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
|
|
The Awards Chair is responsible for:
1. Working
closely with the Show Schedule Chair to verify the amount of ribbons and trophies
required.
2. Ordering
rosettes, show judge ribbons, trophies, etc.
a. The
Show Committee Members should be polled for ideas for Show Trophies and
budget. The trophies should be orchid
related. After vote is taken as to what
to use as trophies, purchase should be made enough in advance to assure they
will be available for the show.
3. Providing
ribbon to string between trophies and awarded plants for easy identification.
4. Providing
signs for each award. Signs from
previous years should be available. (Communication
with the Classification Committee is a must in this task – holder should be
available to display the signs.)
5. Turning
trophies not awarded over to the Society President on Sunday at the end of the
show.
6. Collecting
and placing the award signs back in a folder on Sunday after the show ends so
they can be used at the next show.
q Enough
1st, 2nd, and 3rd place ribbons are available
for ribbon judging.
q Enough
Judges and Clerks ribbons are available
q Enough
Rosettes are available
q Enough
Trophies have been purchased
q Award
signs are read
The
Classification Chair is responsible for:
1. Assuring that
updated folders are available for each classification by working closely with
the Show Schedule Committee.
2. Making sure
there are enough entry forms for exhibitors to fill out. (Entry tags can be
ordered from the SWROGA Show Tag Representative ahead of time if more are
needed. There is a place on the SWROGA
website to request Show Tags).
3. Assisting in
the monitoring of entry forms by working closely with the Entry Committee to
ensure the entries are complete.
a. Entry forms should be labeled correctly, legibly and
neatly. The name and parentage (if a
hybrid) should identify the plant.
b. One
or more computers with an updated e-program(e-awards, Orchidwiz, etc.) and a
printer should be acquired to assist the exhibitors and committee.
c. Correct
classification is ultimately the responsibility of the exhibitor. The classification committee or show chair
could be called upon to decide if improperly entered plants should be
reclassified. However, it is usually
the prerogative of the judges to change a plant to another class or section if
they think it is improperly entered, or if the classification committee or the
show chair requests that this be done.
d. Use of the SWROGA Alphabetical Listing of Orchid Species and
Intergeneric Hybrids should be provided for exhibitor to use during
classification (current list can requested from the SWROGA Show Chair at the
web site www.swroga.org.)
4. Assigning
identification numbers to exhibits and exhibitors.
5. Recording all
entries on a computerized list by category.
6. Pasting
carbon copy of each entry in appropriate folders. (If folders are used).
a. Paste
should be used that will allow entry forms to be easily removed from the folder
in case a judge decides to move it to another class and after the show is over.
7. Recording
number of entries in each category and notifying the SWROGA Show Committee
chair of same for future reference.
8. Removing
all entry tags and erasing all marks on folders after judging is completed and
storing folders. (If folders are
used)
a. It is important that folders be kept in numerical order in the
folder container and stored at the end of the show so they will be available
for the next show.
Check
List for Classification and Entry Committee Chair
q Folders
or Lists are ready (Whichever is
used)
q Enough
entry forms are available
q Enough
computers containing e-award information are (e-aos, Orchidwiz, etc) available
q Printer
available
q Copies
of SWROGA Alphabetical Listing of Orchid Species and Intergeneric Hybrids
available (Current list should have been requested from the SWROGA Show
Chair via the SWROGA Website).
The Fundraising
Chair is responsible for:
Requesting and accepting items for silent auction table.
Generating silent auction signup forms.
Setting up silent auction table at show time.
Distributing silent auction items at end of show and
collecting payments.
Assuring raffle tickets available.
Monitoring raffle and tracking amount collected.
Proposing fundraising possibilities
Checklist for Fundraising Chair
q Tickets
available for raffle
q Items
collected for silent auction
q Signup
sheets provided for silent auction
q Assistants
lined up to monitor raffle and silent auction
The Hospitality Committee Chair is responsible for:
1. Accommodating
any guests of the society at show time and hosting the public during the hours
the show is open.
2. Assisting the
Judging Committee Chair in arranging a judge’s breakfast and/or luncheon.
3. Coordinating
food items for the hospitality room during show time.
4. Arranging for
take-it bags at the end of the show (Sunday) for out-of-town exhibitors and
vendors.
