules, and
charges. (See Example). The Show Committee members should decide
how much will be charged for vending based on show budget.
2. Following-up
on vendor confirmation and communicate with the Staging Chair. (See Example)
3. Arranging for
Show Insurance (usually purchased from AOS – (AOS has an on-line insurance
form available at their website www.aos.org).
4. Notifying the
Staging Chair of the amount of sales tables required as well as vendor exhibit
space needed.
q Confirmations
received from vendors. (It is best
to request a deposit and provide a drop-dead date for cancellation and refund
of deposit).
q Table
space required for vendor’s sales and exhibits provided to Staging Chair.
Orchid Society
Date EXAMPLE
Dear
Vendor:
The _______ Orchid Society cordially extends an
invitation to you to vend at their annual orchid show and sale. The 20xx ______ Orchid Society Show and Sale
will be held on ________________ at the _____________________. We will be advertising heavily and expect
excellent attendance again this year.
There is space for 5 orchid vendors and 2 orchid supply
vendors. Fees are $150 per 6’ table
with a minimum purchase of 2 tables required.
A third 6’ table will be provided free with commitment to exhibit a
display. Since sales space is limited,
vendors will be accepted on a first to reply basis. A deposit of $100 with your vendor registration is required to hold
your tables; balance will be due at set up.
Attached is a
Vendor Reply Form and a layout of the Show Floor. Please indicate your first, second and third preference for sales
location on the layout and return along with your reply form and deposit no
later than ____Date____ , 20xx. Vendors
will be placed on a first to respond basis.
You will receive confirmation and receipt for deposit upon acceptance. Deposits will be refunded on cancellations
received by ________Date_______ .
Set up and registration will _Day and Date_____________
from _Time_______. Judging will be
__Day and Date_______ from __Time______until complete. The Show and Sales area will be open to the
public from __Day and Tme_________.
Breakdown will begin at __Time and Day__________________.
Please let me know if you require any additional
information.
Sincerely,
Name
Address
EXAMPLE
Vendor Reply Form
for 20xx Orchid Society Show and Sale
Date and Place
Name: ___________________________________________________
Company: ________________________________________________
Number of Tables: ___________________($150 per 6’ table,
2 table minimum)
Person(s) working sales tables
I will also
need:___________________________________________________________
Deposit due on submission to hold space: $100.00
Signature
Printed Name
Mail this completed form, the layout form with your
preference and your $100 check or money order deposit made payable to
________no-later-than __Date____________.
Name
Address
You will receive a table confirmation and receipt.
Questions: Phone
number, e-mail address