Check
List for Hospitality Committee Chair
q Food
items purchased
The Welcoming Committee Chair is responsible for:
1. Making sure
that the Welcome Table is staffed during the show.
a. Every
show needs society members present during the hours the show is open to the
public to answer questions about the orchids on display and the many cultural
questions that arise.
2. Assuring that
culture sheets are available.
3. Assuring that
membership forms and Orchid Society information is available.
4. Selling
memberships.
5. Selling
raffle tickets.
6. Handing out
and collecting People’s Choice ballots. (If
desired).
Check
List for Welcoming Committee Chair
q Raffle
tickets and containers ready
q Raffle
table set up
q Membership
forms available
q Culture
sheets available
Clerks are a very important part of the judging
process. Detailed directions should be given
before ribbon judging begins. The
clerking chair is responsible for:
1. Assuring at
least two clerks for each Ribbon Judging Team will be available (three is
preferable if at all possible). (Communication
with the Judging Chair is a must.)
2. Instructing
the clerks on their duties as follows:
a. Use of the Show Schedule
b. Use of floor plan, the folders or lists (whichever is used) for
the classes assigned to their judging team, and ribbons for the classes (blue,
red, and white)
A. On each team:
(1) One clerk will hold the folders or list (whichever is used) with
the entries, direct the judges to the location of the entry, and record the
judges’ decision on the entry forms or list for the ribbons (first-Blue,
second-Red, Third-White) and Trophies.
(2) One or two clerks will place the appropriate ribbons on plants.
c. Let the clerks know they should never:
(1) Volunteer information about exhibitors or plants.
(2) Engage in distracting personal conversations.
(3) Discuss the judges’ comments afterward.
(4)
Neither disband their team nor leave until the
judging chair and the clerking chair have excused them from further duties.
3. Assists the
Ribbons and Awards Chair in distributing the file folders or lists (whichever
used) and ribbons to the judging team clerks.
4. After
ribbon judging, assign clerks the duties of collecting plants marked for AOS
judging:
a. Plants to be pulled will be clearly marked, usually with a round
dot, on the entry form or leaf of the plant by the AOS judges.
b. Take the plants to be judged to an assigned
location and return them after the AOS judges are finished with them.
c. A special “Pulled for AOS Judging” ribbon usually will be left
in the position of the removed plant to assure the plant is returned to the
correct location after judging, leaving the ribbon with the plant after it is
returned (whether it was awarded or not).
5. Assign clerks
to assist the Awards Committee in distributing the:
a. Trophies
b. Award signs
c. Rosettes and strings from the award signs to the awarded plants
d. Exhibitor Signs
(Trophies, Signs, Ribbons, and Holders for distribution
should be at the Awards Committee Table)
Clerking
Chair Checklist
q Copies
of clerking duties given to all clerks
q Give
clerks an orientation before judging begins (The Head Clerk may want to have
copies of the instructions to hand out to the clerks).
The Judging Chair should be an AOS accredited judge if
at all possible. The Judging Chair is
responsible for:
1. Inviting
the society’s allocated Judging Center Chair to be the Judge’s Coordinator
during judging at the show.
2. Sending
invitations to AOS judges requesting they judge the show. (See Example)
a.
The invitation should include the following
information:
1)
Date of Show
2)
Place
3)
Time of Judging
4)
Time of meal/s
5)
Return form for acceptance
3. Arranging
for space for photographer to take pictures of any plants that receive an AOS
award.
4. Coordinating
with the Hospitality Chair to make available a Judges Breakfast and/or
Luncheon:
a.
Decide on menu (This will depend on whether
catered, dining out, or eating on site).
b.
Advise how many to expect (This will depend
whether Judges significant others and clerks are invited to eat).
5. Coordinating
with the Head Clerk to:
a.
Let him/her know how many clerks will be required.
b.
Get a list of the clerks that will be present.
Show
Judging Chair Checklist
q Hospitality
chair advised as to how many will attend the judge’s breakfast and/or luncheon.
q Place
and menu decided on for Judges meal/s.
q Head
clerk advised as to how many clerks to have present.
EXAMPLE
Orchid
Society
Invites
you to judge their show
“_____Theme_____________”
7:30
a.m. – Breakfast Buffet
8:00
a.m. – Ribbon Judging & AOS Judging
11:30
a.m. – Lunch
Judges
Confirmation for
__Date________,
20xx Show
“____Theme______________”
_______Place_______________
_____Address_____________
________City______________
Breakfast: 7:30
Ribbon
& AOS Judging: 8:00
Lunch: 11:30
I accept being
a judge for this event: ___________
I am unable to
judge this event: _______________
My spouse or
significant other will be attending breakfast and lunch___
Name:___________________________________________________
Address:
_________________________________________________
City, State,
Zip:
___________________________________________
Phone: ________________Email:
____________________________
The Finance Chair is typically the Society Treasurer. For a large show it may be advisable to select someone other than the treasurer to be the Finance Chair.
The Finance Chair is responsible for:
1. Generating
a Budget based on Show Committees recommendations.
2. Tracking
Expenditures by:
a.
Keeping a written list of all expenditures turned
in by the Committee Chairs.
1) Making sure that checks are made out as required for
reimbursement upon receiving valid receipts (If the Finance Chair is not the
Society Treasurer, making sure the treasurer is aware of payments to be
made).
3. Keeping all
receipts of expenditures turned in by Committee Chairs (If the Finance Chair
is not the Society Treasurer, turning all records over to the treasurer
at the end of the show).
4. Collecting
payments for Sales Tables and Banquet.
4. Generating a
Show Income vs Expenditure Report after the show is over.
Finance Chair
Checklist
q Budget
Generated
q Receipts
verified for all expenditures
q Written
list of all monies received and disbursed
q Complete
financial report at end of show
Banquet and
Entertainment
The Banquet and Entertainment Chair is responsible for:
1. Polling the
Show Committee members as to what kind of banquet to hold; i.e., catered or
restaurant.
a. If catered is decided upon, source and menu
will need to be selected.
2. Pricing the
Banquet determined by cost of catering or dining out.
3. Acquiring
Entertainment if desired. (Some types have been; magician, dancing group,
singing group, solo singer).
4. Sending
banquet signup requests to the society membership.
Show Banquet
and Entertainment Chair Checklist
q Type
of banquet decided on
q Price
decided on
q Membership
polled for attendance
q Menu
selected if catered (if catered,
verification that room is available)
q Restaurant
secured if not catered
q
Entertainment Arranged (if desired)
q
Decorations purchased (if desired)
q
Door prizes purchased (always nice to have)
Artistic
Division (Orchids in Use)
The Artistic Division (Orchids in Use) Chair is
responsible for:
1.
Notifying the Show Schedule Chair of any changes to the
schedule as printed.
2.
Coordinating display setup with the members of the
Floral Arranging Clubs. (If
available)
3.
Arranging for purchase of orchids from Hausermann
Orchids:
a. 2 boxes Large White Cattleyas (typically
donated by Hausermann Orchids)
b. 2 boxes Large Lavender Cattleyas
c. 1 box mixed Novelty (typically donated
by Hausermann Orchids)
1). Contact is Melinda at 650-543-6855. The cattleyas are usually donated by
Hausermann and the cost of the Novelites is usually around $50.00.
4.
Arrange for shipping and pick-up of orchids.
a. Ship via air freight
1). Cost is variable depending upon carrier.
b. Pick-up
at airport or bus depot.
Artistic
Division Chair Checklist
q Flower
Judge Representative Contacted
q Copy
of Schedule provided to Flower Judge
Representative
q Orchids
ordered for Orchids in Use
q Arrangement
made to pick up orchids
American Orchid Society Representative
The Society’s AOS
representative should set up a designated table at the show for an AOS
membership drive. AOS materials such as the portable AOS membership brochure
display and current literature concerning membership should be arranged on the
membership drive table.
AOS provides a free Membership
kit and if you don’t have one, contact the AOS membership representative at www.aos.org.
Credit cards can be accepted
as well as checks. Be sure all
applications are filled in completely.
American Orchid Society Rep Checklist
q Membership
Kit received
q Written
instruction set for helpers
q Helpers
signed up to work at the table
q
Give-away items arranged (last year’s Orchids
magazines, orchid plants, etc.)
Disclaimer
This booklet was made up with
the information at hand. Nothing in it
is etched in stone!!! Take what you
like and leave the rest. Add on,
subtract from, include your own examples and HAVE A GREAT
SHOW!!!!!!!!!!!!!!!!!!!